Attachment_5_Service_Category_3.docx

SAQMMA16R0106 – Diplomatic Platform Support Services (DiPSS) Attachment 5 – Service Category 3 OPERATIONS & MAINTENANCE, LIFE SUPPORT AND LOGISTICS SERVICE DESCRIPTIONS AND PERFORMANCE REQUIREMENTS STANDARDS (HIGH THREAT POSTS)

(a) General Operations and Maintenance

(1) Description of Services The Department of State (DOS) has a requirement for operations and maintenance support services (OMSS) at several but not all high threat posts. For the purposes of this IDIQ contract, the two largest high threat post requirements are represented by Iraq and Afghanistan. The OMSS under this IDIQ contract may cover but not limited to the following systems, facilities and activities described in the below sections within this paragraph.

(B) Facilities And Building Maintenance And Management

(1) The Contractor shall provide Facility Operations and Maintenance (O&M) services based upon the most recent version of the Overseas Building Operations (OBO) Reliability Centered Maintenance (RCM) Manual, best industry practices, manufacturer’s recommendations, applicable codes and standards, and existing site conditions. This PWS seeks to maximize facility and equipment reliability while minimizing life-cycle costs. Regardless of the type of site, whenever possible, Facility Maintenance shall utilize best commercial maintenance practices that incorporate a combination of reactive, preventive, predictive, and proactive maintenance programs. To improve cost efficiencies for the U.S. Government (USG), more advanced RCM techniques – i.e. condition monitoring–shall be used for critical and complicated facilities and systems, while simplified preventive and reactive maintenance procedures shall be implemented for less critical utility systems as part of the overall RCM approach. Specifically, the Contractor shall focus sophisticated RCM techniques for the critical utility systems to include prime and stand-by generators, water and waste water treatment systems, cooling systems, and the air handling units. The USG has identified Key Performance Indicators (KPIs) and/or Acceptable Quality Standards (AQLs) for all requested services and these will form the foundation for the USG’s Quality Assurance and Surveillance Plan (QASP) and the basis by which the Contractor’s performance will be evaluated. Section J, Exhibit 2 provides a list of codes, standards and USG guidelines and requirements. With the exception of the site O&M and RCM manuals and USG publications, the Contractor is responsible for obtaining all referenced documents at their expense.

(2) The Contractor’s O&M Plan, once accepted by the USG, represents the means and methods by which the Contractor will meet all quality, performance, technical, service and occupational safety standards required in this contract. Sections below describe the requested O&M services. Issued Site Task Orders will indicate the locations where these services are to be performed. Please be advised that some of these services may require US Citizens possessing final Top Secret clearances for Contractor personnel requiring access to restricted or core classified access areas (CAA).

(3) Additional services may be ordered at the discretion of the Government for work relating to the operations, maintenance and repair or upgrade of the covered facilities.

(c) Reliability Centered Maintenance (RCM)

(1) OBO has adopted policy using an RCM strategy. This strategy is a mixture of Preventive Maintenance (PM), Predictive Testing and Inspection (PT&I), and Proactive Maintenance measures. These maintenance measures are utilized to maximize facility and equipment maintainability, reliability, service life and efficiency while minimizing required maintenance time, materials, and costs. Note that root cause failure analysis is considered an essential proactive maintenance element.

(2) RCM Strategy. The RCM strategy includes performing a statistical analysis related to failures to determine the optimal investment of maintenance resources and risk assessment to identify those processes or systems that exhibit the greatest chance of catastrophic failure. The Contractor shall complete mean time to repair (MTTR) and mean time between failure (MTBF) analyses, as required per the O&M plan or written request from the CO or COR.

(3) RCM OBO Coordination. The RCM program is managed, coordinated, analyzed and technical direction provided through OBO/CFSM/FAC. The Contractor shall collect and use the data when and where applicable. Any improvements implemented or proposed to the current RCM program shall be shared with the U.S. Government and the U.S. Government reserves the right to inspect the Contractor’s RCM program at any time.

(4) Advanced RCM for Critical Systems. The plan shall ensure full operation of the property based upon facility function, performance and reliability. To improve cost efficiencies for the Government, more advanced RCM techniques, i.e. condition monitoring, thermography, vibration analysis, etc., shall be used for critical and complex facilities and systems, while simplified preventive and reactive maintenance procedures shall be utilized for less critical systems as part of the overall RCM approach. The Contractor shall integrate its O&M Plan into the most recent version of Computerized Maintenance Management System (CMMS) available to Post.

(d) O&MPlan in SharePoint (Reserved)

(e) O&M Plan in Computerized Maintenance Management System (CMMS).

(1) The Contractor shall integrate its O&M Plan into the most recent version of the U.S. Government provided CMMS within sixty (60) calendar days of CO approval of the final plan.

(2) Contractor shall provide for operation of the HVAC, electrical, fire protection, water and waste water services to meet the 24 hours, 7 days per week (24/7) mission critical requirements.

(3) Contractor shall provide regular inspections of all critical building systems during core service hours and have in place a remote monitoring/alarm system for after-hours response, unless circumstances call for more frequent inspections. These inspections shall determine if equipment or systems are operating within required parameters and if the presence of unsafe conditions, unauthorized personnel, or abnormalities exist that may require corrective actions. The Contractor shall act upon discrepancies as soon as conditions permit and notify the COR, Facility Manager, and POSHO if needed.

(4) The Contractor shall operate all chillers, ventilation, building automation, power, life safety and the other supporting auxiliary systems. Conditions that affect the availability or proper operation of the systems shall be communicated as quickly as circumstances permit to the COR, Facility Manager, and POSHO. The Contractor shall operate building systems in accordance with Government requirements, while maximizing energy efficiencies and equipment life.

(5) The Contractor shall implement and maintain an USG approved database as a central log to convey the status of all systems and occurrences. Each shift shall log the readings, incidents and condition and availability of HVAC systems, elevators, power systems, building automation systems, fire detection, alarm and annunciation systems, chillers, water treatment, weather conditions, and events that influence the operations or availability of the building conditions.

(6) Preventive Maintenance (PM)–The Contractor shall establish, implement, and perform a PM program for facility support systems, equipment and system components. PM includes inspection, cleaning, HVAC air filter replacement, Chem-Bio air filter replacement; lubrication, refueling, adjustment, calibration, and routine parts/component replacement (e.g. oil and air filters, belts, hoses, fluids, oil, grease, miscellaneous electronic parts and components, etc.) required to minimize failure, breakdown, and deterioration of equipment. PM also includes the identification of any repairs required to ensure proper operation and restore equipment to manufacturers’ operating standards. The Contractor shall supply all parts, filters, materials, tools, and equipment for all PM operations.

(7) Condition Monitoring and Proactive Maintenance–The Contractor shall implement a combination of Condition Monitoring and Proactive Maintenance procedures in its overall O&M program. Condition Monitoring utilizes non-intrusive testing techniques, visual inspection, and review of performance data to determine equipment condition and analyze trends. This technique shall replace arbitrarily timed maintenance tasks with maintenance tasks scheduled based upon equipment condition.

(8) Proactive Maintenance employs various techniques to extend machinery life to include precision rebuild and installation, failed part analysis, and rebuild certification/verification, as defined in the RCM manual. The Contractor shall specify by equipment/system the conditioning monitoring to be performed within the capabilities of the monitoring devices provided by the government; techniques to be used; and specify how proactive maintenance will be applied. It is anticipated that monitoring equipment will be installed by the USG. If the USG determines monitoring equipment is cost effective and necessary, a repair order may be negotiated to procure the equipment.

(9) Facility O&M includes the maintenance of heating and ventilations systems, filtration systems, fire alarm and suppression systems, elevator systems, pedestrian and vehicular access control systems, building automation systems,

(10) Key Definitions:

Emergency Services – Work orders which require immediate attention. May require working other than the standard work hours or work days. Contractor is required to respond to call within a reasonable time, but not later than within 4 hours and take action to minimize the emergency situation.

Operations & Maintenance (O&M) – All labor, tools, equipment, skill sets and materials to operate and maintain the facility/system at a level of performance equal to its designed purpose. This includes, but is not limited to, preventive maintenance, condition monitoring, repair, and light construction activities. O&M does not include facility/system replacement or new facility/system installation or construction.

Operate – Responsibility to ensure successful performance of the requirement to the reasonable standards as set forth or referenced within the contract, as a minimum.

Repair – Restoring a facility/system to its designed purpose using labor, materials and/or component parts replacement (e.g. – patching a road surface; replacing a defective generator component; replacing a damaged system component such as the compressor of a whole building chiller; replacing a small piece of equipment such as a split A/C unit.)

Scheduled Maintenance and Repair Services – All routine maintenance functions performed in accordance with the O&M Plan for EC facilities, systems and equipment.

Unscheduled Maintenance and Repair Services – Minor maintenance or repair services, not identified in the O&M Plan or out of sequence with the scheduled services but are relevant to maintaining or returning facilities, systems and equipment to proper working order.

Preventive Maintenance – Preventive maintenance (PM) is the systematic and cyclic check, inspection, and correction of minor deficiencies, as well as reporting of deficiencies beyond the scope of preventive maintenance. PM includes the accomplishment of minor maintenance and repair.

Facility Maintenance Level A – The Contractor shall provide maintenance on any items pertaining to these facilities that can be repaired (such as plumbing, electrical, HVAC, roofs, floors, windows, doors, walls, and grounds around facilities) and provide preventive maintenance (such as change out of filters, HVAC, cleaning, etc.) per the MSOW.

Technical Inspections – Assessments conducted on facilities and/or equipment prior to the Contractor assuming maintenance responsibility. Upon completion of a technical inspection and correction of any deficiency, the COR will direct the Contractor to assume maintenance responsibility.

(f) Work Order Management.

(1) Work orders will be maintained in a CMMS for both service calls (reactive maintenance), preventive maintenance (PM) and predictive maintenance (PDM).

(g) Computer Maintenance Management System (CMMS).

(1) The Contractor shall use the Government furnished CMMS to implement and manage the O&M program to include validating and updating the equipment inventory database, including all data fields specified by the COR and Facility Manager.

(2) Where data has not been previously established in the CMMS database, the Contractor must construct the inventory and update database. The Contractor must use the CMMS to identify, control, track, and schedule preventive maintenance work, service calls, and equipment inventory. The Contractor must track historical maintenance and repair activities for each work order received during the period of performance of the contract. All work completed by the Contractor must be issued under a CMMS work order. The Contractor must provide reports to the COR as requested and in a format and media as requested.

(3) The Contractor shall input data into the CMMS. The U.S. Government shall provide the software,and the requisite number of new computer systems connected into the Governments Local Area Network (LAN) with up to date technology, memory capacity, and software capable of operating the CMMS program and operating systems software (i.e. Microsoft Professional with MS Word, PowerPoint, Outlook, Access, Outlook, and Internet Explorer) capable of communicating with the U.S. Embassy via e-mail and Internet access at a given Post. Non-U.S. citizens (local and third country nationals) must have a favorable Moderate Risk Public Trust (MRPT) investigation prior to access to CMMS or any Governments LAN or OpenNet Access, in accordance with contract Section H. The Contractor is advised that there is no expectation of privacy when using the U.S. Government provided CMMS, LAN or OpenNet.

(h) Equipment Inventory.

(1) The Contractor is responsible for maintaining and updating the inventory on a reoccurring basis of building equipment, to include data-plate information, part number, serial number, manufacturer name, component name and other data of value for maintaining the equipment, or information defined as attributes in the CMMS. If equipment is added, removed, or retrofitted as part of a project, or as a result of a Capital replacement, the Contractor must update equipment data immediately upon project completion and report changes to the COR and Facility Manager. The Contractor must provide initial update and verification of the equipment inventory thirty (30) calendar days after Contract Start. Annually, the Contractor must resubmit the complete inventory with all required data fields to the COR and Facility Manager, in a spreadsheet (MS Excel) or other format approved by the COR, certifying that the inventory is complete and accurate.

(2) The contractor shall complete all work orders according to a schedule. Service calls shall be categorized as EMERGENCY, URGENT, PRIORITY or ROUTINE. A service ticket will be opened in the appropriate CMMS for each repair in order to monitor the repair to completion. The COR or delegate will review the Contractor’s categorization and may direct an upgrade/downgrade of the category. A ROUTINE call may be deferred if approved by the COR or delegate. PM and PDM work orders should be completed in accordance with original equipment manufacturer recommendations.

(i) Emergency Calls.

(1) Emergency calls require immediate action by the Contractor to prevent loss of life or damage to facility and property, or to eliminate hazards to personnel or equipment that would render or cause the site to lose the ability to function and operate. Emergency work is also defined as a national security response work effort. Due to its nature, emergency work shall be considered by the Contractor as priority and therefore all necessary action, as specified within the contract, shall be enacted upon by the Contractor without undue delay. The Contractor shall also execute emergency response tasks in accordance with this contract including but not limited to requirements for providing and reporting information and data as required within this contract. The Contractor’s minimum response time with arrival on site shall be within 30 minutes from receipt of call.

(i) Urgent Calls: Urgent calls require prompt response by the Contractor, but do not justify immediately stopping or deferring other tasks that may be in progress in order to respond. The Contractor shall respond with personnel arrival on site within one (1) hours from receipt of call.

(ii) Priority Calls: The Contractor shall complete priority calls ahead of other tasks that may be scheduled and defined as routine work. Work in this category is identified by having unanticipated and short deadlines. The Contractor shall respond with personnel on site within four (4) hours from receipt of a Priority Call.

(iii) Routine Calls: The Contractor shall respond to Routine calls at its earliest convenience and may respond via grouping/consolidation according to craft availability and/or site location. The Contractor shall respond to Routine calls and repairs within two (2) business days of call.

(2) Work order backlog reports by trade should be available to the COR as required at a given site.

(3) Materials used, the labor hours worked and the actions taken to complete each work order task should be recorded within the CMMS for COR review.

(4) The contractor may use the CMMS of its choice if a site does not require that the Global Maintenance Management System (GMMS), a Government owned and developed system is not used. However, the Contractor cannot assume that the Government will pay for the use of its own CMMS unless specifically approved.

(5) The Contractor must be able to accept service calls 24 hours a day, 7 days a week, 365 days a year by providing a Facility Management Service Desk appropriately staffed for workdays and weekends to document, track and close work orders within an appropriate Computerized.

(j) Maintenance Management System (CMMS).

(1) Maintenance service calls or work requests will come from the COR, Post Facilities Management Office personnel, and or individual post personnel. The Service Desk staff shall document the call and issue work or service tickets and/or dispatch personnel as needed. The staff shall be trained to prioritize the calls and direct the response accordingly, based on established priorities and work requirements. One of the work order desk staff members shall be designated the shift supervisor and shall coordinate activities with Contractor management and COR. The USG believes that a centralized service desk can be set up for all supported sites and this desk location could therefore be off-shored.

(2) Service calls may relate to any issue under this PWS and subsequent Task Orders. If a call is received that in the opinion of the Service Desk staff is not within the Scope of Services of the contract, it should be documented the same as all other calls and referred to COR or delegate for clarification prior to performance of the work for which the Contractor expects reimbursement. Calls of this nature shall be referred to the COR or delegate within 4 hours after receiving the request if urgent or 1 business day if not urgent.

(3) The Contractor shall provide a plan for operation of the Facility Management Service Desk for each site Task Order. The Service Desk shall be located where directed by the Government.

(4) Service calls issued as a result of individual post personnel shall require 100% call back to ensure satisfactory resolution of the work ticket. This shall be documented and available for review by the COR or delegate at all times.

(5) Service calls/repairs shall also be used to restore utility systems and facilities that are damaged by severe weather, vandalism, or hostile events. All emergency repairs may be made by verbal direction of the COR or delegate and the price negotiated by the COR after the emergency has subsided. Only the repairs absolutely necessary to restore service may be made without a negotiated modification. All other repairs that are outside the Contractor’s responsibility must have a negotiated delivery order before repairs begin.

(k) Repairs.

(1) The Contractor shall perform any unscheduled work required to prevent breakdowns of equipment or systems, or put back into service after a breakdown or failure. A repair shall mean the restoration of the interior or exterior of facilities to assure that they are free of missing components or defects, which affect the safety, or intended use of the facilities, or would prevent any electrical or mechanical system from functioning in accordance with the design intent, or adversely impacts the aesthetic value of the facility. Repairs shall be completed such that no repeat calls shall be required on the same areas or systems within sixty (60) calendar days after completion of the original work as tasked per the task order.

(2) Following repair of any item where condition monitoring tasks have been implemented, the Contractor shall obtain new baseline measurements using the applicable condition monitoring technology (vibration analysis, thermography, airborne ultrasonics, electrical testing, oil analysis, etc.) For repair or replacement of HVAC equipment, air and water flows shall be measured and adjusted in accordance with the latest version of the Test and Balance Report.

(3) Identification. The Contractor shall identify repairs during proactive/preventive maintenance activities (operations, inspections, routine checks, routine services, condition monitoring, preventive maintenance, or recurring work) within the property. However, unexpected/emergency repairs may be identified by anyone in the embassy compound. A work order shall be generated on each repair no matter the source of the repair notification. Procedures for service calls are described in Section C.3.5.3, Service Calls.

(4) Repair Categories. The Contractor shall respond to all service calls for needed repairs in a timely manner depending upon the level of severity of the deficiency. Service calls/repairs shall be classified into the following four categories.

(i) Emergency Repair. Emergency repairs are repairs that require immediate action by the Contractor to prevent loss of life or damage to facility and property, or to eliminate hazards to personnel or equipment that would render or cause the site to lose the ability to function and operate. Emergency work is also defined as a national security response work effort. The Contractor shall respond to these breakdown/failures within thirty minutes (30 minutes) of notification. The emergency nature of these tasks shall be completed within 24 hours.

(ii) Urgent Repair. Urgent repairs are required when the anticipated failure of a critical part/component will impact/impair the performance of work within the facility should it fail. The Contractor shall respond with personnel on site within 1 hour from receipt of a notice. The Contractor shall complete these repairs within five (5) calendar days.

(iii) Routine Repair. Routine repairs are repairs to components that are expected to fail for a non-critical system that will not impact the performance of work within the facility/compound. Examples of routine calls include but are not limited to: dripping water lines, sewage leaks, unserviceable elevators, minor HVAC deficiencies, and ventilation problems. Routine repairs shall be accomplished within seven (7) calendar days.

(iv) Work orders on hold. If work orders cannot be completed within 7 calendar days due to parts availability it must be placed on hold in CMMS and reported on weekly until completion.

(5) Upgrade of Repair Category. The U.S. Government reserves the right to upgrade repair category based upon degradation of utility system or mission requirements. Upgrades shall be used to address emergency situations encountered by the U.S. Embassy (e.g. Complete a repair prior to an important U.S. Embassy function or prior to severe weather conditions that may cause a larger failure).

(l) Master Schedule of Work (MSOW)/Equipment Maintenance List.

(1) The Contractor shall develop, maintain, and submit a MSOW report each month to the applicable USG representatives and perform work IAW the MSOW. The MSOW report shall be provided in spreadsheet format and include the following information: building/facility and or equipment number, equipment location, number of units, size in square feet, and the applicable systems connected to this piece of equipment. See example located in Technical Exhibit …… The Contractor shall accept MSOW changes only from authorized US Government representatives. Based upon the needs of the Government, the Contractor may be requested to add or delete buildings, facilities, and or services to the O&M contract. Procedures for adding or removing facilities and services are described below. These procedures are for major adjustments to the O&M contract and require contract modification by the Contracting Officer (CO) in Washington DC.

(2) Addition of Service to the Contract.

(i) Within 30 days of completion of a new building or facility, the CO shall send a written request for proposal to the Contractor to prepare and submit a Facility Condition Assessment (FCA) and offer in response to the solicitation/RFP to include: proposed maintenance services, detailed cost estimate for proposed services, the estimated cost of deferred maintenance (referenced in attachment 15), Facility Condition Index, and Systems Condition Index by for all AEK owned and long – term leased properties, equipment and systems any intention of adding a new service, facility, or system to the O&M contract.

(ii) The FCA shall be prepared using the Deferred Maintenance Parametric Estimating Process. The FCA shall document the existing condition of the system(s) within the new or existing building or facility. Within 30 days of the Contractor submitting an offer and FCA to the Government, both the Contractor and U.S. Government shall agree upon the existing conditions.

(iii) This agreement shall be written and integrated into the contract statement of work. Photographs may or may not be allowed in the FCA. The Regional Security Officer (RSO) will be consulted prior to, and have the opportunity to review any photographs before the release of any photos taken anywhere on the site. The COR may also request joint inspections and monitoring with U.S. Embassy Facility Management personnel to verify existing conditions during contract performance.

(iv) The written FCA and cost proposal shall be sent to the Contracting Officer so they may begin the contractual process of modifying the O&M contract. The Contractor is advised that any services performed by them outside the contract or any maintenance services performed prior to completion of any modification is at the Contractor’s sole risk.

(3) Deletion of Service to the Contract.

(i) As requested by the CO, O&M service(s) may be modified or deleted from a specific building or facility. The deletion, of an O&M service(s) shall be determined by the U.S. Government.

(ii) The CO may request, in writing, to delete a Facility or Facility System under the O&M contract at least forty-five (45) calendar days prior to the proposed deletion date. The Contractor will have ten (10) calendar days to propose any demobilization costs and propose the sale of any equipment or materials to the government. Negotiations to modify the O&M contract shall be based upon the established deletion date.

(iii) The Contractor shall be responsible for performing a FCA using the Deferred Maintenance Parametric Estimating Process. The FCA shall fully document any necessary repairs (as described in section C.3.2), update the CMMS database, and turn over any spare parts and/or material to the U.S. Embassy. In addition, the Contractor shall provide a written report containing the final FCA, detailed breakdown of cost credits in terms of labor and materials, and description of Facility or Facility System to be deleted.

(4) Addition of Facility or Facility System.

(i) Within 30 days of completion of a new building or facility, the CO shall request in writing, for the Contractor to prepare and submit a cost proposal/offer to execute facility O&M services and a FCA, proposed maintenance services, and detailed cost estimate, with the intent of adding this new facility or facility system to the O&M contract.

(ii) The FCA shall document the existing condition of the facility and utility systems within the new building or facility. Both the Contractor and U.S. Government shall agree upon the existing conditions. Photographs may or may not be allowed in the FCA. The RSO will be consulted prior to, and have the opportunity to review before release, any photos taken anywhere on the site. The COR may also request joint inspections and monitoring with U.S. Embassy Facility Management personnel to verify existing conditions.

(iii) Upon Contractor submission of the FCA, and detailed cost estimate, the CO will begin the contractual process necessary to modify the O&M contract. The Contractor is advised that any services performed by them outside the contract or any maintenance services performed prior to completion of any modification is at the Contractor’s sole risk.

(5) Deletion of Facility or Facility System.

(i) As requested in writing by the CO, O&M service(s) may be modified or deleted from a specific building or facility. The deletion, of an O&M service(s) shall be based upon the needs of the U.S. Government.

(ii) The CO shall request, in writing, to delete a Facility or Facility System under the O&M contract at a minimum of forty-five (45) calendar days prior to proposed deletion date. The Contractor will have ten (10) calendar days to propose any demobilization costs and propose the sale of any equipment/materials to the government. Contract negotiations to modify the O&M contract shall be based upon the established deletion date.

(iii) The Contractor shall be responsible for performing an FCA, make any necessary repairs as described in section C.3.2, update the CMMS database, and turn over any spare parts to the U.S. Embassy.

(iv) The Contractor shall provide a written report containing the final FCA, detailed breakdown of cost credits in terms of labor and materials, and description of Facility or Facility System to be deleted.

(6) Addition of Location (Reserved)

(7) Deletion of Location (Reserved)

(m) Technical Inspections (TIs).

(1) The Contractor shall perform Tis of camps and facilities before the Contractor assumes O&M responsibilities. The Contractor shall notify the COR and other Government representatives as applicable of unsafe conditions that threaten life, health, and safety. Upon completion of the TI, the Contractor shall provide an inspection report to the COR and other responsible Government officials as required. Life, health, and safety items of work must be listed separately. The Contractor will also list in its inspection report recommended or required upgrades and/or recommended refurbishments. Phased Tis will be conducted during the construction for only those facilities that O&M will be assumed. The frequency of the inspections is based on the milestones of the project.

(2) Initial Inspections will be required for each site contractor transition.

(3) The Contractor and the COR shall make a complete and systematic initial inspection together during the transition phase of the contract that will include all mechanical, electrical, fire protection, elevators, and utility systems and equipment, windows, doors, and other structural features for which maintenance and repairs are covered by this statement of work (SOW). The purpose of this inspection shall be to identify and list any existing deficiencies; list and report all deficiencies that may exist within the facilities; equipment and systems covered by this SOW, as well as the Contractor’s itemized price (including, but not limited to labor, materials, overhead, and profit) for correcting each deficiency. This Existing Initial/Inspection Deficiency list and Contractor recommendations and proposal to correct any found deficiencies shall be submitted to the CO not later than thirty (30) calendar days after Contract award. The U.S. Government, at its option, may elect to have any or all proposed work performed by the Contractor (at the prices quoted), or by other Contractors. The existing deficiency list report must not include any items that would be replaced, repaired, or adjusted as part of the construction Contractors warranty phase or during the performance of routine preventive maintenance or routine service calls. During the joint inspection activity, the Contractor shall be responsible for making immediate adjustments or corrections that fall within the scope of routine preventive maintenance required by this contract at no additional cost to the U.S. Government. This includes but is not limited to making adjustments to controls; adjusting the BAS and Power Monitoring System software, e.g., correcting set points; reloading programs; restoring equipment being operated manually to automatic operation (this does not include changing established sequences of operation or programming sequences); applying lubricants; cleaning fan housings, fans, coils, dampers, air handling unit (AHU) sections, equipment rooms and replacing consumable parts or components.

(n) Delivery and Reconciliation of Initial Deficiency List.

(1) The Contractor shall submit an initial deficiency list not later than thirty (30) calendar days after Contract award to the CO. The list will be reviewed by the USG and a determination will be made by the USG to have the work performed and deficiencies corrected. Any disagreement between the U.S. Government and the Contractor as to initial deficiency list items will be resolved under the terms and conditions of the contract. The Contractor’s itemized estimates for correcting each deficiency must remain in effect for one hundred and eighty (180) calendar days after submission of the initial deficiency list. Deficiencies discovered after the submission of the initial deficiency list will not be considered pre-existing for purposes of this contract, unless equipment is operational and cannot be secured and inspected. Any facility, piece of equipment or system that cannot be inspected must be identified at the beginning of the deficiency list stating why it cannot be secured and inspected. An estimate of when the Contractor reasonably expects to be able to inspect the facility, piece of equipment or system must be provided with the initial submission. If the Contractor is not able to make this determination, the Government shall provide the notice to proceed for shutdown of any system or equipment, so that inspection and servicing may be performed.

(2) Contractors Responsibilities: When an existing deficiency in an item is corrected, the Contractor shall assume full responsibility for the subsequent repair of the item as covered under this contract at no additional cost to the U.S. Government. Nothing in this existing deficiency inspection/initial deficiency list clause must be construed as diminishing any obligations imposed by this contract upon the Contractor to operate any deficient item (to the extent operable) or to adjust or maintain any such item.

(3) Acceptable Quality Level – Initial FCA and Deficiency List Refer to Section J, attachment 20 AQL

(o) Roads and Grounds Maintenance.

(1) The Contractor shall provide roads and grounds maintenance to sites. The Contractor shall inspect, schedule, maintain, repair and perform minor maintenance on roads, streets, parking lots, helo pads, sidewalks, curbs, erosion control, drainage systems and berms as applicable and located within a given site.

(i) The Contractor shall trim all grassy areas as needed to include all sidewalks, roads and curbs.

(ii) The Contractor shall perform dust abatement services on non-improved primary and secondary roads, motor pools, parking lots, and grounds.

(iii) The Contractor shall inspect and maintain drainage systems to prevent flooding, work stoppage, and damage to Government property.

(iv) The Contractor shall trim trees and branches, maintain a safe distance between trees and power lines, facilities, and any other area where falling branches might cause a safety concern, remove diseased trees, plants and unsightly debris, control brush and weeds in or under paved areas and for fire prevention on an as needed basis.

(2) Landscaping.

(i) Landscaping represents a higher degree of grounds maintenance that will be performed at certain DOS sites, most notably an Embassy, such as Iraq. The requirements for a landscape manager will vary by Post and will be determined at the Task Order level. If the Contractor is required to hire a landscape manager, the position shall be shall be considered key personnel.

(ii) In the case of Iraq, the Contractor shall hire a Landscaper/Groundskeeper with the following expertise: college degree with a minimum of 10 years’ experience in landscaping and grounds-keeping of large residential, commercial, recreational or government properties. Additionally, the appropriate manager will have at least 5 years’ experience in managing subordinates, subcontractors and vendors in this field. Experience in a desert climate is highly desirable.

(iii) The Contractor shall be responsible for the Design, layout, and installation of flower and plant beds, planting flowers and shrubs as directed, hardscape and structures with consideration for water conservation and cost control; working with other managers and contractors in planning for construction of new buildings or other structures, and modifications to existing structures, as well as to minimize damage to existing landscaping. Become knowledgeable of local plants available, materials (e.g. mulch, chemicals, organic fertilizers and soil amendments, rocks) and outdoor equipment and furniture available within Iraq so as to minimize the importing and transportation costs; Supervise a large team on multiple projects, consisting of direct hires and subcontractors; establish a watering program to maintain grass and plants, and safe operation of landscaping and grounds maintenance equipment.

(p) Barrier Maintenance. This section being developed.

(1) The Contractor shall inspect and maintain barriers (fence, barriers, sandbags, T-wall, and or Jersey Walls) along with pop-up barriers at common access control (CAC) locations to be sure they are operational, and in safe and satisfactory working condition.

(q) Perimeter Fencing and Wall Maintenance. This section being developed.

(1) The Contractor shall create and maintain clear zones on the inside and outside of the perimeter fence as specified for a given site.

(2) Category I and II Fences. The contractor shall maintain fence categories I and II for ammunition storage areas.

(r) Shower/Latrine and Ablution Unit Maintenance.

(1) The Contractor shall service and maintain showers, latrines, and ablution units. All restrooms/latrines and locker rooms have tile floors, Formica counter and/or Granite tops, stainless steel fixtures, painted steel partitions, washable walls, and a large mirror. The standard policy shall be that no special fragrances, deodorizing cakes or tablets shall be used in restrooms or public areas. There are soap dispensers in each bathroom. They are the wall-mounted, box type that requires lotion soap. All shower stalls shall have a “body lotion” type soap dispenser that is refilled with a pre-packaged soap. Each of the restrooms have a wall mounted stainless steel C-Fold paper towel dispenser, and waste paper basket, that is to be re-supplied, polished, and emptied three times daily. There is a stainless steel toilet seat cover dispenser in each restroom that is to be polished and re-supplied as required.

(2) There are double roll toilet tissue dispensers, one for each commode. Each bathroom and locker room is to receive a thorough cleaning with a deodorizing disinfectant and/or polishing of walls, furnishings, fixtures and flooring each evening including the following specific items:

Floors and baseboards shall be clean and free of dirt, water streaks, mop marks, gum, grease, tar, etc.

All surfaces are to be dry and all corners clean.

Clean all fixtures: commodes, urinals, basins, mirrors, waste receptacles, and towel, sanitary napkin and soap dispensers.

All chrome fixtures are to be kept polished, scour type pads shall not be used to polish chrome.

Empty, clean and disinfect all sanitary napkin receptacles replacing soiled bags with new ones.

Spot clean and/or dust walls and partitions in a manner that no smudges, marks, spots or unsightly discoloration or dust streaks are left.

Corners, crevices, moldings, top edges, and ledges are to be free of dust.

Dusting tools are to leave no oil spots, strands, or smudges on dusted surfaces.

Day porters are to empty waste receptacles, re-supply dispensers, polish rooms, and clean wash basins, sinks, and commodes as needed for high traffic restrooms.

Restrooms are to be free of all paper, trash, empty containers and other discarded items.

Wet mop or scrub all tile floors.

Floors are to be free of streaks, mop strands, marks and skipped areas.

Walls, baseboard, and other surfaces are to be free of splash or other marks from equipment.

A finished restroom floor should have a uniform luster.

All stainless steel is to have a uniform luster.

Damp wipe the full surface area of all stall partitions, doors handles and hinges using a multi-purpose cleaner.

Partitions are to be free of dirt, dust, water stains, spots, streaks, graffiti, and smudges.

All surfaces of shower stalls are to be brushed or scrubbed clean, with a disinfectant cleaner, of accumulated soap, hair and debris.

Drains are to be cleared of accumulated debris and rinsed clean.

Floor drain covers are to be cleared of accumulated debris and rinsed clean.

Floor drains are to be kept filled with water to keep gases from back flowing and leaking into restrooms.

Locker room floors are to be mopped with a like or similar to a high quality “Cidex” brand type of disinfectant.

(3) Frequency of Maintenance

(4) Chemical Latrines/Portapotties. The Contractor shall provide, service, and maintain chemical latrines and hand washing stations.

(s) General Carpentry (includes sign development) and Painting.

(1) The Contractor shall provide the following services:

Painting – Contractor shall be required to provide painting services as directed. This includes maintenance areas and equipment like piping and equipment, and office and residential areas. The table below specifies the minimum frequencies for painting services. Surfaces shall be repainted at the below minimum frequencies or if any areas of missing paint or bleed through are noticeable from a distance of 5 feet or more.

Exterior Other Tri-annual or as needed Tri-annual or as needed

Office and residential relocation services – Contractor shall be required to manage, coordinate, and implement relocation of staff for both office and residential areas. This includes coordinating the delivery and installation of office and residential furniture where specified from the Warehouse. The purchase of furniture shall not be included in this contract. The purchase of tools and material to perform the work shall be included.

Furniture Repair – Contractor shall provide minor furniture repair services. This includes repairs that can be resolved on site within an 8 hour time frame. The decision to repair versus replacement shall be made by the COR or delegate in coordination with the Contractor. Replacement costs shall be by the USG.

Signs – The Contractor shall provide, install, and maintain standardized signs as required to designated facilities, operational sections, safety and services (e.g. Laundry Services and Stop signs) as directed by the COR. . At all sites, the signs shall not reference/display the Prime Contractor or Sub-Contractor’s name, brand or logo.

(t) Janitorial/Custodial Services and Cleaning.

(1)The Contractor shall provide professional janitorial cleaning and trash collection services for a given USG site in a manner consistent with a US Embassy.

(2) Tasks – General Information.

(i) The Contractor shall provide all supervision, necessary personnel (labor), materials, supplies, and equipment to plan, schedule, coordinate and ensure effective janitorial cleaning necessary for a US Embassy site, with technical facilities (operated 24 hours per day) and full operational cafeteria and dining facility in a professional manner consistent with the highest standards and attention to detail.

(ii) The Contractor shall give full consideration to a high level of responsive, efficient service in the most cost effective manner possible. The Contractor shall provide janitorial cleaning and waste removal for all office areas, computer rooms, common areas within the office and housing buildings, residences, residences, quarters, control access centers (CACs), dining facilities, warehouses, motor pools, recreation and retail facilities, guard towers, and exterior areas including the roads, sidewalks, and paths, of the EC site as described herein and coordinate such activities with the COR or delegate. The individual apartments or living quarters within the housing areas shall not be included in this SOW except as described in VIP and transient housing services.

(iii) The Contractor shall accommodate all reasonable requests regarding construction clean-up, move-in clean-up, special services, or other specified cleaning tasks with on-site staff.

(iv) The Contractor shall pick up and remove all trash from the office areas, computer rooms, common areas within the office and housing units, residences, CACs, Warehouses, Motor Pools, Recreation and Retail facilities, Guard Towers, and exterior areas. Also included shall be the common areas within the housing areas.

(v) The Contractor is expected to be familiar with Department of State and Host Government rules and regulations regarding the handling and treatment of all waste to include hazardous waste or regulated waste.

(vi) All waste (non-hazardous) shall be removed from the areas specified above and collected for removal from the site. The Contractor shall be responsible for delivery to approved waste collection points. The Contractor shall not be responsible for collecting trash outside site perimeter walls.

(vii) All regulated waste (including hazardous waste) shall be collected and stored in the approved waste collections point for removal.

(viii)Contractor shall provide sewer pumping services to remove solid and liquid waste from sewer lift stations as required.

(3) Supplies, Materials, Tools and Equipment.

(i) The Contractor shall be required to provide all necessary supplies, materials, and tools to perform janitorial services and trash removal in a timely and efficient manner.

(ii) In support of this SOW, the Contractor shall provide all vehicles including street sweepers and trash compactor trucks. Contractor shall specify the number of vehicles required to perform the services for a given Task Order proposal. Contractor may provide dumpsters. The location is to be determined and approved by the COR or delegate prior to placement.

(4) Specific Tasks

(i) Interior Glass and Metal Windows and Doors.

(A) All glass windows and doors and metal framing shall be cleaned monthly on a rotating basis. The cleaners are to work their way through the site and back to where they began and then begin again. However, there will be occasions when an area will need to be cleaned in preparation for a particular event. Glass is clean when it is free of dirt, grime, streaks, finger prints, excessive moisture and any cloudy look. Window frames, sills and other surrounding items to glass are to be wiped free of drippings, watermarks, soil, grease, and stains. All surfaces of metal framing are to be thoroughly cleaned when glass is cleaned.

(B) All exterior glass windows and doors, and metal framing shall be cleaned semi-annually on a rotating basis. The cleaners are to work their way through the site and back to where they began and then begin again. Glass is clean when it is free of dirt, grime, streaks, finger prints, excessive moisture and any cloudy look.