TE-6 Required Submittals and Reports.doc
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IRS Building Delegations
Performance Work Statement
2 March 2003
TE-6
Required Submittals and Reports
Ogden, Utah
TIRWR-10-R-00013
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 as described in Request for Proposal TIRWR-10-R-00013
(2) Corporate Experience as described in Request for Proposal TIRWR-10-R-00013
(3) Past Performance as described in Request for Proposal TIRWR-10-R-00013 B.
Phase-in Period:
(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.
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)
3 work 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 |
| 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 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.
SOURCE SENSITIVE UNTIL RELEASE
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