TE-6_reports-august 2010.pdf

TE-6

Required Submittals and Reports January, 2010

FRESNO SERVICE CENTER

TIRWR-10-R-00009

TECHNICAL EXHIBIT TE-6

REQUIRED SUBMITTALS AND REPORTS

l. SUBMITTAL REQUIREMENTS

The Service Provider shall submit the following data no later than the dates specified.

A. With Proposal

1. Staffing Plan. The Offeror shall submit a Staffing Plan identifying proposed positions to be filled to fulfill the requirements of the performance work statement. The Government will evaluate this plan to ensure sufficient experienced, licensed, trained and otherwise qualified personnel will be used to perform services required by the resultant contract. At the Government’s discretion, this plan may be incorporated into the resultant contract.

The Staffing Plan shall include:

(1) Each category of personnel, including subcontractor personnel and/or partners, who will be assigned to perform contract tasks.

(2) The approximate number of personnel by category, including those to be provided by any subcontractor firms, who will be available to perform work on the contract.

(3) Certification and licenses, years of experience related to performing the requirements of the solicitation, and education, training and certification that shall be required for each category of personnel.

(4) Clear identification of functional duties/responsibilities of all personnel proposed.

(5) Resumes for specific personnel are not required as part of the staffing plan except for key personnel. Key personnel are considered to be the Project Manager, CMMS Administrator, and any on-site supervisory personnel identified in the Staffing Plan.

(6) Number of personnel per shift, start and stop time of each shift, and provide an example of one complete 30 day shift rotation/schedule.

2. Corporate Experience. The Government will evaluate the offerors corporate experience to determine if it has performed work of similar size and complexity as those services outlined in the performance work statement. “Similar size and complexity” means: similar in dollar amount, number of years in business and number of offeror employees working on the contract. The offeror shall also specifically define the methodology used in providing quality of service, responsiveness, and timeliness of performance based on relevant contracts. The references provided under Past Performance may be used to evaluate Corporate Experience.

January, 2010

Offerors shall provide information on at least three (3) contracts of a similar size and complexity, active within the last five (5) years, which demonstrates the offeror’s ability to perform the proposed effort.

3. Past Performance This factor will be evaluated using offeror’s past performance in providing services similar to those required in this solicitation.

Standard: The IRS will review Past Performance Questionnaires submitted by past performance references and may conduct checks on the contracts provided as references of capabilities and past performance of the Offeror. Evaluation of past performance will be based on customer satisfaction with the technical success of the project and the quality of the project management. The elements that will be considered are as follows:

• Quality of Services: conforming to contract requirements and standards of good workmanship.

• Cost Control: the contractor’s adherence to budget estimates on a firm-fixed price contract.

• Timeliness: the contractor’s adherence to schedules including the administrative aspects of performance.

• Business Relations: the contractor’s history of reasonable and cooperative behavior and commitment to customer satisfaction, and the contractor’s overall businesslike concern for the customer.

Offerors shall submit past performance information on at least three contracts, which are considered relevant (for similar services to those described in the PWS) and which demonstrate the offeror’s ability to perform the proposed effort. Offerors shall provide re also submit information on problems encountered on contracts and the corrective actions taken to resolve the problems. Information shall be submitted directly by references on the Past Performance Questionnaires provided with the solicitation.

B. Phase-in Period:

January, 2010

(1) Complete Water Treatment Program (Paragraph 3.2)

(2) Initial Water Systems Analysis Report (Paragraph 3.2.1)

(3) Existing Deficiency Report (Paragraph 3.10.2)

(4) Fingerprint Charts/Personal History Forms for all proposed Supervisory and Key

Personnel- initial (Section G)

(5) Contact Telephone Numbers for Contractor (Paragraph 3.3.2.2.1)

(6) Update all CMMS software/database records including the building equipment inventory and preventive maintenance schedule (Paragraph 3.4.2.A)

(7) New Annual Preventive Maintenance Schedule (Paragraph 3.4.2.A)

(8) Refrigerant Management Plan (Paragraph 3.9.5.1.1)

(9) Infrared Testing Program (3.4.8)

(10) Building Operations Plan (3.1.1)

(11) Phase-in Transition Plan (Paragraph 3.10.1)

(12) Contingency Plan (Paragraph 3.13)

(13) Quality Control Plan (Paragraph 3.11)

(14) Complete Service Call Program (Paragraph 3.3)

(15) Complete Preventive Maintenance Program (Paragraph 3.4)

(16) Outage Preventive Maintenance Schedule (Paragraph 3.4.7)

(17) Additional Services (IDIQ) Plan (Paragraph 4.1.1)

(18) Refrigerant Management Plan (Paragraph 3.9.5.1.1)

(19) Manufacturers certification or personnel resumes with manufacturers certifications of personnel or firms that will perform specialized equipment maintenance (Paragraph 3.5.6)

(20) Position descriptions and qualifications for all other proposed employees (Paragraph 3.5)

C. Sixty (60) calendar days prior to contract expiration/ termination:

(1) Revised Phase-out Plan (Paragraph 3.10.7)

D. Thirty (30) calendar days prior to contract expiration

(1) List of deficiencies to be corrected prior to contract close out (3.10.7.3)

(2) Inventory and return all Government technical publications (5.1.3)

(3) Inventory and return all Government Furnished Materials (GFM 5.2.1)

E. Seven (7) calendar days prior to contract expiration:

(1) Provide updated Refrigerant records to the Government (Paragraph 3.9. 5.1.3)

F. Upon Final Expiration of the contract, the Contractor shall return to the Government the following:

(1) Identification/Building Badges issued to Contractor and employees (Paragraph 3.8.2)

(2) All keys/key cards (Paragraph 5.1.1)

(3) All software and hardware and database information related to any Government

Furnished or building systems (Paragraph 3.17)

(4) Government furnished materials and equipment (Paragraphs 5.2 and 5.3)

RECURRING REPORT/SUBMITTALS REQUIREMENTS.

January, 2010

The Service Provider (SP) shall provide the Government with all reports and submittals included but not limited to those mentioned below. The reporting format shall be as approved by the IRS Contracting Officer and/or COTR.

Report Description Due Date

1. Major equipment/systems not operational (Paragraph 3.1.10) Daily, as required, by 9:00 A.M. to COTR

2. Completed service call documentation returned to Government (Paragraph 3.3.9)

Daily, within 24 hours of completion of Service Call work

3. Completed PM documentation (tickets) returned to Government (Paragraph 3.4.4)

Daily, within 2 work days after technician has completed PM work

4. Completed PM work order documentation in the CMMS and hard copy in Monthly Progress report (Paragraph 3.4.4)

Daily, within 7 days of completion of PM work and Monthly Progress Report

5. COTR notification of work requiring opening or dismantling of equipment (Paragraph 3.4.2 B)

Daily, as required before work is started

6. Asbestos Program Managers notification of work involving disturbing asbestos (Paragraph 3.9.8)

Immediate notification prior to commencement of work.

7. Chiller Operating Logs (Paragraph 3.1.4) Upon COTR request

8. Boiler Operating Logs (Paragraph 3.1.4) Upon COTR request

9. PM Accomplishments Report (Paragraph 3.14)

Monthly PM progress report. A complete summary of all PM accomplishments in Monthly Progress Report

10. Inspection records, Quality Control Inspections (Paragraph 3.14) Monthly Progress Report

11. Water Analysis Report (Paragraph 3.14) Monthly, 5 calendar days after each test and summarized as part of the Monthly Progress Report.

12. Report of IDIQ Work Received and Completed (Paragraph 3.14) Monthly Progress Report

13. Status of all Open IDIQ Work (Paragraph 3.14) Monthly Progress Report

14. Service Call Summary (Paragraph 3.14) Monthly Progress Report

15. Equipment History Report (Paragraph 3.14) Monthly Progress Report

16. Refrigerant log (Paragraph 3.14) Monthly Progress Report

January, 2010

Report Description Due Date

17. Equipment Check Logs (Paragraph 3.14) Monthly Progress Report

18. Utility Usage Report, electrical, fuel, etc. (Paragraph 3.14)

Monthly, within three work days after reading meters

19. Update Building Equipment Inventory in CMMS system (Paragraph 3.17)

Annually (within the first 30 days of each option period) or as required by the

COTR.

20. Employee documentation for new and replacement employees (Paragraph 3.5)

As Required, 21 calendar days prior to the employees start date

21. Completion of Certified Testing such as elevators, infra red scans, etc. (Paragraph 3.4.6)

As required, within 30 days of completion

22. Reports of electrical distribution systems inspections, tests, PM, defects, etc. (Paragraph 3.4.6, 3.4.7)

As required, initially before work starts and certified reports within 30 calendar days after completion of work

23. MFG PM guides for equipment not covered by current IRS guide (Paragraph 3.4.2 D)

As required or as directed by the COTR

24. Changes in contact telephone numbers for key personnel (Paragraph 3.3.2.2.1)

As Required when changes occur

25. Employee licenses/certifications replacement employees (Paragraph 3.5)

Phase-in period and as required thereafter but within 21 days of employee start date

26. Scheduled outages of critical systems for PM (Paragraph 3.19.2)

Request 90 days in advance of scheduled outage

27. Scheduled Outage Plan (Paragraph 3.19.2) Provided to the COTR 60 days in advance of scheduled outage

28. Monthly Service Call Deferment Report (Paragraph 3.14)

Monthly Progress Report

29. Monthly PM Deferment Report (Paragraph 3.14) Monthly Progress Report

30. Equipment Certification Accomplishments Report (Paragraph 3.14) Monthly Progress Report

NOTE: All monthly report data shall be consolidated into a Monthly Activity Report that shall be submitted by the 15th calendar day of the month following performance. The report shall be

January, 2010 provided in hard copy and/or electronic format as directed by the COTR. All monthly report formats shall be approved by the COTR during the phase in period.

l. SUBMITTAL REQUIREMENTS