A01-_PWS_(Garrison).docx

PERFORMANCE WORK STATEMENT

U.S. ARMY GARRISON ADELPHI LABORATORY CENTER

FIRE ALARM INSPECTION, TESTING, AND MAINTENANCE

17 May 2018

Part C.1 General Information

C.1.1. Background: The primary mission of the United States (U.S.) Army Garrison, Adelphi Laboratory Center (ALC) is to provide valuable support services and infrastructure to enable scientific research, development, and well-being of the workforce. ALC serves the Soldier and collaborates with Army science and research by providing excellent lab facilities and support services.

C.1.2. Scope: This is a non-personal services contract to provide routine Inspection, Testing, Maintenance (ITM) services in accordance with the Original Equipment Manufacturers (OEM) recommendations and the latest applicable editions of the following publications: Uniform Facilities Criteria (UFC), National Electric Code (NEC), National Fire Protection Association (NFPA), International Building Code (IBC), Institute of Electrical and Electronic Engineers (IEEE), and the Occupational Safety and Health Administration (OSHA). The Contractor shall provide all labor, equipment, tools, transportation, supervision and any other items necessary to perform recurring ITM services for the specific list of equipment issued with this performance work statement (PWS). The Contractor shall provide ITM and repair services to ensure all systems are functioning properly and efficiently. The Contractor shall ensure that all components are maintained in a safe and proper operating condition according to manufacturer’s specifications. The primary goal is to avoid or mitigate the consequences of equipment and system failure. The Contractor shall also provide Corrective Maintenance (CM). CM will also cover the equipment listed in Technical Exhibit 1.The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

C.1.3. Period of Performance: In conjunction with the requirements of the basic contract, the Contractor shall provide the requirements described in this document for one (1) base year and two (2) option years. The Government may elect to exercise one (1) or more options and there are no guarantees that options will be exercised. Additionally, this contract may be incrementally funded in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) Clause 252.232-7007 "Limitation of Government’s Obligation". The Contractor shall provide a firm-fixed price (FFP) proposal for all work required by this PWS. The Contractor shall structure their proposal for preventative maintenance (PM) based on the Equipment list in Technical Exhibit 1.

C.1.4. Inspection, Testing, and Maintenance (ITM) consists of all systems listed in Technical Exhibit 1. ITM does not include equipment repair or life cycle replacement, however services such as inspections, cleaning, lubricating, adjusting, testing, repairing, programming, and parts replacement necessary to keep all systems in service are considered ITM services. Based on the equipment list in Technical Exhibit 1, this contract will be FFP and billed on a monthly basis from the appropriate Contract Line Item Number (CLIN). Monthly payments will be made after invoicing and documentation are verified. The Contractor shall confirm that all required inspection and testing actions are completed for the invoice’s period of performance (PoP) prior to submitting an invoice.

C.1.5. Corrective Maintenance (CM) consists of repair or replacement of system elements with impending failure and/or non-functional components. Identify, isolate, and rectify a fault so that the failed equipment or system can be restored to an operational condition within the tolerance or limits established for in-service operation. CM does not include life cycle replacement and primarily consists of service, repair, and replacement measures to reinstate the intended function and performance of the system. This task will be performed on a Time and Material (T&M) basis. Corrective Maintenance shall only be billedafter the repair is complete and the customer has approved the completed Service Order. CM shall cover all systems and equipment listed in Technical Exhibit 1.

C.1.6. Incidental Repairs: If the total cost of the effort (labor, materials, and other related costs) for a single, individual repair is estimated to be less than $2,500.00, the work is defined as an incidental repair and shall be completed by the Contractor as part of the basic contractual effort. Multiple, unrelated incidental repairs below the incidental repair threshold cannot be combined to exceed the incidental repair threshold in order to receive additional reimbursement. Any quotes received over the incidental repair threshold that combine multiple, unrelated repairs will be rejected by the Government and shall be performed by the contractor as part of the basic contractual effort. Any individual repair that exceeds the incidental repair threshold shall be immediately reported to the Contracting Officer’s Representative (COR) in writing. The Contractor shall prepare a quote for the required repairs within one (1) week of notifying the COR for review and approval.

C.1.7. Place of Performance: The work to be performed under this contract will be performed in various buildings throughout the U.S. Army Garrison ALC, 2800 Powder Mill Road; Adelphi, Maryland 20783.

C.1.8. Minimizing Disruption: The Contractor shall be responsible for providing services as needed to reduce disruption to mission activities. Any action or outage that will change the primary function or performance of any building system shall be performed during a time that will least likely disrupt mission activities. This will require major activities on core systems to be performed during a later shift, on weekends, holidays or during outage periods. In those cases where some interference may essentially be unavoidable, the Contractor shall make every effort to minimize the impact of interference, inconvenience, equipment downtime, interrupted service and customer discomfort. The extent of such disruption shall be agreed with the COR in advance.

C.1.9. Work Execution: Included in this function are full ranges of management duties including, but not limited to, planning, organizing, scheduling, directing, controlling, cost accounting, report preparation, reporting, establishing, and maintaining records, and quality control. Contractor shall accomplish the work in a cost effective manner, ensuring qualified craftsmen with the required expertise and the proper equipment are available on site when needed, while limiting the number of craftsmen and the equipment to the minimum essential for efficiently accomplishing the repairs. The scope of work, methods of accomplishment and materials used will be closely scrutinized and are subject to Government approval.

C.1.9.1 Implement all necessary work control procedures to ensure timely accomplishment of work requirements, to include or permit the tracking of work progress.

C.1.9.2 Plan and schedule work to assure material, labor, and equipment are available to complete those requirements within the specified time limits and in conformance with the standards of quality and timeliness herein.

C.1.9.3 Manage the total work effort associated with the services required herein to assure fully adequate and timely completion of these services.

C.1.10. Equipment Condition: The Government makes no representation or guarantee as to the condition of equipment on the start date of the contract, and no adjustments will be made in the contract price relative to equipment condition after the award of the contract.

C.1.11. Hours of Operation: The services and repairs to be performed under this contract shall be performed during normal Government Operating Days, Monday through Friday except for Federal holidays, between the hours of 0700 to 1630 local time. Work outside of normal Government operating hours shall be permissible if approved by the Contracting Officer’s Representative (COR). If services are scheduled by the Contractor to be performed on a regular federal holiday (see below), or one designated by Presidential proclamation, rescheduling shall be at discretion of COR.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day

Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day C.1.12. Personnel Requirements: The Contractor shall provide adequate number of persons with the necessary technical, professional and management skills and expertise to ensure work is performed with best industry practices and contract requirements. The Contractor shall ensure that employees’ skills, qualifications, certifications and experience are commensurate with the employees’ site specific work assignment and consistent with industry standards and US Army requirements.

C.1.13. Licensing/Certification/Training Documentation: Licenses required of the Contractor to conduct business (for example, local or state business licenses) shall be obtained prior to performing work under this contract. Personnel licensing and certification shall be complete before that individual performs any work under this Contract. All licenses and certificates shall be current, and shall be kept current throughout the contract period of performance. The Contractor shall have available for the Government's review, all licensing/certification/training documentation for all Contractor personnel occupying positions that require special training/certification.

C.1.14. Maintaining and Operating Safe and Reliable Facilities: The primary focus of this contract is to improve the quality of care and the performance of the systems and equipment described in this PWS. It is the Contractor’s responsibility to assure the reliability and availability of critical systems via effective maintenance. It is the Contractor’s responsibility to ensure that systems do not fail due to Contractor’s negligence. It is the Contractor’s responsibility to protect personnel and property from the risk of harm, injury and damage. Any equipment deficiencies noted by the Contractor during operational checks, ITM inspections, trouble call/service work, or other times shall be reported and thoroughly documented in electronic format. All reports must be typewritten, legible and clear. Handwritten reports will not be accepted.

C.1.15. Security Requirements: Contractor personnel performing under this scope of work on the ALC premises must be citizens of the United States, either native-born or naturalized. No foreign nationals shall be permitted on ALC. Cases of dual or multiple citizenships will be reviewed by security personnel. Contractor personnel performing work under this contract must be able to obtain a National Agency Check with Inquiries (NACI) clearance and prior to commencement of work under this contract, and must be able to maintain a NACI clearance during the performance of the contract. The Contractor must pass the National Crime Information Center (NCIC) Interstate Identification Index (III) background investigation to gain access on the installation. All NACI and NCIC III investigations will be performed at the Government’s expense.

C.1.16. Access and General Protection/Security Policy and Procedures: This standard language is for contractor employees with an area of performance within Army controlled installation, facility, or area. Contractor and all associated sub-contractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

C.1.17. Quality Control: The Contractor shall develop and maintain an effective Quality Control Program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which the Contractor assures all work complies with the requirement of the contract.

C.1.18. Safety Program: The Contractor shall take all precautions in the performance of work under this contract to protect the safety and health of the Contractor's employees, to protect the safety and health of all persons in or near the jobsite, and to prevent damage to property, materials, supplies and equipment. The Contractor shall establish an accident prevention and safety program encompassing each line item of this contract, which shall provide safety, health protection, and personnel medical record maintenance as required. The Contractor shall develop and submit a site-specific “Accident Prevention Plan”, describing procedures for preventing accidents and for preserving the life and health of Contractor and Government personnel. See section “C.4.7 Accident Prevention Plan” of the PWS for more details regarding the “Accident Prevention Plan”.

C.1.19. Hazardous Materials/ Waste Program: The Contractor shall develop and maintain an effective Hazardous Material/Waste Program to ensure all work performed under this contract is in compliance with all applicable State, Federal, and local laws and regulations. The goal of the program is to ensure the safe handling/disposal of hazardous materials/waste during the performance of this contract. See section “C.4.15 Hazardous Waste Management Plan” of the PWS for more details regarding the reporting requirements for the “Hazardous Materials/Waste Program”. The Contractor shall immediately notify the COR of any nonconformance and/or noncompliance with applicable Federal, State or Local environmental laws, Army and installation environmental regulations or policies.

C.1.20. Documentation: Records, documents, inspections, reports, correspondence, calibrations, calculations, and all other documents and writings, together with any charts, graphs, tables, illustrations, photographs, images, and other illustrative, explanatory, historical, or analytical material, related thereto or independent thereof, regardless of the medium (or media) by which they were produced, preserved, stored, or created in connection with or for purpose(s) of work performed under this contract, are property of the Government and shall be delivered to the Government Representative promptly, as stipulated within this contract in electronic format. The Contractor will document all work performed under this contract in accordance with the deliverables contained in section C.4 of the PWS. The Contractor, at no expense to the Government, must correct and re-submit improperly prepared deliverables rejected by the COR.

C.1.21. Submittal Ownership: The Government shall have the ownership of all surveys, plans, and submittals provided to the Contracting Officer under this contract. If after the Contractor has produced any plans, submittal(s), and/or site survey and the Government chooses to pursue a project by means other than this contract or Contractor, the Government shall do so as owner of all surveys, submittals, and plans submitted to the Contracting Officer. The Contractor shall maintain records and files for all reports, completed forms, and other data required (including all contract-related correspondence). The Contractor shall make accessible to Government all records and files applicable to this Contract. The Government retains ownership of all databases, information, and other materials received or developed by the Contractor in support of this Contract at all times. All records and files compiled during the life of the Contract are Government owned and shall be turned over to the Government within thirty (30) days prior to the end of the Contract’s period of performance.

C.1.22. Systems/Equipment Failure: Systems or equipment which fail to a condition where they are not operational or not safely operational, and which have open work orders which are beyond the targeted completion date, will be evaluated by the COR to determine if the failure to perform maintenance was a factor in the failure of the equipment. Maintenance failures will be determined by investigating the condition of the failed assets and reviewing the maintenance history performed on the assets. The Government reserves the right to implement maintenance failure deductions based upon the findings of the Government’s investigation.

C.1.23. Differing Site Conditions: If during performance of Repair Work, the Contractor encounters unforeseen conditions that impact the work and could not be evaluated during the initial estimating procedures and proposal process, the Contractor shall submit to the COR proposed changes and not proceed with the proposed work without first obtaining authorization from the COR and Contracting Officer. The proposed change order shall contain adequate information for the Government to fully assess the unforeseen condition. After review of the proposed change order and negotiations, the Government will both modify the contract and direct the Contractor to proceed with the work or exercise other options available to the Government. The Contractor shall not be entitled to any additional compensation for preparing a proposed change order. If the Contractor is directed to stop work, the Contractor shall clean and secure the work site.

C.1.24. Replacement, Modernization, and Renovation: The Government may replace, renovate, or install new equipment at Government expense and by means not associated with this contract. Replaced, improved, updated, modernized, or renovated systems and equipment interfaced to the system may be added to the Contractor’s scope of maintenance and service effort. A modification will be issued or can be requested by the Contractor if deemed necessary to compensate for any changes in scope. The Contractor shall determine compatibility and interfacing of new equipment associated with existing systems with consideration given to existing equipment in existing buildings. Any issues shall be addressed by the Contractor during the integration process.

C.1.25. General List of Equipment: The Contractor shall perform work on Fire Protection, Fire Detection, and Smoke Control Systems consisting of but not limited to the following:

1. Wet Pipe Fire Sprinkler System

2. Heat Detectors

3. Pull Stations

4. Smoke Detectors

5. Duct Detectors

6. Wheelocks

7. Tamper Switches

8. Flow Switches

9. Pressure Switches

10. Very Early Smoke Detection Alarms (VESDAs)

11. Horns

12. Strobes

13. Batteries

14. Fire Dampers and Combination Fire/Smoke Dampers

15. Emergency Lighting Systems and Exit Signage

16. Smoke Control Systems

C.1.26. The Contractor shall be responsible for accountability and security of all existing fire alarm system drawings, plans, and specifications furnished for Contractor use or otherwise entrusted to it; and for maintaining it in a clean, serviceable condition. The Contractor assumes the risk of, and is responsible for, any loss or damage to ALC’s reference documents used to the extent that such documents are consumed in the performance of this contract. The cost for repairs and replacement of the Government reference documents and facilities due to Contractor misuse or negligence shall be borne by the Contractor.

C.1.26.1 The Government will provide access to its library of OEM manuals and technical data to the extent it exists for equipment and property. These manuals shall be used to determine the manufacturers’ equipment specifications. The Contractor’s access shall be limited to viewing and copying the material but not removing it from the office where it is located.

C.1.26.2 The Government will provide access to its library of “As-built” drawings to the extent that they exist. The Contractor’s access shall be limited to viewing and copying the material but not removing it from the office where it is located.

C.1.26.3 The Government will provide access to the report of the inspection and testing of fire alarm devices conducted in 2017 (see Technical Exhibit 1).

C.1.26.4 The Government will provide Auto Computer Aided Design (CAD) floor plans for each building located at ALC.

Part C.2 Personnel Requirements

C.2.1. Staffing: The Contractor shall continuously maintain an adequate qualified staff with suitable technical, trade, management, and professional expertise to assure work is scheduled, performed and completed in accordance with all specifications. Personnel operating and performing ITM on the building systems, or working around these systems, shall be fully trained, experienced and certified/licensed where required by federal, state or local law for performing the required tasks to ensure that all systems meet required health, safety and environmental standards. Throughout this contract, the term "Contractor" shall also include any sub-contractors performing under this contract.

C.2.2. The Contractor shall maintain an adequate work force to complete work in accordance with the time and quality standards specified. The Contractor shall be responsible for any workforce augmentation needed to accomplish Government requirements. For all proposed personnel changes during contract performance, the Contractor shall submit all necessary documentation required to substantiate that any new personnel performing under the contract meet the certification/licensing requirements as set forth in this PWS.

C.2.3. Certification/Training: Contractor’s service technicians and operators shall be certified for work on each particular system. Contractor shall be responsible to maintain these certifications for all personnel performing direct, physical work on these systems at all times through the life of the contract. At no time shall apprentice-level personnel be allowed to execute tasks without an appropriately certified technician or qualified supervisor directly present and observing the work.

C.2.3.1 The Contractor shall be qualified and experienced in the inspection, testing, and maintenance of fire alarm systems. At least one technician on the Contractor’s staff shall be certified by the National Institute for Certification in Engineering Technology (NICET) at Level IV. At least one technician performing the onsite work shall be a NICET LEVEL II as a minimum requirement.

C.2.3.2 Site Safety and Health Officer (SSHO): In accordance with EM 385-1-1, at critical times (potential for lost time or fatalities) based on the Accident Prevention Plan (APP), the Contractor shall employ one (1) SSHO onsite under the project at ALC. The SSHO shall be a direct employee of the prime contractor, independent from any project management functions, with total authority to stop work in the event of any unsafe condition until the Government can assess the concern and provide a decision on what, if any, further action needs to be taken. In the event the SSHO stops performance of the contract due to an unsafe condition, the SSHO shall notify the COR and Contracting Officer immediately. The SSHO shall report directly to a person of authority in the corporate office, shall act autonomously from the project, and shall not be subordinate to any onsite or corporate project staff.

C.2.4. Work Experience: Supervisory and technical personnel shall have related experience in the maintenance and service of similar projects. Supervisory personnel shall be experienced in the administration, scheduling and coordination of a work force for the maintenance and service of a comparable project of similar complexity.

C.2.5. Conduct and Behavior: The Contractor’s personnel must be neat and tidy in their attire while providing services under this contract and be dressed in a manner appropriate to the nature of the programs and services being provided. The Contractor’s personnel are to conduct themselves in a manner that is consistent with the customs of the Government organization and the standards of courtesy, conduct, and behavior expected of the client’s staff of equivalent capacity. The Contractor shall ensure the presentation, manner, and image conveyed by persons employed under this contract are consistent with the good name, reputation, and image of the Government. All staff shall be well presented, courteous, informative and responsible in their manner and dealings with Government’s personnel, visitors to the facilities, members of the community, and other Contractors.

C.2.5.1 The Contractor shall dismiss any Contractor employee, or prospective employee, who is identified and/or established as a potential or actual threat to the health, safety, security, general well-being, or operational mission of the facility and its population.

C.2.5.2 The Contractor shall dismiss any Contractor employee found to be under the influence of alcohol, drugs, or any other incapacitating agent, inappropriate behavior, poor performance, misconduct, or for endangering life or property. The removal of such person(s) shall not relieve the Contractor of the requirements of this contract.

Part C.3 Specific Tasks

C.3.1. Inspection Testing, and Maintenance (ITM): The Contractor shall perform operational ITM on installed facility kitchen fire suppression systems and fire alarm devices listed in Technical Exhibit I in accordance with OEM) recommendations; the UFC, NFPA, NEC, IBC, IEEE, and OSHA codes and standards; base requirements; and all other Federal, State and Local laws and regulations. ITM consists of: inspection/testing, cleaning, lubrication, adjustment, calibration, and minor parts and component replacement as required to minimize malfunction, breakdown, and deterioration of equipment; and the identification of and/or performance of any repairs required to bring the equipment up to the manufacturer's operating standards.

Any deficiencies of equipment/systems discovered after contract award that are directly a result of neglected ITM prior to award of this contract shall be considered corrective maintenance and consequently will not be included as part of the FFP portion of this contract. The Contractor shall perform all ITM and testing/incidental repairs of the systems and equipment listed at Technical Exhibit 1, which identifies component types and their respective locations across ALC’s campus. Whenever there is a conflict between OEM recommendations and/or any of the listed publications, the most stringent standard shall be used.

C.3.1.1 All inspection, testing, and ITM repairs shall be included in the FFP contract, including all labor, materials, equipment, and supplies. Repairs or item replacements recommended by manufacturers in the equipment O&M Manuals, O&M Technical Bulletins, and advisories that are specifically identified in the Contractor Master PM Schedule (See Section C.4.2) shall be part of the ITM requirement. Preventative maintenance work prescribed by the OEM, to include parts and services, mandated inspections, calibrations and annual recertification, as provided by OEM qualified sub-contractors shall be part of the FFP. This also includes any costs for required follow-up minor maintenance repair services resulting from the preventative maintenance procedures and inspections.

ITM Schedules: The Contractor shall establish the required ITM interval for each fire protection system based on the condition of the system. The Contractor shall schedule the next appropriate ITM based on the previously performed ITM and the UFC provided guidance. The Contractor shall perform the next interval ITM service due for each building. For facilities with fire protection systems that were not ITM’s for some circumstance, Contractor shall consider the facility condition or fire protection system and or the installation date as a base line to determine the next required ITM.

C.3.2. Troubleshooting Ground Faults and Short-Circuit Faults: The Contractor shall ensure that all wiring is complete with no ground faults, shorts, or opens.

C.3.3. The Contractor shall:

C.3.3.1 Upgrade the software and firmware on all fire alarm systems listed at Technical Exhibit 1, as updates become available. Perform required testing of the fire alarm devices after each software update.

C.3.3.2 Perform the biennial NFPA-required smoke detector sensitivity tests for all smoke detectors at ALC. See Technical Exhibit 1 for quantities, types, and locations.

C.3.3.3 Perform ITM services in accordance the NFPA-required frequencies and methods described within Table 14.3.1 (Visual Inspection) and 14.4.3.2 (Testing) of the NFPA: National Fire Alarm and Signaling Code Handbook, 2016 Edition.

C.3.3.4 Kitchen Hoods: The Contractor shall service the kitchen hood exhaust fire suppression systems (including the pressure gauges) annually in accordance with applicable NFPA standards and codes. The ITM and repairs shall ensure maximum operational capability.

C.3.4. Reporting:

1. During all tests the actual operating and maintenance practices should be noted by the Inspector and a determination made as to their acceptability.

2. Record Review: Review the records of inspection and maintenance to insure that regular and adequate tests have been made on the fire alarm equipment.

3. Record all findings electronically using an NFPA compliant record of inspection and maintenance form

4. Compile and provide a typewritten report in electronic format to the COR clearly describing the work accomplished and the deficiencies identified.

5. Reports and Records: Inspection Report of fire alarm equipment, shall be prepared for each component type (i.e. smoke detectors, pull stations, heat detectors) when it is inspected.

6. Conclusions: Any defects or deficiencies in condition, operating and maintenance practices of the fire safety equipment should be discussed by the inspector with the owner or user at this time.

C.3.5. Corrective Maintenance T&M Repairs (Service Orders): A Service Order (SO) is a corrective maintenance request generated by the Contractor which identifies a deficiency and provides a recommended solution. The Contractor shall notify the COR upon discovery of any repairs or damages, not classified as preventative maintenance. All CM tasks will follow the Service Order Process described within. Service order development will be initiated from service calls, Government personnel requests, or Contractor technicians. The technical scope and price proposal shall be submitted to the Government with sufficient detail and supporting documentation per contract requirements. The Government will validate the requirement, determine the priority, and attain approval. Routine/Urgent priorities will be FFP before a notice to proceed. The Emergency Service Orders will be billed directly from the T&M CLIN. The Contractor shall complete all the required information on the service order form accurately and completely and submit a FFP proposal to the Contracting Officer or their designated representative. The Government will review the proposal and upon approval the Contracting Office will generate a Notice-to-Proceed (NTP) for the specific task. The Contractor shall not proceed with any repairs prior to written notification from the Contracting Officer or COR.

C.3.5.1 The Government reserves the right to accomplish any SO with other sources. The Government may require to review equipment and component specifications and submittals for any equipment and building materials prior to installation.

C.3.6. Service Order Proposal Structure: The Contractor shall, within the time specified (defined at time of issue of a SO proposal and based on the size and complexity of the scope the individual SO), provide a proposal, presented in a professional format and on official company letterhead, to perform repairs and include the following:

1. A detailed description of the work to be performed including supporting documentation as required.

2. The required number of labor hours, including any overtime, by labor classification and schedule billing rate for each task.

3. Direct material costs, equipment rentals, travel subsistence, or similar costs.

4. Sub-contractor costs, if required, including applicable markups (overhead profit) to labor and materials.

5. Contractor Labor Cost

6. Contractor Applicable Burdens

7. Total estimated price.

8. Proposed completion or delivery dates (Schedule).

C.3.7. Service Order Ordering Authority: Service Orders must be approved by the Contracting Officer or the designated authority before work commences. The Contracting Officer may assign a local Contracting Officer’s Representative (COR) to determine priority level and validate requirements as identified in their appointment letter. The COR may approve routine and urgent service orders equal to or less than $2,500.00. If during the execution of urgent and routine service order work authorized by the COR, the Contractor feels that the completions of the SO work will exceed the $2,500.00 limit, the Contractor shall cease work and verbally notify the COR. The verbal notification shall be followed up by written notification to the COR within one (1) working day. Contractor shall await further instructions from the COR and/or the Contracting Officer.

C.3.8. Service Order Proposal Evaluation: The Contractor’s proposal will be evaluated by the Government to determine if the scope of the SO is clearly and accurately identified and if the estimated costs for labor, material and equipment are reasonable and properly documented. The Contractor shall negotiate the proposal in good faith with the Government. Once the Contractor and Government agree upon the negotiated price, the price becomes FFP and the Government may issue a NTP for the work. The cost proposal shall be valid for sixty (60) calendar days.

C.3.9. Service Order Response Times: If the Contractor determines that repairs to a device/system cannot be made within the specific time required, the Contractor shall furnish to the Contracting Officer, or designated representative for approval, a written justification stating the reason why the device will be out of service in excess of the specific time. The justification shall include a description of the repairs required, mitigation measures, estimated time required to make repairs, parts required/ordered, and the estimated date of completion to bring the device/system back into full service. No exception will be made without the written approval unless alternative process has been approved by the Contracting Officer or authorized COR. Contractor shall provide the supplier’s statement of estimated delivery date for any delays due to parts availability. The Contractor shall respond to all service calls within the time frames below:

a. Emergency: two (2) hour response, four (4) hour mitigation, eight (8) hour completion

b. Urgent: twenty-four (24) hour response, forty-eight (48) hour mitigation, five (5) day completion

c. Routine: forty eight (48) hour response, ten (10) day completion

C.3.10. Service Order Priority: The Contractor shall respond to all service orders within the required priority time frame from the initial request and follow the approved service order process. The Service Order priority level will be determined using the following criteria:

C.3.10.1 Emergency Service Orders (Priority 1): Maintenance and repair work which requires immediate action, including diverting personnel from other tasks. Emergency work is necessary for operations support, life safety, prevention of damage to property, or national security. Immediate corrective action shall be taken and shall be pursued on a continuous basis until permanent repairs are completed unless otherwise directed by the authorized Government representative. The Contractor shall maintain or provide essential services to critical equipment and facilities and maintain critical environmental conditions, or as otherwise determined. When notified by the Contracting Officer or their designated representative, the Contractor shall respond onsite to emergency service calls for repairs within a maximum time of two (2) hours after the notification. After being notified, the Contractor shall furnish a Rough Order of Magnitude (ROM) estimate and Contracting Officer/COR will issue a NTP and set a Not to Exceed (NTE) amount. The Contracting Officer may authorize the Contractor either verbally or in writing, to take immediate action to accomplish emergency repairs. The Contractor shall then mitigate and/or fully complete repairs for the emergency. The Contractor shall complete troubleshooting and any required mitigation within four (4) hours of arriving onsite. If the system deficiency cannot be mitigated within the four (4) hour limit or it becomes apparent that the cost could exceed the NTE amount, the Contractor shall notify the Contracting Officer/COR immediately. The Contractor shall complete repair(s) within eight (8) hours of arriving onsite, 24 hours a day, seven (7) days a week. Contractor shall contact the Contracting Officer/COR on all emergency SO’s when they are completed and submit all documentation the following business day by 0800 hours. Contractor’s employees who respond to emergency calls after normal duty hours shall communicate with the Government representative prior to starting work and after work is complete to discuss what work was accomplished.

C.3.10.1.1 Completion of an Emergency SO is defined as 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 and reduces risk to life safety, vital equipment damage, or national security.

C.3.10.1.2 Mitigation of an Emergency SO is defined as successful efforts to eliminate the life safety or security risks associated to a particular corrective maintenance task. Mitigation may be the only option and fully completing the repair is impossible. In a few cases, the parts required for repair may be long lead items, and in this case, Contractor shall make a good faith effort to mitigate the risk within the 4 hour period. The Contractor shall provide the Government a status, including a description and model number of the long lead part, the date the part was ordered, the date the part is expected to arrive, and the date the project is expected to be completed.

C.3.10.2 Urgent Service Orders (Priority 2): Urgent SOs should be accomplished by the first available maintenance personnel. Personnel shall not be diverted from Emergency-Priority 1 work. Contractor shall respond onsite to urgent service calls for repairs within 24 hours of notification. Contractor shall complete troubleshooting and any required mitigation within forty-eight (48) hours of arriving onsite. Contractor shall complete repair(s) within five (5) days after NTP is ordered by the Contracting Officer unless otherwise approved. Urgent work is required to correct a condition which could become an emergency, could seriously affect morale, or has command emphasis. These SOs are normally for occupied office/lab facilities or key operational facilities that impact multiple buildings and personnel or will cause extensive damage if not repaired sooner. Contractor shall contact the KO on all Urgent SO’s when they are completed and turn in all documentation within two (2) business days.

C.3.10.3 Routine Service Orders (Priority 3): The Contractor shall respond onsite to routine service calls for repairs within 48 hours of notification. Contractor shall complete repair(s) within ten (10) workdays after NTP, unless otherwise specified. If no priority is assigned then it is assumed to be a routine, priority 3. Work shall be accomplished in the most economical and efficient manner, on a "first come, first served" basis. Prompt response is essential to smooth operation of research and support elements. For some Routine SOs, the COR will establish a specific due date for completion based on program requirements; the Contractor shall be required to meet these due dates. Any routine SO that will take longer than ten (10) workdays shall be approved by the COR or a designated Government Representative before the ten (10) workdays are up. The Contractor shall submit a schedule for approval to the COR or a designated Government Representative for any routine SO that will take longer than ten (10) workdays to complete. The Contractor shall contact the Contracting Officer/COR when Routine SOs are completed and submit all documentation the within two (2) business days.

C.3.11. Completion/Acceptance of SO Work: The Contractor shall notify the COR within three (3) business days following completion of SO to schedule a joint final inspection. The Government will thoroughly inspect the SO prior to acceptance. Repair Work shall be accepted only after all work has been completed and noted discrepancies have been corrected. A complete repair package, including the following (where applicable), shall be submitted to the COR prior to invoicing for the work.

C.3.11.1 The Contractor shall provide a transmittal form to document transfer and receipt of all the above documentation. The Contractor must obtain a signature from the Government Employee accepting the documents.

C.3.11.2 Upon completion of a repair and acceptance by the Government, the Contractor shall submit updated (if required and as directed by the COR) as-built drawings in AUTOCAD and PDF format to the COR, within ten (10) business days for approval. The CAD drawings shall comply with the latest US Army Corps of Engineers (USACE) CAD standards.

C.3.11.3 Upon completion of a SO and acceptance by the Government, the Contractor shall submit an itemized listing of all labor hours, supplies, and material costs by SO performed during the month. If the Contractor directly purchased parts or components, copies of receipts shall be attached. Repairs authorized by contract may be invoiced separately upon completion and acceptance of work.

C.3.11.4 Any residual supplies/consumables purchased in support of a SO and directly reimbursed by the Government are Government property and shall become part of the Contractor’s on-hand stock stored on site at ALC for future SOs.

C.3.11.5 All parts, material or equipment removed shall be verified by the COR or the designated Government inspector and disposed of by the Contractor. The COR shall decide if the material being discarded is turned into the government’s Defense Reutilization Marketing Office (DRMO) for salvage or taken off post for disposal.

C.3.12. Meeting Attendance: The Contractor shall attend a Post Award Meeting, Quarterly Review Meetings, and Performance Evaluation Meetings (informal and formal settings), walkthrough inspections, and update meetings as required.

Part C.4 Deliverables

C.4.1. Master ITM Plan: The Contractor shall develop and submit a “Master ITM Plan” to the KO or designee. The “Master ITM Plan” shall include the list of items receiving ITM procedure as well as the specific maintenance standard or guide describing the ITM procedures used. The “Master ITM Plan” shall incorporate all preventive maintenance/inspection and testing/repairs of the systems and equipment, identified in the PWS. The Master ITM Plan shall be developed in accordance with the Original Equipment Manufacturers (OEM) recommendations and the latest applicable editions of the following publications: Uniform Facilities Criteria (UFC), National Electric Code (NEC), National Fire Protection Association (NFPA), International Building Code (IBC) and all other Federal, State and Local laws and regulations. Additionally, the preventive or predictive maintenance standards proposed by the Contractor may be based on a combination of equipment manufacturer’s recommendations, O&M Standards, (PM Guide), sensor technology, diagnostic software, Contractor’s experience and other sources. Whenever there is a conflict between OEM recommendations and/or any of the listed publications, the most stringent standard shall be used. The Contractor shall provide a draft copy of the “Master ITM Plan” within fifteen (15) days of contract award. The COR will review and return the draft plan with comments/input within fifteen (15) days after receipt. The Contractor shall provide the final plan to the COR for Government approval no later than fifteen (15) days after receiving COR comments/input. All ITM shall be executed as scheduled with documentation maintained accurately and up to date at all times. The Contractor shall update the “Master ITM Plan”, when necessary, to reflect any changes to equipment inventory, with such updates subject to COR for review and approval. The Contractor is responsible for ensuring the data is correct and transferrable to Government computer systems.

C.4.2. Master ITM Schedule: The Contractor shall generate and provide the COR with a “Master ITM Schedule” that outlines the schedule for all ITM tasks included in the Contractor’s “Master ITM Plan” (see C.4.1) for the entire applicable period of performance. The schedule shall be feasible and suitable for producing the stated performance requirements. The schedule shall divide ITM activities so that the scheduled completion dates are balanced throughout the annual period. The Contractor shall provide a draft copy of the “Master ITM Schedule” within fifteen (15) days of Contract award. The COR will review and return the draft schedule with comments/input within fifteen (15) days after receipt. The Contractor shall provide the final schedule to the COR for Government approval no later than fifteen (15) days after receiving COR comments/input. Until this period is elapsed the Contractor shall continue with the planned preventative maintenance system currently on site.

C.4.3. Master ITM Schedule Reviews/Revisions: The “Master ITM Schedule” shall be reviewed formally by the Contractor and the COR on a six (6) month basis, giving due consideration to plant condition, operational data and other trends of plant and its behavior as gathered. All ITM shall be executed as scheduled with documentation maintained accurately and up to date at all times. The Contractor shall update the “Master ITM Schedule” as necessary to reflect any changes to equipment inventory, with such updates subject to COR for review and approval within fifteen (15) days after their need is identified. The Contractor is responsible for ensuring the data is correct and transferrable to Government computer systems.

C.4.4. Service Bulletins: Contractor shall maintain the necessary means to obtain all service bulletins, recalls, training information, application tips, etc. from all equipment manufacturers.

C.4.5. Inspection, Maintenance, and Test Reports: The Contractor shall prepare and submit, to the Government, reports of activities as indicated in their respective paragraphs of this PWS. All reports must be typewritten, legible and clear. Handwritten reports will not be accepted. The activity reports shall be transmitted electronically and developed with PDF, Microsoft Word, or Excel. The Contractor shall provide a detailed Inspection and Testing form to the COR electronically, within two (2) weeks after the completion of an inspection or test. Records shall be completed for all inspections, tests, and maintenance, and shall include results from testing performed, the organization that performed the work, the results, and the date completed and shall include at minimum: Information for the device type, address, floor and building location, what loop it is on, zone, initiating device location, as found condition, action taken, and as left condition of the device. Records shall be completed for all inspections, tests, and procedures, including results from fire alarm testing performed, the organization that performed the work, the results, and the date completed.

C.4.6. Preparation of After Action Reports: Progress reports, minutes of all meetings, field inspection reports, calibration and installation reports shall be prepared by the Contractor. Copies of all such documents shall be furnished to the Government after each specific action within ten (10) business days.

C.4.7. Accident Prevention Plan: The Contractor shall develop an accident prevention plan in accordance with EM 385-1-1, Appendix A, and provide a draft copy to the COR two weeks (2) weeks after contract award. The accident prevention plan will be reviewed for completeness and compliance with OSHA and EM 385-1-1. The COR will return the accident prevention plan, with input/comments, to the Contractor within fifteen (15) days of receipt of the submission. The Contractor shall submit the final accident prevention plan, for approval, within seven (7) days of receipt of the plan with COR comments. The accident prevention plan shall be approved before work begins. The Accident Prevention Plan (APP) shall include an Activity Hazard Analysis (AHAs) for all activities required by the contract. The Contractor shall identify any hazardous activity that requires an onsite, full time Site Safety and Health Officer (SSHO) to be present during the duration of the contract.

C.4.8. Quality Control Plan (QCP): The Contractor shall submit the QCP within two (2) weeks after contract award. The COR will return the QCP, with input/comments, to the Contractor within seven (7) days of receipt of the submission. The Contractor shall submit the final QCP, for approval, within seven (7) days of receipt of the plan with COR comments.