SOWBREAKROOMSEQUIPMENTANCEPROGRAM MAY272024.docx

Statement of Work (SOW) May 27, 2024 Office of Administration (OA) Breakroom Maintenance Program for Equipment

1. Introduction and Overview The US. Department of Justice, Office of Justice Programs (OJP) is establishing a new headquarters building at 999 North Capitol Street NE, Washington DC 20002 and has a service procurement for maintenance for its breakroom equipment and appliances. This procurement will be managed by the OJP Office of Administration’s (OA) Business Resources Division (BRD).

As a tenant in a federally leased building, OJP and the property owner have an obligation to maintain the facility. OJP’s obligation extends further when a determination is made that other requirements are needed, such as space renovations to realign space allocations to meet mission requirements.

The building owner maintains sole discretion as to selecting their property management representatives with whom OJP collaborates to have work accomplished. Lincoln Property Company currently employed by the building owner to manage the property and is responsible to the building owner for overseeing and coordinating all building and facility services whether provided directly or subcontracted out.

In the execution of the responsibility to maintain the facility, there are above standard services, improvements, and maintenance requirements that are needed that deviate from what is allowable under the lease. The statement of work outlines the requirement of these services which fall outside of Lincoln Property Company’s responsibilities.

2. Background OJP's future location Union Square, is located at 999 North Capitol Street NE, Washington, DC 20002. OJP will occupy a usable square-footage footprint of 139,631 usf. The new location is a multi-tenant building comprised of federal and private sector organizations and OJP is expected to occupy the largest footprint in the building. All break rooms within the new location are furnished with commercial appliances: both large and standard sized refrigerators, microwaves, freezers, ice dispensers and Keurig single-serve brewers. In addition, an under counter water filtration, system was installed at each break room along with local hot water heaters. Because this is government furnished equipment (GFE), service, maintenance and repairs fall outside of what is considered general building and facility maintenance. See Exhibit A for a complete list of GFE.

3. Project Objective To procure a licensed and qualified contractor(s) to perform preventive maintenance on several government furnished break room equipment to reduce repair costs and prolong the life of the equipment. Vendor is to determine the level of staffing and number of contractor(s) required based on the SOW and corresponding equipment list.

4. Project Location Office of Justice Programs 999 North Capitol Street NE Washington DC 20002

5. Period of Performance:

Base Year: 6/01/2024 to 5/31/2025

Option Year# 1: 3/1/2025 to 2/28/2026 Option Year# 2: 3/1/2026 to 2/28/2027 Option Year# 3: 3/1/2027 to 2/28/2028 Option Year# 4: 3/1/2028 to 2/28/2029

6. Description of Services: Contractor shall provide the labor, materials, supervision, and transportation to fulfill the technical requirements outlined in this scope of work.

6.1. The contractor shall perform preventative maintenance on the equipment which primarily consists of the inspection, testing, cleaning, lubrication, adjustment, calibration, and minor parts replacement as required to minimize malfunction, breakdown, and deterioration of equipment.

6.2. Preventative maintenance shall be performed in accordance with manufacturer’s recommendation. The government will provide the manufacturer’s recommended preventative maintenance schedule and other literature to the contractor, as available.

6.3. Contractor will be responsible for the verification of equipment inventory, its location and provide the Government with a list of discrepancies prior to the commencement of the contract. See Exhibit A for list of equipment.

6.4. Contractor shall provide a detailed preventive maintenance schedule outlining the frequency and maintenance tasks associated with each type of equipment, within 30 days of contract award date.

6.5. Contractor must be licensed and certified in the service and repairs of Hoshizaki refrigeration equipment. The Government reserves the right to verify certification.

6.6. Contractor shall install replacement parts that are appropriate to the equipment, its operating conditions, and the required performance levels. Substandard components shall not be used in government equipment. All parts, materials, components, and replaceable inserts used in the maintenance and repair of equipment and systems in Federally controlled space shall be new, suitable for the type and severity of service, and meet safety performance codes and standards.

6.7. Contractor shall notify and coordinate with Business Resources Division when maintenance work necessitates shutting down equipment or utilities and otherwise terminating services to the building occupants.

6.8. Contractor shall clearly mark and post signage when performing maintenance in space that may be occupied or accessible during the performance of the work and provide adequate steps for the protection of the public and employees.

6.9. Contractor shall provide written reports documenting all scheduled preventative maintenance and repair services of all equipment listed in Exhibit 1 within one week of service being provided. Additionally, contractor shall provide written reports documenting any maintenance/repairs accomplished, along with any special instructions for future operation of equipment items.

6.10. Contractor shall verify the successful operation of each piece of equipment and test all associated mechanical, electrical and plumbing connections prior to leaving job site.

6.11. Contractor shall properly disconnect and remove any equipment that has reached its useful life span in coordination with Property Management and Business Resources staff.

6.12. Contractor shall be responsible for the proper disposal of any refrigeration equipment and provide a certificate to OJP verifying proper disposal of refrigerant.

6.13. In the event repair costs would exceed replacement costs and a new piece of equipment is brought on-line, the contractor shall coordinate with the Property Management and Business Resources staff to inventory, tag, and properly install new equipment. The Government shall update the equipment inventory to reflect the new equipment and provide that to the Contractor.

6.14. Contractor shall remove all dirt, debris, and trash prior to leaving job site.

7. Emergency Service/Repairs

7.1. Contractor shall be responsible for providing “Emergency” repair service and “non-emergency” repair service on break room equipment items not operating properly as determined by Business Resources Division within the following timeframes:

7.2. “Emergency” repair service: Emergency services are defined as failure of equipment deemed essential or if lack of repair service could result in grave harm to the overall facility can occur 24 hours a day/7 day a week/365 days a year. Contractor shall be on-site within 4 hours of notification by Business Resources Division to prepare and submit an estimate. Once the contractor has received estimate approval from the contracting office, the contractor has 24 hours to perform repairs. Should a part need to be ordered, the contractor has 48 hours to obtain the necessary equipment and complete repairs.

7.2.1. “Non-Emergency” repair service: Defined as service needed for equipment not deemed as essential to operations. Contractor shall be on-site within 3 business days of notification from Business Resources Division to prepare and submit an estimate. Once the contractor has received estimate approval from the contracting office, repairs must be completed within 5 business days. If the contractor is responsible for obtaining a part(s) that is not in stock and must be ordered, the contractor has an additional 48 hours to obtain parts and complete repairs.

7.3. Contractor shall provide a cost proposal identifying labor and material costs for any required work that falls outside this statement of work. The intent of language such as "check", "inspect", etc., is to determine the status of the check point item and to take appropriate corrective action to eliminate any deficiencies found on the spot if within contract limits if possible and or to notify OJP as soon as practicable when repair exceeds contract limits or cannot be repaired on the spot. If additional calibration, adjustment, replacement of parts and fluids, and other work are necessary, that work shall be accomplished or scheduled for future action.

7.4. Contractor shall not perform any additional work that falls outside this statement of work without written authorization and funding approval by the Government. The Government will not be responsible for labor, parts, and materials provided without written approval by the Government.

8. Contractor’s Required Schedule:

Contractor shall perform work during normal working hours, 7:00 AM to 5:00 PM, Monday through Friday, excluding federal holidays and closures. Maintenance work shall be scheduled so as to minimize the disruption to building occupants and operations. Contractor shall notify and coordinate with the Office of Administration’s, Business Resources Division one week prior to the commencement of services.

9. Warranty Information: Contractor shall verify warranties on each piece of equipment prior to service or repair of equipment. Equipment under warranty shall be maintained in accordance with warranty instructions and conditions. Warranty provisions will be stringently complied with during the periods that they apply.

9.1. All repairs of equipment will be covered by the contractor with a 90-day warranty to include parts and labor.

10. Quality Assurance Acceptance Criteria:

10.1. The contractor shall employ a commercial quality control program and procedures to identify, prevent, and ensure non-recurrence of defective services. Through implementation of the Contractor’s Quality Control program and procedures, the government shall receive quality services meeting the requirements of this contract.

10.2. After maintenance/repairs are completed, the contractor will prepare and submit a written maintenance/repair report to the Contracting Officer’s Representative, within one week. The report shall include the date and time maintenance/repairs are completed, the type of maintenance actions taken, components repaired/replaced, physical location (room number) in which service was accomplished, and the name of the technician(s) performing maintenance/repairs.

10.3. Business Resources Management will determine if the service is acceptable by observing work performed by contractor, and ensuring equipment items perform as they are intended to perform by conducting random sampling.

11. Environmental/Safety Requirements: The Contractor must include a list of hazardous materials used in each process, as well as a Material Safety Data Sheet (MSDS) for each HAZMAT.

11.1. 29 CFR 1910.1200 requires the Contractor to maintain a complete written hazard communication program, including labels and forms of warning for chemicals, an up-to-date hazardous material inventory with copies of MSDSs for all materials used on the job site, and employee information and training on hazardous chemicals in their work area.

11.2. When performing maintenance on equipment that requires working with (CFCs) refrigerants, contractor must maintain the applicable certifications for working on such equipment. All applicable local, state, federal guidelines and regulations must be adhered to with respect to documentation, handling, and disposal of refrigerants.

11.3. Contract shall submit copies of permits, certificates, and manifests that indicate hazardous waste has been disposed of in compliance with the regulations.

Security Requirements:

11.4. Contractor shall provide the full names and contact information of all technicians who will be required to perform maintenance at least one week prior to scheduled maintenance.

EXHIBIT A

OJP Building 999 Appliances

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EXHIBIT B

EVERPURE A-Series Water Filter Models A-10 & A-11 Housing Part No. 153018 O-ring Part No. 151121

Water Filter Manufacturer: CULLIGAN Mfr Part No.: D-40A-D

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