Covington PWS 7-14-10.pdf

TIRMS-10-R-00006

Performance Work Statement, Cincinnati Service Center

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PERFORMANCE WORK STATEMENT (PWS)

FACILITIES OPERATIONS AND MAINTENANCE

FY2011

TABLE OF CONTENTS

1. INTRODUCTION

1.1 Objective

1.2 Code or Requirement Conflict

1.3 Definitions, Regulations, and References

1.4 Notifications of Deductions under Quality Assurance Surveillance Plan (QASP)

1.5 Proposal Minimum Requirements

1.6 Deliverables Required after Award

2. SCOPE OF WORK………………………………………………………………………………………8

2.1 Description of Services

2.2 Phase-in Period…………...….…………………………….………………………………….8

2.2.1 Phase-In Planning/Staffing

2.2.2 Existing Deficiencies Inspection

2.2.2.1 Inspection Process

2.2.2.2 Equipment Disassembly/Reassembly for Inspection Purposes

2.2.2.3 Inspection Documentation (Existing Deficiency Report)……

2.2.2.4 Correction of Deficiencies

2.2.3 Responsibility for Normal Operations and Maintenance

2.2.4 Quality Control Plan (QCP)

2.2.4.1 Inspection System

2.2.4.2 QCP Personnel

2.2.4.3 Annual Executive Quality Control (QC) Inspection

2.2.4.4 QCP Documentation

2.3 Basic Services

2.4 Additional Services

3.BASIC SERVICES

3.1 Facility Operations

3.1.1 Building Operations Plan (BOP)

3.1.2 Instructions

3.1.3 Facility Temperature

3.1.4 Equipment Checks (Building Tours)

3.1.5 System Equipment Configuration, Set Points, and Operating Parameters

3.1.6 Snow Removal and Ice Abatement

3.1.7 Maintain Equipment Rooms and Contractor Spaces

3.1.8 Painting and Corrosion Control

3.1.9 Read Utility Meters

3.1.10 Equipment Condition Report

3.1.11 Energy Conservation

3.1.12 Lamps and Ballasts

3.1.13 Demand Response Programs

3.1.14 Water Conservation

3.2 Building Systems Water Treatment

3.2.1 Water Treatment Program

3.2.2 Other Water Treatment Checks

3.2.3 Chemicals

3.2.4 Other Water Inspections

3.3 Service Calls………………………..…….………………………………………………

3.3.1 General Service Call Requirements

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3.3.2 Service Call Reception

3.3.2.1 Service Call Reception During Regular Work Hours

3.3.2.2 Service Call Reception After Regular Work Hours

3.3.3 Service Call Classification, Response, and Completion

3.3.3.1 Emergency Service Calls

3.3.3.2 Hot/Cold Calls

3.3.3.3 Urgent Service Calls

3.3.3.4 Routine Service Calls

3.3.3.5 Utility Time Service Calls (UTSC)

3.3.3.6 Service Call Deferrals

3.3.4 Service Calls with Costs Greater than $3,000

3.3.5 Materials, Equipment, and Critical Spares

3.3.6 Repair Standards

3.3.7 Damages Caused by Acts of God

3.3.8 Technical Assistance

3.3.9 Service Call Database

3.4 Preventive Maintenance (PM) and Certification

3.4.1 Preventive Maintenance (PM)

3.4.2 Preventive Maintenance Performance and Scheduling

3.4.3 Changes in Equipment Inventory

3.4.4 PM Documentation

3.4.5 Equipment Identification Numbers (ID)

3.4.6 Certification Inspection and Testing

3.4.7 Certification Test Schedules

3.4.8 Infrared Testing

3.4.9 Control Systems

3.4.10 Oil Analysis and Oil Changes

3.4.10.1 Periodic Oil Analysis

3.4.10.2 Non-Destructive Chiller Tube Analysis

3.5 Personnel Requirements

3.5.1 On-Site Project Manager

3.5.1.1 On-Site Computerized Maintenance Management System (CMMS) Administrator

3.5.2 On-Site Shift Supervisors

3.5.3 Electricians

3.5.4 HVAC Mechanic

3.5.5 Maintenance Mechanic

3.5.6 Specialized Equipment Maintenance

3.6 On-Site Hours of Operation

3.7 Safety

3.7.1 General

3.7.2 Scheduling and Recordkeeping

3.7.3 Body Fluid Spills

3.7.4 [Reserved]

3.7.5 [Reserved]

3.7.6 Facility Hazards

3.7.7 Electrical Safety

3.7.8 Lock-Out/Tag-Out

3.7.9 Confined Spaces

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3.7.10 Boiler/Pressure Vessel Operation and Inspection Standards

3.7.11 Backflow Prevention Devices

3.7.12 Potable Water Systems

3.7.13 Occupational Safety and Health Administration (OSHA) Program

3.7.14 OSHA Inspections

3.7.15 Hazardous Communication Program

3.8 Security

3.8.1 Site Access and Clearances

3.8.1.1 Full Time and Frequent On-Site Access

3.8.1.2 Infrequent and Intermittent Access

3.8.2 Badges

3.8.3 Facility Security

3.9 Environmental Requirements …………...………...………………………………………… 43

3.9.1 Hazardous Waste Management

3.9.1.1 Less-than-30-Day Accumulation Site

3.9.1.2 Hazardous Waste Disposal

3.9.1.3 Spill Reporting

3.9.2 Environmental Inspections

3.9.3 General Trash

3.9.4 Recyclables

3.9.5 Air Emissions

3.9.5.1 Refrigerants

3.9.5.1.1 Inventory of Refrigerants………………………..………………………………...……45

3.9.5.1.2 Reclamation of Refrigerants……………….……………………………………...……45

3.9.5.1.3 Accountability for Refrigerants…………….…………………………………...……...45

3.9.6 Hazardous Materials Management

3.9.6.1 Emergency Planning and Community Right-to-Know Act (EPCRA)

3.9.6.2 Hazardous Materials Storage

3.9.7 Environmental Compliance

3.9.8 Asbestos Containing Materials (ACM)

3.9.8.1 Repairs Where ACM is Present

3.9.8.2 ACM Removal Standards

3.9.8.3 ACM Removal Documentation

3.9.8.4 Coordination and Reporting

3.9.9 Air Quality Management District (AQMD) Operating Permits

3.9.10 Reserved

3.9.11 Polychlorinated Biphenyl (PCB) Control

3.9.12 Water Pollution Prevention……….……………………………………………………….48

3.9.13 Sustainable Building……….……………………………………………………..……….48

3.9.14 Green Purchasing………………..………………………………………………..……….48

3.10 [Reserved]

3.11 [Reserved]

3.12 Government Quality Assurance Surveillance Plan

3.13 Contingency Plans

3.14 Required Reports and Submittals

3.15 Partnering

3.16 Warranties

3.17 Computerized Maintenance Management Systems (CMMS)

3.18 As-Built Drawings

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3.19 Work Performance, Coordination and Scheduling

3.19.1 Routine Work Coordination

3.19.2 Facility Outages Coordination

4. ADDITIONAL SERVICES (INDEFINITE DELIVERY INDEFINITE QUANTITY WORK

[IDIQ])

4.1 Types of Additional Services

4.1.1 Repair Requirements (Service Call Work) exceeding $3,000

4.1.2 Correction of Deficiencies Identified During the Phase-In Inspection

4.1.3 New Project Work

4.1.4 Snow Hauling

4.2 Proposals for Additional Services

4.3 Cost Proposals

4.3.1 Labor Hours and Cost Estimate

4.3.2 Material Estimates

4.3.3 Specialized Equipment Rental Estimates

4.3.4 Sub-Contractor Work

4.4 Consequences of Failure to Provide Cost Proposals

4.5 Establishing Final Price and Schedule for Task-Orders

4.6 Changes to the Scope of Work in Task Order

4.7 Reports

5. GOVERNMENT FURNISHED ITEMS

5.1 Government Furnished Space

5.1.1 Keys to Government Facilities

5.1.2 Authorized Use and Access to Spaces

5.1.3 Technical Publications

5.2 Government Furnished Materials (GFM)

5.3 Government Furnished Equipment

5.3.1 Office Furnishing, Minor Tools, and Shop Fixtures

5.3.2 Use of Government Property

5.3.3 Computers

5.4 Government Provided Services

5.4.1 Utilities

5.4.2 Fuels……………

5.4.3 Housekeeping Services

5.4.4 Grounds Maintenance and Refuse Removal

5.4.5 Security and Fire Protection

6. CONTRACTOR PROVIDED ITEMS

6.1 Materials

6.2 Communication Equipment

6.3 Drawings

6.4 Personal Protective Equipment

6.5 Uniforms

6.6 Warranty of Services

7. CONTRACT PHASE-OUT

7.1 Phase-Out

7.1.1 Contract Phase-Out Inspection

7.1.1.1 Inspection Documentation

7.1.1.2 Deficiency Correction

8. SPECIAL PROVISIONS

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LIST OF TECHNICAL EXHIBITS

Technical Exhibit Number

Title of Technical Exhibit File Name

TE-1 General Location and Site Information TE-2 Facility Components And Equipment TE-3 PM Inventory Criteria TE-4 GSAPM Guide Cards TE-5 Equipment PM List TE-6 Required Submittals and Reports TE-7 Government Furnished Items by location to be included in the contract

TE-8 Glossary of Terminology TE-9 Applicable Regulations and References TE-10 Infrared Testing Requirements TE-11 Certification Requirements TE-12 Non-Conformance Notification for

Rework

SECTION C: DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. INTRODUCTION

1.1 Objective

The objective of this Performance Work Statement is to obtain contract services stated herein for facility operations and preventive maintenance, together with repair services for buildings, structures and building equipment at U.S. Department of Treasury, Internal Revenue Service (IRS) Campus located in Covington, KY are performed with the utmost reliability to minimize any negative impacts on critical building systems which could adversely affect the IRS’s mission at the contracted location. Moreover, the objective is to ensure no unscheduled building systems outages on critical building systems which affect IRS operations. The specific location, mission, facility size, building population and other relative data are shown in Technical Exhibit TE-1.

1.2 Code or Requirement Conflict

Throughout this PWS there are references to applicable codes or requirements. These references are for informational purposes to assist in the definition of services to be provided by, or expectations of the Contractor. The Contractor is expected to be knowledgeable of all applicable local, State and Federal requirements associated with the performance of their contract responsibilities together with related industry best practices.

In the event of a conflict between the requirements of local, State or Federal requirements, or a conflict between this PWS and the local, State or Federal requirements

PWS Page 6 and/or industry best practices, the most stringent requirement shall apply. The Contractor must comply with the provisions of Executive Order 13423 with respect to the operation of government-owned facilities and vehicles.

1.3 Definitions, Regulations, and References

The definitions and acronyms associated with this solicitation are shown at Technical Exhibit TE-8. The regulations and references associated with this solicitation are shown at Technical Exhibit TE-9. Contractor shall familiarize itself with definitions, regulations, and references and seek interpretations from the CO if needed. Throughout the PWS, the term “Contractor” is used to reference the successful Offeror in the performance of the duties as described in this PWS.

1.4 Notification of Deductions under Quality Assurance Surveillance Plan (QASP) Contractor is hereby notified that failure to comply with any and all duties contained herein or provided for under applicable laws may result in deductions under the QASP.

Contractor shall familiarize itself with the QASP and direct any and all questions regarding the QASP to the Contracting Officer’s Technical Representative (COTR).

1.5 Proposal Requirements for evaluation within Staffing Plan

CONTRACTOR IS REQUIRED TO SUBMIT THE FOLLOWING IN ITS

PROPOSAL TO THE GOVERNMENT’S SOLICITATION:

A. 3.5 & 3.6 Personnel Requirements;

B. 2.2.1 Phase In-Plan;

1.6 Post Award Submittals

A. 2.2.4 Quality Control Plan (QCP);

B. 3.1.1 Building Operations Plan (BOP);

C. 3.2 Building Systems Water Treatment – Water Treatment Plan;

D. 3.3 Service Calls – Service Call Plan;

E. 3.4 Preventative Maintenance – Preventative Maintenance Plan;

F. 3.13 Contingency Plans; and, G. 7.1 Phase-Out Plan

CONTRACTOR ASSUMES ALL RESPONSIBILITY FOR MEETING THE

RESPONSE REQUIREMENTS OF THE SOLICITATION AND SHALL

FAMILIARIZE ITSELF WITH THE SOLICITATION PRIOR TO SUBMITTING

ANY PROPOSAL.

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2. SCOPE OF WORK

2.1 Description of Services

The Contractor shall provide all management, supervision, labor, materials, supplies, repairs, maintenance, parts, tools and equipment and shall plan, schedule, coordinate and ensure completion of all contract requirements specified herein at Internal Revenue Services (IRS) facilities at U.S. Department of Treasury, Internal Revenue Service (IRS) Campus located in Covington, KY, Specific facility equipment and building systems included in this contract are shown in Technical Exhibit TE-2 for Facility Components and Equipment (contract covered systems and infrastructure components requiring operations, service calls and service call repairs, etc..) and Technical Exhibit TE-5 depicting Building Equipment PM requirements for each site (equipment requiring PM performed on a scheduled basis). The Contractor shall be fully responsible for the operation, repairs, scheduled preventive maintenance and equipment certifications necessary to effectively operate and maintain all building equipment and systems as listed in this contract. The Contractor shall also provide additional services as Indefinite Delivery Indefinite Quantity (IDIQ) building/equipment repair services, new work, snow hauling services, and phase-in deficiency correction.

The Contractor shall be required to operate the facilities covered by this contract during all emergency situations such as fires, spills, accident and rescue operations, strikes, civil disturbances, natural disasters and the like. The contract Project Manager and his designated staff shall become thoroughly familiar with the IRS Occupancy Emergency Plan (OEP) at each site. Participation in the IRS OEP shall be mandatory during the event of a related emergency situation regardless of the time of occurrence. The Contractor shall be responsible to support the OEP during an actual emergency or any associated preparatory drills, by performing specific actions as required by the Contracting Officer’s Technical Representative (COTR) as part of the basic services (fixed price) portion of this contract.

2.2 Phase-in Period

2.2.1 Phase-In Planning/Staffing

The incoming Contractor shall submit a Phase-in Plan with their proposal that is in sufficient detail to identify all phase-in actions. Documentation and staffing proposed to prepare the workforce to assume full operations on the first full operational performance day of contract performance. During the sixty (60)-day Phase-in Period, the following Contractor personnel shall be on-site to observe all operations pertinent to the contract requirements for the minimum time shown in the chart below. The phase-in work and observations include observations of office functions, procedures, and operations, repair/maintenance operations, and any other operations as deemed necessary by the Contractor in consultation with the COTR. This will enable Contractor personnel to become both knowledgeable in, and familiar with, their assigned areas of responsibility.

The following positions shall be staffed and the individuals shall be on-site prior to the contract start date as follows:

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Person Performing the Function Of

Calendar Days Prior to Full Operational Start

(Days)

Project Manager

CMMS Administrator

Supervisors (foreman level) 30

Electrician 30

HVAC Mechanic 30

Maintenance Mechanic 15

During the Phase-in Period, the incoming Contractor shall become familiar with the Government furnished CMMS (Archibus). Any deficiencies discovered in the CMMS during the Phase-in Period shall be brought to the attention of the COTR immediately.

The COTR may initiate action to issue an IDIQ Task-Order to have the Contractor make all necessary CMMS hardware and software repairs that may be required in accordance with Sub-Paragraph 4.1 of the contract. The Contractor shall train their personnel on the CMMS and perform any required data entry and user defined reports for a completely functional system capable of meeting preventive maintenance, Service Calls, and all other related contract requirements during the sixty (60)-day Phase-in Period. This system shall be inspected during the initial on-site, joint Existing Deficiency Inspection, and all deficiencies shall be jointly identified. Repairs and corrective actions shall be handled in accordance with the procedures outlined below for all other repairs identified as part of the Existing Deficiency Report. All deficiencies on this system that are identified shall be corrected before the contract performance period begins. See 2.2.2.4.

2.2.2 Existing Deficiencies Inspection

The purpose of this inspection shall be to discover and to document any existing deficiencies that may exist in the equipment and systems covered by this contract prior to contract start date. A deficiency is defined as any condition, excluding PM (all PM is covered in the Basic Services portion of this contract) that requires repairs costing more than $500, including materials and labor (up to the order limitation of $500,000). The incoming Contractor shall be reimbursed for all costs over $500 per individual repair task. If during the course of the inspection process a condition is observed that the Contractor contends is a deficiency but the Government contends is not a deficiency, the Contracting Officer will make the final determination. Any disputed deficiency shall be identified in the report. The Government reserves the right to issue Service Calls as part of the Basic Services for the correction of any existing condition with a cost of less than $500 in labor and materials. The Contractor shall provide a monthly report updating the

PWS Page 9 status of each deficiency discovered during the existing phase-in inspection until all deficiencies are corrected and inspected and accepted by the Government.

2.2.2.1 Inspection Process

The incoming Contractor or his designee(s) and the IRS CO/COTR shall together make a complete and systematic initial inspection of all buildings and systems to be maintained under the terms of this contract on a mutually agreeable date during the last fifteen (15) days of the Phase-in Period. This inspection will include but is not limited to all mechanical, electrical, plumbing and utility systems and equipment, windows, doors and any other system or structural features requiring maintenance and repair under the requirements of this contract.

2.2.2.2 Equipment Disassembly/Reassembly for Inspection Purposes

If during the inspection, the Contractor wishes to disassemble a piece of equipment in order to inspect its internal condition, the COTR shall be notified and arrangements made in order to accommodate the Contractor. Any such internal inspection of equipment items or systems shall be accomplished solely at the Contractor's expense. If during the disassembly or re-assembly of such an equipment item or system any damage is done to the equipment, system, or auxiliary equipment/piping/controls/etc., such damage shall be repaired at the Contractor's expense and the item or system returned to its pre-disassembled condition. If any deficiencies are noted during the performance of such an internal inspection, the deficiencies shall be appropriately noted on the inspection report and the equipment item reassembled to its pre-disassembled condition at the Contractor's expense.

2.2.2.3 Inspection Documentation (Existing Deficiency Report)

The incoming Contractor or his/her designee(s) and the COTR shall prepare an Existing Deficiency Report jointly while the inspection is being conducted. The Contractor shall be responsible for providing the COTR with a final signed report in a format approved by the COTR. The final report shall list all deficiencies noted during the joint inspection.

Each individual deficiency shall be listed separately with an associated estimated cost to abate each deficiency. Each deficiency line item completed shall be initialed by the aforesaid representatives of both parties and each party shall retain one executed copy.

The Contractor shall prepare and submit to the COTR a copy of the Existing Deficiency Report with an attached listing of the repairs needed to correct each deficiency within fourteen (14) calendar days of the Existing Deficiencies Inspection. The list shall include the Contractor's estimated price including but not limited to labor, materials, and/or subcontract costs for correcting each deficiency. However, the COTR may require the Contractor to provide individual cost proposals on repairs that are deemed by the COTR to be urgent in nature within 24 hours of completion of the joint inspection. All prices shall remain firm for a period of sixty (60) calendar days after submission.

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2.2.2.4 Correction of Deficiencies

The Government may order corrections of existing repair deficiencies estimated to cost over $500 per individual repair (discovered during the phase-in), as additional work as described in Additional Services (Paragraph 4.1.2). The Government may elect to have any or all of this work performed by Contractor at the price quoted as IDIQ Task-Orders or by other Contractors or other means. The Contractor shall provide a monthly update report to the COTR on the status of all cited deficiencies until such time as all deficiencies have been abated.

2.2.3 Responsibility for Normal Operations and Maintenance

The Contractor shall assume full responsibility for normal operations and maintenance of all building systems and equipment whether they are included on the deficiency report or not at the beginning of the base performance period. The Contractor shall immediately bring to the attention of the COTR during the joint inspection any systems or equipment that are considered inoperable and thus deemed impossible for which to provide normal operations and maintenance. Subsequently, when the Government has corrected an inoperable deficiency listed in the Existing Deficiency Report, the Contractor shall assume full responsibility for the equipment. Any and all deficiencies that are discovered after the contract start date shall be assumed to be conditions that developed after the contract start date and therefore, shall not be deemed "pre-existing" conditions;

therefore, the Contractor shall be responsible for all such repairs in accordance with this PWS. Nothing in this Existing Deficiency requirement shall be construed as diminishing the obligations imposed by this contract upon the Contractor to operate any deficient item to the maximum extent operable or to maintain any such item until such time as the Government corrects the deficiency.

2.2.4 Quality Control Plan (QCP)

The Contractor shall establish a Quality Control Plan (QCP) to assure that all contract requirements are satisfied as specified. The Contractor shall submit a copy of their QCP within 10 days after contract award. The QCP shall be a proactive plan for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. The Contractor shall conduct an annual review and update its QCP to reflect all changing quality control issues that need to be addressed.

2.2.4.1 Inspection System

The Contractor shall maintain an up-to-date QCP throughout the term of this contract that is acceptable to the COTR. The program shall include but is not limited to an inspection system tailored to the specific building(s) and equipment covered under the terms of this contract and covering all services specified herein. The Contractor shall implement a monthly inspection process.

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2.2.4.2 QCP Personnel

During the Phase-in Period, the Contractor shall identify all on-site personnel who will be performing routine QCP inspections by name, title, and type of inspection each is authorized to perform. All QCP inspections shall be performed by supervisory personnel or work leaders.

2.2.4.3 Annual Executive Quality Control (QC) Inspection

The Contractor shall perform annual Quality Control Inspections of the Contractor’s operations each year. Each annual QC inspection shall be performed by a program manager at least one level above the on-site project manager. A report of the findings from the program manager shall be provided to the COTR along with proposed corrective actions not later than fifteen (15) days after completion of each inspection.

2.2.4.4 QCP Documentation

A local file of all inspections conducted by the on-site Contractor personnel including corrective action taken shall be maintained on-site by the Contractor throughout the term of this contract. A hard and electronic copy of all QCP inspection reports shall be submitted to the COTR upon request.

2.3 Basic Services

The Basic Services portion of this requirement is addressed beginning at Paragraph 3.

2.4 Additional Services

The Additional Services portion of this requirement is addressed beginning at Paragraph 4.

2.5 Phase-out Period

The Phase-out Period portion of this requirement is addressed beginning at Paragraph 7.

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Basic Services/Additional Services (IDIQ)

Work Category Basic

Services IDIQ Facility Operations Services, (Paragraph 3) including but not limited to BOP. (Paragraph 3.1.1), Water treatment (Paragraph 3.2), all service calls less than $3,000. (3.3)

X

The first $3,000 in labor, materials and/or subcontract costs associated with each service call.

X

Preventive Maintenance and Certification services. (Paragraph 3.4)

X

Phase-In inspection corrections up to $500 each. X All costs exceeding $3,000 in labor, material and/or subcontract costs associated with each service call up to a maximum order limitation of $500,000.

(Paragraph 4.1.1)

X

Phase-In Inspection Deficiency Corrections exceeding $3,000 up to the

(Paragraph 4.1.2)

All labor and materials associated with New Project Work from $0 to a

(Paragraph 4.1.3)

Phase-In Inspection Deficiency Corrections exceeding $500 up to $3,000. (Paragraph 4.1.2)

3. BASIC SERVICES

Contractor shall:

A. Operate the facility;

B. Perform all Service Calls and repairs initiated by the Government as Service Calls;

C. Perform Preventive Maintenance and equipment certification and infrared testing;

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D. Provide the staffing required; and, E. Perform project planning and proposal development activities and cost estimating of all IDIQ work requested by the Government (described in Paragraph 4).

3.1 Facility Operations.

The Contractor shall provide all services to operate the facilities as described below.

3.1.1 Building Operations Plan (BOP)

The Contractor shall prepare and successfully implement a building operating plan (BOP) for each facility at each site based on the building equipment inventory and the particular IRS customers’ operational needs. The BOP shall address both heating and cooling operations. All energy intense equipment (equipment exceeding 5 horse power) shall be separately identified in the BOP by the equipment identification number (ID #) and an operational plan shall be established so all equipment is operated in the most energy efficient manner possible taking into consideration indoor temperatures and outside weather conditions during all operational seasons. The BOP shall be furnished to the COTR not later than 10 days after contract award. The government may suspend all contract payments until a satisfactory plan is submitted and approved by the Government.

The Contractor shall review these plans at least annually (within the first 30 days of each option period) or when directed by the Contracting Officer’s Technical Representative (COTR) and will revise the plans as necessary. All revised plans shall be submitted to the COTR for approval prior to implementing the revised BOP. The COTR will provide written acceptance or rejection of the plan within 30 days. At a minimum, the BOP shall address the following:

A. Standard operating procedures for operating building systems, to include as a minimum:

i. Startup and shutdown times and procedures relative to various environmental conditions. These conditions include, but are not limited to:

typical operation when cooling is required, typical operation when heating is required, operations when typical weather conditions impact heating or cooling (high humidity, extreme cold or hot periods, high winds), typical operation in “off seasons” (where applicable) when item “d” below can be realized.

ii. Procedures to accommodate tenant overtime utility requests.

iii. Peak load demand management procedures (if applicable).

iv. Other operating strategies to maximize efficiency and minimize energy consumption.

v. Descriptions of major mechanical equipment and sequences of operations for equipment systems.

vi. Locations of and particular requirements associated with accessibility and operations for all major utility shut offs including gas, oil, steam, electric (including UPS) and water.

vii. Locations of all electric rooms and a narrative of the areas served by each.

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B. Energy intense equipment (all equipment above 5HP) start up and shut down schedules and operating procedures to achieve sound energy management practices while at the same time providing a building environment in accordance with this

PWS.

C. Procedures to achieve and maintain temperatures within the facilities occupied and unoccupied spaces.

D. Operations to protect facility, systems and equipment during extreme cold.

E. Procedures for use of free cooling building equipment to save energy.

F. Specific description of how and when equipment operational checks will be performed.

G. Procedures and frequency for back up of all automated control systems for building equipment.

H. Development of a lighting control plan based on automated building lighting systems and/or manual procedures. A complete plan shall be develop explaining in detail how lighting shall be operated and costs shall be controlled.

I. Procedures for how all outages to building equipment and systems will be requested in advance. All non-emergency, non-PM related outages shall be approved by the COTR a minimum of 24 hours in advance.

J. Plans and procedures for addressing situations where there is inoperability and impairment of Fire Protection and Life Safety systems, including Fire Watch and impairment procedures (e.g., red tags, etc.).

K. Plans and procedures for demand response programs, utility peak pricing tariffs and utility curtailment plans.

L. Procedures and frequency of training for the Contractor staff to ensure strict adherence to the BOP

M. Description of watch procedures and documentation to be undertaken during operation of boilers, chillers, and related equipment

3.1.2 Instructions

The Contractor shall develop specific standard operating procedures for Contractor personnel to implement the accepted BOP. These instructions shall be used by Contractor personnel in daily performance of work. A copy of these instructions shall be provided to the COTR annually and shall be made available to other Government personnel upon request.

3.1.3 Facility Temperature

All spaces occupied during facility operating hours shall be maintained at 74 degrees ± 2 degrees Fahrenheit. Rooms housing Information Technology equipment (computer rooms) shall be maintained at 72 degrees ± 1 degree Fahrenheit and 50% ± 5% relative humidity. Any temperature deviations shall be approved by the COTR in writing.

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3.1.4 Equipment Checks

The Contractor shall perform equipment checks on all major building equipment at set frequencies (as listed below). Equipment check sheets associated with equipment listed below shall be completed at the time checks are performed. Equipment check sheets shall contain columns for major operating parameters and must indicate the tolerance bands for acceptable performance where available (format to be approved by COTR). All findings noted during the checks shall be entered as remarks on the check sheet and a work order shall be initiated for any deficiencies that can't be immediately corrected. All completed equipment check sheets shall be provided to the COTR within 2 work days after completion. A building tour log (format to be approved by COTR) shall be stationed within the particular area and maintained for all mechanical and electrical machine rooms. The building tour log stationed within the particular area shall reflect a minimum 30 day period of performance and shall be completed with the time, date and mechanics initials when equipment checks are performed in these areas. The master file of equipment checks beyond the 30 day period shall be maintained by the Contractor and remain available for review by the COTR upon request. Thirty days before the expiration of the contract all contract records (electronic and hard copy) of equipment checks, including the Equipment Check Sheets and Building Tour Log Books, shall be provided to the COTR.

In addition to Equipment Check Sheets and Building Tour Log Books, the Contractor shall maintain Equipment operating logs for major equipment (chiller (see TE-11 for format), boilers, etc.). Information recorded on the logs shall be adequate to track the operating hours and performance history of the equipment.

Required Equipment Check Frequencies:

Minimum:

A. DAILY: Major HVAC equipment (when in operation) including boilers, chillers, sump pumps, cooling towers, BAS/EMS, pneumatic control air compressors and air handlers, fire alarm system control panels (fire alarm system control panels shall not have any trouble conditions), steam system reducing and regulating stations, special purpose HVAC for critical functions, for 24 hour operations the checks will be performed once per 8 hour shift.

B. WEEKLY: Distributed HVAC equipment including package units and external condensers, pumps, motors, sewage ejectors, fire pumps, generators, battery systems and uninterruptible power systems (UPS).

C. MONTHLY: Transformers, secondary Electrical rooms. Switchgear/primary electrical equipment rooms and condensate drip pans.

Where central plant equipment (chiller 300 tons or greater capacity and all boilers), is in operation the Contractor shall perform the following monitoring:

A. Monitor starting, stopping and loading of equipment.

B. Check all operating equipment in the watch area every two (2) hours.

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C. Record operating data in appropriate logs or records every two (2) hours.

D. Make adjustments at the central control panel (or BAS) in response to changing operating conditions.

3.1.5 System Equipment Configuration, Set Points, and Operating Parameters The Contractor shall make no changes to the established equipment configuration or the programming/operating sequence of control systems for fire alarm, HVAC, mechanical or electrical systems in facilities without the written consent of the COTR. Upon completion of any maintenance or repair work, the equipment and its components shall be clean and shall have no missing or damaged parts. The equipment shall operate within the equipment manufacturer’s design criteria levels.

3.1.6 Snow Removal and Ice Abatement

The Contractor shall submit a detailed snow removal plan during the phase-in period to include the following requirements:

A. The Contractor shall remove snow in a timely manner from the parking spaces/areas and all sidewalks during all snow falls of one inch or more or when potentially unsafe conditions exist for IRS employees as determined by COTR;

B. All accumulations of ice shall be abated immediately by applications of chemicals and/or other means to provide secure footing and safe driving conditions. Sidewalks and other walking paths shall be clear of snow and ice throughout normal business hours and during periods at change of shifts even if snow or ice is continuing to fall during that time period. Parking areas shall be cleared before normal business hours and/or shift change so parking is available to IRS staff throughout normal business hours. When possible, snow shall be piled at a lower elevation than walking areas or at other locations on IRS premises so as to prevent water from melted snow crossing walkways and parking lots and refreezing. If snow accumulation exceeds the capability to pile the snow on the IRS premises as determined by the COTR, hauling of snow to an offsite location may be authorized as an Additional Service. See Paragraph 4;, C. All chemicals proposed to be used in snow and ice removal shall not damage any IRS facility surface, shall be approved by the COTR prior to use, and shall otherwise be contained in the Snow Removal Plan submitted to the Government.

A sufficient quantity of chemicals shall be stored on-site. All chemicals stored on-site shall be protected from unintentional runoff.

D. The Contractor shall provide a detailed report in September of each calendar year that identifies all site damages to parking lot surfaces, curbs, parking lot light poles, site fencing, sidewalks, and lawn sprinkler systems, etc. so that all existing deficiencies are identified before the commencement of snow removal services for the year. The Contractor shall be responsible for all damages to Government property, structures, and systems caused by the Contractor’s negligence while performing snow removal services.

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The snow removal plan shall be updated and provided to the COTR for review and approval annually 60 days before the winter season begins. The snow removal plan shall be approved prior to implementation or use.

3.1.7 Maintain Equipment Rooms and Contractor Spaces

The Contractor shall maintain building equipment machine rooms, shops and office spaces in a manner that result in a clean and orderly appearance and a safe working environment, as determined at the sole discretion of the COTR, at all times. All areas shall be kept free of extraneous materials, swept, mopped, and dusted. Any Contractor damage to walls, ceilings, floors, pipes, ducts or exteriors of equipment shall be repaired and the finish shall be returned to match existing conditions. Operating supplies such as packaging, lubricants, rags, cleaners, etc., shall be properly secured in containers and stored in accordance with fire safety requirements outlined in the NFPA and local fire safety laws and regulations, in spaces approved by the COTR for storage.

Discovery during the course of government building inspections by the COTR or Government Maintenance Work Inspectors of any unacceptable conditions such as unauthorized storage of hazmat materials, old parts, supplies and/or debris discovered will result in an issuance of a service call at no additional cost to the Government.

3.1.8 Painting and Corrosion Control

Painting included in the Basic Services portion of this contract is limited to 200 SF per Service Call at no additional cost to the Government. Painting includes but is not limited to the following items: interior and exterior surfaces such as ceilings, walls, partitions, doors and trim, windows, floors, foundation, roof, walls, windows, doors and trim as well as structural coatings for surfaces such as mechanical and electrical equipment, structural members, towers, tanks, pipes, utility appurtenances, poles and antennas.

Additional painting (over 200 SF per request) may be ordered as Additional Services IDIQ Task-Orders under Paragraph 4. IDIQ painting may also include performing road and parking lot striping.

Prior to all applications of paint, the type and color of the paint to be applied shall be approved in writing by the COTR.

3.1.9 Read Utility Meters

The Contractor shall read the gas, steam, electricity, water, fuel oil and sewage meters monthly. A Monthly Utility Usage Report of the meter readings shall be provided to the COTR as part of the Monthly Progress Report (see TE-11 for report format). The Contractor will also escort each utility company to read the applicable meter as required by the utility company and/or the COTR. The cost to provide this service shall be included in the fixed price portion of the contract.

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3.1.10 Equipment Condition Report

The Contractor shall provide immediate notification to the COTR for all equipment that is not fully operational. Furthermore, the Contractor shall provide a Daily Equipment Report (see TE-11 for format) (sent via E-mail) to the COTR by 9:00am, that identifies any equipment not fully functional and shall detail the equipment deficiency and the proposed estimated time for the equipment to be returned to operational status.

3.1.11 Energy Conservation

The Contractor shall operate equipment and systems as efficiently as possible without compromising service to the tenants. Failure to operate equipment prudently e.g., unnecessarily setting demand peaks, simultaneously heating and cooling, operating equipment when not needed, overriding set points unnecessarily or failing to correct underlying conditions may result in contract payment reductions under the terms of the Quality Assurance Surveillance Plan (QASP). The Contractor is expected to make full use of analytical tools available (e.g., interval meter data, BAS trend data), to diagnose problems and identify operational improvements.

The Contractor, in coordination with the COTR and considering life-cycle costs, shall pursue the use of the most energy efficient replacement parts and equipment (Energy Star Rated) items available. The Contractor shall be responsible for all costs associated with the use of high efficiency, energy saving parts. In cases where high efficiency equipment is currently installed and requires replacement, the replacement part must meet or exceed current energy standards. The COTR shall make the final determination of whether or not the replacement parts and equipment meet the required standards. Any rebates received from a service utility provider shall be assigned to the Government or applied as a credit against an associated order issued by the Government to the Contractor.

An aggressive Government energy management program is in place. At a minimum, all equipment, systems, architecture and structure shall be operated and maintained per E.O.

12123, Department of Energy recommendations, best practices, and guidance.

Subsequent updates, revisions, etc., shall become part of the contract at no additional cost to the Government.

3.1.12 Lamps and Ballasts

The Contractor shall replace failed lamps, to include appropriate ballasts if required, with the most efficient products available in accordance with existing building standards defined by the COTR. In lieu of such standards, lamps shall be replaced with the most efficient products available. The contractor shall use 3500 degree Kelvin bulbs and match the existing type and Color Rendering Index (CRI) to that of the existing facility lighting. The Contractor shall establish and implement a lamping and ballast recycling program for fluorescent tubes and light bulbs in accordance with EPA, state, and GSA regulations.

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3.1.13 Demand Response Programs

The Government may participate in any of the available demand response programs or critical peak pricing tariffs administered by utility companies, State agencies or third-party administrators. If the Government participates in such a program and advises the Contractor of the requirements of such program, the Contractor shall cooperate fully in the implementation of the program as part of the fixed price portion the contract.

The Contractor shall develop a Curtailment Program in consultation with the COTR and subject to COTR approval; such plan shall be described in the Building Operating Plan.

The Contractor shall implement all COTR approved curtailment measures (which might typically include turning off unnecessary lighting, shutting down designated elevators, implementing temperature setback programs, etc.), immediately upon notification of a curtailment, in accordance with the Curtailment Plan.

3.1.14 Water Conservation

The Contractor, in coordination with the COTR and considering life-cycle costs, shall pursue the use of the most efficient replacement parts and equipment in terms of water consumption available. Where applicable, the Contractor shall purchase WaterSense (SM) labeled products. If irrigation services are subcontracted, the contract shall be certified through a WaterSense labeled program.

3.2 Building Systems Water Treatment

The Contractor shall provide a detailed water treatment program within 10 days after award covering all equipment and systems to be maintained as part of this contract.

3.2.1 Water Treatment Program

A. Every water analysis made on these systems, whether initial, regular or follow-up, shall be made by or under the supervision of an independent, registered certified and licensed chemist, laboratory, or firm specializing in the field of water treatment. A written report of findings of all tests shall be submitted to the COTR within five (5) calendar days of the analysis.

B. During the phase-in period, the Contractor shall have the water analyzed in each of the applicable building systems named below. The Contractor shall provide a written report during the initial 30 days of the phase-in period which details their findings of the water analysis and establishes an appropriate treatment program for each system. The COTR will provide written approval or rejection of the water treatment program within 30 days of receipt of the program. The program shall address the following:

i. Hot water heating systems

ii. Condensate systems

iii. Chilled water systems

iv. Condenser water systems

v. Domestic Water System

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C. Analyses other than the initial analysis noted above shall be made on each system once each month on a regular basis, a monthly report of which shall be included in the Monthly Progress Report, and following any change in the Water Treatment Program.

The Water Treatment Program and services supplied by the Contractor subsequent thereto shall be customized for each type of system based on any recommendations made by analyzers. In addition, the Contractor shall be responsible for furnishing and installing all necessary automated chemical feed equipment required to monitor and to feed automatically chemical treatments for all water systems as part of the fixed-price portion of this contract. Acceptable corrosion rates are established in the GSA Public Buildings Service Operations and Maintenance Standards. Molybdenum shall not be used.

3.2.2 Other Water Treatment Checks

On-site Contractor personnel shall routinely conduct water treatment and testing of all water systems identified in paragraph 3.2.1 on a weekly basis.

3.2.3 Chemicals

A. The Contractor shall provide all equipment, chemicals and services, including application required to control corrosion, scale, algae and slime in each of the systems named above. The treatment supplied shall be specifically formulated for each type of system according to the recommendations of a qualified chemist, laboratory or firm experienced in the water treatment field.

B. Where temperatures, pressures or other operating data indicate that the scale control program is not adequate, the Contractor shall clean the equipment immediately, check the treatment for accuracy and thereafter maintain temperatures, pressures and other pertinent factors within limits specified by the manufacturer of the equipment. Slimicides, algaecides, biocides, and/or non-chemical methods shall be used to prevent algae, slime and bacteria growth. The Contractor shall ensure that the chemicals or methods as used in the water treatment program:

i. Shall not endanger the health or safety of persons coming into contact with the materials.

ii. Shall not harm or damage personal or real property.

iii. Shall have no detrimental effect on the metallic, nonmetallic and wood materials in the equipment being treated.

iv. Chemicals shall be in compliance with current water pollution regulations of any local, State and Federal agency including, but not limited to, the Environmental Protection Agency.

3.2.4 Other Water Inspections

The Contractor shall test building system water annually, e.g. chilled water, all hot water systems, and condenser water, for the presence of Legionella and lead. Testing shall be performed by an independent water-testing firm in compliance with the most current

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GSA standards for water treatment, e.g. ISO 11731, NF T 60-431, and NF T 60-461, for the purpose of detection, enumeration, and identification of Legionella and lead in building water systems. A written report with the results of the testing shall be provided to the COTR within fifteen (15) calendar days after the water samples have been taken.

3.3 Service Calls

The Contractor shall receive, respond to, complete and document all Service Calls required by the Government as specified herein. The Contractor shall provide a comprehensive Service Call Program within 30 days after award including but not limited to all Service Call requirements under this sub-paragraph. Service Calls are distinct from IDIQ orders for additional work. See Paragraph 4.

3.3.1 General Service Call Requirements

Service Calls address unscheduled building related problems. Examples include, but are not limited to, taking measures to respond to and correct building-related deficiencies such as malfunctioning HVAC systems resulting in hot/cold complaints as well as miscellaneous electrical, plumbing, architectural, carpentry, and structural system repairs, including acts of vandalism. The Contractor shall respond to and correct these problems as specified herein, including any needed repairs. Service Calls may also include technical assistance and other miscellaneous work requirements as required by the COTR.

Service Calls are brief in scope and do not usually require detailed job planning. The Government may transmit Service Call work orders to the Contractor for Service Calls orally, by email, by creation of a work order by a Government employee or representative, or through automated work order generation (ERC/GDI Portal). All Government issued service calls shall be received by the Contractor, documented in the CMMS database, issued to Contractor technicians to accomplish the requested services and closed in a timely manner once all Service Call requirements have been completed. The first $3,000 of labor, materials and subcontract costs of Service Call work is included in the basic services, fixed-price portion of this contract. The Contractor shall receive, perform and document Service Calls in accordance with the procedures outlined below. In instances where the Contractor identifies additional repair/service call work that is needed in the course of performing other contract work (such as quality control inspections, preventive maintenance or other service calls), the Contractor shall initiate a service call for these services by documenting the required service/repair requirements in the Government furnished CMMS and assigning the service call work to Contractor’s technicians.

3.3.2 Service Call Reception

3.3.2.1 Service Call Reception During Regular Work Hours

The Contractor shall perform Service Call reception Monday through Friday during the hours of 7:30 am 4:00 pm and classify each call in accordance with the definitions provided below. A Service Call ticket will be generated in the CMMS. If the call is classified as Emergency, Hot/Cold or Urgent, the Government will immediately notify the Contractor by phone that an emergency situation exists.