Interior_Pest_Control_Services_SOW.pdf

SECTION C1

PEST CONTROL –INTERIOR PEST MANAGEMENT SERVICES

C.1 GENERAL INTENTION

The intention of this solicitation is to obtain pest control and interior pest management services at the Andrew T. McNamara Headquarters Complex which includes the Headquarters Complex (HQC), Building 2462, to include the Material Receiving Screening Facility (MRSF), Building 2480, and the Child Development Center (CDC), Building 2468 located at 8725 John J.

Kingman Road, Fort Belvoir, VA 22060-6220 by a firm fixed-price contract. The period of performance is a base year with four (4) sequential one (1) year options.

During the performance of this contract, additional facilities may be constructed on the HQC grounds, for example a Visitor Control Center or Over Watch facilities. Support for any such new facilities may be incorporated into this contract through a negotiated contract modification.

C.2 GENERAL REQUIREMENTS

C.2.1 The Contractor shall furnish all labor, management, supervision, tools, materials, equipment, transportation, and pest management services necessary to perform work in accordance with general craft and industry standards, applicable laws, regulations, codes and Federal specifications. Service days shall be Monday, Wednesday and Friday. When Federal holidays fall on Monday, the service shall be performed on Tuesday. When Federal holidays fall on Friday, the service shall be performed on Thursday. This work includes but is not limited to the following functional areas:

(1) Interior Pest Management Service Calls, Treatments and Follow-ups, three times per week

(2) Integrated Pest Management Planning (IPM) and execution for routine, emergency, and recurring work with general inspection and follow-up for ongoing problems and treatment

(3) Quarterly evaluation of program and report of progress

(4) Reporting Requirements

C.2.2 Security Requirements.

C.2.2.1 Building Security. The Contractor shall be responsible for safeguarding all Government property provided for Contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

C.2.2.2 Entrance into the HQC is controlled through a single entry point. Visitors (personnel not part of the HQC workforce, Government or Contractor) are required to sign-in and sign-out at the main entrance Atrium Guard Desk. Permanent workforce personnel with DLA HQC badges are not required to sign-in or sign-out. All Contractor personnel are required to check-in and check-out between 7:00 AM and 4:00 PM with the Contracting Officer’s Representative (COR). Entrance into the Child Development Center and sections of the HQC have more secure areas and escorts will be provided on days the contractor is providing service.

C.2.2.3 Contractor Background Security Checks. All contractor employees who work at the HQC shall be required to fill out the government's online security background check, Standard Form 86/85P, National Agency check with Inquiries (NACI), and to be fingerprinted in order to obtain a HQC Building Identification Badge. The contractor shall fill out a DLAH 1728 and bring to the COR for signature, then submit to the Personnel Security Office to start the process. The Personnel Security Office will email instructions to fill out the online form. The contractor shall be required to initiate through the internet, an Electronic Questionnaires for Investigations Processing (e-QIP) system form, which is the automated Standard Form 86/85P.

The Contractor will be emailed instructions to access the e-QIP program by the Personnel Security Office and can obtain assistance from the Personnel Security Specialist. The e-QIP signature page and all required documents shall be printed, signed and submitted to the Personnel Security Office after completion.

C.2.2.4 The Project Manager and contractor personnel must receive a favorable background investigation before work can be started at the HQC. An initial background check will be provided from the information submitted on the e-QIP system. Upon notification from the Personnel Security Office of the final and completed background check, the contractor will be fingerprinted and the HQC ID Badge will be issued and displayed at all times while working at the HQC. All information placed on the SF 86/85P shall be true to fact and all information must be filled in and completed.

C.2.2.5 Parking. All Contractor personnel shall register vehicles with the Pass and ID Office.

C.2.2.5.1 All personnel are granted access to the HQC by the Host Administrator.

Vehicle owners and those who work on the HQC are responsible for parking in accordance with the HQC Parking Policy. Personnel are expected to be aware of the contents of the HQC Parking Policy, obey signs posted to identify the various parking rules, and inquire of the security force when there is doubt. Strict enforcement of parking procedures will be enforced to control violations.

C.2.2.5.2 Vehicles will be subject to towing for the following reasons: parking in numbered reserved spaces; abandonment; parking in violation of complex policies; constituting safety or security hazards; driving illegally on the HQC; the arrest of the owner/driver for a criminal violation; leaving a disabled vehicle on the complex for more than twenty-four (24) hours without notifying proper authorities. Towed vehicles and their contents remain the owner's responsibility.

C.2.2.6 Facilities. The HQC is a 1.1 million square foot facility, with five to six floors depending upon location, located on approximately 70 acres. In addition to the main building there are three (3) guard houses approximately 180 square feet each, one (1) out fall structure, one (1) Child Development Center approximately 35,000 square feet, one (1) recreation building approximately 1,988 square feet, and the Material Receiving and Screening Facility approximately 15,000 square feet. The HQC houses the Defense Logistics Agency (DLA), Defense Contract Audit Agency (DCAA), Defense Threat Reduction Agency (DTRA), and the Defense Technical Information center (DTIC) as well as other tenant organizations.

C.2.2.7 Working Hours. The Government's normal working hours are from 6:00AM to 7:00PM Mondays through Fridays except (a) Federal Holidays and (b) other days specifically designated by the Contracting Officer (KO). Some work will require the Contractor to work on certain tasks outside normal working hours. Any other work outside normal working hours requires the approval of the COR. The Contractor will not be required to report to work when the Federal Government is closed for inclement weather. If the Government closes early, the Contractor will be under the same schedule as the government.

C.2.2.7.1 Federal Holidays: New Year's Day, Inauguration Day, Martin Luther King, Jr. Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, and Christmas Day.

C.2.2.7.2 The Contractor shall provide a call back service. Contractor personnel shall be on-site within one (1) hour of an emergency request, within 24 hours of an urgent request and within 48 hours for routine pest problems. A report of the problem and corrective action taken shall be submitted to the COR by close of the next scheduled work day.

C.2.2.8 Government Quality Assurance (QA). In accordance with the FAR 52.212-4(a), "INSPECTION/ACCEPTANCE" clause, all work performed under this contract is subject to Government inspection when the Contractor tenders acceptance. The Government's Quality Assurance Surveillance Program is not a substitute for Quality Control by the Contractor. All findings of unsatisfactory or non-performed work will be administered in accordance with the

"CONSEQUENCES OF CONTRACTOR'S FAILURE TO PERFORM REQUIRED

SERVICES" clause. All costs associated with rework are the responsibility of the Contractor.

The Government reserves the right to choose the inspection methods to be used in implementing its Quality Assurance program and to vary the inspection methods utilized during the work without notice to the Contractor. The Government is the governing authority in all disputes regarding Quality Assurance.

C.2.2.9 Workmanship and Materials Standards. All workmanship shall meet the standards specified herein and shall be accomplished in conformance with approved and accepted standards of the industry; equipment manufacturers; all applicable activity, local, state, and Federal standards; and all applicable building and safety codes; and with the concurrence of the Ft. Belvoir environmental office.

C.2.2.9.1 Cleanup. During and at completion of work, debris shall not be allowed to spread unnecessarily into adjacent areas nor accumulate in the work area itself. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and/or at the end of each day work is in progress.

C.2.2.9.2 Protection and Damage. The Contractor shall provide all labor, materials, and equipment necessary for the protection of the general public, equipment, furnishings, buildings, and improved grounds from damage caused by the Contractor's negligence. Equipment, furnishings, buildings, and improved grounds damaged due to work performed by the Contractor shall be repaired or replaced to its original condition and finished at no additional cost to the Government.

C.2.2.10 Variation in Quantities for Fixed Price Services. Quantities depicted throughout this contract represent the Government's best estimate of the quantity of work for the period of performance. After contract award, situations may arise which impact upon the Government's requirements and necessitate changes to this contract. Should this occur, the KO will modify the contract in accordance with the provisions and limitations specified herein. No adjustments shall be made under the following provisions, except as may be specifically identified. Should other provisions in Section C conflict with the provisions provided herein, the other provisions shall take precedence.

C.2.2.10.1 Service Orders (SO). The estimated annual quantities of the types of service calls are: Emergency - 1 per month; Urgent -1 per month, Routine - 6 per month and Recurring work orders 10 per month. The actual quantities of service orders issued during each performance period will most likely differ from that shown, and an annual variance for each type of service order not to exceed 15 percent is considered normal.

Accordingly, no adjustment will be made to the contract price unless the total annual quantity of each type of service order issued during the performance period is greater than 125 percent or less than 75 percent of the respective estimated annual quantity shown above. An equitable adjustment will be made only for that quantity of service orders which either is greater than 125 percent or less than 75 percent of the quantity shown.

C.2.2.10.2 Recurring Service Orders. Recurring service orders are work tickets established by the Contractor in the Computerized Maintenance Management System (CMMS) system for routine maintenance checks in those areas identified in Section C.11, Recurring Work.

C.2.2.10.2.1 Upon notification from the Contractor within the initial sixty

(60) days of performance, the Government will adjust the contract price at the same unit price shown in the Schedule of Deductions, for validated errors in the quantities identified in this contract. The Contractor shall identify the specific error and the corrected quantity. Notification of errors after the initial sixty (60) days will not be considered.

C.2.2.10.2.2 If the Government elects to reduce services, and adjustment will be made in the contract price at the same accepted unit price stated in the Schedule of Deductions, if the reduction does not reduce the work to below ninety

(90) percent of the original quantity identified. Should the Government delete work to less than ninety (90) percent of the original quantity identified, a negotiated equitable adjustment will be executed only for the work which is below ninety (90) percent of the original quantity.

C.2.2.11 Contractor licensing, certification and specific experience requirements.

The Contractor shall possess all licenses and certifications required by local, state and Federal Government. Local Government includes Fairfax County and Fort Belvoir. The Contractor shall provide copies of all licenses and certifications fifteen (15) days prior to contract start and prior to any change in staffing.

C.2.2.12 Accident and Safety Requirements. The Contractor shall establish an

Accident and Safety Plan which shall provide safety, health protection, and personnel medical maintenance as required by the Occupational Safety and Health Administration (OSHA) and all Code of Federal Regulation segments implementing OSHA and shall be included in the Contractor’s Technical Proposal. The Government reserves the right to conduct unannounced safety inspections at any time. Upon award, the Contractor shall be required to provide the Accident and Safety Plan to the COR ten (10) days after contract award. See C.15, List of Records and Reports.

C.2.2.12.1 The Government reserves the right to investigate accidents involving Contractor personnel. The Contractor shall immediately report to the COR any bodily injury or death of Contractor personnel while in the performance of official duties, damage to Government property estimated to be in excess of $100.00 or loss of Government property resulting from activities of the Contractor, its agents, or employees.

C.2.2.13 Hazardous Materials and Waste. The Contractor shall provide as part of the Accident and Safety Plan, procedures and processes used by the Contractor for use of Hazardous Materials/Chemicals. Contractor employees may be required to handle various hazardous materials. Applicable instructions, regulations, handling and transporting procedures are as follows: 40 CFR 260-267 control and Disposal of Hazardous Waste and 49 CFR Hazardous Substances Spill Response Law. The Contractor shall also be required to remove after each work day all hazardous material waste from the HQC.

C.2.2.13.1 The Contractor shall provide employees with protection against health hazards by furnishing all industry standard protective equipment required for performance of this contract. Such equipment shall be National Institute of Occupational Safety and Health (NIOSH) or Mine Safety and Health Administration (MSHA) approved for the usage intended, whichever is the most stringent. Conflicting instructions shall be brought to the KO for resolution.

C.2.2.13.2 All waste material defined at 40 CFR 251.20 which could affect the environment must be disposed of in accordance with directions provided by the Environmental Protection Office/Safety Officer.

C.2.2.13.3 The Contractor shall be required to provide an inventory of all hazardous materials/chemicals that the Contractor (or sub-contractor) intends to use in the performance of this contract. Along with the inventory, the Contractor shall provide the Material Safety Data Sheets (MSDS) or Safety Data Sheets (SDS) for each material/chemical to the COR five (5) days after contract award and updated within 10 days after the exercise of an option year. The COR will obtain approval from Ft. Belvoir prior to use and will notify the Contactor. In an emergency when a material/chemical has not been approved, the Contractor shall be required to submit the Ft. Belvoir IPM Evaluation And Execution Form found in C.18, Hazardous Materials, to the COR for approval prior to use.

C.2.2.14 Fire Protection and Prevention. The Contractor shall comply with all safety and fire requirements outlined in U.S. Army Garrison, Ft. Belvoir (USAGFB) Fire Regulations, copies of which are available in the office of the Post Fire Marshal, USAG Ft. Belvoir, Virginia.

C.2.2.14.1 The Contractor shall be liable for any fire loss to Government property attributable to negligence or willful misconduct of the Contractor or Contractor's employees, including failure to comply with prevention or clarification on fire prevention and protection matters.

C.2.2.14.2 The Contractor shall familiarize employees with the USAGFB

Fire Regulations, location of fire reporting telephones near site of work and correct fire reporting procedure. USAGFB Fire Marshall may be contacted for any additional information or clarification on fire prevention and protection matters.

C.2.2.15 Performance Evaluation Meetings. The Contractor shall meet monthly with the COR during the first three (3) months of the contract. Meetings shall be held thereafter as determined necessary by the COR. The Contractor shall provide management representatives at the meetings above the level of Project Manager at the COR's request to resolve performance issues.

C.3 DEFINITIONS

As used throughout this contract, the following terms shall have the meaning set forth below.

Additional definitions are in the "DEFINITIONS" clause.

Where "as shown", ''as indicated", ''as detailed", or words of similar import are used, it shall be understood that reference is made to this specification and the drawings accompanying this specification unless stated otherwise.

Where "as directed", ''as required", ''as permitted", "approval", "acceptance", or other words of similar import are used, it shall be understood that direction, requirement, permission, approval, or acceptance of the KO is intended unless stated otherwise.

a. Backlogged Service Orders. A routine service order issued during the previous contract and not completed or are identified during lapses, if any, in service between this contract and previous contract.

b. Computerized Maintenance Management System (CMMS. The Government’s CMMS is a facility maintenance application with added space management functionality used at the DLA McNamara Headquarters Complex (HQC). It maintains and manages facilities data for assets, maintenance, space, leases, materials, property, and projects. All demand, recurring, and preventive maintenance work requests are issued and managed through CMMS.

c. Contracting Officer (KO). The Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the KO acting within the limits of their authority as delegated by the KO.

d. Contracting Officer's Representative (COR). The person whom the KO will designate by name or position title to act as intermediary between the Contractor and the KO on matters pertinent to this contract and be his/her authorized representative.

e. Contractor. The term Contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall ensure that subcontractors comply with the provisions of this contract.

f. Craft Hour. A craft hour is one hour of craft time which shall include only the purely productive portion of direct, skilled labor required to perform a specific task at the work location.

Time for job preparation, safety standby personnel, gas free entry certification for confined space entry, travel, normal and any additional material handling (including erection and dismantling of scaffolding), craft delay allowances (including security escort), and inspection, supervision, and similar indirect labor elements are not included.

g. Emergency Service Orders (ESO). Service Orders will be classified by the COR as emergency when the work consists of correcting failures which constitute an immediate danger to personnel or threaten to damage property or compromise physical security.

h. Facility. Industrial property for production, maintenance, research, development, or testing, including real property and rights therein, buildings, structures, improvements, and built-in equipment.

i. Frequency of Service. Unless otherwise noted, services designated with the following frequencies shall be performed at intervals specified:

(1) Annual (A). Services performed once during each 12 month period at intervals of 335 to 395 days.

(2) Biennial (BA). Services performed once every 2 years on a date during the month specified.

(3) Triennial (TA). Services performed once every 3 years on a date during the month specified.

(4) Quinquennial (QA). Services performed once every 5 years on a date during the month specified.

(5) Semiannual (SA). Services performed twice during each 12 month period at intervals of 160 to 200 days.

(6) Quarterly (Q). Services performed 4 times during each 12 month period at intervals of 80 to 100 days.

(7) Bimonthly (BM). Services performed 6 times during each 12 month period at intervals of 58 to 63 days.

(8) Monthly (M). Services performed 12 times during each 12 month period at intervals of 28 to 32 days.

(9) Biweekly (BW). Services performed 26 times during each 12 month period at intervals of 13 to 15 days.

(10) Weekly (W). Services performed 52 times during each 12 month period at intervals of 6 to 8 days.

(11) Daily (D). Services performed once each day, Monday through Friday, excluding holidays unless otherwise noted.

(12) Daily (D7). Services performed once each day, seven days per week including weekends and holidays.

(13) Daily (2D). Services performed twice each day, Monday through Friday, excluding holidays unless otherwise noted.

(14) Daily (3D). Services performed three times a day, at intervals between 7 and 9 hours, seven days per week including weekends and holidays.

(15) Hourly (H). Service performed every hour, at intervals between 50 to 70 minutes, seven days per week including weekends and holidays.

j. Government Furnished Property (GFP). Government furnished property includes all property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

k. Hazardous Materials. A substance or material, including a hazardous substance capable of posing an unreasonable risk to health, safety and property. Refer to 49 CFR, Part 172 "Hazardous Materials Table" and Appendix 172.101, List of Hazardous Substances and Reportable Quantities.

l. Integrated Pest Management Information System (IPMIS). The Government’s software system used to record and report data for daily and monthly pest control operations. The IPMIS software is capable of generating monthly and annual reports to capture the different pesticides and amounts that are used during the month and year.

m. Job Preparation. All work and costs associated with receiving and considering a job assignment and instructions; planning equipment and material requirements; obtaining proper tools; laying out job, tools, materials, and equipment; setting up ready to begin work; cleaning and storing tools and equipment and cleanup of job site.

n. Maintenance. The recurring day-to-day, periodic, or schedule work required to preserve or restore real property to such a condition that it may be effectively utilized for its designated purpose. The term includes work undertaken to prevent damage to a facility or piece of equipment that otherwise would be more costly.

o. Preventive Maintenance (PM). The recurring day-to-day periodic scheduled work required to preserve or restore real property to such a condition that it may be used for its designated purpose. The term includes work undertaken to prevent damage to a facility or piece of equipment that otherwise would be more costly.

p. Quality Assurance (QA). A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

q. Quality Control. A method used by the Contractor to control the quality of goods and services produced.

r. Recurring Work. Work which is performed on a periodic basis such as preventive maintenance, predictive maintenance and standing operations orders. Recurring work is included in the firm fixed-price portion of this contract.

s. Regular Working Hours. The Government's regular (normal) working hours are from 6:00AM to 7:00PM Mondays through Fridays except (a) Federal Holidays and (b) other days specifically designated by the KO.

t. Repair. Repair is the restoration of a piece of equipment, a system, or a facility to such condition that it may be effectively utilized for its designated purposes. Repair may be overhaul, reprocessing, or replacement of constituent parts or materials that have deteriorated by action of the elements or usage and have not been corrected through maintenance, or replacement of the entire unit or system if beyond economical repair.

u. Response Time. Response time is defined as the time allowed the Contractor after initial notification of a work requirement to be physically on the premises at the work site with appropriate tools, equipment, and materials, ready to perform the work required. Response times are designated in the appropriate technical clauses in the statement of work.

v. Routine Service Orders (RSO). Service Orders will be classified by the COR as routine when the work does not qualify as an emergency or an urgent call.

w. Travel Time. Time expended between shop and the job site; waiting for vehicle; getting in and out of vehicle; loading and carrying a tool box; vehicle travel; unloading, walking from vehicle to job site; opening and closing door; walking up and down stairs; using elevators; and access to secure or controlled areas.

x. Urgent Calls. Service Orders will be classified by the COR as urgent when the work is deemed mission essential or when the work consists of failures in services which immediately endanger personnel, threaten to damage property, or disrupt operation missions.

C.4 GOVERNMENT FURNISHED FACILITIES, EQUIPMENT, MATERIALS AND

SERVICES

The Government Furnished Facilities provided on this contract is outlined in C.12, Government Furnished Equipment and the materials are identified in C.13, Government Furnished Materials are identified in C.14.

C.5 CONTRACTOR FURNISHED ITEMS

The Contractor shall provide all personnel, equipment, tools, materials, parts, components, and services necessary for the proper performance of the work described in this contract.

C.6 MANAGEMENT

C.6.1 The Contractor shall manage the total work effort associated with the maintenance and all other services required herein to assure fully adequate and timely completion of these services.

Included in this function will be a full range of management duties including, but not limited to, planning, scheduling, cost accounting, report preparation, establishing and maintaining records, and quality control. The Contractor shall provide a Project Manager (PM) to oversee contracted efforts during the term of this contract and an Entomologist for consultation on this contract.

The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices. The Contractor's Entomologist shall concur with their Integrated Pest Management Plan (IPM) and Annual Schedule prior to submittal to the Government. The Contractor’s IPM and Annual Schedule shall be required ten (10) days after contract award. The

Contractor shall provide the resumes for the assigned Project Manager and the assigned Entomologist as part of the technical proposal.

C.6.1.1 Work Control. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in accordance with the quality standards established herein. Verbal scheduling and status reports shall be provided when requested by the COR. The status of any item of work must be provided within one (1) hour of the inquiry during regular working hours, and within two (2) hours after regular working hours. The Project Manager shall attend formal reviews at the HQC with the COR on a monthly basis as requested by the COR to discuss work performance, areas of concern, etc.

C.6.1.2 Computerized Maintenance Management System (CMMS ). The Contractor shall use the Government provided CMMS system to schedule and control all service orders, preventive maintenance work orders, recurring work orders and delivery orders. The Government will have access to the data in the CMMS system at all times to, at a minimum, run reports or check the status of service orders, recurring work orders or preventive maintenance work orders. The Government will provide training on the CMMS system software to the necessary Contractor employees. The training will be scheduled through the COR and will occur at the HQC at the Government's expense prior to contract start.

C.6.1.2.1 The Contractor shall use the CMMS system for service orders, recurring work and preventive maintenance. The Contractor shall develop and provide work control forms, including, at a minimum; treatment logs, inspection logs and work schedules. The Contractor shall submit their work control forms as part of their Technical Proposal. After contract award, the Contractor shall be required to provide their work control forms to the COR ten (10) days after contract award.

C.6.1.3 Work Schedule. The Contractor shall 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 shall make every effort to minimize the impact of the interference, inconvenience, equipment downtime, interrupted service, customer discomfort, etc. All work schedules shall be submitted for approval to the COR. Once approved, all work shall be performed in compliance with the work schedule to facilitate the Government's inspection of the work. Changes to the work schedule shall be submitted for the COR's approval at least five (5) working days prior to scheduled performance.

Whenever non-essential services have been scheduled on a holiday, the services shall be performed on the following working day. The COR must approve all unscheduled work. In preparing the work schedule, the Contractor shall comply with the following:

C.6.1.3.1 Annual Work Schedule. Ten (10) days after contract award and within ten (10) days after the Government's notice of exercising an option year, the Contractor shall submit to the COR an Annual Schedule of planned or recurring performance of work in a format acceptable to the COR. This schedule shall be arranged so each contract requirement is covered separately. The schedule shall indicate by month, all services performed, the frequency of service, and the location. In preparing the Annual Schedule, the Contractor shall indicate the week that bi-weekly, monthly, quarterly, semi-annual and annual work shall be performed.

C.6.1.3.2 Monthly Work Schedule. The Contractor shall develop and submit a monthly work schedule to the COR five (5) working days before the start of the scheduled month. The initial monthly schedule format should be a duplicate of the Annual Schedule. The monthly schedule shall identify all recurring work, annual scheduled work, preventive maintenance work and follow-up work for the month. In preparing the monthly work schedule, the Contractor shall comply with the following general requirements:

C.6.1.3.2.1 Recurring work shall be identified and a daily work schedule set for the coming month indicating the type of work to be performed, the location and day of the month for completion.

C.6.1.3.2.2 Preventive Maintenance work shall be identified and a daily work schedule set for the coming month indicating the type of work to be performed, the location and day of the month for completion.

C.6.1.3.3 Changes or additions that prevent the Contractor from completing work on schedule or which change the scope of the work shall be reported to the COR in writing.

C.6.1.4 Interference with Government Business. The Contractor shall schedule and arrange work 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 shall make every effort to minimize the impact of the interference, inconvenience, or customer discomfort. Work performed in some locations throughout the HQC will require a Government escort. The Contractor shall coordinate those days/times for access through the COR. Work performed at the CDC and within secured spaces will require a Government escort and shall be scheduled through the COR. Special consideration shall be given when using solvents, cleaners, or other material that has a warning label indicating the material may be irritating or harmful to building occupants.

C.6.1.5 Protection of Government Property. The Contractor shall take special care to protect Government property including furniture, walls, baseboards, and other surfaces from damage. Accidental splashes shall be removed immediately. Any areas damaged as a result of work under this contract shall be returned to their original condition, to include painting, refinishing, fireproofing, or replacement, if necessary, at the Contractor's expense.

C.6.1.6 Work Reception Desk. The Contractor shall maintain a reception desk attended continuously during regular working hours to receive and process any contract related call (i.e.

ordering service orders, service order status, questions, and complaints) from the COR. The persons attending the work reception desk shall be familiar with the Contractor's organization and procedures as well as the terms of the contract. The work reception desk shall be capable of being in constant communication with the Contractor's Project Manager or designated representative. The contractor shall provide the telephone number of the work reception (dispatcher) desk to the COR prior to contract start.

C.6.1.7 Records and Reports. Integrated Pest Management Information System (IPMIS) Records and Reports: The Contractor shall use the Integrated Pest Management Information System (IPMIS) to record and report data for daily and monthly pest control operations. The Contractor shall input all necessary data to ensure the system generates accurate reports.

Information to be entered into IPMIS includes, but is not limited to, pesticide name from label, pesticide formulation, USEPA registration number and quantities, pounds of active ingredient applied, date of service, location of service, pest controller’s name and certification number and categories.

The Contractor shall have the basic contract information (e.g., Contractor name, contract number) loaded into IPMIS within ten (10) calendar days after contract start date to be able to generate required IPMIS reports. The Government will periodically review the IPMIS data, and the Contractor is responsible to ensure that all required data is properly loaded.

The Contractor shall maintain a daily record of IPM services using the Integrated Pest Management Information System (IPMIS) program. Survey/inspection hours and building numbers will be included. The Contractor shall maintain current IPM records for each building.

The Contractor shall submit monthly IPMIS reports to the COR and IPMC no later than the fifth (5th) business day of the following month. The IPMIS has the capability to generate these reports.

The Contractor shall provide the COR a monthly report of all services performed (e.g., inspections, treatments) by no later than the 5th business day of the following month.

Pounds of Active Ingredient Report: The Contractor shall provide a total summary of “pounds of active ingredient” (PAI) for each pesticide applied on Fort Belvoir for the designed fiscal year to the COR and IPMC by 30 September annually. The Contractor shall use the IPMIS record keeping program to generate this report.

C.6.1.7.1 The Contractor shall maintain management, operation and maintenance records and prepare management, operation and maintenance reports. At contract completion/termination all records and copies of reports shall be turned over to the COR within five (5) calendar days after contract completion/termination. During contingency situations, the Monthly Pest Management services will be recorded on DD Form 1532 and DD Form 1532-1 and turned in to the COR five (5) days after the start of each month. An IPM Evaluation Form must be completed and turned in for approval prior to conducting any new chemical treatments or baiting programs.

C.6.1.8 Contracts and Subcontracts. The Contractor shall identify the use of subcontractor’s in the technical proposal and describe the work requirements for any subcontractor used during the term of this contract. Ten (10) days after contract award, the Contractor shall submit to the KO, copies of any contingent contracts or subcontracts, along with all required licenses, certifications and security clearances.

C.6.1.9 Equipment History Files. The Contractor shall maintain the history of work accomplished in the CMMS. All information shall be entered into the system within two hours of completion of work. The Government has access to this data at all times. The data is Government property and shall remain on-site upon completion or termination of this contract.

C.6.1.9.1 At a minimum, the data entered into the CMMS system shall contain labor man-hours, supplies, materials, findings and treatment methods used.

C.7 WORK OUTSIDE REGULAR WORKING HOURS

Unless otherwise specified, all firm fixed-price work shall be performed within the scheduled frequency of service during the Government's regular working hours. If the Contractor desires to work after regular working hours, Saturdays, Sundays, or holidays, the Contractor shall submit a request to the COR for approval five (5) working days before performing the work. However, any work that will cause safety concerns shall be performed after normal working hours.

C.8 CONTINUITY OF SERVICES

C.8.1 To insure continuity of essential services, the Contractor shall be prepared to fully commence work on the start date of this contract and should not assume that previous Contractor employees will be available to guide, direct or specifically orientate each Contractor employee.

As part of being fully ready to commence work, the Contractor shall be prepared to accept approximately two (2) backlogged service orders, as defined in the "DEFINITIONS" section on the contract start date. Work must be completed on all of these service orders within five (5) work days after the contract start date.

C.8.2 The Contractor shall recognize that services covered by this contract are vital to the Government's mission. Continuity of services must be maintained at the utmost proficiency, without interruption, by the Contractor throughout the entire term of the contract. To maintain these critical services the Contractor shall provide as part of their Technical Proposal a description of how the Contractor will ensure that each of the service requirements listed below will be continuously provided.

C.8.3 Quality Control Plan (QCP). The Contractor shall establish and maintain a Quality Control Program (QCP) in accordance with the FAR 52.212-4 (a) "INSPECTION/ ACCEPTANCE" clause, to ensure that the work performed under the contract conforms to contract requirements. The Contractor's QCP shall be submitted as part of their Technical Proposal. After contract award, the Contractor shall be required to submit their QCP to the COR ten (10) days after contract award.

C.8.3.1 The Contractor's QCP shall provide Contractor management with an effective and efficient means of identifying and correcting problems throughout the entire scope of operations.

C.8.3.2 The QCP shall be available for Government inspection and include:

C.8.3.2.1 A description of the Contractor's QC system. The system must cover all contract services, specify work to be inspected on either a scheduled or unscheduled basis, and describe how inspections are to be conducted.

C.8.3.2.2 The name(s) and qualifications of the individual(s) responsible for performing the QC inspections, and the extent of their authority.

C.8.3.2.3 Provisions for recording the results of inspections and for recording corrective action taken.

C.8.3.2.4 Provisions to update and revise the QCP during the performance of the contract.

C.8.3.2.5 A file of all QC inspections both performed and scheduled, inspection results, and dates and details of corrective actions taken shall be maintained by the Contractor through the term of this contract. The file shall be the property of the Government and made available to the COR during regular working hours. The file shall be turned over to the COR within three (3) days following completion or termination of this contract.

C.8.4 Contractor Phase-In Plan. Up to ten (10) days prior to the start of the contract, the Contractor will be allowed to bring his employees on-site to become familiar with the services covered by this contract. The purpose of this phase-in period is to allow the Contractor an opportunity to make necessary preparations to ensure uninterrupted performance at the start of this contract. The Contractor shall develop a phase-in plan for submittal to the KO as part of the Technical Proposal.

C.8.5 Schedule of Deductions. Schedule of Deduction is located in C.19.

C.9 INTERFACE WITH OTHER CONTRACTORS AND GOVERNMENT FORCES

Attention is invited to the fact that other Contractors and Government forces are engaged in other support services requiring close cooperation. The Contractor shall cooperate with all other Contractors and avoid conflicts with other Contractor's performance and work schedules.

In the event of conflicts with other Contractors that cannot be satisfactorily resolved, the matter shall be referred to the KO for decision. Such decisions shall be final, subject to right of appeal in accordance with the FAR 52.212-4(d) "DISPUTES" clause.

C.9.1 Pest Management Services for the exterior of the buildings and structures will be covered by the Grounds Maintenance Contractor to include exterior pest management control services (to include subterranean termites), application of pest control treatment, trapping of rodents and undesirable animals, removal of carcasses and treatment of plant disease. As part of the interior pest control plan, lockable rodent bait stations may be strategically placed on the exterior of the buildings.

C.9.2 There may be at times a concentrated effort on both interior and exterior pest management contractors to work together to control the exterior population of pests from reaching the interior of the buildings and structures. All types of pest reaching the interior of the buildings and structures will become the responsibility of the interior pest management contractor.

C.10 SERVICE ORDERS

Service orders are defined as unscheduled or scheduled maintenance or services, which are called in or received by the Facilities Support Desk from building occupants or generated by designated personnel. Service orders are brief in scope and do not usually require detailed job planning.

C.10.1. Service Order Reception.

C.10.1.1 During regular work hours. The Government will operate a Facilities Support Desk and receive all Service Order requests from 6:00 AM to 6:00 PM. The Government will classify calls as Routine, Urgent or Emergency. The Government will enter the customer request into CMMS including description of the problem, location, requestor's name, requestor's phone number, priority, unique/specific notes or instructions, and pre-defined shop code. After the request is saved, the system will assign a Service Order number, time/date stamp the call and calculate a time/date required for completion based on priority code. For all emergency service orders, the COR will fax or email a copy of the Service Order to the Contractor. The Contractor shall be required to provide an email address and fax telephone number for receipt of emergency service orders five (5) days after contract award.

C.10.1.2 After regular working hours. The Facilities Support Desk will receive Service Order requests via voice mail or e-mail. These requests will be entered into CMMS the following workday. Only Emergency Service Orders will be faxed or emailed to the contractor.

C.10.2 Service Order Classification.

C.10.2.1 Routine Calls. Service Orders will be classified by the COR as routine when the work does not qualify as an emergency or an urgent call.

C.10.2.2 Set Date Calls. The Contractor is advised that a portion of Service Orders may require services scheduled on a specific date or time for secure spaces requiring escort service in the HQC or CDC. This work may be performed Monday through Friday during regular working hours.

C.10.2.3 Urgent Calls. Service Orders will be classified by the COR as urgent when the work is deemed mission essential or when the work consists of failures in services which do not immediately endanger personnel, or threaten to damage property, or disrupt operations and/or training missions, but would soon inconvenience and affect the health or well being of personnel, damage property, or disrupt operations and/or training missions.

C.10.2.4 Emergency Calls. Service Orders will be classified by the COR as emergency when the work consists of service or correcting failures which constitute an immediate danger to personnel, compromise physical security, or threaten to damage property.

C.10.3 Response to Service Orders. The Contractor shall have adequate procedures for responding to Emergency Service Orders during the working day five (5) days a week, excluding weekends and holidays. All telephone calls shall be answered by an individual familiar with the Contractor's work control procedures and the terms and conditions of this contract. Service Orders shall be considered received by the Contractor at the time and date the telephone call is received by the Contractor or at the time and date the Service Order is emailed or faxed to the Contractor's office.

C.10.3.1 Routine Calls. The Contractor shall respond to Routine Service Orders within two (2) days and shall complete the work within the same day unless an extension is approved by the COR. Routine calls shall normally be accomplished during regular working hours; however, performance may be required by the Government outside regular working hours on specified dates. It may be necessary to perform follow ups on Routine Service Orders until there is no activity in the area.

C.10.3.1.1 Extension Request. The Contractor shall notify the COR when an extension is required. The Contractor shall follow-up in writing the request specifying the circumstances and providing justification to support the extension request. If work cannot be accomplished because of delay receiving material, the following information shall be provided; material type, purchase order number, supplier (phone number and point of contact), date ordered, date promised, estimated date of receipt and completion of work.

C.10.3.1.2 In addition to filing a time extension request, the Contractor shall also annotate the associated Service Order in the CMMS system with this information. The Contractor shall change the status of the call from Created to Released and complete "Journal Entries" for information such as material ordered dates. As more current information becomes available (e.g. materials are received), the Contractor shall update the status, notes and journal entries in the CMMS system to reflect this information.

C.10.3.2 Urgent Calls. During the regular work hours the contractor shall respond within four (4) hours to Urgent Service Orders. At a minimum, the Contractor shall work continuously and without interruption and shall arrest the urgent condition before departing the job site.

C.10.3.3 Emergency Calls. During regular working hours, the Contractor shall respond immediately to Emergency Service Orders. The Contractor shall respond immediately, but no later than one (1) hour. At a minimum, the Contractor shall work continuously and without interruption and shall arrest the emergency condition before departing the job site.

C.10.3.4 Follow-Up. The Contractor shall annotate on the service order in the CMMS any follow-up work to be scheduled within the next 5 working days to ascertain the effectiveness of the control efforts and continue consecutive visit follow-ups until control is achieved.

C.10.4 Completed Service Orders. Within two (2) hours after completion of each Service Order the Contractor's representative/technician shall sign the original Service Order ticket, return the original Service Order ticket to the COR and update the CMMS system with the following information:

C.10.4.1 Append the Service Order notes with a description of the work actually completed, names of the technician performing the work.

C.10.4.2 Enter labor information for labor hours expended.

C.10.4.3 Enter materials information for actual materials used.

C.10.4.4 Add journal entries to note the date and time work was started and date and time work was completed.

C.10.4.5 Change the status of the Service Order to closed.

C.10.5 Materials and Equipment. The Contractor shall maintain sufficient off-the-shelf materials and equipment on-hand to support Service Order work requirements. Lack of materials or equipment shall not relieve the Contractor from the requirement to complete Service Order work within the time limits specified above.

C.10.6 False Calls. The Contractor may respond to Service Orders and find that no work was necessary. The Contractor shall not receive any additional payment for false calls. The Service Order ticket shall be marked as a false call and return the Service Order ticket to the COR. The Contractor shall update the CMMS system with the following information:

C.10.6.1 Enter labor information using the CMMS time sheets for labor hours expended.

C.10.6.2 Add journal entries to note the…