SIR - 693KA9-21-R-00016.docx

Facility Maintenance Services Warrenton VA 693KA9-21-R-00016

PART I - SECTION B

SUPPLIES/SERVICES & PRICE/COST

B.1 GENERAL DESCRIPTION

The Contractor must provide all necessary facility maintenance services and deliver all required materials and documentation as described in the terms and conditions of the contract schedule and any supporting attachments.

B.2 CONTRACT TYPE

This contract utilizes an Indefinite Delivery Requirements contract type to meet the requirements of the Statement of Work (SOW). This contract is not an order for supplies or services. Orders for supplies and services under this contract will be ordered by issuance of separate delivery/task orders. See Section I for ordering instructions.

B.3 DESCRIPTION OF CONTRACT LINE ITEMS (CLINS)

B.3.1 - BASE PERIOD PRICING TABLE

FFP

Base Period Total Price

B.3.2 - OPTION PERIOD I PRICING TABLE

FFP

Option Period I Total Price

B.3.3 - OPTION PERIOD II PRICING

TABLE

FFP

Option Period II Total Price

B.3.4 - OPTION PERIOD III PRICING

FFP

Option Period III Total Price

B.3.5 - OPTION PERIOD IV PRICING

FFP

Option Period IV Total Price

B.4 CONTRACT PRICE SUMMARY

B.5 CEILING PRICE

The ceiling price for this contract, inclusive of options, is $XXX, as agreed upon at award. The Contractor is not authorized to exceed this ceiling price without the authorization of the Contracting Officer. The Federal Aviation Administration (FAA) reserves the right to exercise some, none or all options.

End Section B

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PART I - SECTION C

DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

C.1.0 Introduction This Statement of Work (SOW) defines the requirements for full service facility maintenance and repair, and minor construction services for buildings, related systems, and equipment at a Federal Aviation Administration (FAA) owned building, 3721 Macintosh Drive, Warrenton, VA, 20187 (FAA Building). The FAA Building will be used by the FAA for administrative support; the FAA intends to fully renovate the FAA Building to support these efforts.

C.1.1 Description of Work Work performed under this SOW is for the full service facility maintenance, repair, and minor construction of buildings, related systems, and equipment in accordance with the requirements specified herein. As detailed in Attachment A1 of this SOW, the FAA owned building is commercial real estate in Fauquier County. The site totals 149,402 square feet (3.43 acres), including building and land. The building consists of a two-level concrete and masonry commercial/office building constructed in 2007. Work includes the performance of service calls, recurring maintenance and services, and repair and minor construction, as required.

Full service facility maintenance is detailed in this SOW, supported in Attachment A4, and includes managing of utility services; utility services will be in the FAA’s name. The Contractor must, at the discretion of the FAA, provide a copy of the invoice(s) to the government; once the government provides the payment the Contractor must remit payment to the utility company.

During the contracts period of performance, facility maintenance will be implemented in the following phases:

(a) Phase I – effective from the date of contract award until the start date of building renovations. Facility maintenance support must consist of managing: utilities; electrical and mechanical equipment; grounds maintenance (lawn care, snow removal); conducting on-site evaluations, no less than weekly; and submitting a written building report, in the Contractor’s format, to the COR by close of business every Friday. Phase I may be effective for a period of 6-months.

(b) Phase II – effective from the date building renovations begin through completion of building renovations. Facility maintenance support must consist of managing utilities and grounds maintenance (lawn care, snow removal). Phase II may be effective for a period of 18-months.

(c) Phase III – effective from the date building renovations are completed. Facility maintenance must consist of the full implementation of this SOW and its attachments. Phase III may be effective for a period of 36-months.

C.2.0 Applicable Documents

C.2.1 Specifications, Standards, and Publications The Specifications Standards and Publications referenced are part of this SOW to the extent specified. In the event there are conflicts between FAA documents and industry standards, the FAA documentation must take precedence. The following documents are in effect on the date as stated and form a part of this SOW. The Contractor must ensure that work performed is in accordance with the most current version of the references listed below.

The Green Procurement Compilation ( https://sftool.gov/greenprocurement)

Whole Building Design Guide (http://www.wbdg.org)

NAVFAC P-700 Series, Engineered Performance Standards Manuals

Department of Energy’s Federal Energy Management Program (FEMP) Energy- and Water-Efficient Product Efficiency Programs

Plumbing Code 978, BOCA

American National Standards Institute UPC 1-2018: Uniform Plumbing Code

American National Standards Institute A161.1: Performance and Construction Standard for Kitchen and Vanity Cabinets

Federal Standard 595

National Fire Protection Association (NFPA) 70 National Electrical Code

Building Hardware Manufacturer’s Association (BHMA) Product Standards

Manual on Uniform Traffic Control Devices

C.3.0 Requirements The Contractor must furnish the necessary personnel, plant, equipment, facilities, materials, and other resources to deliver the services described in this SOW and Attachment A4. All such items must be supplied in conformance with the terms and conditions of this SOW and contract documentation.

C.3.1 Facility Management The Contractor must designate a single Facility Manager (FM), the organization’s single point of contact, to plan, schedule, implement, and report on all elements of this contract to the Contracting Officer (CO) and Contracting Officer’s Representative (COR). The Facility Manager must meet the requirement of having a four (4) year Bachelor degree with a minimum of five (5) years of experience managing federal buildings. The FM must have the necessary resources to ensure efficient, effective and timely accomplishment of all tasks assigned. The FM must manage the total work effort associated with the maintenance, repair, and all other services required herein, including, but not limited to: the full range of management duties of planning, scheduling, cost accounting, report preparation, establishing and maintaining records, and quality control.

C.3.1.1 Property Management Plan The Contractor must provide its existing Management Plan, indicating the method in which the FAA’s work will be functionally integrated into the Contractor’s existing management structure. The Management Plan must include, but is not limited to, staffing levels, hours of operation, proposed maintenance schedules, and service call process. The Contractor must submit a Property Management Plan, in electronic format, to the CO/COR within 15 calendar days after contract award.

C.3.1.2 Quality Control Plan The Contractor must develop and maintain an effective quality control (QC) program to ensure services are performed in accordance with this SOW. The Contractor must develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QC program must assure that its work complies with the requirements of the SOW. At a minimum, the Contractor must develop quality control procedures that address the areas identified in this SOW. The Contractor must submit the QC plan to the CO/COR within 15 calendar days after contract award. After FAA acceptance of the Contractor’s QC plan, the Contractor must receive the CO’s acceptance in writing of any proposed change to the QC plan.

C.3.1.3 Facility Management Report and Maintenance Report

(a) The Contractor must maintain, in electronic format, documentation that details work accomplished, including monthly on-going maintenance and facility repairs. A soft copy of the Facility Management Report is to be submitted to the FAA COR with invoice, monthly.

(b) The Contractor must maintain management, operation, and maintenance records and prepare management, operation, and maintenance reports, which includes completed inspections and maintenance as well as forecasted inspections and maintenance. All records and copies of reports must be submitted quarterly to the COR, or as requested within five (5) calendar days.

(1) A completed work file for the facility listed at Attachment A1 must be maintained by the Contractor on site. Each file must contain a listing of all equipment in the structure by nomenclature and manufacturer's model number, as well as all manufacturers’ literature, brochures, and pamphlets; maintenance, operator's, and parts list manuals; warranty information; a copy of all completed Service Call Work Authorization forms, minor job orders, and Preventive Maintenance Inspection Record forms; and other information pertaining to the facility and installed equipment and systems. Updated documents must be filed within 10 business days of the completed transaction, with the exception of Preventive Maintenance Inspection Record forms, which must be filed quarterly. The FAA will have access to these files upon request. The entire file must be turned over to the FAA upon completion of the contract.

(2) Accounting information, for expenses and efforts required to accomplish the work in this SOW, must be maintained and reports submitted, with invoice, monthly. This report must provide the date of the expense, a description of the work accomplished, the name of the vendor (if applicable), the amount of the expense, and any additional requested information.

(c) In addition to the monthly reports, the Contractor must provide written scheduling and status reports when requested by the CO or COR. The status of any item of work must be provided within 8 hours of the inquiry during regular working hours, and within 24 hours after regular working hours.

C.3.1.4 Post Award Conference The Contractor must participate, with FAA representatives, in a Post Award Conference (PAC) held at the place of performance not later than 20 calendar days after contract award. The conference will be held to thoroughly review the contract and SOW to ensure all parties have a clear understanding of all contractual requirements. The FAA will propose the agenda and record minutes of the PAC.

C.3.1.5 Facility Management Reviews The Contractor must conduct Facility Management Reviews (FMRs) to review the contract status in terms of Performance, Schedule, and Cost. The FMR will be accomplished twice a year at the FAA Building. The CO or the COR will notify the Contractor at least 20 calendar days in advance of all required briefings and reviews. The FAA will prepare and submit to the Contractor an agenda for each FMR. The FAA will also prepare minutes and an action item list in support of all meetings.

C.3.2 General Facility Management The Contractor must provide the necessary resources, personnel, equipment, tools, etc., to implement work control procedures to ensure timely accomplishment of the requirements of the SOW, work detailed in Attachment A4, as well as to permit tracking of work in progress; to include the FM identified in Section 3.1 of this SOW. The Contractor must plan and schedule work to assure material, labor, and equipment are available within the specified time limits and in conformance with the quality standards established herein.

To ensure continuity of essential services, the Contractor must be prepared to fully commence work on the start date of this contract, and should not assume that the FAA or previous Contractor employees will be available to guide, direct, or specifically orientate each Contractor employee.

C.3.2.1 Scheduling Work

(a) Within 10 calendar days following award of this contract, the CO will provide the Contractor with a list of Government representative(s) as Point of Contacts.

(b) The Contractor must schedule and arrange work so as to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor must make every effort to minimize the impact of the interference, inconvenience, equipment downtime, interrupted service, customer discomfort, etc.

(c) The Contractor must notify the Government representative(s) of any work to be performed under his/her control that could disrupt the conduct of normal Government business. The Contractor must notify the designated Government representatives at least two (2) working days in advance for non-disturbance work and a minimum two (2) weeks for work that will disrupt the tenant’s daily operation. Notification must include the type of work to be done and the estimated completion date.

(d) The Contractor must reschedule any work as the Government deems necessary to avoid unacceptable disruptions in the Government's business.

(e) The Contractor must perform all work during normal business hours, 6:00 am – 6:00 pm, Monday – Friday, excluding Federal holidays. Any work, with the exception of emergency repairs, performed outside of these hours must be approved by the CO/COR no less than 10 calendar days before the requested deviation in work schedule.

C.3.2.2 Work Standards

(a) All work must meet the standards specified in Section 2.0 and as defined herein. The Contractor must accomplish the requirements of this SOW in conformance with the standards in the contract; equipment manufacturer’s recommendations; all local, state, and federal regulations; and all applicable building and safety codes.

(b) Contract personnel working on systems and equipment must have proper qualification and certification of the function they are to perform, and of the facility’s building systems, automation systems, regulations, policies and standard operating procedures.

(c) When the Contractor completes work on a facility or system, that facility or system must be free of missing components or defects which would prevent it from functioning as originally intended and/or designed. Corrective or repair/replacement work must be carried to completion including operational checks and cleanup of the job site. Except where otherwise noted, replacements must match existing in dimensions, finish, color, and design.

(d) In order to comply with The Green Procurement Compilation, the Contractor must use environmentally preferable products and services. These program elements include, but are not limited to: products and services that are energy-efficient, water-efficient, bio based, non-ozone depleting, contain recycled-content, and non-toxic or less-toxic alternatives; diversion of non-hazardous waste and construction and demolition debris from landfills; alternative fuels use and fuel efficient vehicles and equipment, and reduced greenhouse gas emissions.

(e) The Contractor must ensure work areas are kept contained, including but not limited to ensuring debris does not spread unnecessarily into adjacent areas nor accumulate in the work area itself. The Contractor must accomplish work in a manner that debris, excess material, and parts are cleaned up and removed at the completion of the job and at the end of each day work is in progress. The Contractor, to the maximum extent feasible, must divert from landfill or incineration facility disposal, a minimum of 50% of the non-hazardous waste generated as a result of the Contractors work. In doing so, the Contractor must appropriately utilize an industry standard facility waste and recycling program. The Contractor must develop, operate and track, at no additional expense to the Government, a comprehensive waste, recycling and reuse program for non-hazardous solid waste, construction and demolition debris, and other building elements planned for disposal. The Contractor must report non-hazardous waste diversion rates on a monthly basis.

C.3.2.3 Major Repair Major repair is defined as any individual unit or incident of repair or replacement with a total estimated cost (labor and direct material) exceeding $10,000.00. Major repair is not included within the scope of this contract. The Contractor must notify the COR of any efforts considered Major Repair; these will be accomplished by separate contract or by FAA employees. The Contractor must note: this exclusion does not necessarily apply if the repair is required to correct damage caused by the Contractor.

C.3.2.4 Facility Upgrades The FAA may, at its discretion and expense, modernize, replace, renovate, or improve equipment, systems, facilities, components, and fixtures. Once complete, these actions will be considered part of the FAA Building. The Contractor must incorporate the replaced, renovated, or improved equipment, systems, facilities, components, and fixtures into the Facility Management program. If the FAA’s aforementioned changes affect the level of effort for this SOW, the contract will be modified as appropriate.

C.3.2.5 Equipment under Manufacturer's or Installer's Warranty The Contractor must not remove, replace, or correct deficiencies while equipment, components, and parts are, other than those installed under the terms and conditions of this contract, still under warranty of the manufacturer or the installer, without prior approval of the CO. All defects in material or workmanship, defective parts, or improper installation and adjustments found by the Contractor must be reported to the CO so that necessary action may be taken. The CO will provide the Contractor available warranty information upon award of the contract. The Contractor must track equipment, parts, and components that are covered by warranty and the duration of such warranties.

C.3.2.6 As-Built Drawings

(a) Attachment A2 contains a list of those drawings, which will be available to the Contractor for information only. The FAA makes no representation as to the completeness or accuracy of these drawings. The Contractor must independently validate the accuracy of As-Built Drawings. The COR must be advised of any discrepancies found by the Contractor within 45 calendar days after contract award.

(b) All additions or changes to buildings, structures, and related equipment and systems made by the Contractor must be recorded by the Contractor with as part of the on-site file, in accordance with Section 3.1.2(b)(1) of this SOW, and an electronic copy provided to the COR within 30 calendar days of the completed work. This data must include, but is not limited to, dimensioned drawings and/or sketches.

C.3.2.7 Interface with Other Contractors and Government Personnel The Contractor is advised that other Contractors and/or Government personnel are engaged in similar and/or supporting work, requiring close cooperation. The Contractor must cooperate with all other personnel working in the FAA Building and avoid conflicts with other personnel’s performance and work schedules. In the event of a conflict that cannot be satisfactorily resolved, the Contractor must refer the matter to the CO for a decision/resolution. Such decisions will be final.

C.3.2.8 Damages Caused by Weather Conditions or Vandalism The Contractor must repair facilities or equipment, within the scope of the SOW, damaged by inclement weather conditions and/or vandalism no more than 20 calendar days after the damage/vandalism occurs. The Contractor must advise the CO/COR if work is above and beyond a Service Call and/or Minor Repair.

C.3.3 Service Calls

(a) Service calls are defined as maintenance, repair, minor construction and/or other miscellaneous work requirements which are called into the Work Reception Center by designated Government representatives. All service call work is included in the firm fixed-price portion of the contract.

(b) Multiple maintenance, repair, and minor construction requirements received for the same trade at the same time will be combined into one service call. However, not more than four (4) such requirements will be included on any one service call. For example, "commode handle sticks" and "lavatory faucets leak" would be one service call, as would "broken door closer" and "floor tile broken".

(c) The Contractor must maintain sufficient commercial off-the-shelf materials and equipment are available to support service call requirements. The Contractor is advised, a lack of availability of materials or equipment will not relieve the Contractor from the requirement to complete service calls within the time limits detailed in Sections 3.3.3 of this SOW.

C.3.3.1 Service Call Classification

C.3.3.1.1 Routine Calls Service calls will be classified as routine when the work does not qualify as an emergency or urgent call. Examples of routine calls include inoperative electrical switches or outlets, dripping faucets, broken glass or floor tile, repairs to mechanical or food service equipment, sign fabrication and painting, key making, etc. All routine call work is included in the firm-fixed price portion of the contract and detailed in Section C.3.3.4.1 of this SOW.

C.3.3.1.2 Urgent Calls Urgent calls will consist of providing services or correcting failures that do not immediately threaten personnel, property, or activity missions; but which would soon inconvenience and/or affect the health or well-being of personnel, lead to property damage, or lead to disruptions in operational and/or training missions. When the COR advises the Contractor the service or failure has upper-level or management attention, the call will be classified as urgent. Historically, no more than 10% of service calls issued to the Contractor have been classified as urgent. The Contractor must notify the COR within two (2) calendar days of a service call being classified as urgent. All urgent call work is included in the firm-fixed price portion of the contract and detailed in Section C.3.3.4.2 of this SOW.

C.3.3.1.3 Emergency Calls Emergency calls consist of correcting failures that constitute an immediate danger to personnel, threaten damage to property, or threaten to disrupt activity operations and/or training missions. Examples include outages in utility systems that support training equipment or provide other vital services, clogged drains, broken water pipes, gas leaks, inoperable pumps, roof leaks, electrical defects that may cause fire or shock, unlocking of locks or safes, etc. The Contractor must notify the COR within one (1) calendar day of a service call being classified as an emergency. Historically, no more than 5% of the service calls issued to the Contractor have been classified as emergency. All emergency call work is included in the firm-fixed price portion of the contract and detailed in Section C.3.3.4.3 of this SOW.

C.3.3.2 Work Reception Center

C.3.3.2.1 Work Reception Center - Regular Business Hours

(a) The Work Reception Center will receive service call requests during regular business hours and classify each call as routine, urgent, or emergency in accordance with the definitions provided in the "Service Call Classification" paragraph of this SOW, and respond accordingly. The Contractor must record service call requests, as received, on a Service Call Work Authorization Form or through a software system designed for managing and tracking service call request, capturing the following information:

(1) A description of the problem or requested work,

(2) Date and time received,

(3) Government Representative name, number and office symbol,

(4) Location of the requested work, and

(5) Any other appropriate information.

(b) If the call is classified as an emergency or urgent request, the Work Reception Center receptionist will notify the Contractor by phone or email that a call has been received and that a work authorization form is available for pickup. The COR may upgrade or downgrade the classification of any service call received by the Contractor.

(c) The Contractor must provide the COR a Work Reception Center implementation plan within 20 calendar days of contract award.

C.3.3.2.2 Work Reception Center - After Business Hours

(a) The Contractor must ensure service call requests from designated Government representatives are capable of being received after regular business hours, on weekends, and on holidays. Calls must be received and classified by the Contractor as routine, urgent, or emergency in accordance with the definitions provided in the "Service Call Classification" paragraph of this SOW, and respond accordingly. The Contractor must record after business hours service call requests on a Service Call Work Authorization Form, capturing the following information:

(b) The Contractor must provide the Work Reception Center a copy of all Service Call Authorization Forms by 7:00am the next business day. The COR may upgrade or downgrade the classification of any service call received by the Contractor.

C.3.3.3 Response to Service Calls

(a) The Contractor must establish and maintain procedures for receiving service call work authorizations from the Government's designated representatives 24-hours per day, seven days a week, including weekends and holidays. The Contractor must utilize either a single telephone number (local or toll free) or electronic database.

(b) All telephone calls must be answered within 30 seconds by an individual fully familiar with the Contractor's work control procedures and the terms and conditions of this contract.

(c) The Contractor must consider Routine Calls received at the time and date the Work Reception Center makes the work authorization form available.

(d) The Contractor must consider Emergency and Urgent Calls received at the time and date the notification is placed by the Work Reception Center or other authorized Government representative.

C.3.3.4 Response by Classification

C.3.3.4.1 Routine Calls The Contractor must respond, be on the job site, and be working within one (1) business day of receipt of the Service Call Work Authorization Form. Once begun, the work must be accomplished to completion and must be completed not later than five (5) business days from date of receipt of the call. If the work is beyond the scope of a service call, the procedures in Section 3.3.6 of this SOW will apply. All routine call work is included in the firm fixed-price portion of the contract.

C.3.3.4.2 Urgent Calls The Contractor must respond, be on the job site, and working within 30 minutes after receipt of an urgent service call received during regular working hours, and within 90 minutes for urgent calls received after regular business hours, on weekends, or holidays. Once begun, the work must be accomplished to completion and must be completed within 48 hours, when applicable. If further labor and material (follow up work) are required to complete the repair, the call will be reclassified as routine, and the corresponding completion time will then apply. Such follow up work must be considered part of the original service call. If the follow up work is beyond the scope of a service call, the procedures in Section 3.3.5 or 3.3.6 of this SOW will apply. Historically, no more than 10% of the service calls issued to the Contractor have been classified as urgent. All urgent call work is included in the firm fixed-price portion of the contract

C.3.3.4.3 Emergency Calls The Contractor must respond, be on the job site, and working within 15 minutes after receipt of an emergency service call during regular business hours. If an emergency service call is received after business hours, the Contractor must respond, be on the job site, and working within 60 minutes of receipt of the call. The Contractor must work continuously without interruption and must ensure all work is completed for the emergency condition before departing the job site (e.g., shut off water, close gas valve, temporarily patch roof leak, etc.). If further labor and material (follow up work) are required to complete the repair, the call will be reclassified as either urgent or routine, as appropriate, and the corresponding completion time will then apply. Such follow up work must be considered part of the original service call. If the follow up work is beyond the scope of a service call the procedures in Sections 3.3.5 or 3.3.6 of this SOW will apply. Historically, no more than 5% of the service calls issued to the Contractor have been classified as emergency. All emergency call work is included in the firm fixed-price portion of the contract.

C.3.3.5 Beyond the Scope of Urgent Call

(a) The Contractor must notify the designated Government representative and COR within one hour of determining an Urgent Service Call is beyond the scope, as defined above. If requested by the COR, the Contractor must provide a summary of the work necessary to complete the service call, a detailed Emergency Priority Service (EPS) estimate showing estimated labor hours and rates, and material requirements. The Contractor must provide this summary within 24-hours of the request.

(b) If the COR confirms the work is not within scope of routine, urgent or emergency calls, the CO may authorize the Contractor to proceed with the work in accordance with Section 3.5 of the SOW.

(c) If the COR determines the work falls within the scope of the SOW, the original work authorization will be returned to the Contractor. The Contractor must complete the work within the original time lines defined in Section 3.3.4.2 of the SOW. Labor associated with work in this section C.3.3.5 is included in the firm fixed-price portion of the contract. Equipment and materials associated with work in this section C.3.3.5 is included in the equipment and materials CLIN.

C.3.3.6 Beyond the Scope of Routine Call

(a) The Contractor must return the Service Call Work Authorization Form, and notify the designated Government representative for the area work is to be performed and COR no later than 5:00 pm local time, of the following business day, of determining a Routine Service Call is beyond the scope, as defined in Section C.3.3.1.1 above. If requested by the COR, the Contractor must provide a summary of the work necessary to complete the service call, a detailed EPS estimate showing estimated labor hours and rates, and material requirements. The Contractor must provide this summary within 24-hours of the request.

(b) If the COR confirms the work is not within scope of a routine, urgent or emergency service call, the CO may authorize the Contractor to proceed with the work in accordance with Section 3.5 of the SOW.

(c) If the COR determines the work falls within the scope of a routine, urgent or emergency service call, the original work authorization will be returned to the Contractor. The Contractor must complete the work within the original time lines defined in Section 3.3.4.1 of the SOW.

C.3.3.7 Completed Calls Upon completion of the service call, the Contractor must ensure the following is documented:

(1) Description of work actually completed.

(2) Brief description of material and parts used, including quantities.

(3) Date and time work began.

(4) Date and time work was completed.

(5) Hours of labor (broken out by labor category) expended.

(6) Signature or initials of the Facility Manager indicating that the work has been completed.

C.3.4 Recurring Maintenance and Services The Contractor must accomplish recurring maintenance and repair work as described below. Recurring work includes all work requirements for which schedules of accomplishment have been included in the contract, or for which the Contractor is required to submit schedules for approval by the Government. This includes, but is not limited to, preventative maintenance, re-lamping, and seasonal start-up/shut-down of HVAC systems. The Contractor must ensure all parts and materials necessary to accomplish recurring work are available for the continued performance of all recurring work as specified herein. Failure to maintain adequate stock supplies does not relieve the Contractor from meeting schedules or timelines associated with this level of effort. Labor associated with recurring maintenance and services is included in the firm fixed-price portion of the contract. Equipment and materials associated with recurring maintenance and services is also included in the firm fixed portion of the contract. Interior and Exterior building inspections must be completed Quarterly:

Q1: January – March Q2: April – June Q3: July – September Q4: October – December

C.3.4.1 Janitorial Services The Contractor must provide all labor, supplies, supervision, tools, materials, and equipment necessary to provide janitorial services in accordance with Section J, Attachment A4. Janitorial service applies to all designated spaces including, but not limited to, halls, restrooms, offices, work areas, entrance ways, lobbies, storage areas, elevators, and stairways.

C.3.4.2 Preventive Maintenance

(a) The Contractor must perform Preventive Maintenance (PM) inspections on the equipment and systems listed in Attachment J.A-3 in accordance with the procedures specified in the SOW. PM consists primarily of inspection, cleaning, lubrication, adjustment, calibration, and minor part and component replacement (e.g. filters, belts, hoses, fluids, oil and grease) to minimize malfunction, breakdown, and deterioration of equipment; and the identification of and/or performance of any repairs required to bring the equipment up to the manufacturer's operating standards for optimal efficiency.

(b) The Contractor must prepare a PM Schedule to review and inspect the equipment and systems identified in Attachment J.A-3; this must include any additional items identified during the site visit. The FAA will provide all available manufacturers’ recommended PM schedules, other manuals, pamphlets, etc. to the Contractor. The PM Schedule must be submitted to the COR for review and approval, within 15 calendar days of contract award. The schedule must cover the entire term of the contract and include, for each piece of equipment listed in Attachment J.A-3 and as identified during the site visit, at a minimum:

(1) The location (room number);

(2) Work to be performed (e.g., monthly PM);

(3) The week of the month or month that monthly, semimonthly or less frequent PMs will be performed; and

(4) The day of the week that weekly or more frequent PMs will be performed.

The schedule must be in a format such that the completion of each PM inspection may be indicated on the schedule. The Contractor must schedule PM inspections for HVAC equipment to coincide with the periods immediately prior to the heating and cooling seasons. Heating season PMs must be scheduled for performance during the period June 15th – August 15th. Cooling season PMs must be scheduled for performance during the period November 15th – February 15th. PM inspections for all other equipment may be scheduled at the Contractor's discretion unless specific requirements or restrictions are included elsewhere in the contract or manufacturers’ recommendations.

(c) Upon approval of the PM Schedule, the Contractor must accomplish PM in accordance with the approved schedule and as defined in this section. The Contractor must ensure PM includes all of the applicable check points and services required. The Contractor must adhere to the scheduled PM dates to facilitate FAA verification of work. If the Contractor finds it necessary to reschedule PM, a written request must be made to the CO detailing the reasons for the proposed change at least five (5) business days prior to the originally scheduled PM date. The Contractor must not change scheduled PM dates without the prior written approval of the CO.

(d) In execution and planning of PM, the Contractor must consider the number and size of repair jobs, the cost of material directly proportionate to the quality and timeliness of PM, and the timeliness of identifying required repairs. In accomplishment of PM, the Contractor must take into consideration that untimely response to repair requirements and lower levels of PM will result in increased repair frequencies and additional material costs. The Contractor may, at his/her option, and at no additional cost to the FAA, increase the level and/or frequency of preventive maintenance in an effort to minimize repair requirements.

(e) During PM, if it is discovered equipment or systems require repair, the Contractor must complete all repairs. However, if the total direct cost of materials required to complete identified repairs exceeds $2,000.00, a service call or minor work order, as appropriate and approved by the COR, may be issued to cover the required repairs. If the Contractor determines it would be more economical to make such repairs while conducting PM, such as while a valve is open for cleaning and inspection, the Contractor must notify the COR of the defect and request a work authorization to make the repair at that time. The Contractor is advised these time and dollar limits apply to each PM inspection for each individual piece of equipment or system, and that execution of work beyond the aforementioned limits is at the discretion of the Government.

(f) The Contractor must submit a copy of the previous week's portion of the PM schedule to the COR by 12:00 pm (noon) each Monday indicating the scheduled PM inspections completed during the previous week, and those scheduled inspections not completed. If inspections were performed which were deferred from previous weeks, they must be noted on an attachment to the submittal. Also, the attached documentation must include a list of equipment deficiencies noted during the PM inspections that are beyond the scope of work of preventive maintenance, as defined in Section 3.4.2. These reports must provide a detailed description of identified deficiencies. The COR will determine if a service call work authorization or delivery order for minor work should be issued for correction of the deficiencies noted; the work may be performed by means other than this contract; or the work may be deferred due to lack of funds, etc.

(g) To facilitate FAA verification of PM inspections, the Contractor must date stamp or mark all replacement items such as filters, belts, etc. with the date changed. FAA furnished PM record cards or tags must be attached by the Contractor, in a conspicuous location, to each item of equipment requiring PM during its initial inspection. The Contractor must annotate each card or tag the date each PM inspection was accomplished and include the initials of the individual accomplishing the PM.

C.3.4.3 Re-lamping The Contractor must provide re-lamping services for the FAA Building listed in Attachment A1, including emergency, exit, and exterior lights attached to buildings. The work must include inspecting the building in accordance with the schedule in Section 3.4 and replacing all blackened, discolored, blinking, and burned out fluorescent tubes and incandescent bulbs; and other defective parts such as ballasts, starters, etc.

In areas where the fixtures are not easily accessible, such as high bay or hangar areas, the Contractor may elect to perform group re-lamping. Replacement lamps and components must be of equivalent wattage as those removed. All replacement lamps must be Energy Star certified (http://www.energystar.gov) or meet other energy-efficient requirements listed on the Department of Energy’s Federal Energy Management Program (FEMP) Guiding Principles for Sustainable Federal Buildings and Associated Instructions lighting product list. All replacement lamps must also be low-mercury (i.e., below the Toxic Characteristic Leaching Procedure (TCLP) standard of 0.2 mg/l mercury). Between scheduled re-lamping services the Contractor must respond to service calls in accordance with Section 3.3, Service Calls, of the SOW, for replacement of light bulbs, tubes, and other defective parts.

C.3.4.4 Start-up/Shut-down of HVAC Systems

(a) The Contractor must perform start-up/shut-down and preservation of those HVAC systems listed in Attachment J.A-3. Heating start-up and air conditioning shut-down must be accomplished no later than October 15th for the period of October 15th – May 15th, and air conditioning start-up and heating shut-down must be accomplished no later than May 15th for the period of May 15th – September 15th. The CO will confirm the dates for each start-up/shut-down. If the CO advises start-up/shut-down must occur other than as specified above, the Contractor must accomplish the start-up/shut-down within 30 calendar days of receipt of the notification.

(b) During start-up, systems must receive a thorough inspection to ensure that all systems and components are operating as designed, as well as any specific checks and procedures that may be required by the manufacturer. Shutdown must consist of system checks, preservation as required by the manufacturer, and an operational check to identify needed repairs that may be accomplished during the off season. The Contractor must accomplish any noted HVAC System repairs that are within the scope of PM, as defined in Section 3.4.1.

(c) The Contractor must submit to the COR, a report that work has been completed. The report must be submitted within seven (7) calendar days and include a list of needed HVAC repairs, which are found to be beyond the scope of PM.

C.3.5 Minor Work Minor work is defined as repair and construction that are beyond the scope of maintenance. For minor work, identified by the Contractor, the Contractor must use the Engineered Performance Standards Manuals (NAVFAC P-700 series) or, if not applicable, other CO approved estimating sources when estimating labor hours/rates. Minor work may be performed at the discretion of the Government. When identifying minor work, the Contractor must provide:

(1) Proposed unit prices for the materials and equipment specified in the scope of work,

(2) Proposed number of labor hours required to complete the specified scope of work, and

(3) A description of any additional materials, equipment, proposed work hours or task descriptions that are necessary to satisfactorily accomplish the overall work scope for the particular craft phases.

The Contractor must obtain three (3) quotes, when work cannot be completed by the Contractor, from commercial vendors. These quotes must be presented to the CO/COR for review and approval. The FAA retains the right to obtain additional quotes. The lowest quote will be used. The Contractor must provide the CO a scope of work and vendor quotes within two (2) calendar days after notification of proposed urgent minor work, and within four (4) calendar days after notification of proposed routine minor work. The cost of any single instance of minor work will not exceed (labor and material) of $10,000.00. The Contractor will be provided a task order upon approval for all minor work by the CO prior to the start of work.

C.3.5.1 Urgent Minor Work When advised by the CO that minor work is urgent, the Contractor must complete the urgent minor work within five (5) calendar days of receipt of NTP. Historically the FAA has classified up to 3% of minor work as urgent.

C.3.5.2 Routine Minor Work All non-urgent minor work will be classified as routine minor work. The Contractor must complete all routine minor work within ten (10) calendar days.

C.3.6 Material and Workmanship Standards The Contractor must ensure all work accomplished in support of Sections 3.2, 3.3, 3.4, and 3.5 meet the standards identified below. If any work further defined in this Section C.3.6, is determined to be accomplished under Section 3.5, as approved by the CO, that work must include all costs for removal and disposal; preparation; and installation and finishing.

C.3.6.1 General Requirements for Carpentry and Masonry Carpentry and masonry maintenance, repair, and minor construction services must be provided in accordance with the definitions, procedures, and standards specified in this section. The Contractor must provide environmentally preferable products and services that are less toxic or non-toxic.

C.3.6.2 General Interior Work

C.3.6.2.1 Floors and Floor Coverings Damaged or deteriorated flooring, subflooring, and structural members must be repaired or replaced to provide a structurally sound, uniform, and aesthetic surface which is free of cracks, breaks, chips, tears, gouges, stains, and buckling.

C.3.6.2.1.1 Resilient Tiles Damaged or deteriorated tiles must be replaced with matching tiles of the same thickness as original. Damaged tiles or tiles to be replaced must be removed without affecting adjacent tiles. If tile is replaced adjacent to a wall, vinyl baseboard must be replaced. If the tile in an entire room is replaced, all vinyl baseboard in that room must also be replaced. Installation must be in accordance with manufacturer's instructions.

C.3.6.2.1.2 Linoleum and Vinyl Sheet Flooring Areas of flooring having gashes or other defects must be replaced with matching sheet flooring of the same thickness as the original. Damaged flooring to be replaced must be removed without affecting adjacent areas. Any patch must be installed using adhesive as recommended by the flooring manufacturer. If flooring is replaced adjacent to a wall, vinyl baseboard must be replaced.

C.3.6.2.1.3 Finished Wood Flooring Loose or slightly warped flooring must be re-nailed or re-glued to subflooring and/or concrete slabs with appropriate adhesive. Nails must be set and filled with a wood putty. Scarred flooring which has holes and gashes less than l/2 inch wide must be filled and sealed. All other damaged flooring must be removed and replaced without damage to adjacent walls or flooring. Defects in concrete slabs, such as rough or scaling areas or high/low spots must be corrected. Replacement flooring or damaged flooring which requires touch-up refinishing must be finished as part of the job. Prior to refinishing of wood flooring, all flooring repairs or replacements must be completed as specified above and all shoe mold removed prior to sanding. All damaged or deteriorated shoe molding must be replaced. Wood flooring must be finished in accordance with the Section 3.6.5.6, Paint Requirements and Schedule.

C.3.6.2.1.4 Carpet Carpeting must be stretched and repaired to match existing carpeting.

C.3.6.2.1.5 Concrete Floors Cracked, broken or spalled areas must be patched with a non-shrinking cement mortar. Areas must be cleaned and all loose concrete removed. Underlying surfaces must be chipped to ensure bond with the patch. Spalled areas must be chipped to provide space for an adequate patch thickness. The patch must be finished even with the adjacent surfaces and finished to match existing texture.

C.3.6.2.1.6 Vinyl Baseboards Deteriorated or damaged sections of vinyl baseboard must be removed and wall and floor surfaces cleaned of all dirt, oil, grease, mildew, moisture, adhesive and debris. Loose baseboards must be re-secured to the wall and damaged, deteriorated, or missing baseboard sections must be replaced with an adhesive that conforms to the manufacturer's recommendations.

C.3.6.2.1.7 Ceramic Tile Ceramic tile floors that are broken, missing, cracked or discolored must be replaced. Floor tiles must be re-grouted to provide a waterproof seal. In those cases where replacement tiles of an exact match cannot be found, the Contractor may be required to remove and replace non-defective tiles to create a pattern and minimize the visual effect of the mismatch.

C.3.6.2.2 Interior Walls, Ceilings, and Trim Damaged and deteriorated walls, ceilings, and related trim must be repaired or replaced to provide an attractive surface which is free of noticeable cracks, spalls, raised areas, holes and dents, and marks and stains.