SAQMMA15R0112_SECTION_C _ATTACHMENT_3.docx

RFP No. SAQMMA15R0112 FACILITY OPERATION AND MAINTENANCE SUPPORT

SECTION C - STATEMENT OF WORK (SOW) DESCRIPTIONS AND SPECIFICATIONS FACILITY OPERATION AND MAINTENANCE SUPPORT

TABLE OF CONTENTS

Paragraph Title

C-1 Services

C-2 Building Information

C-3 Contractor Staffing and Acceptance for Basic Services

C-4 Occupant Work Hours

C-5 Contractor’s Scheduling Work

C-6 Service Calls

C-7 Operation, Maintenance and Repair of Equipment

C-8 Repairs/Replacement to Building Equipment and Systems

C-9 On the Shelf Replacement Parts and Materials

C-10 Sustaining Architectural/Structural Maintenance and Repairs to Interior/Exterior of Buildings

C-11 Reimbursable Work Authorization Services for Building Alterations and Installation of Equipment/Systems and Other Services

C-12 Building Tours

C-13 Pre-existing Deficiencies

C-14 Continuity Of Operations

C-15 Phase-In and Phase Out

C-16 RESERVED

C-17 Quality Control Plan

C-18 Communication Equipment

C-19 Applicable Publications

C-20 Protection of and Damage to Government Resources

C-21 Custodial Performance Standards

C-21A RESERVED

C-22 RESERVED

C-23 Landscaping and Grounds Maintenance

C-24 Trash/Debris Removal/Disposal

C-25 Snow Removal Work Description

C-26 RESERVED

C-27 Electrical Distribution Systems

C-28 Uninterruptible Power Supply (UPS) Systems

C-29 General and Administrative/Profit on Reimbursable Work Authorization

C-30 Warranties of Repairs and Alterations

C-31 Environmental Rebates

LIST OF SECTION C EXHIBITS

Exhibit 1 Qualifications of Contractor Employees

Exhibit 2 EHS Exhibit

Exhibit 3 MAXIMO

Exhibit 4 Contractor Quality Control, Government Quality Assurance

Exhibit 4A Quality Assurance Surveillance Plan (QASP)

Exhibit 4B Criteria for Disincentives

Exhibit 4C Deduction Table

Exhibit 4D Hourly Labor rates for Government Employees

Exhibit 5 Contractor Evaluation Perform

Exhibit 6 Milestone Chart for Contractor Deliverables

C-1. SERVICES:

The Contractor shall be responsible for providing and managing all of the administrative and technical services, materials, supplies, and equipment, for the operation, maintenance, repair, preventive maintenance, installations and alterations of the building equipment and systems; plumbing, mechanical, electrical, fire alarm, energy management, and buildings architectural systems; building custodial services; pest control, landscaping and grounds maintenance; trash removal and dumpsters, snow removal; and reimbursable facility alterations in accordance with this Section. This also includes providing deliverables in accordance with Exhibit 6, as well as the inspection and reporting of inspections of all services. The Contractor shall not perform maintenance or repairs to the security systems; occupant data and telephone equipment or systems; occupant copier and/or fax machines and computer related equipment. In addition, the Dumpsters and Trash Pickup Service will be provided by the building owner for the National Passport Center, at 207 International Drive. The Contractor shall provide Dumpsters and trash Pickup Service at the Consular Affairs Building and the National Visa Center.

C-2. BUILDING INFORMATION:

A. Building Data: Facility Information Sheet

1. Consular Affairs Building

(a) Statistics:

(b) Building Data:

Location: 31 Rochester Ave, Portsmouth, NH 03801-2900

(c) Building Statistics:

2. National Visa Center (NVC)

(a) Statistics:

(b) Building Data:

Location: 32 Rochester Ave, Portsmouth, NH 03801-2909

(c) Building Statistics:

3. National Passport Center

(a) Statistics:

(b) Building data:

Location: 207 International Drive, Portsmouth, NH 03801

(c) Building Statistics:

C-3. CONTRACTOR STAFFING AND ACCEPTANCE FOR BASIC SERVICE:

A. Qualifications of Contractor Employees. The contractors proposed staffing will be reviewed and accepted by the DoS, prior to award, as identified within their Technical Proposal, and the Contractor shall use their proposed and Government accepted staffing during the life of the Contract. If the Contractor requests any changes to their original staffing plan, it shall be submitted in writing and approved by the COR. If accepted, a formal modification to the Contract will be completed through the Contracting Office. The Contractor shall furnish the necessary skilled staffing to ensure sufficient continuation of building operations during vacations, sick days, jury duty, etc. The Contractor shall have all their proposed personnel on-site during the scheduled hours of contract performance, in accordance with the # of hours per contract trade, as submitted and accepted within the Offerors Technical Proposal. The qualifications of trade employees are set forth in Section C, Exhibit 1, Qualifications of contract employees.

B. Proposed On-Site Operational Staffing and Availability: The Contractor shall provide on-site operational and maintenance personnel, custodial personnel, and/or porters on-site based on major facility requirements and Contract Operations, to include:

1. Operations and Maintenance Inventory and Equipment

2. Building Statistics

3. Response Time to Service Calls

4. Custodial Requirements

As a minimum, the following personnel shall be provided by the Contractor, with the Key Personnel specifically identified in their Technical Proposal: (3) Three-each Full-time Trades (Key personnel) personnel, Custodial Supervisor (Key Personnel), each shall work 8 hours a day, Monday thru Friday, during normal building operational hours. Each staff member shall be located at a specific facility, during their designated eight (8) hour shift, as directed by the COR. One porter during all normal building occupant work hours in each of the buildings. Personnel may be temporarily deferred to another of the 3 facilities if needed.

The Contractor shall develop their staff based on paragraph C-3.B., and other requirements throughout this Contract. The current trade staff personnel consist of (2) Two Licensed HVAC Mechanics, (1) One General maintenance worker, (1) One Custodial Supervisor (Key Personnel), (8) Eight –each Porters, in which one is designated for each of the facilities during each of the occupant work shifts.

C. On-site Services: Each contract employee shall sign in when entering the building and sign out when leaving the building. Employees, including supervisors, who leave the facility during scheduled work performance hours, shall first notify the COR.

D. The Contractor will be deducted 2.0 times the rate in Schedule B, during each calendar month, for each hour greater than the Acceptable Quality Level of 8 hours of missed staffing. For example, during the month of October, when there’s an accumulative 8 hours or less of missed staffing, the Contractor will not be deducted, although if a Porter misses 4 hours of work and a HVAC Mechanic misses 8 hours of work, the Contractor will be deducted 2.0 x 4 hours absent x the rate for the HVAC Mechanic. Rates used for deduction purposes are associated with the trade that is absent. (See Quality Assurance Surveillance Plan and disincentives, Section C; Exhibit 4). The Contractor will be notified of the deduction amount, prior to invoice submission, to help ensure un-interruption in payments.

E. Hours of work timeframes may vary season to season. Personnel responsible for the operation of the heating, ventilation and air-conditioning systems may be required to be available to tour the facility and equipment during extremely cold or hot weather at times other than those specified for start-up and shutdown of HVAC equipment in accordance with the Facility Operating Plans. This is a basic service and is part of the Offeror’s basic bid price.

F. Training: Minimum Training Requirements for Contractor's employees: The Contractor shall posses and maintain Employee Training Records onsite, within thirty (30) calendar days after contract award date. As a minimum, the Training Records shall include:

1. The name of each person, employed by the Contractor, and their job title.

2. Signature of each employee, certifying they have participated, as a minimum, in the following training requirements:

a. Training in the building fire alarm/emergency systems and trained on the procedures to follow in the event of fire or other or other emergency.

b. Training in the proper use of cleaning materials, equipment, cleaning of above-floor surfaces, cleaning of hard floor surfaces, cleaning of carpeted floor surfaces, cleaning of restrooms, and processes/procedures.

3. Training in blood borne pathogens (OSHA 1910.1030), Hazard Communications (OSHA 1910.1200), and Personal Protective Equipment (OSHA 1910 Subpart I).

C-4. OCCUPANT WORK HOURS:

Official working hours of facility occupants are as follows:

NPC: 5:00 am to 12:30 am each day Monday through Saturday NVC: 6:30 a.m. until 12:30 a.m. each day; Monday through Saturday Consular Affairs Building: 6:30 a.m. until 12:30 a.m. each day; Monday through Saturday

C-5. CONTRACTOR’S SCHEDULING WORK:

Delivery and storage of materials and equipment, and accomplishment of all work, shall be made with a minimum of interference to Government operation and personnel. Any deliveries involving prolonged use of the loading dock or any other building entrance that could cause interruption in building activities shall be coordinated through the COR prior to any interruption of activities. Interruptions to building services shall be kept to a minimum and approved at least two (2) work days in advance by the COR. Those which adversely affect the environmental conditions in occupied portions of a building shall be performed outside occupant work hours. During power outages for preventive maintenance the Contractor shall provide material and labor necessary to provide temporary power to the affected areas.

Furniture and portable office equipment in the immediate area of work to be performed by the Contractor shall be moved and replaced to its original location by the Contractor. Certain preventive maintenance repairs, periodic maintenance, and service calls will require significant furniture moving.

C-6. SERVICE CALLS:

A service call is (1) a report by building tenants, DoS personnel, or other interested parties of a problem which may include but is not limited to: plumbing, mechanical, electrical, HVAC, architectural/structural, custodial, grounds maintenance, pest control, trash removal/recycling, or any other related operational or maintenance matter and (2) the Contractor's subsequent receipt of, response to, and correction of the problem. A report of all service calls for the previous week is due to the COR by close of business (COB) each Monday

The Contractor shall conduct due diligence in investigating the reason behind a service call problem in conjunction with making any adjustments required to remedy the complaint. For example, the Contractor responds to a call and services a “too hot” complaint by adjusting a mixing box, followed by closing out the service call as completed. A week later, another occupant in the same area calls with a similar complaint- that requires a mixing box adjustment- and a third call comes in a few days later, same problem, by a third occupant. Upon further investigation, by the Government or the Contractor, it's determined the controls for the HVAC unit that services the area malfunctioned, and the cause for the initial complaint, a problem could have been identified during the technicians’ first initial service. When the Government can irrefutably make the determination that the Contractor did not perform due diligence, as in the example provided, the COR may initiate monetary deductions for actual, documented government time expended in hours–by the COR, Bldg. Mgt Specialists, and/or technicians- from the time the first call was completed to the time a greater problem was discovered and the actual cause of the problem within the area. The hourly rates to be used for deduction purposes can be found at either of two (2) websites in Section C; Exhibit 4D.

All service calls shall be completed within three (3) hours of the Contractor’s receipt of the initial call. If the Contractor cannot correct the problem within the three (3) hour service call time limit, the service call shall be closed and will be classified as a maintenance repair. Maintenance repairs shall be completed within three (3) calendar days. When the COR determines that a maintenance repair is critical to the Government operations, work shall begin immediately and shall not stop until repairs have been completed. Parts and or material needed to complete the repair shall be obtained without delay. The Contractor shall have a material and repair parts inventory in sufficient quantities to meet the daily needs of service calls.

A. Material List: The Contractor shall provide and maintain sufficient parts and supplies at the buildings to correct the majority (80%) of all service calls within the prescribed three (3) hour time limit, and shall provide this list of inventory items to the COR. All parts and supplies used to complete maintenance repairs shall be new and comparable to either the original equipment or the manufacturers’ recommended replacement parts and be of the highest energy efficiency. When electric motors fail they shall be replaced with new energy efficient electric motors. Rebuilding or rebuilt electric motors is prohibited unless approved in advance, in writing by the COR. All replacement parts and supplies shall be chosen for minimum Life Cycle Cost (LCC) including energy use. Options shall be presented for LEED compliant products such as low mercury replacement light bulbs. The Contractor shall provide energy consumption data, projected lifetime maintenance costs and projected life of new equipment (LCC data) for COR approval of equipment prior to purchase. The Contractor is encouraged to provide several equipment recommendations so the government can conduct a thorough analysis in determining the best equipment to be approved and installed.

B. Service Call Phone: The Government will receive and record all service calls during normal dayshift hours and provide the Contractor with a service call work order. When deficiencies are found by the Contractor during their day to day operations or daily tours, the Contractor will be responsible for correcting the deficiency and notifying the Government to issue a service call.

C. Responses to Service Calls: There are three (3) levels of service calls with associated required response times for service. When the Contractor does not respond within the required timeframes, disincentives shall be taken in accordance with the Quality Assurance Surveillance Plan, Section C; Exhibit 4. Response times are as follows:

1. Emergency Service Calls: Service calls that consist of correcting failures which constitute an immediate danger to personnel or property as determined by the COR, for example: broken water pipes, water or steam leaks, electrical power outages, electrical problems which may cause fire or shock, gas or oil leaks, major building cooling or heating problems, heating or cooling problems affecting "ADP" and/or high priority areas, flooding, broken glass doors and windows, inoperative lighting or electrical circuits at work stations, and any other work considered to be an emergency as identified by the COR. During Contractor work hours, the Contractor shall respond to emergency service calls within five (5) minutes. For emergency service calls during other than Contractor work hours, the maximum response time shall not exceed thirty (30) minutes. The response times listed above shall include travel time to the emergency service call site. At a minimum, the Contractor shall remain on the job until each emergency situation is corrected or as directed by the COR. The Contractor shall notify the COR within thirty (30) minutes of receipt of an emergency service call, what corrective action is being taken and what injuries and/or property damage resulted from the emergency situation. If corrective actions taken by the Contractor to relieve an emergency cannot fully correct the problem within three (3) hours, the service call shall become an emergency maintenance repair for tracking purposes. The COR shall be notified of each emergency maintenance repair and shall be kept informed of its status and completion, the Contractor shall maintain a continual qualified presence until the emergency is corrected.

2. Urgent Service Calls: Service calls which interrupt or otherwise adversely impact DoS or building tenant operations. Examples of urgent service calls include: Inoperative electrical circuits, room temperature complaints, flush valve stuck open, and any other conditions determined urgent by the COR. The Contractor shall respond during Contractor work hours within ten (10) minutes to urgent service calls, and if corrective action cannot be completed within three (3) hours, the call shall become a maintenance repair/replacement. For urgent calls during other than Contractor work hours, the maximum response time shall not exceed thirty (30) minutes.

3. Routine Calls: Service calls that are not considered emergency or urgent service calls. The Contractor shall respond within two (2) hours during Contractor work hours. For routine service calls during other than Contractor work hours, the Contractor shall complete the next business day.

D. Administrative Staffing: The Contractor shall be responsible for providing the appropriate administrative staffing to directly receive, record, and monitor the performance of all service calls, including service calls that become maintenance repairs.

E. Processing of Service Calls: The Government will receive and record all service calls during normal day shift hours and provide the Contractor with a service call work order. The Contractor shall be responsible for receiving and logging in all service calls submitted via voice or written request. During other than official work hours, service calls will be received by the Diplomatic Security Officer on duty and passed to the Contractor via radio or telephone. The Contractor shall develop a Service Call Log format to be provided to the COR on a weekly basis by close of business each Monday in addition to entering the data requirements into the CMMS system or MAXIMO as set forth in Section C Exhibit 3 MAXIMO.

C-7. OPERATION, MAINTENANCE, AND REPAIR OF EQUIPMENT:

A. Performance Standards: All equipment and systems shall be operated consistent with the current DoS energy conservation requirements, and maintained at an acceptable level, throughout the contract performance period. An "acceptable level" of maintenance is defined as the level of maintenance which will preserve the equipment in un-impaired operating condition; (i.e., above the point where deterioration will begin, thereby diminishing the normal life expectancy of the equipment). If it is more cost effective to replace rather than repair, replacement may be substituted for repair.

B. Building Equipment And Systems:

1. The equipment and systems to be operated, maintained and repaired include all architectural, plumbing, mechanical, fire protection and electrical equipment and systems installed at the buildings, including, but not limited to:

a. Air-conditioning equipment and systems;

b. Air distribution equipment and systems;

c. Domestic water equipment and systems;

d. Electrical equipment and lighting systems;

e. Heating equipment and systems;

f. Heating, ventilating, and air-conditioning system controls, monitoring, and recording equipment;

g. Sanitary sewage equipment and systems;

h. Storm drainage equipment and systems;

i. All underground utility systems; visible and hidden;

j. Energy Management Systems, includes the computer, all associated software, temperature, pressure, and flow contact points and sensors, and all other peripheral components;

k. Emergency generators, Uninterrupted Power Source systems (UPS), transformer switching devices, and all associated subsystems and battery systems for the UPS system;

l. All sprinkler systems and associated equipment;

m. All roofing systems associated with the building;

n. File shelving (fixed and movable); and

o. Furniture: moves/minor modifications (i.e. keyboard tray installation/removal, etc.) and task lighting.

2. Utility Systems: Contractor responsibility for all visible and hidden utility systems shall begin immediately at the point where the local municipality or other provider terminates their service. This shall include all building support services as follows: domestic potable water and fire sprinklers, natural gas and fuel oils, electricity, sewer, and storm drain systems.

3. Equipment Inventory: The DoS Equipment List provides an inventory listing of major equipment and systems, installed in the buildings, which requires the performance of preventive maintenance, service calls, and repairs. The list is set forth in Section J, Attachment C. Any equipment found without labels affixed, shall be labeled by the Contractor and information about the equipment and equipment label will be provided to the government in necessary detail level required by the Maximo CMMS database.

4. Added or Deleted Equipment: Equipment may be added or deleted during the term of this contract. In the event that equipment is added or deleted, and if there is a resulting net cumulative change of more than 100 hours of preventive maintenance, a contract modification will be negotiated, utilizing the hourly rates set forth in Section B and the GSA PBS Preventive Maintenance Guides for the number of hours to complete the PM, considering the frequency of performance. The Contractor shall keep a record of added and deleted equipment during the course of the Contract. Within ninety (90) days prior to the beginning of each Option Year, the Contractor shall submit the added/deleted equipment list to the COR for review and approval. When the Option Year is exercised, at that time, if there is more than +/- of 100 hours of preventive maintenance, a modification will be completed at that time, either adding or subtracting (+/-) to CLIN 1for the next Option Year.

5. Equipment Not the Contractor's Responsibility: The Contractor is not responsible for operation, maintenance, or repair of equipment listed below:

computers, printers and related ADP equipment;

mail handling equipment;

fitness center equipment;

office machines (copiers, fax, etc.);

personally owned appliances;

paper shredders*;

security equipment; and at the National Passport Center- the building roof and exterior shell, all rooftop equipment, and the parking lot lights

Exception:

* The contractor may be asked to assist in clearing paper jams. Assistance shall be provided when it does not interfere with building maintenance and repairs and is not reimbursable. Parts will be provided by the

Government. Contractor may be asked to move items where service, to gain access for repair, may be required. The COR will determination weight limit of item, if he determines weight is too much for contractor a professional mover will be requested.

6. Non-Operational Equipment: During Official Work Hours the Contractor shall immediately report to the COR the status of any major equipment or systems not operating, or that becomes non-operational. Any system or piece of equipment, not operational by the beginning of the official work hour, shall be reported to the COR immediately. Security and fire alarm system malfunctions must be immediately reported to the DoS Security Office as well as to the COR.

C. Building Operating Plan and Operational Requirements: The Contractor shall submit a Building Operating Plan in accordance with SECTION C EXHIBIT 6, Milestone Chart for Contractor deliverables, example found in Section J, Attachment F. The Plan shall provide information relative to the facilities, to ensure an energy efficient operation of all the buildings. The LEED compliant plans for building operation, cleaning, landscape, building exterior and hardscape shall be provided as soon as possible.

1. Building Temperatures: Temperature controls shall be set to maintain 70 degrees Fahrenheit during official work hours in the heating season. Temperature controls shall be set to maintain 74 degrees Fahrenheit during official work hours in the cooling season. Space temperatures during other than official work hours shall be maintained to assure the protection of the building and its systems from freezing, generally this is 55 degrees Fahrenheit.

2. Use of Fresh Air and Economizers: The Contractor shall use outside air, mechanical economizers, or any other energy saving equipment installed in the building, to the maximum extent possible. The use of energy saving methods shall be based on outside temperatures and humidity conditions in order to maintain the indoor temperatures defined above.

3. Air Filtration: Ventilation shall be provided to the maximum extent allowable by the design of the mechanical equipment installed in the building. Air shall be adequately filtered at all times by using only air filters capable of at least (MERV 11) to assure a safe and healthful environment, and filters shall be changed at a frequency in accordance with the preventive maintenance schedule (Section J, Attachment C).

4. Space Temperatures in High Priority Areas: Environmental conditions in high priority areas such as computer and telephone rooms shall be maintained to assure the reliable operation of the equipment therein and general well-being of the occupants in those areas. Generally 70 degrees Fahrenheit is acceptable.

However, the COR will determine the temperatures of these areas if they should be different than 70 degrees and the Contractor shall maintain such rooms at that temperature.

5. Potable Hot Water: Domestic hot water will be provided at 105 degrees Fahrenheit and chilled water drinking units at 50 degrees Fahrenheit at the point of use.

6. Operational Tests: Running test checks of large or high-energy-use equipment shall be performed only with the permission of the COR.

7. Improving Building Energy and Water Efficiency, and Sustainability: The contractor shall continuously look for ways to improve building energy efficiency, water efficiency, and sustainability. The Contractor shall assess the condition and efficiency of building equipment and systems on an on-going basis during the performance of the contract. No less frequently than annually shall the Contractor complete a physical equipment inventory survey and submit a report to the COR, in accordance with SECTION C EXHIBIT 6, Milestone Chart for Contractor deliverables, with recommended equipment or system upgrades and/or recommending changes in performance and/or program initiatives, specifically those which would sustain and/or improve the efficiency of the facility. The Government will determine if recommended projects may be funded by analyzing data submitted by the Contractor showing projected cost savings through equipment and/or program changes.

D. Damage Prevention: The Contractor shall be responsible for operating existing building equipment and/or providing additional personnel to prevent damage to the buildings, in the event of adverse weather conditions such as freezing temperatures, snow, high winds, or any other adverse weather condition which may cause damage to the buildings or its equipment.

E. Preventive Maintenance (PM) Program:

1. General: Preventive maintenance (PM) is scheduled work on items of equipment or systems required to provide continuing operation, to preclude unnecessary breakdowns and to prolong the life of equipment or systems. The PM shall include but shall not be limited to: greasing, oiling, adding refrigerant, changing filters, cleaning, adjusting, replacing belts, etc., and replacement of other expendable items. This includes touch up painting, water treatment, equipment adjustment or calibration. As part of the contractual requirements, the Contractor shall develop a Preventive Maintenance (PM) Program in accordance with SECTION C EXHIBIT 6, Milestone Chart for Contractor. All equipment and systems shall be maintained at an acceptable level to assure that the facility is operated in an efficient manner. The PM program shall include, but shall not be limited to, periodic inspections, testing, cleaning, lubrication, adjustment, filter cleaning and replacement, and furnishing the necessary parts and labor to accomplish maintenance repairs to keep the equipment and systems in optimum operating condition.

2. PM Frequency: All PM shall be performed by the Contractor at the frequency set forth in Section J, Attachment C as a minimum.

3. Computerized Records: See Section C, Exhibit 3

4. Contractor Verified Building Inventory: As part of the PM program requirements, the Contractor shall be responsible for verifying the accuracy of the DoS inventory listed in Section J, Attachment C physically locating all of the equipment on this list correcting the list in writing if any discrepancies are found (including quantity and location of equipment) (See Section C Exhibit 3 MAXIMO). If the Contractor cannot locate the equipment in the designated area, the Contractor shall so annotate the DoS listing. The verified inventory list shall be submitted to the COR in accordance with SECTION C EXHIBIT 6, Milestone Chart for Contractor deliverables. An accurate equipment inventory is critical for the needed preventive maintenance on each piece of equipment located at this facility. To avoid a catastrophic shut down and to maximize the life cycle of the equipment; it is vital that all equipment be accounted for and inventoried (within the first ninety (90) days of this contract period). The contractor has the option at its expense to solicit the support of a third party to perform the required equipment inventory or to perform the inventory themselves. Once the inventory is completed as required by under Section C, Exhibit 6, the Government shall verify the inventory by the contractor. If errors are found; such as missed equipment, the Contractor shall assume all responsibility for the preventive maintenance and service at their costs. In addition the Government has the option to hire a company to perform a new verification of the inventory and pass all costs including procurement costs onto the contractor.

On an Annual basis, the Contractor shall provide an updated equipment inventory for all equipment line items to the COR on a CD or DVD. When new equipment is added to the facility, it shall be added to the inventory in MAXIMO. (See Section C, Exhibit 3 MAXIMO)

5. Labeling of Building Equipment: The plumbing, mechanical and electrical equipment and systems have been physically labeled. The Contractor shall verify that all equipment has in fact been labeled, and label any equipment that has not been physically labeled with permanent identification. The labeling system procedures shall follow the existing methods per examples in Section C, Exhibit 3 MAXIMO. All verification of labeling including any additional labeling shall be completed by the Contractor in accordance with SECTION C, EXHIBIT 6, Milestone Chart for Contractor Deliverables and notification shall be provided to the COR when such is completed. In addition, any equipment which is added to the building inventory during the term of this contract shall be labeled by the Contractor as identified above, at no additional cost to the DoS.

6. PM Deficiencies: The Contractor shall be responsible for repair and replacement costs in accordance with the contract clause entitled “Repairs/Replacement of Building Equipment and Systems”, Section C, Paragraph C-8.

7. Annual PM Schedule: The Contractor shall submit a hard copy of the PM Schedule to the COR thirty (30) days after contract performance start date. See Section C, Exhibit 3 MAXIMO.

8. Special Schedules: Equipment for which scheduled maintenance is to be performed less frequently than annually, i.e., every 2, 3, and 5 years, shall be scheduled for completion during the "Base Year" of the contract. All PM with two (2) year performance frequency must be scheduled and accomplished in Base Year, Option Period Two (2) and again the Option Period Four (4). With PM items that have a performance frequency of every three (3) years, they must be accomplished twice, in the Base Year and in Option Period Three (3) only. At the COR’s discretion, Special PM (i.e. every 2, 3 and 5 years) may be performed based upon the time of the previous PM. For Example, if a piece of equipment has a five (5) year PM frequency which was performed one (1) year prior to the Base Year, the COR may decide to have the PM performed in Option Year four (4), five (5) years after the previous PM was performed.

9. Equipment Under Warranty: This equipment shall be maintained in accordance with the manufacturer's warranty instructions and conditions and it shall be the responsibility of the Contractor for completing service calls, repairs, and maintenance and operation of this equipment. The COR shall provide existing warranty information to the Contractor. It shall be the Contractor's responsibility to maintain a record of warranty information during the term of this contract.

10. PM Check Points: Except for certain equipment items requiring special PM checkpoints, the PM checkpoints for the PM required under this contract are listed in the GSA PBS P 5850 Buildings Maintenance Management Handbook. For equipment not listed in this guide, please use the DoS guide and/or the Manufacturer’s guide. The frequency of Preventive Maintenance for all PM items is shown in Section J, Attachment C.

11. Opening Or Dismantling Equipment: The COR is to be notified in writing at least two (2) working days in advance when maintenance or repair work is to be done which requires opening or dismantling of equipment. Such equipment will include but shall not be limited to, generators, pumps, UPS, switchgear, refrigeration units, condensers, evaporators, and any other equipment as determined by the COR. The COR may inspect the equipment before, during, and after Contractor work is performed.

12. Backflow Preventers: Inspection and testing of backflow preventers on the domestic and sprinkler mains is performed semi-annually by the City of Portsmouth. Invoices for semiannual inspection, testing and retesting equipment which does not pass shall be paid for by the contractor.

F. Critical Equipment and Systems: All equipment and systems listed below entitled “High Priority Areas in DoS Buildings” are considered critical for purposes of preventive maintenance, service calls, and repairs as delineated in the performance work statement of this contract. However, this list is not inclusive of all building equipment and systems that are the Contractor's responsibility to operate, maintain, and repair. The Contractor shall be responsible for providing service call responses and corrective actions, repairs, and operations for all building mechanical, electrical, utility, and building support equipment installed in the DoS Buildings.

High Priority Areas In the DoS Buildings

The following areas require emergency response to any service call, repair, adjustment, or other problem(s) identified to the Contractor by DoS. NOTE: The COR may add or delete areas to this list during the life of this contract.

C-8. REPAIRS/REPLACEMENT TO BUILDING EQUIPMENT AND SYSTEMS:

A. General: Repairs to building equipment and systems are defined as services required to prevent a breakdown or failure of building equipment or systems; or to put said building equipment or systems back into service after a detected breakdown or failure. Said repairs shall be the Contractor’s responsibility under the contract’s fixed price “Basic Services”, Section B; subject, however to the monetary limitations set forth below. The total dollar value for each repair will be determined by a COR estimate, which shall utilize the applicable Contractor's labor hourly rates provided in Section B, of this contract for repairs; and parts and materials at the manufacturer’s published prices or the invoice cost, whichever is less. Where there is no manufacturer’s published price list, the Contractor shall be reimbursed at the invoice cost plus normal shipping, mailing costs. Special handling such as supplier delivery and premium freight require advanced approval of the COR.

B. First $1,500.00: The Contractor shall be responsible under ”Basic Services” for the first $1,500.00 of total costs (total of labor, parts, materials, equipment, and if necessary, subcontract trade and professional services) applicable to each building equipment inventory line item repair regardless of the number of occurrences of such repairs. Furthermore, any repair to piping, wiring, ducts, pneumatic lines, or hardware, which connects a building equipment inventory line item to another building equipment inventory line item, shall be considered as if it were a separate building equipment inventory line item repair. For example, if a main breaker feeds multiple sub panels, any repair from the main breaker to each sub panel shall be considered a separate repair; thus if there were repairs to the wiring going to 3 sub panels, they would be considered three (3) repairs. Furthermore, repairs shall not be combined in order to bring the total cost over $1,500.00.

C. Authorization for Repairs in Excess of $1,500.00: The Contractor shall submit to the COR for approval a cost proposal based on costs as defined above. The Contractor shall perform repairs when total cost is in excess of $1,500.00 after receipt of a duly executed fixed price RWA (Reimbursable Work Authorization) or delivery order (DoS Form 1089). For example, if the total repair costs is $1,800.00, the RWA or delivery order will show $1,800.00 as the total cost, $1,500.00 as the Contractor’s responsibility and $300.00 as the net amount to be paid to the Contractor. If the COR determines that the repair is of an emergency or urgent classification, the COR may verbally authorize the repairs, and the Contractor shall submit the next working day a cost proposal to the COR for approval. The COR shall confirm in writing to the Contractor no later than the next working day any verbal order. The DoS reserves the right to furnish to the Contractor, any or all parts and/or materials required for any reimbursable repair. If the reimbursable repair work is to be totally or partially performed by a subcontractor, the Contractor shall obtain and provide to the COR three (3) competitive subcontracting bids, unless three (3) subcontracting bids are not practicable under the particular circumstances.

D. Maintenance Repair Performance Period: The Contractor shall accomplish these repairs within three (3) calendar days after the repair is identified. If unusual circumstances would preclude the completion of repairs within the required time, the Contractor shall notify the COR in writing of the reasons why the repairs cannot be completed within the required repair performance periods. If the stated reasons justified as beyond the control of the Contractor and outside the specified terms and conditions of this contract, the Government will allow more time for the completion of repairs on a case-by-case basis. The Contractor shall notify the COR at least twenty-four (24) hours in advance of work that could be considered disruptive to building occupants or normal building operations. The Contractor shall submit a maintenance repair report to the COR by the close of business on each Monday for the previous week. The report shall include, but not be limited to, the status of all initiated repairs.

E. Maintenance Repair Dollar Category: The decision as to which dollar category (up to $1,500.00 or in excess of $1,500.00) that each building equipment or systems repair falls into will be made by the COR. In the event of a dispute, the Contractor may appeal the COR's decision to the Contracting Officer. The Contractor shall proceed diligently with the performance of the repair, pending resolution of the appeal. All appeal claims will be processed in accordance with the "Dispute Clause" of the contract.

C-9. ON THE SHELF REPLACEMENT PARTS AND MATERIALS:

In accordance with SECTION C EXHIBIT 6, Milestone Chart for Contractor deliverables, the Contractor shall submit to the COR for approval, a list of "on the shelf" replacement and expendable parts and materials that the Contractor intends to stock at the DoS buildings. Based on the DoS Equipment Inventory, the COR may require the Contractor to add or delete items from this list. At a minimum, the Contractor's inventory of replacement parts shall include: refrigerant, toilet and urinal flush valves, various sizes of air handling equipment fan belts, air filters , manufacturer's recommended preventive maintenance parts and any other expendable mechanical and electrical materials or items the Contractor intends to store and use at the buildings. This inventory shall be in place at the buildings no later than thirty (30) calendar days after contract performance start; and shall be maintained by the Contractor at the same inventory levels on a continuous basis. The inventory shall be replenished by the Contractor to keep it at full stock levels.

C-10. SUSTAINING ARCHITECTURAL/STRUCTURAL MAINTENANCE AND REPAIRS TO

INTERIOR/EXTERIOR OF BUILDINGS:

A. Sustaining Architectural/structural Repairs include, but are not limited to: exterior walls, roofing, flashing, skylights, chimneys, ventilators (and other items that pierce the roof), gutters, down spouts, splash blocks, overhangs, windows, doors, hinges, sidewalks, driveways, building moat drainage areas and equipment, snow melting systems, patios and exterior stairways, interior walls, floor coverings, concrete floors, hardwood flooring, carpeting, ceramic tile, interior stairways, ceilings and ceiling tile, doors, windows and toilet fixtures.

B. Level of Repair/Replacement: The repair/replacement level shall assure that the property is free of missing components or defects that could affect the safety, appearance, or intended use of the building or could prevent any electrical, mechanical, plumbing, or structural system from functioning in accordance with its design intent. Repair work shall be complete, including touch-up painting and operational performance checkouts of systems or system components. The quality of the work shall ensure that repaired areas are fully compatible with and match adjacent surfaces or equipment. All replacement items shall match existing in dimensions, materials, quality of work, finish, color, and design. During all stages of work, debris shall not be allowed to spread into adjacent areas or accumulate in the work area itself. All such debris, excess material, and parts shall be cleared and removed at the end of each day while work is in progress. Upon work completion, stains and other unsightly marks shall be removed. Wherever the term "appearance" is used in this or subsequent clauses, it shall be construed to mean an appearance to match the original finished appearance.

C. Completion of Repairs: The Contractor shall accomplish repairs within three (3) calendar days after receiving written direction from the COR. The Contractor shall notify the COR at least twenty-four (24) hours in advance of any work that would be disruptive to building occupants or normal building operations. Repair time frames that exceed three (3) calendar days must be approved by the COR.

D. Touch-up Painting: The Contractor shall perform touch-up painting to the building interior and exterior, as required, in accomplishing repair work. Cyclic interior and exterior painting (scheduled on a periodic basis and funded by DoS) is not a part of this contract.

E. Maintenance Repair Dollar Category: Sustaining architectural/structural repairs to interior/exterior of buildings as defined above are the Contractor’s responsibility under the contract fixed price “Basic Services”, Section B; subject, however to the monetary limitations set forth in paragraphs below. The total dollar value for each repair will be determined by the COR. These sustaining repairs are not to be confused with reimbursable building alterations and installation of equipment systems, set forth in paragraphs below. For example, under this paragraph the Contractor is responsible to perform the necessary interior/exterior building repairs to sustain and/or make operable existing items as described in this Section. On the other hand, if a room(s) or outside area is to be fully or partially altered, the alteration would be performed under paragraphs below entitled “Reimbursable Building Alterations and Installation of Equipment/systems.

1. First $1,500.00: The Contractor shall be responsible under “Basic Services” for the first $1,500.00 of total costs (total of labor, parts, materials, equipment, and if necessary, subcontract trade and professional services) applicable to each building equipment inventory line item repair, or to each non-building equipment inventory line repair, regardless of the number of occurrences of such repairs. Furthermore, repairs to building equipment line items, or non-equipment items shall not be combined in order to bring the total cost over $1,500.00.

2. Authorization for Repairs in Excess of $1,500.00: The Contractor shall submit to the COR for approval a cost proposal based on costs as defined above. The Contractor shall perform repairs when total cost is in excess of $1,500.00 after receipt of a duly executed fixed price RWA (Reimbursable Work Authorization) or delivery order

(DoS Form 1089). For example, if the total repair costs $1,800.00, the RWA or delivery order will show $1,800.00 as the total cost, $1,500.00 as the Contractor’s responsibility and $300.00 as the net amount to be paid to the Contractor. If the COR determines that the repair is of an emergency or urgent classification, the COR may verbally authorize the repairs, and the Contractor shall submit the next working day a cost proposal to the COR for approval. The COR shall confirm in writing to the Contractor no later than the next working any verbal order.

3. Accomplishment of Repairs: The Contractor shall accomplish these repairs within three (3) calendar days after the repair is identified. If unusual circumstances would preclude the completion of repairs within the required time, the contractor shall notify the COR in writing of the reasons why the repairs cannot be completed within the required repair performance periods. If the stated reasons justified as beyond the control of the Contractor and outside the specified terms and conditions of this contract, the Government will allow more time for the completion of repairs on a case-by-case basis. The Contractor shall notify the COR at least twenty-four (24) hours in advance of work that could be considered disruptive to building occupants or normal building operations. The Contractor shall submit a repair/replacement report to the COR by the close of business on each Monday for the previous week. The report shall include, but not be limited to, the status of all initiated repairs.

4. Repair Dollar Category: The decision as to which dollar category (up to $1,500.00 or in excess of $1,500.00) that each repair falls into will be made by…