SAM- PWS DRAFT.pdf

Last Updated: 10/28/25

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Section C

PERFORMANCE WORK STATEMENT (PWS)

FACILITIES OPERATIONS AND MAINTENANCE

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TABLE OF CONTENTS

LIST OF TECHNICAL EXHIBITS………………………………………………….6

1. INTRODUCTION…………………………………………………………………7

1.1 OBJECTIVE

1.2 CODE OR REQUIREMENT CONFLICT

1.3 CONTRACTOR

2. SCOPE OF WORK………………………………………………………………..7

2.1 DESCRIPTION OF SERVICES

2.2 BASIC SERVICES

2.3 ADDITIONAL SERVICES

3. BASIC SERVICES………………………………………………………………...9

3.1 FACILITY OPERATIONS

3.1.1 BUILDING OPERATIONS PLAN (BOP)

3.1.2 INSTRUCTIONS

3.1.3 FACILITY TEMPERATURE

3.1.4 EQUIPMENT CHECKS (TOURS)

3.1.5 RESERVED

3.1.6 SNOW REMOVAL AND ICE ABATEMENT

3.1.7 MAINTAIN EQUIPMENT ROOMS AND CONTRACTOR SPACES

3.1.8 PAINTING AND CORROSION CONTROL

3.1.9 READ UTILITY METERS

3.1.10 EQUIPMENT CONDITION REPORT

3.1.11 ENERGY CONSERVATION

3.1.12 LAMPS AND BALLASTS

3.1.13 DEMAND RESPONSE PROGRAMS

3.1.14 WATER CONSERVATION

3.1.15 SEVERE WEATHER EVENTS

3.1.16 LAWN IRRIGATION

3.2 BUILDING SYSTEMS WATER TREATMENT

3.2.1 WATER TREATMENT PROGRAM

3.2.2 INDEPENDENT TESTING ............................................ Error! Bookmark not defined.

3.2.3 WEEKLY WATER TREATMENT TESTS .................. Error! Bookmark not defined.

3.2.4 CHEMICALS .................................................................... Error! Bookmark not defined.

3.2.5 LEGIONELLA WATER INSPECTIONS

3.2.5.1 TESTING

3.2.5.1 TESTING INSTRUCTIONS

3.3 SERVICE CALLS

3.3.1 GENERAL SERVICE CALL REQUIREMENTS

3.3.2 SERVICE CALL RECEPTION

3.3.2.1 SERVICE CALL RECEPTION DURING REGULAR WORK HOURS

3.3.2.2 RESERVED

3.3.2.2.1 RECEPTION AT CONTINUOUS ON-SITE STAFFED LOCATIONS

3.3.3 SERVICE CALL CLASSIFICATION, RESPONSE AND COMPLETION

3.3.3.1 EMERGENCY SERVICE CALLS

3.3.3.2 HOT/COLD CALLS

3.3.3.3 URGENT SERVICE CALLS

3.3.3.4 ROUTINE SERVICE CALLS

3.3.3.5 UTILITY TIME SERVICE CALLS (UTSC)

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SERVICE CALL RESPONSE/COMPLETION REQUIREMENTS TABLE

3.3.3.6 SERVICE CALL DEFERRALS

3.3.4 SERVICE CALLS WITH A COST GREATER THAN $3,000

3.3.5 MATERIALS, EQUIPMENT AND CRITICAL SPARES

3.3.6 REPAIR STANDARDS

3.3.7 DAMAGES CAUSED BY WEATHER CONDITIONS OR VANDALISM

3.3.8 TECHNICAL ASSISTANCE

3.3.9 MOVING FURNITURE AND EQUIPMENT

3.3.10 SERVICE CALL DATABASE

3.4 PREVENTIVE MAINTENANCE (PM) AND CERTIFICATION

3.4.1 PREVENTIVE MAINTENANCE (PM)

3.4.2 PREVENTIVE MAINTENANCE PERFORMANCE AND SCHEDULING

3.4.3 CHANGES IN EQUIPMENT INVENTORY

3.4.4 PM DOCUMENTATION

3.4.5 EQUIPMENT IDENTIFICATION NUMBERS (ID)

3.4.6 EQUIPMENT CERTIFICATIONS

3.4.7 CERTIFICATION SCHEDULES

3.4.8 INFRARED TESTING (SCANNING)

3.4.9 CONTROL SYSTEMS

3.4.10 OIL ANALYSIS AND OIL CHANGES

3.4.10.1 PERIODIC OIL ANALYSIS

3.4.10.2 NON-DESTRUCTIVE CHILLER TUBE ANALYSIS

3.4.11 BOILER/PRESSURE VESSEL OPERATION AND INSPECTION

STANDARDS

3.4.12 BACKFLOW PREVENTION DEVICES

3.4.13 DOMESTIC WATER SYSTEMS

3.4.13.1 RESERVED .................................................................. Error! Bookmark not defined.

3.4.13.2 RESERVED

3.4.13.3 REPAIRED, MODIFIED, SERVICED OR BREACHED

3.4.13.4 RESERVED 39

3.4.13.5 ROUTINE FLUSHING FOR CHILDCARE, HEALTH UNTITS, AND

SHOWERS

3.5 PERSONNEL REQUIREMENTS

3.5.1 ON-SITE PROJECT MANAGER

3.5.1.1 ON-SITE COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM (CMMS)

ADMINISTRATOR

3.5.2 ON-SITE SHIFT SUPERVISORS

3.5.3 ELECTRICIANS

Operating Switchgear Electricians

3.5.4 HEATING VENTILATION AIR CONDITION (HVAC) MECHANIC

3.5.5 MAINTENANCE MECHANIC

3.5.6 SPECIALIZED EQUIPMENT MAINTENANCE

3.6 ON-SITE HOURS OF OPERATION

3.7 ENVIRONMENT, HEALTH AND SAFETY (EHS) REQUIREMENTS

3.8 SECURITY

3.8.1 SITE ACCESS AND CLEARANCES

3.8.1.1 FULL TIME AND FREQUENT ON-SITE ACESS

3.8.1.1.2 Staff-Like Access Definition and Requirements

3.8.1.1.3 Eligibility requirements

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3.8.1.1.4 Suitability Screening Requirements

3.8.1.1.5 Fingerprinting and e-QIP

3.8.1.1.6 Submission Requirements

3.8.1.1.7 Contractor Employee Training Requirements

3.8.1.1.8 Contractor Employee Separation Contract Requirements

3.8.1.2 INFREQUENT AND INTERMITTENT ACCESS

3.8.2 BADGES

3.8.3 FACILITY SECURITY

3.9 PHASE-IN AND PHASE-OUT

3.9.1 PHASE-IN PLANNING/STAFFING

3.9.2 EXISTING DEFICIENCIES INSPECTION

3.9.2.1 INSPECTION PROCESS

3.9.2.2 EQUIP. DISASSEMBLY/REASSEMBLY FOR INSPECTION PURPOSES

3.9.3 INSPECTION DOCUMENTATION

3.9.4 CORRECTION OF DEFICIENCIES

3.9.5 RESPONSIBILITY FOR NORMAL OPERATIONS AND MAINTENANCE

3.9.6 CONTRACT START

3.9.7 PHASE-OUT

3.9.7.1 CONTRACT CLOSE-OUT INSPECTION

3.9.7.2 INSPECTION DOCUMENTATION

3.9.7.3 DEFICIENCY CORRECTION

3.10 QUALITY CONTROL PLAN (QCP)

3.10.1 INSPECTION SYSTEM

3.10.2 QCP PERSONNEL

3.10.3 ANNUAL EXECUTIVE QUALITY CONTROL (QC) INSPECTION

3.10.4 QCP DOCUMENTATION

3.11 GOVERNMENT QUALITY ASSURANCE PLAN (QAP)

3.11.1 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

3.11.2 RE-WORK for SUBSTANDARD WORK

3.11.3 FAILURE to PERFORM SCHEDULED TASKS

3.11.4 DEGREE of DEVIATION from REQUIREMENT and DEDUCTION

CALCULATION

3.11.5 ADDITIONAL GOVERNMENT QAP ACTIONS

3.11.6 GOVERNMENT INSPECTION TIMEFRAMES

3.12 CONTINGENCY PLANS

3.13 REQUIRED REPORTS AND SUBMITTALS

3.14 PARTNERING

3.15 WARRANTIES

3.16 COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEMS (CMMS)

3.17 AS-BUILT DRAWINGS

3.18 WORK PERFORMANCE, COORDINATION AND SCHEDULING

3.18.1 ROUTINE WORK COORDINATION

3.18.2 FACILITY OUTAGES COORDINATION

3.19 RESERVED

4. ADDITIONAL SERVICES……………………………………………………...76

4.1 TYPES OF ADDITIONAL SERVICES

4.1.1 REPAIR REQUIREMENTS (SERVICE CALL WORK) EXCEEDING $3,000 76

4.1.2 CORRECTION OF DEFICIENCIES IDENTIFIED DURING THE PHASE-IN

INSPECTION

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4.1.3 NEW PROJECT WORK

4.1.4 SNOW HAULING

4.2 EMERGENCY ADDITONAL SERVICES

4.3 COST PROPOSALS FOR OTHER THAN EMERGENCIES

4.4 CONSEQUENCES OF FAILURE TO PROVIDE COST PROPOSALS

4.5 CHANGES TO THE SCOPE OF WORK FOR TASK ORDERS

4.7 REPORTS

5. GOVERNMENT FURNISHED ITEMS………………………………………...79

5.1 GOVERNMENT FURNISHED SPACE

5.1.1 KEYS TO GOVERNMENT FACILITIES

5.1.2 AUTHORIZED USE AND ACCESS TO SPACES

5.1.3 TECHNICAL PUBLICATIONS

5.2 GOVERNMENT FURNISHED MATERIALS (GFM)

5.2.1 MATERIAL INVENTORY

5.3 GOVERNMENT FURNISHED EQUIPMENT (GFE)

5.3.1 OFFICE FURNISHING, MINOR TOOLS AND SHOP FIXTURES

5.3.2 USE OF GOVERNMENT PROPERTY

5.3.3 EQUIPMENT INVENTORY

5.3.4 COMPUTERS

5.4 GOVERNMENT PROVIDED SERVICES

5.4.1 UTILITIES

5.4.2 FUELS

5.4.2.1 FUEL OIL TREATMENT

5.4.3 HOUSEKEEPING SERVICES

5.4.4 GROUNDS MAINTENANCE AND REFUSE REMOVAL

5.4.5 SECURITY AND FIRE PROTECTION

6.CONTRACTOR PROVIDED ITEMS……………………….…………………..83

6.1 MATERIALS

6.2 COMMUNICATION EQUIPMENT

6.3 DRAWINGS

6.4 PERSONAL PROTECTIVE EQUIPMENT

6.5 UNIFORMS

6.6 WARRANTY OF SERVICES

7.DEFINITIONS AND ACRONYMS………………………………………………………...…79

8.REGULATIONS AND REFERENCES………….…………………………………………..84

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LIST OF TECHNICAL EXHIBITS

Technical Exhibit Number Title of Technical Exhibit

TE-1 General Location and Site Information TE-2 Facility Components and Equipment TE-3 Reserved TE-4 IRS PM Guide Cards TE-5 Equipment PM List TE-6 Required Submittals and Reports TE-7 Government Furnished Items to be included in the contract

TE-8 Glossary of Terminology TE-9 Applicable Regulations and

References

TE-10 Infrared Testing Requirements TE-11 Service Call, PM, and ADDITONAL

SERVICES work flow charts

TE-12 Certification Requirements TE-13 Reserved TE-14 Biobased Reporting Forms

TE-15 QASP

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SECTION C: DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. INTRODUCTION

1.1 OBJECTIVE

The objective of this solicitation is to obtain contract services for facility operations and preventive maintenance, together with repair services for buildings, structures and building equipment at U.S. Department of Treasury, Internal Revenue Service (IRS) Facility at the following location(s): Memphis Internal Revenue Service Center (MIRSC) 5333 Getwell Rd, Memphis, TN 38118.

The overriding objective of this solicitation is to provide the services stated herein with the utmost reliability to minimize any negative impacts on critical building systems which could adversely affect the IRS’s mission. Moreover, the objective is to ensure no unscheduled building systems outages on critical building systems which affect IRS operations. The specific location, mission, facility size, building(s) population and other relative data are shown in Technical Exhibit TE-1.

1.2 CODE OR REQUIREMENT CONFLICT

Throughout this PWS there are references to applicable codes or requirements. These references are for informational purposes to assist in the definition of services to be provided by, or expectations of the Contractor. The Contractor is expected to be knowledgeable of all applicable local, State and Federal requirements associated with the performance of their contract responsibilities together with related industry best practices.

In the event of a conflict between the requirements of local, State or Federal requirements, or a conflict between this PWS and the local, State or Federal requirements and/or industry best practices, the most stringent requirement shall apply. The Contractor must comply with the provisions of Executive Order 13834 with respect to the operation of government-owned facilities and vehicles.

1.3 CONTRACTOR

Throughout the PWS, the term “Contractor” is used to reference the successful offer or in the performance of the duties as described in this PWS.

2. SCOPE OF WORK

2.1 DESCRIPTION OF SERVICES

The Contractor shall provide all management, supervision, labor, materials, supplies, repairs, maintenance, parts, tools and equipment and shall plan, schedule, coordinate and ensure completion of all contract requirements specified herein at Internal Revenue Services (IRS) building(s) at the following location(s): Memphis Internal Revenue Service Center (MIRSC) 5333 Getwell Rd, Memphis, TN 38118.

Specific facility equipment and building systems included in this contract are shown in Technical Exhibit TE-2 for Facility Components and Equipment (contract covered systems and infrastructure components requiring operations, service calls and service call repairs, etc..) and Technical Exhibit TE-5 depicting Building Equipment PM requirements for the site (equipment requiring PM performed on a scheduled basis). The Contractor shall be fully responsible for the operation, repairs, scheduled preventive maintenance and

Page C - 8 equipment certifications necessary to effectively operate and maintain all building equipment and systems as listed in this contract. The Contractor shall also provide additional services building/equipment repair services, new work, snow hauling services, and phase-in deficiency correction.

The Contractor shall be required to operate the facilities covered by this contract during all emergency situations such as fires, spills, accident and rescue operations, strikes, civil disturbances, natural disasters and the like. The contract Project Manager and his designated staff shall become thoroughly familiar with the IRS Occupancy Emergency Plan (OEP) at each site. Participation in the IRS OEP shall be mandatory during the event of an emergency regardless of the time of occurrence. The Contractor shall be responsible to support the OEP during an actual emergency or any associated preparatory drills, by performing specific actions as required by the COR as part of the basic services (fixed price) portion of this contract.

2.2 BASIC SERVICES

The basic services portion of this requirement is intended to encompass performance of all services to:

• Operate the facility (described in Paragraphs 3.1, 3.2 and 3.6);

• Perform all service calls and repairs initiated by the Government as service calls (described in Paragraph 3.3);

• Perform Preventive maintenance and equipment certification and infrared testing (described in Paragraph 3.4 and related Technical Exhibits, TE 4, TE 5 and TE 10);

• Provide the services to manage the work at each location (described in Paragraph 3.5) and;

• Perform project planning and proposal development activities and cost estimating of all ADDITONAL SERVICES work requested by the Government (described in paragraph 4).

2.3 ADDITIONAL SERVICES

Additional Services may be ordered as a credit card authorization (< $3,000) as a means of authorizing additional services. All additional services costing more than $3,000 will be authorized by a fixed-price and/or time and materials task order. The additional services requirements of this contract will not exceed $500,000 for each individual task order. All additional services requirements exceeding $500,000 for each individual task order are excluded from this contract. Additional services are as follows:

• That portion of service call repairs that are in excess of $3,000 up to the maximum order limitation of $500,000;

• Phase-in deficiency corrections that are in excess of $500.00 up to the maximum order limitation of $500,000;

• Snow Hauling up to the maximum order limitation of $500, 000 and

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• New Project Work (Paragraph 4.1.3) up to a maximum order limitation of $500,000 additional services requirements up to a maximum order limitation of $500,000 shall be ordered by issuance of task orders by the Administrative Contracting Officer (CO) in accordance with FAR 52.216-18, ordering and 52.216-19, Order Limitations.

Additional services less than $3,000 may be ordered by issuance of purchase card orders by the Contracting Officer’s Representative (COR). The Contractor shall be responsible to have processes in place to accept ADDITONAL SERVICES credit card orders up to the $3,000 threshold by no later than the end of the phase in period.

• BASIC SERVICES/ADDITIONAL SERVICES

Work Category Firm-Fixed

Price Task Order Facility Operations Services, (Paragraph 3) including but not limited to BOP. (Paragraph 3.1.1), Water treatment (Paragraph 3.2), all service calls less than $3,000. (3.3)

X

The first $3,000 in labor, materials and/or subcontract costs associated with each service call.

X

Preventive Maintenance, Certification and Infrared services. (Paragraph 3.4)

X

Phase-In inspection corrections up to $500 each. X

All costs exceeding $3,000 in labor, material and/or subcontract costs associated with each service call up to a maximum order limitation of $500,000. (Paragraph 4.1.1)

Phase-In Inspection Deficiency Corrections exceeding $500 up to the maximum order limit (Paragraph 4.1.2)

All labor and materials associated with New Project Work from $0 to a maximum order limitation of $500,000.

(Paragraph 4.1.3)

3. BASIC SERVICES

3.1 FACILITY OPERATIONS

The Contractor shall provide all services to operate the facilities as described below.

3.1.1 BUILDING OPERATIONS PLAN (BOP)

The Contractor shall prepare and successfully implement a building operating plan (BOP) for each facility based on the building equipment inventory and the IRS customers’ operational needs. The BOP shall address both heating and cooling operations. All energy

Page C - 10 intense equipment (equipment exceeding 5 horse power) shall be separately identified in the BOP by the equipment identification number (ID #) and an operational plan (start up and shut down times and days operated) shall be established so all equipment is operated in the most energy efficient manner possible taking into consideration indoor temperatures and outside weather conditions during all operational seasons. The BOP shall be furnished to the COR no later than the end of the phase in period. The government may suspend all contract payments until a satisfactory plan is submitted and approved by the Government. The Contractor shall review the BOP at least annually (within the first 30 days of each option period) or when directed by the Contracting Officer’s Representative (COR) and make any necessary revisions to the plan. All revised plans shall be submitted to the COR for written approval prior to implementing the revised BOP. The COR will provide written acceptance or rejection of the plan within 30 days. At a minimum, the BOP shall address the following:

(1) Standard operating procedures for operating building systems, to include as a minimum:

a. Startup and shutdown times and procedures relative to various environmental conditions. These conditions include but are not limited to:

typical operation when cooling is required, typical operation when heating is required, operations when typical weather conditions impact heating or cooling (high humidity, extreme cold or hot periods, high winds), typical operation in “off seasons” (where applicable) when item “d” below can be realized.

b. Procedures to accommodate tenant overtime utility requests.

c. Peak load demand management procedures (if applicable).

d. Other operating strategies to maximize efficiency and minimize energy consumption.

e. Descriptions of major mechanical equipment and sequences of operations for equipment systems.

f. Locations of and requirements associated with accessibility and operations for all major utility shut offs including gas, oil, steam, electric (including UPS) and water.

g. Locations of all electric rooms and a narrative of the areas served by each.

(2) Energy intense equipment (all equipment above 5HP) start up and shut down schedules and operating procedures to achieve sound energy management practices while at the same time providing a building environment in accordance with this solicitation.

(3) Procedures to achieve and maintain temperatures within the facilities occupied and unoccupied spaces.

(4) Operations to protect facility, systems and equipment during extreme cold.

(5) Provide procedures for use of free cooling building equipment to save energy.

(6) Specific description of how and when equipment operational checks (tours) will be performed.

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(7) Describe procedures and frequency for back up of all automated control systems for building equipment.

(8) Development of a lighting control plan based on automated building lighting systems and/or manual procedures. A complete plan shall be developed explaining in detail how lighting shall be operated, and costs shall be controlled.

(9) Describe the procedures for how all outages to building equipment and systems will be requested in advance. All non-emergency, non-PM related outages shall be approved by the COR a minimum of 24 hours in advance.

(10) Plans and procedures for addressing situations where there is inoperability and impairment of Fire Protection and Life Safety systems, including Fire Watch and impairment procedures (e.g., red tags, etc.).

(11) Plans and procedures for demand response programs, utility peak pricing tariffs and utility curtailment plans.

(12) Describe the procedures and frequency of training for the Contractor staff to ensure strict adherence to the BOP.

(13) Description of watch procedures and documentation to be undertaken during operation of boilers, chillers, and related equipment.

3.1.2 INSTRUCTIONS

The Contractor shall develop specific standard operating procedures for Contractor personnel to implement the accepted BOP. These instructions shall be used by Contractor personnel in daily performance of work. A copy of these instructions shall be provided to the COR annually and shall be made available to other Government personnel upon request.

3.1.3 FACILITY TEMPERATURE

All spaces occupied during facility operating hours shall be maintained at 74 degrees ± 2 degrees Fahrenheit. Rooms housing Information Technology equipment (Data Centers identified in TE-1) shall be maintained between 64 and 82 degrees Fahrenheit with a relative humidity between 35 – 70%. All HVAC and /or CRAC units will have the same temperature set points. Rooms used for special Printing Operations will be maintained at 72 degrees ± 1 degree Fahrenheit with a relative humidity of 50% ± 5%. All HVAC and/or CRAC units will have the same temperature set points. Any temperature deviations shall be approved by the COR in writing.

3.1.4 EQUIPMENT CHECKS (TOURS)

The Contractor shall perform equipment checks on all major building equipment at set frequencies (as listed below). Equipment check sheets associated with equipment listed below shall be completed at the time equipment checks are performed. Equipment check sheets (format to be approved by the COR during the phase-in period) shall document all major operating parameters and must indicate the tolerance bands for acceptable performance where available. All findings noted during the checks shall be entered as remarks on the check sheet and a service call work order shall be initiated for any

Page C - 12 deficiencies that can't be immediately corrected. All completed equipment check sheets shall be provided to the COR within 2 workdays after completion (as required by the COR). A building tour logbook (format to be approved by the COR during the phase-in period) shall be stationed within the particular area and maintained for all mechanical and electrical machine room locations (as required by the COR). The building tour logbook stationed within the particular area shall reflect a minimum 30-day period of performance and shall be notated with the time, date, and mechanics initials when equipment checks are performed in these areas. Completed equipment check sheets and logs beyond the 30-day period shall be maintained in an orderly filing system by the Contractor and remain available for review by the COR throughout the duration of the contract. Thirty days before the expiration of the contract, all contract records (electronic and hard copy) shall be provided to the COR.

Equipment operating logs shall be maintained for major equipment (chiller, boilers, etc.

format to be approved by the COR during the phase-in period). Information recorded on the logs shall be adequate to track the operating hours and performance history of the equipment. The past 7 days of logs shall be kept at the equipment in a protective covering.

Logs past 8 days old shall be maintained in an orderly filing system by the Contractor and remain available for review by the COR throughout the duration of the contract.

Required Equipment Check Frequencies:

Minimum:

1. DAILY: Major HVAC equipment (when in operation) including boilers, chillers, sump pumps, cooling towers, BAS/EMS, pneumatic control air compressors and air handlers, fire alarm system control panels (fire alarm system control panels shall not have any trouble conditions), steam system reducing and regulating stations, special purpose HVAC for critical functions (for 24 hour operations the checks will be performed once per 8 hour shift).

2. WEEKLY: Distributed HVAC equipment including package units and external condensers, pumps, motors, sewage ejectors, fire pumps, generators, battery systems and uninterruptible power systems (UPS).

3. MONTHLY: Transformers, secondary Electrical rooms. Switchgear/primary electrical equipment rooms and condensate drip pans.

Where central plant equipment (chillers over 300-ton capacity and all boilers), is in operation the Contractor shall perform the following monitoring:

1. Monitor starting, stopping and loading of equipment.

2. Check all operating equipment in the watch area every two (2) hours.

3. Record operating data in appropriate logs or records every two (2) hours.

4. Make minor adjustments at the central control panel (or BAS front end) in response to changing weather/operating conditions.

The Contractor shall make no changes to the established equipment configuration or the programming/operating sequence of control systems for fire alarm, HVAC, mechanical or electrical systems in facilities without the written consent of the COR. Upon completion of any maintenance or repair work, the equipment and its components shall be clean and shall have no missing or damaged parts. The equipment shall operate within the equipment manufacturer’s design criteria levels.

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3.1.5 RESERVED

3.1.6 SNOW REMOVAL AND ICE ABATEMENT

a. Actual snow removal and ice abatement services will be ordered by the Government on an as-needed basis pursuant to the “Additional Services” terms and conditions outlined in Paragraph C.4.

b. The Contractor shall submit a detailed snow removal plan during the phase-in period to include the following requirements: The Contractor shall remove snow in a timely manner from the parking spaces/areas and all sidewalks during all snow falls of one inch or more or when potentially unsafe conditions exist for IRS employees.

c. The Contractor’s Snow Removal Plan shall be based on the following service requirements: (1) All accumulations of ice shall be abated immediately by applications of chemicals and/or other means to provide secure footing and safe driving conditions. (2) Sidewalks and other walking paths shall be clear of snow and ice throughout normal business hours and during periods at change of shifts even if snow or ice is continuing to fall during that time. (3) Parking areas shall be cleared before normal business hours and/or shift change so parking is available to IRS staff throughout normal business hours. (4) When possible, snow shall be piled at a lower elevation than walking areas or at other locations on IRS premises to prevent water from melted snow crossing walkways and parking lots and refreezing. (5) If snow accumulation exceeds the capability to pile the snow on the IRS premises as determined by the COR, hauling of snow to an offsite location may be authorized as an Additional Service. See Paragraph 4.

d. All chemicals proposed to be used in snow and ice removal shall not damage any IRS facility surface, shall be approved by the COR prior to use.

e. A sufficient quantity of chemicals shall be stored on-site. All chemicals stored on-site shall be protected from unintentional runoff.

f. The Contractor shall provide a detailed report in September of each calendar year that identifies all site damages to parking lot surfaces, curbs, parking lot light poles, site fencing, sidewalks, and lawn sprinkler systems, etc. so that all existing deficiencies are identified before the commencement of snow removal services for the year. The Contractor shall be responsible for all damages to Government property, structures, and systems caused by the Contractor’s negligence while performing snow removal services at no additional cost to the government.

g. The Contractor’s shall submit a detailed Snow Removal Plan, including the description of the chemicals to be used, available equipment on and off site, personnel that will be involved, and a drawing of the site depicting the sequence of how snow and ice will be removed from each site, shall be updated and provided to the COR for review and approval annually on or before November 1. The Snow Removal Plan shall be approved prior to implementation or use.

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3.1.7 MAINTAIN EQUIPMENT ROOMS AND CONTRACTOR SPACES

The Contractor shall keep building equipment machine rooms, shops, and contractor office spaces clean and always organized. The contractor shall always maintain a safe working environment. All areas shall be kept free of extraneous materials, swept, mopped and dusted. Any Contractor damage to walls, ceilings, floors, pipes, ducts or exteriors of equipment shall be repaired and the finish shall be returned to match the existing conditions. Operating supplies such as packing, lubricants, rags, cleaners, etc., shall be properly secured in containers and stored in accordance with fire safety requirements outlined in the NFPA and local fire safety laws and regulations, in spaces approved by the COR for storage.

During government building inspections by the COR or Government Maintenance Work Inspectors (MWI’s), any unacceptable conditions such as unauthorized storage of hazmat materials, old parts, supplies and/or debris discovered will result in an issuance of a service call at no additional cost to the Government to rectify the situation. Any fines or fees imposed as a result of improper storage of any material, supplies, equipment or safety conditions as a result of contractor actions will be paid by the contractor or it will be deducted from the monthly payment.

3.1.8 PAINTING AND CORROSION CONTROL

Painting included in the basic services portion of this contract is limited to 200 SF per service call at no additional cost to the Government and includes but is not limited to touching up interior and exterior architectural, structural and equipment surfaces such as walls, ceilings, doors, trim, windows, floors, hand railings, metal surfaces, installed building equipment, mechanical equipment, piping and insulation, duct work, machine room walls, ceilings and floors.

Additional painting (over 200 SF per request) may be ordered under additional services ADDITONAL SERVICES task orders and includes but is not limited to the following interior and exterior surfaces such as ceilings, walls, partitions, doors and trim, windows, floors, foundation, roof, walls, windows, doors and trim as well as structural coatings for surfaces such as mechanical and electrical equipment, structural members, towers, tanks, pipes, utility appurtenances, poles and antennas. ADDITONAL SERVICES painting may also include performing road and parking lot striping. Prior to all applications of paint, the type and color of the paint to be applied shall be approved by the COR.

3.1.9 READ UTILITY METERS

The Contractor shall read the gas, steam, electricity, water, fuel oil, and sewage meters monthly and record the readings. The meters shall be read each month as directed by the COR. A Monthly Utility Usage Report of the meter readings shall be provided to the COR as part of the Monthly Progress Report (format to be approved by the COR during the phase-in period). The Contractor will also escort each utility company to read the applicable meter as required by the utility company and/or the COR. The cost to provide this service shall be included in the fixed price portion of the contract.

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3.1.10 EQUIPMENT CONDITION REPORT

The Contractor shall provide immediate notification to the COR for all equipment that is not fully operational. Furthermore, the Contractor shall provide a Daily Equipment Report (format to be approved by the COR during the phase-in period) (sent via E-mail) to the COR by 9:00 am, that identifies any equipment not fully functional and shall detail the equipment deficiency and the proposed estimated time for the equipment to be returned to operational status. The contractor shall time/date stamp (a device that prints the full date and time on the equipment condition report) the report when it is turned over to the Government (unless the report is emailed, then the date/time of the email will serve as the recorded time it was turned over to the Government).

3.1.11 ENERGY CONSERVATION

The Contractor shall operate equipment and systems as efficiently as possible without compromising service to the tenants. Failure to operate equipment prudently e.g., unnecessarily setting demand peaks, simultaneously heating and cooling, operating equipment when not needed, overriding set points unnecessarily or failing to correct underlying conditions may result in contract payment deductions under the terms of the Quality Assurance Surveillance Plan (QASP). The Contractor is expected to make full use of analytical tools available (e.g., interval meter data, BAS trend data), to diagnose problems and identify operational improvements.

The Contractor, in coordination with the COR and considering life-cycle costs, shall pursue the use of the most energy efficient replacement parts and equipment (Energy Star Rated) items available. The Contractor shall be responsible for all costs associated with the use of high efficiency, energy saving parts. In cases where high efficiency equipment is currently installed and requires replacement, the replacement part must meet or exceed that standard (the COR shall make the final determination of whether the replacement parts and equipment meet the required standards). Any rebates received from a service utility provider shall be assigned to the Government or applied as a credit against an associated order issued by the Government to the Contractor.

An aggressive Government energy management program is in place. At a minimum, all equipment, systems, architecture and structure shall be operated and maintained per E.O.

13834, Department of Energy recommendations, best practices, and guidance.

Subsequent updates, revisions, etc., shall become part of the contract at no additional cost to the Government.

3.1.12 LAMPS AND BALLASTS

The Contractor shall replace failed lamps, to include appropriate ballasts if required, with the most efficient products available in accordance with existing building standards defined by the COR. In lieu of such standards, lamps shall be replaced with the most efficient products available matching type and Color Rendering Index (CRI) for existing facility lighting. The Contractor shall establish and implement a lamping and ballast recycling program for fluorescent tubes and light bulbs in accordance with EPA, state, and GSA regulations.

Page C - 16

3.1.13 DEMAND RESPONSE PROGRAMS

The Government may participate in any of the available demand response programs or critical peak pricing tariffs administered by utility companies, State agencies or third-party administrators. If the Government participates in such a program and advises the Contractor of the requirements of such program, the Contractor shall cooperate fully in the implementation of the program as part of the fixed price portion of the contract.

The Contractor shall develop a curtailment program in consultation with the Government and subject to Government approval; such plan shall be described in the Building Operating Plan. The Contractor shall implement all Government approved curtailment measures (which might typically include turning off unnecessary lighting, shutting down designated elevators, implementing temperature setback programs, etc.), immediately on notification of a curtailment, in accordance with the plan. Failure to diligently manage systems in accordance with such programs may result in contract payment deductions under the terms of the QASP for excess costs or loss of revenue to the Government.

3.1.14 WATER CONSERVATION

The Contractor, in coordination with the COR and considering life-cycle costs, shall pursue the use of the most water efficient replacement parts and equipment items available.

Where applicable, the Service Provide shall purchase WaterSense (SM) labeled products.

If irrigation services are subcontracted, the contractor shall be certified through a WaterSense labeled program.

3.1.15 SEVERE WEATHER EVENTS

During a “Severe Weather Warning” as issued by the National Weather Service, enough generators needed to supply existing UPS load plus one (N+1) shall run. Utility power shall be removed from service, with primary site power provided by the generators. The contractor shall sign-up to receive automatic emails/texts from the National Weather Service or similar services alerting the site to impending severe weather. Generators shall start 20 minutes prior to the arrival of events or when first power disturbance is noted.

They must run for a minimum of 30 minutes. A qualified person with training on the power system must perform the transfer (e.g. Stationary Engineer or Electrician having training with the SCADA system and can start and stop the diesel engines per conditions/requirements/ permits). A generator rotation schedule must be maintained and made available to the qualified person. Once the “Weather Warning” has passed and the power has become stable the qualified person must transfer the site load back to utility power within 15 minutes and update the generator rotational schedule. Generators run times will be limited to the Environmental Air Permit parameters. Nothing in this procedure shall be construed to allow the operation of the generators in violation of the Air Quality Permit.

Page C - 17

3.1.16 LAWN IRRIGATION

The Contractor shall maintain sprinkler head height to ensure proper coverage as surrounding plant height changes. The Contractor is not responsible for the cost to repair/replace sprinkler heads, and other such equipment, damaged by other IRS contractors.

The Contractor shall be responsible for all labor, material and supervision required to operate and maintain Maxicom, the irrigation system control system.

The lawn irrigation system shall be drained and winterized by November 15 each year.

The lawn irrigation system shall be filled and ready to be placed in operation from Maxicom by April 15 per option period. The Contractor shall perform a full walkthrough at the beginning of the season after the irrigation system is fully on-line and operating from Maxicom. The Contractor shall demonstrate the complete systems operability. All problems identified during the walkthroughs shall be immediately entered to CMMS as a work order.

All work performed on the irrigation system shall be accomplished by persons who hold and maintain current Irrigation Association (IA) Certification for Certified Irrigation Contractor or Certified Landscape Irrigation Auditor. Persons who are RainBird/Maxicom factory trained at level III shall accomplish all operation, maintenance, and repair of the irrigation control system.

The Contractor shall submit Maxicom reports and weather data printouts 5 workdays after the end of each month.

The Contractor shall ensure all applicable software upgrades are provided and installed, as they become available, at no additional cost to the Government. The Contractor shall notify the COR when upgrades have been obtained and installed

3.2 BUILDING SYSTEMS WATER TREATMENT

The Contractor shall provide a written detailed water treatment program with their proposal covering all equipment and systems with specific details of how the water treatment will be implemented, maintained, scheduled, and oversight provided as part of this contract.

The program shall include but is not limited to all the requirements of the PWS under 3.2.

Existing site-specific equipment shall be addressed in the program (chemical less treatment system, unique controller, filtration systems, etc.).

3.2.1 WATER TREATMENT PROGRAM

A. During the phase-in period, the Contractor shall have the water analyzed in each of the applicable building systems named below. The Contractor shall provide a

Page C - 18 written report during the initial 30 days of the phase-in period which details their findings of the water analysis and establishes an appropriate treatment program for each system.

1. Hot water heating systems

2. Chilled water systems

3. Condenser water systems

4. Decorative Fountains

B. The water treatment program and services supplied by the Contractor shall be specifically formulated for each type of system according to the recommendations of a chemist, laboratory or firm that specializes in the water treatment field. In addition, the Contractor shall be responsible for furnishing and installing all the necessary automated chemical feed equipment required to monitor and automatically feed chemical treatments for all water systems as part of the fixed-price portion of this contract. All automated chemical feed equipment shall be included as part of the complete water treatment program. The program shall be submitted to the COR within the first 60 days of the phase-in period and the COR will provide written approval or rejection of the water treatment program within 30 days of receipt of the program. Acceptable corrosion rates are established in the GSA Public Buildings Service Operations and Maintenance Standards.

Molybdenum shall not be used.

3.2.2 INDEPENDENT TESTING

Every water analysis made on these systems, whether initial, regular or follow-up, shall be made by or under the supervision of an independent, registered certified and licensed chemist, laboratory, or firm specializing in the field of water treatment. A written report of findings of all tests shall be submitted to the COR within five (5) calendar days of the analysis. Analyses other than the initial analysis noted above, shall be made on each system as follows:

1. Once each month on a regular, recurring basis (a monthly report shall be included in the monthly progress report).

2. Following any change in the treatment program to ensure proper treatment.

The initial analysis of the HVAC water system(s) shall be submitted to the COR within five (5) calendar days of the analysis. It shall be the responsibility of the Contractor to correct any non-compliant conditions at no cost to the Government as soon as a solution has been reviewed and approved by the CO or designee. Any initial cost that exceeds the $3,000 threshold shall be a shared liability. Once the parameters are within the established tolerances the Contractor shall be responsible to maintain equipment and chemistry at the Contractor's cost.

The periodic water treatment and testing reports shall be included in the monthly progress reports. All other analysis reports performed to analyze or mitigate non-conforming issues shall be brought to the attention of the CO or designee immediately.

The monthly progress reports shall include the following items:

a) Testing dates, procedures and (in-house and independent) results, Page C - 19

b) Make up water volumes used,

c) Chemical amounts and types added to the system(s),

d) Tolerance and range criteria set forth in the Plan as compared to actual testing results,

e) Remediation actions taken during the month,

f) Trending data for a running 12 month period on all measures as they compare to the tolerance and acceptability range parameters set forth in the Plan, and

g) Any other pertinent data/info to complete a comprehensive profile of the HVAC water system(s).

The Contractor shall compare cooling tower water treatment results with the Chiller Operating Log. Trending and best practices shall be identified and proposed to CO or designee for review and approval prior to implementation in an effort to establish the most efficient systems operations based on conditions.

Table of GSA established HVAC water management criteria.

Open Loop

Chemistry Tests Frequency of Test Operating Ranges

Tower Water Conductivity Auto Blow down: Weekly, Monthly

Manual Blowdown: Daily

160-2400 mmHOS

(110-1600 ppm)

Makeup Water Conductivity (Hardness)

Auto Blow down:

Weekly, Monthly

40-600 mmHOS

(30-400 ppm)

Page C - 20 pH Test Daily, Weekly 7.5 to 9.5

Corrosion Monitoring (Coupon Test)

Quarterly (3 months) Iron: 2 to 5 mils/ year

Copper: 0.2 to 0.5 mils/ yr

Total Bacteria Testing Quarterly (during operating season) and whenever the system has been shut-down for 5 consecutive days. 1 sample per cooling tower cell.

Max: 1000 cfu/ml

(colony forming units/ ml)

Chlorides Weekly, Monthly Max: 250 ppm as Cl

Max: 410 ppm as NaCL

Sulfites Weekly, Monthly 50-100 ppm SO3

80-160 ppm Na2SO3

Corrosion Inhibitor Residual Auto Chem. Feed:

Weekly, Monthly

Defined by Consultant

Oxidizing Biocide Residual Auto Chem. Feed:

Weekly, Monthly

Defined by Consultant

Closed Loop

Chemistry Tests Frequency of Test Operating Ranges

Page C - 21 pH Monthly 7.5-9.5

Total Dissolved Solids

(TDS) or Conductivity

Quarterly (3 months) Maximum: 2000 ppm or (2500µS/cm)

Polyphosphates

(PO4)

Monthly 10- 20 ppm

Sulfites Monthly 50-100 ppm SO3

80-160 ppm Na2SO3

Total Bacteria Testing

Monthly (during operating season) and whenever the system has been shut-down for 5 consecutive days.

Max: 1,000 cfu/ml

(colony forming units/ ml)

Corrosion Monitoring

(Coupon Test)

Bi-Annually (6 months) Iron: max. 0.5 mils/ year

Copper: max. 0.2 mils/ yr

Corrosion Inhibitor Residual

Monthly Defined By Consultant

3.2.3 WEEKLY WATER TREATMENT TESTS

Trained on-site Contractor personnel or sub contracted personnel shall routinely conduct water treatment and testing of all water systems identified in paragraph 3.2.1 on a weekly basis. A written report of findings of all tests and any adjustments to the system shall be submitted to the COR within two (2) calendar days.

Page C - 22

3.2.4 CHEMICALS

A. The Contractor shall provide all equipment, chemicals and services, including application required to control corrosion, scale, algae and slime in each of the systems named above. The treatment supplied shall be one that has been specifically formulated for each type of system according to the recommendations of a qualified chemist, laboratory or firm experienced in the water treatment field. The treatment(s) shall prevent:

1. Buildup of adherent mineral deposits (scale) on heat transfer surfaces in any of the systems.

2. Algae, slime and bacteria growth.

3. Corrosion

B. Where temperatures, pressures or other operating data indicate that the scale control program is not adequate, the Contractor shall clean the equipment immediately at the contractor’s expense, check the treatment for accuracy and thereafter maintain temperatures, pressures and other pertinent factors within limits specified by the manufacturer of the equipment. Slimicides, algaecides and biocides or non-chemical methods shall be used to prevent algae, slime and bacteria growth. The Contractor shall warrant that the chemicals or methods as used in the water treatment program:

1. Shall not endanger the health or safety of persons coming into contact with the materials.

2. Shall not harm or damage personal or real property.

3. Shall have no detrimental effect on the metallic, nonmetallic and wood materials in the equipment being treated.

4. Chemicals shall follow current water pollution regulations of any local, State and Federal agency including, but not limited to, the Environmental Protection Agency.

3.2.5 LEGIONELLA WATER INSPECTIONS

The Contractor shall test building system water per Table 1 below, for the presence of Legionella. The testing of the water shall be performed by an independent water-testing firm and a written report shall be provided to the COR with the results of the testing provided to the COR within 15 calendar days after the water samples have been taken.

3.2.5.1 TESTING

The Contractor shall test the water in accordance with instructions in 3.2.5.1 and Table 1 below. All equipment associated with the cooling tower shall be checked for proper operation and free of scale, corrosion and other contamination affecting performance of the tower. Testing must include the vibration cutout switch where installed.

3.2.5.1 TESTING INSTRUCTIONS

The Contractor must:

1) Ensure the sampling subcontractor:

a) is qualified and experienced in microbiological sampling methods for

Legionella.

b) has the capabilities to collect, transport, and analyze samples including

“chain of custody” documentation and final reporting.

Page C - 23

c) as needed, has contacted the testing laboratory before sampling and has received sample collection materials, information on sampling methodology, paperwork, and transport.

d) follows sampling directions for specific locations as outlined in the CDC Legionella Sampling Procedure and Potential Sampling Sites.

e) follows all instructions from the testing laboratory closely, including the completion of the chain-of-custody.

2) Ensure the laboratory that the sampling subcontractor is using is accredited for Legionella analysis according to the international laboratory quality standard ISO 17025:2017 by an accreditation body that is itself accredited according to ISO 17011:2017 (such as AIHA LAP), certified by the CDC Environmental Legionella Isolation Techniques Evaluation program, or as required by specific state requirements (such as the New York State Environmental Laboratory Approval Program for New York State).

3) Ensure all test results are attached to the WO submitted in CMMS and have the Cooling Tower/Water Feature samples identified by name and asset number.

4) Inform the COR immediately if the results are above the acceptable values outlined below as well as provide a plan for any recommended remedial actions.

https://www.cdc.gov/legionella/downloads/cdc-sampling-procedure.pdf https://www.cdc.gov/legionella/downloads/cdc-sampling-procedure.pdf

Page C - 24

TABLE 1

3.3 SERVICE CALLS

The Contractor shall receive, respond to, complete and document all service calls required by the Government as specified herein. The Contractor shall provide a comprehensive Service Call Program with their proposal including but not limited to all service call requirements under section 3.3.

Source Location Minimum Number of Samples

Volume of Sample

Frequency Analytical Method

Acceptable Values

Cooling Towers and Evaporative Condensers

(if applicable)

Tower collection basin

1 per cooling tower cell

250 mL unless 1L is required by the lab or state

Monthly (during the operating season)

Culture method (based on ISO

11731:2017 and/or the U.S.

CDC methods published in

2005).

<10 CFU/mL

Incoming Cooling

Tower Water Supply (if

Nearest entry point

1 per source

250 mL unless 1L is required by the lab or state

Monthly (concurrent with Cooling Tower)

Culture method (based on ISO

11731:2017 and/or the U.S.

CDC methods published in

2005).

<10 CFU/mL

Humidifiers, Misters, Decorative Fountains (if

Reservoir 1 per system

250 mL unless 1L is required by the lab or state

Monthly (during the operating season)

Culture method (based on ISO

11731:2017 and/or the U.S.

CDC methods published in

2005).

<1.0 CFU/mL

Page C - 25

3.3.1 GENERAL SERVICE CALL REQUIREMENTS

The Government may transmit service call work orders to the Contractor for Service Calls orally, by email, or through an automated work order generation system. All Government issued service calls shall be received by the contractor, documented in the CMMS database, issued to contractor technicians to accomplish the requested services and closed in a timely manner once all service call requirements have been completed. Service calls are defined as unscheduled building related problems. Examples include, but are not limited to taking measures to respond to and correct building related deficiencies such as malfunctioning HVAC systems resulting in hot/cold complaints, miscellaneous electrical, plumbing, architectural, carpentry and structural system repairs, etc. The Contractor shall respond to and correct these problems as specified herein, including any needed repairs. Service calls may also include technical assistance and other miscellaneous work requirements as required by the COR. Service Calls are brief in scope and do not usually require detailed job planning.