SOL-CI-16-00016_Draft_PWS.docx

DRAFT PERFORMANCE WORK STATEMENT

MANAGED OPERATIONS, MAINTENANCE, AND AUXILIARY SUPPORT SERVICES

FOR THE NATIONAL VEHICLE AND FUEL EMISSIONS LABORATORY

ANN ARBOR, MICHIGAN

I. GENERAL FACILITY INFORMATION, OBJECTIVE, DEFINITIONS/REFERENCES

1.0 GENERAL

The U.S. Environmental Protection Agency, Office of Transportation and Air Quality (OTAQ) National Vehicle and Fuel Emissions Laboratory (NVFEL), is located at 2565 Plymouth Road, between Traverwood Drive and Nixon Road, adjacent to the University of Michigan at Ann Arbor. The laboratory complex is situated on 14.92 acres of land enclosed by a controlled-access perimeter fence, with means of ingress and egress for deliveries and arrivals by a single electronic access gate, with approximately 4.0 acres of adjacent parking and sidewalks. The facility is comprised of a single story building containing approximately 160,000 sq/ft of laboratory space and 30,000 sq/ft of permanent office space. The main building (laboratories, 100 wing, and 200 wing) was constructed in 1970, with an additional wing (the 600 wing), added in 1976. The heavy duty engine buildup area (room 430) and vehicle compliance center (325 area) were both completed in 2004. A new fuel dispensing and conditioning addition (rooms 345-349) was completed in 2011. An 800 ton chiller was added in October of 2011 and maintenance will be part of this contract requirement. In 2013, the Heavy Duty Compliance Additions (North and South) approximately 10,500 square feet was added. In 2014, the Heavy Duty Chassis Test Cell was added that contains approximately 10,000 square feet. The building houses its own continuously operating fuel cell generator, 2-300 Kw dual fuel emergency generators, an uninterruptible clean power system, and emergency lighting systems.

1.1 OBJECTIVE

The U.S. Environmental Protection Agency requires managed operations, maintenance, and auxiliary support services necessary to preserve and sustain the continued appearance, operation, and fitness of the NVFEL facility, equipment, and grounds for laboratory and administrative use on a twenty-four hour, seven day a week basis, with minimal disruption of regular, on-going NVFEL business during normal operations hours, in accordance with all applicable local, state, and federal laws and regulations.

1.2 NORMAL OPERATIONS HOURS

The conducts of operations at the NVFEL Facility are on a flexible time basis. Accordingly, normal operations can be anticipated Monday through Friday, exclusive of holidays, from 5:00 AM until 7:00 PM, Eastern Standard Time (EST), subject to seasonal adjustment for the hours of darkness in accordance with local practice or otherwise, as indicated.

2.0 DEFINITIONS/REFERENCES

2.1 DEFINITIONS

2.1.1 Preventive Maintenance Service: Those materials and services required to supply a systematic series of checks and operations performed on buildings, fixtures, and equipment at predetermined time intervals in order to maintain top efficiency, appearance, and performance. The principal purpose of Preventive maintenance service is to detect potential problems and perform required maintenance to minimize operational costs and the incidence of equipment or systems failure. Preventive maintenance work encompasses repair to the extent that restoration is performed in a timely manner to preclude the deterioration of other components. “Ordinary maintenance” is synonymous.

2.1.2 Preventive Maintenance Schedule: The vehicle by which the contractor shall track and timely schedule ordinary maintenance services for all facility property, equipment and systems covered under the contract. See: EXHIBIT 4. Preventive maintenance shall have priority over all work except emergency repairs. See: Section 3.1.4, Maintenance Prioritization and Response.

2.1.3 Corrective Maintenance: Those materials and services required to restore scheduled facility property, equipment and systems to a condition suitable for intended use. See: Objective, Section 1.1, above.

2.1.4 Critical Infrastructure, Fixtures, Systems, and Equipment: Facility infrastructure, fixtures, systems, or equipment essential to preserve the operational capability of the facility for laboratory or office use are deemed critical.

2.1.5 Emergency Repair: An immediate, effective response to an unanticipated event whose occurrence disrupts or impairs critical equipment or systems from performing their function or renders critical equipment or systems in imminent danger of failing to perform their function. Emergency Repair may involve temporary repair or modification of equipment or systems to provide for continuing operation pending permanent repair.

2.1.6 Alterations, Modifications and Construction: A means by which changes to existing configurations may be made to address the needs of the laboratory. Examples of minor work includes installation or relocation of switches, electrical circuits and panels, doors, closers, locksets, concrete work, etc. More significant work may include relocation/installation of wall partitions, doors, window replacement, modification of electrical or mechanical systems, flooring, etc. Some of the work orders issued under this contract will involve “construction” as defined in Section 2.101 of the Federal Acquisition Regulation (FAR). No construction work order shall exceed $85,000, inclusive of all costs and associated fee. Any construction work order in excess of $2,000 shall be subject to the labor standards requirements set forth in the clause “Labor Standards for Construction Work Facilities Contracts” (FAR 52.222-17), which appears in Section I of the contract Schedule. Construction Work Orders shall also be subject to the requirements set forth in the clause “Additional Requirements Applicable to Construction”’ which appears in Section I of the contract Schedule. As noted therein, the Contractor must furnish payment protection, in the form of a payment bond or irrevocable letter of credit, prior to starting work under each construction work order in excess of $25,000. Add “Labor Standards for Construction Work Facilities Contracts” (FAR 52.222-17) and “Additional Requirements Applicable to Construction” to section I.

2.2 REFERENCES

2.2.1 EPA Facility Safety Manual (4844)

2.2.2 NVFEL Safety Health and Environmental Management Program Manual

2.2.3 Combustible Gas Detection System Maintenance Manual

2.2.4 Cross Connection Rules Manual (3rd Ed, Section 14.6.3)

2.2.5 EPA Information Resources Management Policy Manual

2.2.6 EPA Information Security Manual

2.2.8 EPA NVFEL Ozone Depleting Substances Baseline and Management Plan

2.2.9 EPA Building Management Plan Guidelines Appendix A: Renovations and Alterations Guidelines

II. CONTRACT LINE ITEM (CLIN) 1 – GENERAL OPERATIONS, MANAGEMENT AND ADMINISTRATION, AND CONTRACTOR FURNISHED PROPERTY:

3.0 GENERAL OPERATIONS

The contractor shall provide all necessary supervision, personnel, and equipment for coordinated operations, maintenance, and support of the described facilities and grounds for the attainment of the stated objective. See: Section 1.1. Operations, maintenance, and support services shall include the following specific systems and services:

3.1.0 BUILDING MAINTENANCE

3.1.1 PREVENTIVE AND CORRECTIVE MAINTENANCE OF FACILITIES, FIXTURES, AND EQUIPMENT

The contractor shall meet the objective by initiating a comprehensive program of ordinary, preventive, and corrective maintenance in accordance with the preventive maintenance schedule (Exhibit 4) and as indicated by the contractor’s inspection or as requested by the Project Officer. The building exterior (excluding laboratory metal siding, brick veneer, split face block, includes office wing metal siding) shall be painted once every four years. The project Officer may request up to 2000 square feet of interior painting in any one month. All painted personnel doors shall be prepped and recoated annually or more frequently as required to maintain acceptable appearance. Other exterior painting as required shall include but is not limited to loading docks, handrails, vehicle barriers, outbuildings, etc. The contractor shall be responsible for the collection of recyclable materials realized during performance in accordance with the NVFEL Recycling Program. The Contractor shall be responsible for documenting the methodology used to track (by weight) the total amount of material diverted from the waste stream through recycling and waste prevention practices (e.g., donation, reuse, elimination) and the total amount of waste going to landfill, if contractor does not use Owner supplied disposal. All services shall be provided during Normal Operations Hours (Section 1.2), or otherwise as indicated.

3.1.2 RODENT AND PEST CONTROL

The contractor shall be responsible for maintaining the facility and facility grounds free of rodents, termites, and other structure-damaging wildlife in accordance with the facility Integrated Pest Management (IPM) Plan. The contractor shall coordinate prior approval of the project manager before utilizing any poison, deterrent, compound, or chemical for pest control.

3.1.3 BUILDING PLANT AND SYSTEMS

Operations, maintenance, and support services shall include servicing the following specific systems and services:

3.1.3.1 All electrical power systems (excluding the stationary fuel cell), all electrical distribution systems, public address systems, substations, distribution panels, lighting systems, wiring systems, 2-300KW Emergency Generators and their integral fuel tanks, emergency and uninterruptible power systems (including Office Building uninterruptable power system).

3.1.3.2 Uninterruptible Power System: the contractor shall schedule and conduct a regular program of preventive maintenance with manufacturers certified third party, in accordance with the manufacturers recommended preventive maintenance schedule, to include all system testing ,servicing, and battery replacement (every 5 years) in accordance with manufacturer’s guidelines and all applicable laws and regulations with respect to the following safety systems and equipment.

3.1.3.3 All water, eyewash, emergency showers, drains, and water distribution systems.

3.1.3.4 All laboratory test stations, electrical and gas fixtures, associated pipes and wiring, fume hoods (includes quarterly certifications), ventilation and air filtration, emergency safety systems, shower, and eyewash fixtures.

3.1.3.5 Filter Weight Rooms. The contractor shall maintain the Heating, Ventilation, and Air Conditioning Equipment (HVAC), fume hoods and fixtures for the Filter Weight Room. The contractor shall insure that HVAC systems are operating efficiently within operational specifications or as requested by the project officer.

3.1.3.6 Cold Test Facility The contractor shall maintain, repair, and provide operational assistance as necessary for testing operations. All systems, chillers, pumps, tanks, piping, and air handling equipment are part of this requirement.

3.1.3.7 UST’s and Fuel Dispensing and Conditioning Area. The contractor shall not have any responsibility with respect the underground fuel storage tanks and associated vents, valves, manifold, pipelines, dispensers, fuel chilling or heating equipment or their mechanical systems. The contractor shall be responsible for the space and storage room air handling equipment.

Note: The Environmental Protective Agency has an awarded Energy Savings Performance Contract (ESPC) at the Facility. The ESPC involves retrofitting or replacing the systems or components; otherwise, the responsibility of the contractor. The ESPC contractor will be responsible for maintaining any retrofitted or replaced systems or components particularized to the contract by change order or equitable adjustment. When this situation arises, the Project Officer will coordinate operations and projects between the contractor, the ESPC contractor, and the contracting office to ensure complete O&M coverage for all facility energy systems.

3.1.3.8 FACILITY SAFETY AND ENVIRONMENTAL SYSTEMS

(A) Fire Protection Systems. The contractor shall schedule and conduct a regular program of preventive maintenance, in accordance with the preventive maintenance schedule, to include all system testing and servicing, in accordance with manufacturer’s guidelines and all applicable laws and regulations with respect the following safety systems and equipment:

1. All CO2 engine protection systems. [Currently 7 Units]

2. Fuel dispensing area CO2 and AFF foam fire protection system

3. FM-200 fire protection systems

4. Novec 1230 fire protection systems

5. Portable fire extinguishers

6. Building wide sprinkler system

Note: In the event of emergency or accidental discharge, recharging of facility fire protection systems shall be reimbursed under CLIN X002 upon written approval of the Project Officer. See: Section 3.3.2.2(G).

(B) Laboratory Safety Systems. The contractor shall maintain an inventory of items within each safety system (e.g. portable fire extinguishers, eyewash stations, fume hoods, and emergency showers). Each item within each system shall be labeled and cross-referenced with the inventory. Schedule and conduct a regular program of preventive maintenance and safety testing of all laboratory fume hoods, safety showers (semiannual) and emergency eyewash basins (monthly).

(C) Combustible, Toxic Gas and Oil Mist Detection Systems. The contractor shall facilitate timely maintenance, testing and repair in accordance with the Combustible and Toxic Gas Detection Systems Maintenance Manuals. See: Section 2.2.3.

(D) Potable Water Back-flow Protection Systems. The contractor shall facilitate annual maintenance and testing in accordance with the Cross Connection Rules Manual (3rd Ed, Section 14.6.3). See: Section 2.2.4.

(E) Engine Exhaust Scrubber Systems. The contractor shall schedule and conduct a regular program of preventive maintenance and inspection for all exhaust scrubber systems and components including but not limited to fans, filters, controls, and remote monitoring systems.

3.1.4 MAINTENANCE PRIORITIZATION AND RESPONSE

Maintenance and repair response for critical structure (equipment or systems directly impacting testing or operations of the facility), fixtures, systems, or equipment shall be within 15 minutes during work hours and within ninety (90) minutes during off-duty hours. Maintenance and repair response for non-critical equipment shall be within eight (8) hours. If immediate repair is not possible, the contractor shall initiate a temporary repair, if the system, equipment, or component may be safely operated. In all instances, if an immediate repair cannot be made, the contractor shall advise the Project Officer of the action taken and when final repair shall be complete. Contractor is responsible for the process to be notified by the Building Issue Helpline.

3.1.5 PAINTING

The building exterior (excluding laboratory metal siding, brick veneer, split face block, includes office wing metal siding) shall be painted once every four years in a color designated by the Project Officer. Other exterior painting as required shall include but is not limited to loading docks, handrails, vehicle barriers, outbuildings, chain link fence, etc. The project Officer may request up to 2000 sq feet of interior painting in any one month. All painted interior personnel doors shall be prepped and recoated annually or as required to maintain acceptable appearance as requested by the Project Officer.

If spray painting is conducted, always capture overspray using paint curtains, and do not paint during adverse weather conditions (i.e., high wind, potential rain). Containerize and place all used painting and sealant supplies in the appropriate covered solid waste receptacles to avoid stormwater contact. Store all unused paints and sealants indoors to prevent contact with stormwater.

EPA specifies low volatile compound (VOC) paints, coatings, primers, and sealants for all painting throughout the building exterior and hardscape. Products shall meet the following applicable standards:

(A) Paints, coatings, and primers: GreenSeal Standard GS-11, Paints and Coatings, Third Edition, January 1, 2010 (http://www.greenseal.org/Portals/0/Documents/Standards/GS-11/GS-11_Paints_and_Coatings_Standard.pdf)

(B) Other architectural coatings, primers, and undercoats (including clear wood finishes, floor coatings, stains, sealers, and shellacs): South Coast Air Quality Management District (SCAQMD) Rule 1113, Architectural Coatings, effective July 13, 2007 (http://www.arb.ca.gov/drdb/sc/curhtml/r1113.pdf)

(C) Adhesives and sealants: SCAQMD Rule 1168, Adhesive and Sealant Applications, as amended January 7, 2005 (http://www.aqmd.gov/docs/default-source/rule-book/reg-xi/rule-1168.pdf)

3.2.0 GROUNDS MAINTENANCE

The Contractor shall provide Grounds Maintenance Services during daylight hours where the nature of the task requires daylight illumination as a matter of safety; otherwise, scheduling is at the contractor’s discretion, subject to Sections 1.1 and 3.1.4, unless otherwise indicated elsewhere in Section 3.2.

The Contractor shall provide an inventory of grounds maintenance equipment to be used, noting sustainable features. Include the following building, hardscape, and landscaping maintenance equipment, at a minimum: vehicles used onsite by maintenance personnel, pressure washers, painting equipment, deicing chemical spreaders, snow blowers, snow plows, mowers, leaf blowers, string trimmers, and edgers. Where feasible, replace conventional equipment with lower-impact alternatives that minimize noise, air emissions, and soil compaction. If conventional fossil-fuel-powered equipment is used, reduce the use of this equipment to the minimum levels necessary.

3.2.1 VEGETATION CONTROL AND GENERAL APPEARANCE

The Contractor shall maintain vegetation along all fence lines and within the fuel storage compound as not to exceed 4 inches in height, excluding ornamental trees and shrubs. Trimming and edging shall be performed along paved surfaces, sidewalks, curbstones, utility poles, light poles, and along the fence line and beyond to a point 6 feet outside the fence line, or as required to maintain the neat and uniform appearance of the property. Vegetation overgrowth and out-croppings through paved surfaces or between sidewalk sections shall be cut to the level of the pavement. The contractor shall not utilize any weed-killer or other chemical agent for vegetation control without the express written approval of the Project Officer.

In addition to the foregoing, the contractor shall insure that the entire grounds are free of trash and yard debris.

3.2.2 FENCES, VEHICLE GATES/BARRIERS, AND PEDESTRIAN ACCESSES

The contractor shall maintain all fences, vehicle gates, vehicle barriers, and pedestrian accesses in good, serviceable, working order and appearance at all times. The contractor shall not be responsible for maintaining the electronic card reader at the front gate.

The contractor shall be responsible for keeping all entrances, parking lots, connecting road surfaces, and sidewalks trash and debris free. The contractor shall also be responsible for keeping all parking lot lights and light fixtures in good working order and shall appropriately recycle or dispose of old components as required (tubes, ballasts). Recycle all mercury-containing lamps, including fluorescent, compact fluorescent, and high-intensity discharge, ultraviolet, and neon lamps, regardless of applicable state and local regulations. Send used lamps to a lamp recycler authorized, certified, or licensed under applicable federal, state, or municipal law. See: Section 3.1.1

3.2.3.1 STORMWATER MANAGEMENT

The contractor shall maintain an inventory of all onsite stormwater management infrastructures, including low impact development (LID) practices, stormwater ponds and storage facilities, and stormwater inlets and connections to a stormwater collection system. The contractor shall be responsible for conducting regular inspections of the stormwater infrastructure to ensure efficiency and proper performance. The contractor shall document inspections, monitoring, and maintenance procedures for all stormwater infrastructures on site.

3.2.3.2 PARKING LOT SURFACE MAINTENANCE

The contractor shall be responsible for annual parking lot surface maintenance, consisting of filling potholes, repositioning and remounting barriers and curbstones, and the sealing of cracked and deteriorated blacktop or concrete.

3.2.3.3 PARKING LOT STRIPING

The contractor shall be responsible for annual maintenance of the parking lot and access road lane markings. The contractor shall spot paint “no parking” zones, painted curb stones, fire lanes, and space markers when deterioration impedes their clear visibility during the hours of darkness under parking lot illumination. If spray painting is conducted, always capture overspray using paint curtains, and do not paint during adverse weather conditions (i.e., high wind, potential rain). Containerize and place all used painting and sealant supplies in the appropriate covered solid waste receptacles to avoid stormwater contact. Store all unused paints and sealants indoors to prevent contact with stormwater.

3.2.3.4 SNOW REMOVAL

The contractor shall maintain the parking lot, sidewalks, vehicle drives in snow-free, passable, condition Sunday through Saturday, inclusive of holidays, 5 A.M. to 7 P.M. EST. In the event that off hours plowing (during the hours of 7 pm to 5 am and weekends/holidays) is necessary the vehicle drive (minimum of 12’ lane around the building), the upper employee/visitor parking lot (as seen on Attachment 2), and the sidewalk at the main entrance (as seen on Attachment 2) must be snow free, passable condition for emergency vehicles and personnel unless otherwise specified by Project Officer. Minimize the use of snow and ice melting chemicals that are harmful to vegetation or pollute soil, groundwater, or water runoff. Use mechanical removal techniques where possible, including shoveling, brushing, or plowing. Where chemical de-icing is required, use potassium acetate, potassium chloride, or magnesium chloride instead of sodium chloride or calcium chloride. If chemicals are stored on site, the contractor must maintain the storage area, and inspect to make certain chemicals are not leaching into the environment. Obtain written approval by the Project Officer for the use of any other chemical de-icers. Disperse approved chemical de-icer in reasonable quantities at all facility entrances and over all road and sidewalk surfaces sufficient to abate the accumulation of snow, ice, or sleet as accumulation becomes evident. The contractor shall commence plowing and removal operations at any time snow accumulates to a depth of one (1) inch.

Note: The contractor shall provide a snow removal vehicle and snow removal equipment suitable for snow removal operations at the facility. The vehicle and equipment shall be maintained at the National Vehicle and Fuel Emissions Laboratory, 2565 Plymouth Road, Ann Arbor, MI. All expense, whatsoever, associated with vehicle and equipment operation, maintenance, or repair shall be included in the contractor’s fixed-price monthly service fee.

3.2.4 RODENT AND PEST CONTROL

See: Section 3.1.2

3.3.0 EMERGENCY REPAIR SERVICES

The contractor shall promptly respond to any malfunction, failure, or imminent threat of failure effecting critical systems (equipment or system directly impacting tesing or operations of the facility) or equipment by appropriate timely action, twenty-four hours a day, seven days a week, in accordance with Section 3.1.4, MAINTENANCE PRIORITIZATION AND RESPONSE, either on the contractor’s own initiative or as directed by the Project Officer, to maintain capability or restore such systems or equipment to operating condition as soon as possible. Emergency repair shall include expedient or temporary action to affect a temporary solution or alternative means by which effective operational capability may be maintained, pending permanent repair or replacement. All emergency repair actions shall be approved by and coordinated with the Project Officer. Compare: Section 3.3.2.2(F). Services rendered in excess of regularly scheduled full-time employment shall be compensated as overtime under the Service Contract Act, subject to the coordination and approval of the Project Officer. See: Section IV, below.

3.3.1.1 ALTERATIONS, MODIFICATIONS AND CONSTRUCTION

Work under this section will be originated by the Project Officer or alternate Project Officer by providing a work order. The Contractor shall provide a work plan (description of work or list of tasks, schedule, testing and commissioning (if necessary), and personnel training) in response to each work order. The Contractor shall provide capabilities for planning, estimating and performing all types of work orders, including complex electrical, mechanical and structural work. The Contractor’s work plan will provide specifications and drawings where necessary, and estimate the hours, materials and costs needed to perform the work. All work orders shall be planned and estimated on a first-in, first-out basis unless otherwise prioritized by the Project Officer. The Project Officer shall be notified in writing if lack of program information precludes planning completion. The Contractor’s work plan shall be electronically submitted to the Project Officer. During the Government review, the Project Officer will determine if materials that are non-stock items will be purchased by the Contractor or provided by the EPA.

Government approval of the work plan will be accomplished by the issuance of a work order Form 347 by the Project Officer to the Contractor, unless the required work falls within the definition of construction (see Section 2.1.6). All construction work orders with a labor component greater than $2,000 shall be approved by the Contracting Officer (quote from Contractor must contain Davis Bacon Act wage rates). If a construction work order exceeds $25,000, the Contractor must furnish to the Contracting Officer payment protection in the form of a payment bond or irrevocable letter of credit prior to starting work (see Section 2.1.6). After receipt of an approved work order, the Contractor shall schedule the work in the order in which the work order approval was received, unless prioritized otherwise by the Project Officer. After a work order is issued, no changes will be made to the work to be accomplished without prior approval of the Project Officer (or Contracting Officer, in the case of a construction work order with a labor component greater than $2,000). If changes occur and prior approval is accomplished by the Project or Contracting Officer, the contractor must submit a change request (the change request will be numbered, include a description of work and cost if applicable) to the Project and Contracting Officer recording the alteration. All work accomplished by the Contractor will be inspected by the Government during the work order performance period and after completion of the work. At the completion of the work order, the completed work order file with total labor hours and a list of materials used shall be provided to the Project Officer. All such approved work will be reimbursed under CLIN 0004.

3.3.2 INVENTORY AND PURCHASING SUPPORT

The Contractor shall provide Purchasing and Inventory Support in support of those services and equipment items identified under Section 3.0, including those associated with emergency repair services. The Contractor shall maintain a documented inventory of spare parts and supplies, essential to building and equipment maintenance, as recommended under the manufacturer’s service and maintenance manuals, as indicated by historical demand, or as indicated on the Preventive Maintenance Record. Typically, such items shall include, without limitation, gaskets, seals, fittings, belts, valves, controllers, circuit breakers, fuses, switches, receptacles, and air filters. The quantity of items stocked shall be dependent upon cost, number in use, and the historical failure rate. First preference shall be given to spare and replacement parts (electric motors, etc.) that are energy efficient. Major single items whose purchase price exceeds $1,000.00 shall not be stocked. The Contractor shall maintain a conforming Schedule of Approved Inventory and shall continuously evaluate urgent circumstances and the Preventive Maintenance Schedule to adjust inventory levels to conform to actual requirements. See: Section 4.3.3, below. Items may be added to the Schedule of Approved Inventory by Contractor nomination and the concurrence of the Project Officer

4.0 MANAGEMENT, STAFFING AND RECORDS

4.1 MANAGEMENT

The contractor shall provide all management and inspection services necessary to achieve the objective by providing such oversight and direction necessary to coordinate effective, prudent action in response to, both, government-initiated requests for service and contractor-initiated action, as indicated under the preventive maintenance schedules and guidelines, mindful of all existent circumstances, and prioritized in accordance with Section 3.1.4. The contractor’s management shall coordinate all actions through the Project Officer, both formally, through the generation of reports and requests for work order approval, and informally, by participating in meetings and discussions. The contractor shall provide continuous review of all existing work, in-coming requests, resources, and methods that the contractor offer effective recommendations on changes and priorities to improve the effectiveness of operations at reduced cost.

4.2 ADMINISTRATION

The contractor shall provide all administrative services, supplies, and equipment necessary to support the achievement of the objective by documenting a complete, accurate, and up-to-date account of the contractor’s actions taken in compliance with this contract. All required records and reports originating or maintained under this contract shall become the exclusive property of the Government.

4.3 PERSONNEL STAFFING OBJECTIVES

The Contractor shall provide sufficient personnel staffing to accomplish all operations, maintenance, and auxiliary support services necessary to accomplish the objective. (See: Section 1.1) The Contractor’s personnel staffing shall be flexible and capable of meeting the demands necessary to preserve and sustain the continued appearance, operation, and fitness of the NVFEL facility, equipment, and grounds for laboratory and administrative use on a twenty-four hour, seven day a week basis, in accordance with this statement of work, with nominal disruption of regular, on-going NVFEL business during normal operations hours. Compare: Section 3.1.4 [Maintenance Prioritization and Response] and Section 3.3.1 [Emergency Repair Services]. Minimal disruption of NVFEL business shall be maintained by the contractor providing not less than 72 hours’ notice of any maintenance action that will necessarily require a moratorium on the use of any laboratory, office, or other area reasonably expected to be occupied or in use during normal operations hours, excepting actions for necessary emergency repairs, provided that the contractor has coordinated actions with the Project Officer. (See: Sections 1.2 and 3.3.1) Contractor actions occurring wholly between the hours of 7:00 PM until 5:00 AM, Eastern Standard Time (EST), subject to seasonal adjustment, may be presumed of minimal disruption and no notice shall be required. The Contractor shall schedule personnel so that no individual works more than 12 hours in one shift, followed by an 8 hour break. All contractor personnel shall participate in the EPA Medical Surveillance Program. (See: Attachment 1).

4.4 RECORDS AND ADMINISTRATION

The contractor shall provide all administrative services necessary to comply with the record keeping and reporting requirements of this contract. All records shall be created and thoroughly maintained, complete and uptodate, using the onsite Governmentprovided computer(s) and indigenous software. Software or program formats not compatible with the Governmentfurnished software are expressly prohibited for the preparation of reports. All reports shall be transmitted to the Project Officer over the EPA LAN using the Government-furnished computer and indigenous software. Reports shall be maintained in an electronic format, as further specified below. Compilations and collections of manufacturer’s manuals, service guides, and product documentation shall be maintained in reference files, indexed to the applicable equipment item. All records maintained under this contract, regardless of form, shall be the exclusive property of the U.S. Environmental Protection Agency. The following records shall be maintained by the contractor:

4.4.1 OPERATIONS DATA

Operation Procedure Manuals A comprehensive compilation of manufacturer’s literature, suggested maintenance, parts lists, spare parts ordering information, troubleshooting guides, etc. maintained for reference. The contractor shall update these reference materials as additional equipment is ordered or acquired.

4.4.2 PREVENTIVE MAINTENANCE DATA

(A) Preventive Maintenance Equipment Summary (PM List) A comprehensive summary of all facility equipment requiring preventive maintenance services, listing the schedule of required services, and the frequency that such services are performed. The PM List is maintained for reference and shall be utilized to schedule and prioritize daily tasks to ensure timely, thorough PM management. The contractor shall maintain this record in a Computerized Maintenance Management System that is compatible with Microsoft Access, in substance, conforming to Exhibit 1.

(B) Equipment Data and Maintenance Record A reference file documenting the contractor’s compliance with the Operation Procedure Manuals and the Preventive Maintenance Equipment Summary. The record should clearly summarize in chronological order all actions of preventive and corrective maintenance, the equipment serviced, the date the service was performed, the job classification of the performing employee, the approximate number of hours expended (to the nearest 1/4 hour), and identification of the parts or components serviced or replaced. The contractor shall maintain this record in Computerized Maintenance Management System that is compatible with Microsoft Access, in substance, conforming to Exhibit 2.

4.4.3 PURCHASING SYSTEM DATA

(A) Purchasing System Standard Operating Procedure (SOP) The contractor shall maintain a Standard Operating Procedure (SOP) incorporating those elements as posted to Section 3.3.2 to establish regular, conforming procedures by which the contractor shall determine whether offered prices are fair and reasonable is fair and reasonable.

(B) Purchasing Record The contractor shall maintain a separate purchasing record and associated files sufficient to comply with the requirements of Section 3.3.2 to include, the date of request, date of Project Officer approval, the vendor, purchase price, and the contractor’s price reasonableness determination.

(C) Approved Inventory List A comprehensive listing of all items previously approved for inventory support, having a purchase price of less than or equal to $1,000.00, characterized by continuing or urgent demand. The list shall post the name/nomenclature of the part, authorized quantity, the applicable equipment item, item cost, and supplier(s). The contractor shall maintain this record in Excel Spreadsheet format, in substance, conforming to Exhibit 3.

4.4.4 PERSONNEL MANAGEMENT DATA

Monthly Overtime Report If overtime is permissible and in accordance with FAR 52.222-2, Payment for Overtime Premiums, the contractor shall maintain a record of all approved monthly overtime, including the date of the request, a detailed description of the work performed, and the date of Project Officer approval.

4.5.0 HEALTH AND SAFETY PLAN

All facility operations shall be executed in full and complete compliance with all applicable Federal, State, and Municipal laws and regulations, to specifically include, all Occupational Health, Safety and Environmental compliance (OHS & EC) programs, and other requirements as identified under the EPA Facility Safety Manual (4844). The contractor shall maintain a written Health and Safety Plan, indicating how the contractor shall comply with applicable health and safety laws, regulations, and standards. The contractor shall include in his monthly fixed-fee all costs of compliance, to specifically include, any required training for the term of this contract. When compliance requires training or annually updated “refresher” training, the contractor shall particularize the requirement and the nature of the training to the Health and Safety Plan, by addendum, indicating the identity of the training authority and the proposed date of such training. Within 10 days after contract award, the contractor shall submit an implementation plan. See: Section 4.6.1, below.

4.6.0 INITIAL STATUS REPORTS

The Contractor and the Project Officer shall review the current service, inspection, test, and maintenance status of all facility property, systems, and equipment included in this contract.

4.6.1 Within 10 days after contract award, the contractor shall submit a written plan for complying with all applicable Health and Safety standards. The contractor will coordinate with the Project Officer to discuss and develop requirements applicable to the administration of the safety program.

4.6.2 Within 30 days after contract award, the contractor shall submit in writing their Standard Operating Procedure (SOP) on the Contractor's purchasing policies and procedures in accordance with Section 3.3.2 above. The Contractor shall submit the SOP to the ACO for review and consent within 30 days after contract award.

4.6.3 Within 10 days after contract award, the contractor and the Project Officer shall conduct an inventory of all Government property. Property that meets the criteria of Section 3.3.2 shall be stipulated as approved inventory for inventory support and shall be identified to the Approved Inventory List. The list shall be continuously updated and shall include a brief item description, the purchase price, the vendor, the date purchased, and location where the item is stored. The fact of presence or prior posting of a piece of equipment to the Miscellaneous Tool and Equipment List shall not relieve the contractor of its responsibility to provide sufficient and adequate tools and equipment to perform all operational and maintenance tasks required by this contract.

5.0 CONTRACTOR FURNISHED PROPERTY

5.1 GENERAL

The Contractor shall provide sufficient and adequate tools and equipment to perform all operational and maintenance tasks required by this contract. Contractor provided property includes, but is not limited to, screw drivers, hammers, pliers, socket wrenches, grease guns, pipe wrenches, welding equipment, drills and drill bits; flange jacks; glazing tools, carpenter's tools, masonry equipment, electrician's tools and testing equipment for measuring the voltage and resistance of electric circuits and grounds, plumber's tools and pressure gauges. The Contractor shall supply all tools and equipment needed to remove, repair, and replace any unit which can be handled manually by no more than two employees with the assistance of a portable A-frame, hoist, or jack. Tools, equipment, instruments, and vehicles, etc., provided by the Contractor shall be maintained in a serviceable condition at the Contractor's expense and be capable of adequately and safely performing the task for which designed and utilized. The Contractor shall supply all administrative and office supplies required for the performance of this contract. Government furnished property shall be limited to that identified under the Government Property clause.

5.2 VEHICLES

The Contractor shall supply all necessary vehicles required for snow removal operations under Section 3.2.3.4. The vehicle shall be stationed at the terminal and may be used for hauling and transportation in support of the Contractor's workforce as the Contractor deems appropriate. The Contractor shall supply all gasoline, oil, and maintenance associated with any vehicles utilized under this contract.

5.3 SAFETY SHOES, SAFETY EQUIPMENT, AND UNIFORMS

The Contractor shall provide safety shoes, support braces, safety glasses, safety gloves (as required), and uniforms to all laborers and maintenance personnel to wear while performing on this contract. Uniforms shall clearly identify employees as Operations and Maintenance personnel. Uniforms shall be maintained in clean and serviceable condition without tears or holes.

6.0 SCHEDULE OF DELIVERABLES

Schedule of Deliverables

Deliverable: Due Date:

Healthy and Safety Plan 10 days after contract award Conduct Inventory / Update Approved Inventory List 10 days after contract award Equipment Data and Maintenance Record Due with monthly invoice Monthly Work Request Log Due with monthly invoice Monthly Overtime Report Due with monthly invoice

III. CLIN 2 - Supplies and Materials:

The Contractor shall provide supplies and materials required for building and equipment maintenance as authorized by the Project Officer or as indicated under Section 3.4.0 in accordance with its approved purchasing system (see section 4.3.3). The Contractor is not required to obtain pre-approval for the purchase of any item identified on the Schedule of Approved Inventory that has a purchase price of less than or equal to $1,000.00. All other purchases shall require pre-approval following the Contractor's submission of a written request indicating the deficiency or condition, the proposed course of action, and the estimated cost.

IV. CLIN 3 - Overtime:

The Contractor shall provide overtime as required pursuant to the provisions of this contract and the clauses entitled PAYMENT FOR OVERTIME PREMIUMS (FAR 52.222-2) and CONTRACT WORK HOURS AND SAFETY STANDARDS ACT—OVERTIME COMPENSATION (FAR 52.222-4) with the following additional approval restrictions: (1) The Contractor shall not work overtime without prior approval of the Contracting Officer or Project Officer, (2) If the Contractor works overtime pursuant to FAR 52.222-2, the Contractor shall notify the Project Officer within 72 hours of telephonic notification of the emergency. Overtime information can be included in the same notification document. Overtime information shall include, but not be limited to, the following: Number of overtime hours worked by position/employee, the total number of overtime hours worked, the direct labor cost plus fringe benefits and payroll taxes per hour for each labor category, and the total estimated cost of overtime labor. (See: Section 4.4.4)

V. CLIN 4 - Alterations, Modifications, and Construction (PWS Section 3.3.11):

The Contractor shall provide labor, services, material, equipment, and supervision for all approved EPA work plans. Upon receipt of a request and work statement from the EPA Project Officer, the contractor shall provide a detailed price to include each trade to be used, their hourly rate, and a listing of materials to be used. Contractor shall provide a schedule for the completion of each task. If approved by the EPA project Officer, a unique work order shall be issued to the contractor.

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