DRAFT DOCUMENT

PERFORMANCE WORK STATEMENT -

Objective 4: Facilities Consulting, Management, Maintenance, Project Management, and Ancillary Repairs and Alteration Services

1.0 Facilities Management Requirements

The National Oceanic and Atmospheric Administration (NOAA) Geophysical Fluid Dynamics Laboratory (GFDL) requires comprehensive, performance-based facilities management, engineering, maintenance, high-performance computing (HPC) data center support, and project planning services. The primary objective is to maintain continuous, safe, reliable, and highly efficient operation of the GFDL complex—including office space, supercomputing data center environments, mechanical/electrical infrastructure, and auxiliary support structures—to ensure uninterrupted mission performance.

2.0 Scope of Work

The Contractor shall provide all management, supervision, labor, tools, equipment, materials, and technical capability necessary to deliver performance-based facility operations and maintenance. The scope encompasses:

1. Full operational management and routine/preventative maintenance of the GFDL physical complex (main office building, computer building, corridors, and associated grounds).

2. Operational oversight, environmental control, and infrastructure monitoring for high-performance computing (HPC) data center facilities.

3. Comprehensive facility planning, market research, scope development, independent cost estimation, and technical evaluation support for minor (<$150,000) and major (≥$150,000) capital improvements.

4. Administration of the Computerized Maintenance Management System (CMMS), real-time asset inventory updates, and complete engineering documentation lifecycle management.

3.0 Performance Requirements and Tasks

3.1 Facility Operations and Environmental Maintenance

The Contractor shall operate and maintain all facility mechanical, electrical, plumbing, boiler, chiller, and HVAC systems to ensure complete system reliability, occupant safety, and strict regulatory compliance. DRAFT

1. Indoor Environmental Control: Maintain environmental conditions, airflow, and heating/cooling parameters across office and equipment spaces in accordance with standard operating criteria. Diagnose operational trouble tickets and implement prompt corrective actions.

2. Boiler, Chiller, and Generator Maintenance and Compliance: Maintain, prepare, and coordinate annual inspections and permitting renewals for all six (6) boilers, three (3) chillers, and two (2) generators. Prepare and submit complete air emissions renewal documentation for the boilers and two (2) diesel standby generators to the COR within ten

(10) calendar days of state submission.

3. Emergency Facilities Response: Provide on-site technical response within five (5) minutes during designated core hours (0930–1100 and 1330–1500) for facility emergencies, including climate control failures, water/roof leaks, drain clogs, electrical faults, and life-safety alarms.

4. Help Desk Requests: Complete standard customer maintenance and repair work orders submitted through GFDL's electronic Help Desk within five (5) business days, or provide a detailed written extension request and justification to the COR.

5. Site Maintenance Oversight: Coordinate and oversee recurring facility services, including fire suppression, elevators, grounds, and snow removal, ensuring work meets or exceeds relevant industry quality standards.

3.2 Preventative Maintenance and Operations (O&M)

The Contractor shall utilize a Computerized Maintenance Management System (CMMS) to track work orders and inventory, striving to resolve "Urgent" tickets within five (5) business days. The scope includes oversight of boilers, chillers, cooling towers, electrical generators, and building automation systems. Specific tasks include annual certification of Lochinvar Condensing Boilers and multi-stage fuel polishing for generators. Pest control shall prioritize targeted bait systems;

fogging requires prior COR approval.

1. CMMS Word Orders: Utilize a Computerized Maintenance Management System (CMMS) to track work orders, manage backlog, and track supply inventory. Strive to resolve customer "Urgent" help desk tickets within five (5) business days.

2. Equipment Operation: Oversee the safe operation of boilers, chillers, cooling towers, electrical generators, and building automation systems. Maintain the mechanical/electrical inventory, updating the CMMS within ten (10) days of any equipment changes.

3. Generator Fuel Polishing and Top Off: Perform annual, multi-stage fuel polishing on both GFDL generators (4,000 gallons total) to eliminate microbial contamination and water. Top off #1 and #2 diesel fuel mixtures as required for seasonal viscosity; top off fule levels following periodic testing.

4. Boiler Maintenance and Annual Certification: Inspect, test, and certify six (6) Lochinvar Condensing Boilers annually per state/local ordinances.

5. Pest Control: Utilize targeted bait systems as the primary defense against pests.

Fogging requires prior COR approval. DRAFT

Bidders shall include an escalating $20,000 per year allowance for Generator Fuel Polishing, Diesel Fuel, Pest Control, and Boiler Maintenance and an escalating $40,000 per year allowance for Maintenance Supplies and Services Allowance.

3.3 Data Center Facility Infrastructure Management

The Contractor shall ensure high-availability operations for the HPC data center, providing rapid response (within 5 minutes during core hours) to emergencies involving climate control, VESDA alarms, or power loss. Record and benchmark energy consumption using the EPA’s Energy Star Portfolio Manager.

1. Maintain continuous monitoring of environmental conditions (temperature, humidity), fire detection systems, and electrical/power supply stability.

2. Track and record monthly electric and gas consumption and submit utility analysis report using EPA Energy Star Portfolio Manager.

3. Participate in Configuration Management meetings and coordinate site planning and implement necessary modifications for high-performance computing system upgrades.

3.4 Facility Planning, Project Support, and Technical Records

The Contractor shall support facility capability planning and record keeping.

1. Annual Facility Project Plan: Prepare and submit an annual prioritized project planning document categorizing minor (<$250,000) and major (≥$250,000) facility improvements, accompanied by detailed Cost Estimates (CE), market research, and system impact analyses.

2. CMMS & Asset Inventory Management: Maintain an up-to-date equipment inventory.

Update the Computerized Maintenance Management System (CMMS) database and asset inventory within ten (10) calendar days of any equipment modification, replacement, or deletion.

3. Historical Documentation: Maintain comprehensive historical as-built drawings, blueprints, warranties, and maintenance records for all mechanical, electrical, and structural systems across the complex.

4.0 Personnel Qualifications

The Contractor shall ensure all personnel maintain appropriate professional certifications and experience levels relevant to high-performance computing facilities and multi-story complex management.

1. Senior Facility Manager / Expert Consultant: Minimum 8 years of facilities management experience overseeing multi-story commercial and supercomputing data center environments. Relevant certifications (e.g., Certified Facility Manager [CFM] by IFMA, Certified Construction Contract Administrator [CCNA] by CSI) preferred.

2. Data Center Facility Manager: Specialized experience in supercomputing/HPC facility environment controls, power distribution, and chilled water plants exceeding 1,000 tons DRAFT capacity.

3. Maintenance Mechanics: Experienced in multi-story commercial building operations

(>50,000 sq ft), HVAC controls, plumbing, and boiler/chiller operations in compliance with local asbestos and safety regulations.

5.0 General Requirements and Governance

1. Core Hours & Security: Core working hours are 0830 to 1700, Monday through Friday.

Work performed is subject to CAR Clause 1352.237-70 (Security Processing – High/Moderate Risk) and the Service Contract Act.

2. Key Control: Contractor maintains strict control over complex keying systems. Duplication of keys without written approval is prohibited. Lost master keys shall result in complex-wide rekeying at Contractor expense.

3. Contractual Administration Limitations: The Contractor provides advisory, technical escort, and coordination support for third-party facility vendors. The Contractor possesses no authority to administer, modify, or direct Government-issued contracts, accept or reject deliverables on behalf of the Government, or obligate Government funds.

6.0 Ancillary Maintenance, Repair, and Alteration Services (CLIN 0002) Minor building alterations and trade services (carpentry, electrical, plumbing, masonry, welding) are covered under CLIN 0002..Work under CLIN 0002 falls under CAR Clause 1352.237-71 (Low Risk) and is subject to the Davis-Bacon Act. This CLIN covers minor building alterations, equipment accommodations, and trade services (e.g., carpentry, masonry, electrical, plumbing, welding).

Ancillary Repair and Alteration Services are for minor building alterations to accommodate new equipment, furniture, office layout, or computer purchases into an existing space or to make repairs to existing space, electrical, plumbing, HVAC, or otherwise existing systems. Any work shall be in strict accordance with “Building Standards” and OSHA Regulations. Work shall meet all applicable building codes, including but not limited to egress and fire safety standards. Work shall have no impact on historical preservation elements or historical zones.

The Contractor shall be capable of providing, as needed, trade services, including, but not limited to: Carpenter; Mason/Concrete Finisher; Drywall Hanger; Electrician; Floor Laying Tile/Carpet; Fire Sprinkler Fitter; Glazier; Ironworker; Laborer; Landscaper; Mechanical Insulator; Painter; Plumber; Pipefitter; Roofer; Sheet Metal Worker; Tree Trimmer; Welder.

The services that fall under the requirements of Line Item 0001, Facilities Management and Maintenance may not be billed against the Ancillary Repair and Alteration Services, Line Item 0002. As individual projects occur, the Contractor is required to make requests in advance in writing and receive approval from the COR or CO, depending upon the dollar amount, to utilize the Ancillary Repair and Alteration Services Line Item. The Contractor’s written request shall include the following: (1) Summary of the work to be completed (e.g. - Specification, Statement of Work, or Design, etc.), (2) Schedule, (3) Cost estimate with a breakout of direct labor, other DRAFT direct costs (e.g. materials, subcontractors, etc.), other direct costs, and profit for these services, and (4) if Subcontracting, see potential certification requirements in 52.209-6(d). Documentation shall be submitted for review on projects $2,000 or less no later than seven (7) calendar days before work is scheduled. The Contractor shall not proceed until written approval is received for the work.

For repairs of $2,000.00 or less, the COR may approve the repairs if they appear to be fair and reasonable and shall be paid by way of a Government Purchase Card. For any repairs over $2,000.00, the CO shall approve the repairs. To expedite this process, the Contractor shall submit at least three quotes with their written request to the CO (at least two quotes shall be from outside vendors). The COR and CO shall provide a project assignment number for each project for tracking and invoice purposes. The Contractor shall invoice each project assignment number separately.

For individual projects that are approved through the COR that are $2,000.00 or less, the clauses mentioned below are not applicable. For any projects approved over $2,000.00, the following FAR Clauses are applicable. These clauses are ONLY applicable to work performed against Ancillary Repairs and Alterations, Contract Line Item 0002. If other clauses in the contract conflict with these clauses, the clauses below take precedent:

6.1 Approval Thresholds and Process

● Services covered under routine O&M (CLIN 0001) shall not be billed to CLIN 0002.

● Projects ≤ $2,000: Require advance written request submitted to the COR at least seven (7) days prior to work. Paid via Government Purchase Card.

● Projects > $2,000: Require advance CO approval. The Contractor must submit a detailed cost estimate (labor, materials, profit) accompanied by at least three (3) quotes (minimum two from outside vendors).

6.2 Required Trade Services: The Contractor shall maintain the capability to provide tradesmen including, but not limited to: Carpenter, Electrician, Plumber, Sheet Metal Worker, Roofer, Mason, Welder, and Landscaper.

7.0 Deliverables Schedule

All formal deliverables shall be submitted to the Contracting Officer (CO) and COR as specified below.

Deliverable Frequency / Due Date

Format Recipient

Monthly Progress Report

5th business day of each month

Electronic (PDF / Word)

COR

Sanitized Facilities Monthly (posted to PDF COR / Intranet DRAFT

Deliverable Frequency / Due Date

Format Recipient

Report GFDL Intranet) Administrator

Annual Facility Project Planning Document

Annually (60 days prior to contract year end)

Electronic Document with CEs

CO / COR

Permit Reports Within 10 days of state submission

Electronic Copy COR

Asset Inventory Audit Update

Annually & within 10 days of system changes

CMMS /

Spreadsheet

COR

8.0 Performance Standards and Quality Assurance

The Contractor’s performance under this PWS will be measured against the following standards. Failure to meet the Acceptable Quality Level (AQL) may result in rework or reduced payment per FAR 52.246-4.

Required Service Performance Standard Acceptable Quality Level

(AQL)

Emergency Facilities Response (Climate, power, leaks, safety)

On-site response within 5 minutes during core hours (0930-1100, 1330-1500).

98% Compliance per quarter

Routine Work Orders / Ticketing

Complete standard help desk work orders within 5 business days or provide written COR justification.

90% Completion within standard timeframe

Inventory & CMMS Timeliness

Update asset inventory and CMMS within 10 calendar days of physical/system equipment change.

100% Accuracy and Compliance

Regulatory Compliance & Permits

Provide air quality permit documentation within 10 days of state submission.

100% Compliance DRAFT

Required Service Performance Standard Acceptable Quality Level

(AQL)

Key Control & Security

Zero unauthorized duplication of keys;

complete physical key log compliance.

100% Compliance

Generator Fuel Polishing and Top Off

Perform annual, multi-stage fuel polishing and periodic fuel top-off for two one-megawatt diesel electric standby generators

100% Compliance

Boiler Maintenance and Annual Certification

Maintain, inspect, test, and certify six (6) Lochinvar Condensing Boilers annually

100% Compliance

Pest Control Provide targeted bait systems, spraying, and other treatments as necessary throughout the year to prevent and address pest control

100% Compliance

Ancillary Services

(CLIN 0002)

Follow submission/approval processes (7 days for <$2K projects, CO approval for >$2K).

100% procedural compliance

DRAFT