SolicitationAttachment2PWS_1232SA26Q0324.pdf

United States Department of Agriculture Agricultural Research Service

PERFORMANCE WORK STATEMENT

Incinerator & Scrubber Systems Service

National Bio and Agro-Defense Facility (NBAF) USDA-ARS, Manhattan, KS

1/15/2025

Contents Project General Information

1.0 Scope of Work

2.0 Background

3.0 Contractor Requirements

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Site Specific Security Requirements

9.0 Data Rights

10.0 Section 508 – Electronic and Information Technology Standards ....................... Error! Bookmark not defined.

11.0 Performance Requirements Measures:

Attachment

Project

Incinerator & Scrubber Systems Service

General Information

1.0 Scope of Work

The contractor shall provide subject matter expertise (SME), non-personal support services for Incinerator and Scrubber systems. The contractor shall provide and maintain at minimum one fully badged employees while on NBAF campus to ensure no escort is required to accomplish tasks withing this PWS. Tasks include but are not limited to providing scheduled maintenance, remote software support, repairs, emergency repairs and reports for the medical waste incinerators (MWI) continuous emission monitoring systems (CEMS), Scrubbers, Wastewater system of the scrubber, Soft water system, Ozonia generator maintenance, calibration, scale calibration, and testing and reports.

2.0 Background

The National Bio and Agro-Defense Facility (NBAF) is seeking a company or individual with extensive knowledge and expertise in Maintenance, repair and servicing of Incinerators and scrubber systems operations within large facilities that require annual performance verification, detailed calibrations, and validation/certification of systems and equipment. The NBAF campus houses nine buildings covering 45 acres.

The 574,000 SF main building contains multiple, state‐of‐the‐art laboratories. The NBAF campus address is 1980 Denison Ave., Manhattan, KS.

3.0 Contractor Requirements

3.1 Work Restrictions & Conditions

3.1.1 Site Security Access: Access to the site is controlled by a security fence and a contractor check-in/check-out system. A current Real ID compliant, government issued photo identification is required for entry. All subcontractor and prime contractor personnel working on site must pass a Fitness suitability. Contractor/subcontractor vehicles will be checked at the main entrance gate. Badge issuance will occur once fitness determination and internal processes have been completed. The contractor identification badge must always be worn while on the site. See section 8 for additional security information.

3.1.2 All people accessing the site must watch and acknowledge the approximate 15 minute, NBAF Safety and Security video.

3.1.3 All contractor employees, including subcontractor employees, providing services for the NBAF shall read, acknowledge, and follow all applicable NBAF policies, SOPs, and guidelines.

3.1.1 Work shall be confined to the areas where the work is specified. Unless accompanied by a USDA employee, the Contractor, subcontractors, and their employees shall not enter buildings or facilities not specifically part of this project. Reasons included, but are not limited to, disease control and health requirements.

3.1.2 Failure to comply with access requirements shall be adequate grounds for the removal of the Contractor/subcontractor employees from the site and barring further site access to individuals.

3.1.3 Work Hours: Regular work hours for the site are 6:00 am to 6:00 pm, Monday through Friday, excluding Government holidays.

3.1.4 Federal Holidays are listed below:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth

3.1.5 Work Outside Regular Work Hours: Work scheduled outside regular work hours including late hours, Saturdays, Sundays, and Government holidays requires Security approval in advance. Make application through the COR at least 5 calendar days prior to such work to allow arrangements to be made by the Government for access to the work area and inspection & monitoring arrangements. Requests shall include the exact dates, hours, location, and purpose of the exception. If approved, the COR will coordinate access with the site security office.

3.2 General Requirements/Tasks

3.2.1 The Contractor shall furnish a detailed cost proposal, including all prime and sub pricing showing labor cost, material cost, OH and Profit and estimated service hours including crew size to provide services as specified in the scope of work. The Contractor's cost proposal must be submitted in whole dollars only. Proposals containing cents will be rejected as non-responsive.

3.2.2 In addition to the detailed cost proposal, to be considered technically acceptable, the Contractor shall submit past work similar in scope for review.

3.2.3 For NBAF Facility security purposes, the contractor must provide the CO with a list of all employees who will perform work under this contract. The contractor must maintain revisions and updates to this list and submit them to the COR monthly as needed. The contractor must furnish each employee with a contract identification badge that must be conspicuously displayed when working.

3.2.4 Building will be occupied while service is ongoing. The Contractor shall coordinate all work schedules with the Contracting Officer's Representative (COR) at least ten (10) calendar days in advance to prevent interference with critical NBAF research and facility operations. The COR has final approval authority over the work schedule.

3.2.5 Contractor personnel’s conduct shall not reflect discredit upon USDA-ARS. The Contractor shall ensure that personnel conduct themselves and perform services in a professional, safe, and responsible manner and present a professional appearance.

3.2.6 The Contractor shall protect existing property and structures within the limits of the service activities. Any damage to property shall be repaired at the Contractor’s expense, to pre-damaged conditions to the satisfaction of the COR.

3.2.7 The work performed under this contract shall be subject to continuous audit by the CO/COR/LM. Quality control is the exclusive responsibility of the Contractor. The Contractor will evaluate their contract services, correcting any deficiencies, which deviate from the commercially acceptable standard for these services prior to delivering services reports.

3.2.8 Safety and health matters, as they relate to the work, are the exclusive responsibility of the Contractor. At a minimum a hard hat, safety vest, close-toed safety boots/shoes, and long pants shall be worn on site.

3.2.9 Contractor shall provide a work schedule for each system that includes plans for all preventative maintenance that conform to the manufacturer’s recommended practice for the equipment listed in this work statement. The annual schedule shall be submitted to the COR NLT 10 working days prior to commencing work on this PWS. Schedule shall include working hours, days planned to work and calendar invites shared with USDA.

Updates to the schedule shall occur as needed but not less than annually.

3.2.10 Provide and keep current suitable log sheets for each system. The log sheets shall be kept in the appropriate machine rooms. Completed copies of the logs shall be submitted to the COR and a new log sheet started.

3.2.11 For all base and option year maintenance activities and services (hereafter, "Work") to be performed under this Contract, the Contractor shall develop and provide detailed, task-specific job plans and/or checklists for submission and approval which NBAF staff will utilize in NBAF’s Computerized Maintenance Management System (Maximo). This system shall serve as the official repository and system of record for all job plans and/or checklists.

3.2.11.1 The Contractor shall not commence any Work requiring a Job Plan and/or

Checklist until the COR has provided written approval. Approval by the COR shall not relieve the Contractor of its sole responsibility for the safety, quality, and performance of the Work in full compliance with all contract terms and applicable laws and regulations.

3.2.11.2 Any deviations or changes from approved Job Plans and/or checklists will require an updated submission for written approval by the COR before implementation. All completed Job Plans, Checklists and supplemental documentation shall be provided by the Contractor for record.

3.2.12 Provide daily service reports for all work that was performed to the Incinerator and Scrubber systems including identification of all parts that were replaced, status of the systems upon departure, date and initial the log sheet. Detailed descriptions of the deficiencies with part numbers needing to be replaced shall be included in the reports.

3.2.13 If deficiencies are identified that require repairs outside the scope of this contract, the Contractor shall notify the COR in writing within 24 hours upon discovery of the deficiency.

3.2.14 All parts and/or materials replaced under this contract shall be turned over to the COR within seven (7) calendar days of installation for verification of defectiveness. Payment for replacement parts is contingent upon this verification.

3.2.15 The Contractor shall provide constant, high quality service to properly protect all Incinerator and Scrubber systems equipment from deterioration and to provide constant peak performance of all Incinerator and Scrubber systems, resulting in a minimization of long-term repairs, to minimize the number of service calls and to minimize downtime while maximizing customer satisfaction.

3.2.16 Maintain safe and operational systems

3.2.17 Schedule, administer, and provide agendas/minutes for coordination meetings.

3.2.18 Replacement parts must be new and fully compatible with NBAF’s systems.

3.2.19 Areas where services are rendered shall be free of all excess parts and materials, trash, and debris upon completion of service.

3.2.20 If any unit is taken out of service for more than one (1) hour, the Contractor shall immediately notify the COR. This notification must include: (1) Time taken out of service, (2) Reason for being out of service, and (3) Estimated time to be returned to service.

3.3 Service Requirements/Tasks: The Contractor shall furnish all supplies and labor to provide all maintenance/repairs, calibration, services, emergency repairs, remote software support and reports for two Consutech medical waste incinerators, two Control Analytics CEMS, two Envitech scrubbers, two scales, scrubber wastewater system, soft water system, two Ozonia generators and all associated subsystems for incinerator use as per manufacture specifications. The Contractor shall include onsite support as well as remote support. The contractor shall provide onsite support to assist USDA FOMU staff in operating incinerator and scrubber systems during the annual environmental stack testing event which will directly follow the week after a quarterly maintenance event.

3.3.1 All Incinerator and Scrubber systems shall have maintenance, calibration, testing and inspections performed as per manufacture requirements at minimum quarterly and annually or as needed to maintain operational readiness and permitting requirements.

Contractor to provide proposed schedule for each maintenance event.

3.3.2 The contractor’s key personnel shall obtain and maintain proper security levels, to obtain at minimum escorted Visitors pass and have one project manager/lead obtain a PIV card for unescorted access. Contractor must provide list of all contractors and subcontractors working under this contract prior to work starting onsite.

3.3.3 Collaborate with stakeholders to implement previously identified recommended system enhancements and enhancements identified items throughout the course of the period of performance. such as but not limited to modernization of equipment, job plan development Including information on the standard full system capabilities and options for custom configurations.

3.3.4 Contractor shall perform scheduled maintenance in accordance with manufacturer specifications and instruction manuals for all equipment listed in 3.3. Any deficiencies, malfunctions, or discrepancies discovered as a result shall be immediately reported to the COR then repaired. After repairs are made, the failed inspection/testing shall be re-performed.

3.3.5 Contractor Shall provide pricing to include travel for 2-day increments of work onsite as requested by the COR for trouble shooting and repairs.

3.3.6 The contractor shall provide remote support through phone calls or emails.

3.3.7 Provide software support local and remote for all computer operating, interface systems, data acquisition hardware systems within in all aspects of the incinerator and scrubber systems. Contractors shall provide software and hardware upgrades as required.

3.3.8 Conduct training sessions for system administrators, maintenance personnel, and other end-users. As part of the scheduled maintenance, provide all incinerator operators with annual refresher training with certification for operation as required by 40 CFR 60.53c(f).

3.3.9 The Contractor shall be fully responsible for timely execution of all repairs. All costs associated with responding to and accomplishing repairs shall be included in the fixed price for the contract, with the exceptions described herein: Parts and materials shall be billed separately.

3.3.10 Contractor shall submit reports to the COR no later than the 15th day after scheduled maintenance or test. Reports shall be formatted in accordance with and shall be prepared IAW 40 CFR 60 and 62. The contractor shall also provide daily reports with pictures and document tasks performed for each day worked on site.

3.3.11 Semi-annual MWI Reports for KDHE. Using the MWI data acquisition system, prepare and provide the semiannual reports and provide to the COR within 20 days after each semiannual period. Reports shall be formatted in accordance with and shall be prepared IAW 40 CFR 60 and 62. Provide a project quality plan that outlines how your company/team will make sure the quality of your work is up to standard.

3.3.12 The Contractor shall provide service to repair all mechanical, electrical, control, software, and hardware deficiencies. The Contractor must notify the COR before starting repair work, fabrication of any component, or ordering any materials or equipment related to the repair. Fabricated components must meet manufacturer specifications. All parts and/or materials replaced under this contract shall be turned over to USDA-ARS within 7 calendar days of work completed for verification of defectiveness prior to payment for replaced items. The contractor will not be paid for replacement of parts and/or materials for items found to be in good working order after replacement.

3.3.13 The Contractor shall respond to emergency repairs within 24 hours upon notification by the COR. Contractor shall appoint one project manager to be the POC for all service/repair calls. The Contractor must notify the COR before starting repair work, fabrication of any component, or ordering any materials or equipment related to the repair. Fabricated components must meet manufacturer specifications.

3.0 Government Furnished

If applicable the government will provide a GFE laptop to everyone sponsored by USDA that is required to obtain a LincPass PIV card and USDA access accounts for work performed under this contract, that requires secure access to the NBAF instance of the software. Sponsorship for a LincPass will require the individuals to undergo appropriate background investigation.

4.0 Deliverables / Schedule

The initial term of this contract is one (1) year. The contract may be extended by four (4) additional one-year option periods at the discretion of the government. Services will be rendered on the basis specified under each CLIN.

Key Deliverables

Item No.

Deliverable / Item Title Description Frequency Reference Delivery Format Due By

1 Maintenance Schedule Provide a proposed maintenance schedule for each service period annually.

Duration of contract

Ref. SOW, Section 3.3.1

Calendar invites 2 weeks minimum before first maintenance event.

2 Training materials Provide annual refresher certification for USDA Staff.

Annually Ref. SOW, Section 3.3.8

PDF to CO/COR Two weeks prior to conclusion of training sessions

4 Key Personnel Provide list of all Key personnel working on contract.

Duration of contract

Ref. SOW, Section 3.3.2

PDF TO CO/COR Prior to first onsite event.

5 Reports Provide reports to

USDA COR/CO

after each visit

Ref. SOW, Section 3.3.10

PDF to CO/COR Within 15 days of work completion.

6 Daily reports Provide reports to

USDA COR/CO

Daily when onsite work was performed

Ref. SOW, Section 3.3.10

PDF to CO/COR within 24 hours of completion each day.

7 Project Job plan Develop and provide detailed, task-specific job

Annually Ref. SOW, Section 3.2.11

PDF to COR Within 30 days of

NTP

plans and/or checklists

6.0 Travel

There are no anticipated travel requirements.

7.0 Contractor’s Key Personnel

The contractor’s key personnel shall be subject matter experts (SME), that have extensive experience with Medical was Consutech Incinerators, Envitech scrubbers, and all other associated components of this system.

8.0 Site Specific Security Requirements

8.1 Personnel Fitness and Access Authorization: All contractor personnel requiring access, not in a visitor status, at National Bio and Agro-Defense Facility (NBAF), NBAF leased spaces, or access to NBAF digital systems, must successfully complete a Tier 2 background investigation, as defined by the Federal Investigative Standards. Physical site or digital access will not be granted until the investigation is adjudicated and approved by the USDA Personnel Security Office. The contractor shall ensure all personnel requiring routine site and any digital access meet suitability requirements prior to assignment at NBAF. The Prime Contractor is required to provide onsite escorts of contractor employees or any representative of, or agent of the contractor entering this facility.

Contractor personnel will be provided with a two (2) week window to provide all documentation requested by USDA to complete their fitness determination.

Contractor employees must be US citizens. If contractor personnel do not pass fitness determination checks, they will not be allowed to perform work on this contract.

Contractor personnel shall comply with all personal identity verification requirements as directed by USDA. Each person accessing NBAF, or NBAF leased spaces, whether escorted or unescorted, will be required to provide personal details (i.e. full name, date of birth, social security number, driver’s license number). Contractor personnel must have a REAL ID compliant identification before site access is permitted. An unexpired, active federal employee or military PIV/CAC card is also an acceptable form of identification.

8.2 Site-Specific Training Requirements: Prior to receiving access at NBAF in a capacity other than a visitor or authorization to access digital systems, contractor personnel shall complete a minimum of two (2) hours of site-specific training provided by USDA personnel. This training includes but is not limited to facility protocols, biosafety procedures, digital media control policies, and operational security. Additional or refresher training may be required based on mission needs, changes in facility operations, or updates to USDA or NBAF policy. Additional training may also be required if contractor personnel must enter any biocontainment space.

Contractors unable to access USDA training systems will be provided with alternative formats for training delivery and documentation.

Visitor training is also required for contractor personnel that will be in visitor status. This training is approximately 15 minutes in length and requires an acknowledgement form to be signed after viewing. Examples of potential visitors: Contractors performing site visits, external meeting attendees, mail, package, delivery persons, waste pickup, nitrogen deliveries, etc.

8.3 Digital Media Control, Permitting, and Storage Requirements: Contractor personnel are prohibited from using personal devices (e.g., smartphones, tablets, cameras) for any photography or videography on NBAF property. All digital media must be captured using Government-Furnished Equipment (GFE) and only with prior written authorization.

Contractors must obtain a Photography/Videography Permit through their Contracting Officer’s Representative (COR) after completing all training requirements.

Media collection in Federal Select Agent Program (FSAP)-registered spaces additionally requires prior approval from the Responsible Official (RO) for each event. Any media intended for external release, or taken off NBAF property or system, must be reviewed and approved by both the NBAF Security and Communications Units.

Contractors must provide a secure, COR-approved method of storing digital media collected during contract performance. All media must be treated as Controlled Unclassified Information (CUI) where applicable.

Upon completion of contract, contractors must sanitize or destroy all digital media collected, with written verification submitted to the COR.

8.4 Compliance and Enforcement: Failure to comply with the provisions of this section may result in suspension or revocation of access privileges, removal of contractor personnel from NBAF, contract remedies as determined by the Contracting Officer, and referral to USDA Security and Counterintelligence for further action.

Contractors are expected to uphold NBAF’s High-Reliability Organization (HRO) standards, including strict adherence to SOPs, immediate reporting of incidents, and maintaining situational awareness.

Contractors will follow Title 41, Code of Federal Regulations, Part 102-74, Subpart C Rules, and Regulation Governing Conduct on Federal Property while on NBAF, or NBAF leased spaces.

Additional security requirements may be imposed by NBAF Security through general updates or when the Federal Government raises the Homeland Security Alert Level. Additional directions will be provided if the situation occurs.

All personnel entering the NBAF main campus are subject to personnel and vehicle inspections.

Contractor personnel should expect up to 30 minutes of processing time every time they enter NBAF property. Any contraband, as defined in Title 41, Code of Federal Regulations, Part 102-74, Subpart C Rules, and Regulation Governing Conduct on Federal Property, found during processing may result in immediate personnel, and vehicle removal from the facility and removal from the contract.

9.0 Data Rights

Not Applicable

11.0 Performance Requirements Measures:

Performance Objective

Performance Indicator

Performance Standard

Acceptable Quality Level (AQL)

Method of Surveillance

Impact

Accuracy of Deliverables/ Services

Services delivered as requested – Quantity / Quality (PWS, Section 3.3)

Deliverables match Services description

95% of all deliverables match service description and quality as defined in contractor’s Project Quality Plan

Inspection of monthly deliverables.

Results will be included in contractor’s CPARS

Timeliness of Deliverables/ Services

Services delivered as requested – Quantity / Quality (PWS, Section 3.3)

Services delivered by end dates established on contractor provided timeline (PWS, Section 3.3)

95% of all deliverables received by end dates established on contractor provided timeline

Inspection/comparison of monthly deliverables.

Results will be included in contractor’s CPARS

Attachment

APPLICABLE PUBLICATIONS (CURRENT EDITIONS): The Contractor must abide by all applicable regulations, publications, forms, manuals, and local policies and procedures, to include:

REGULATIONS, PUBLICATIONS, MANUALS, AND LOCAL POLICIES & PROCEDURES

REFERENCE MANDATORY /

ADVISORY

LINK OR PRINT

FAR Subpart 9.5 Mandatory FAR Subpart 9.5 40 CFR 60 Appendix B Performance Specification 1

Mandatory https://www.gpo.gov.fdsys/

40 CFR 62 Subpart JJJ Mandatory https://www.gpo.gov.fdsys/

40 CFR 60 Subpart JJJ Mandatory https://www.gpo.gov.fdsys/

Purchasing of any certifications or documentation for the accomplishment of the tasks in the PWS is at the expense of the Contractor.

http://www.acquisition.gov/far/html/Subpart%209_5.html https://www.gpo.gov.fdsys/ https://www.gpo.gov.fdsys/ https://www.gpo.gov.fdsys/