DRAFT_PWS_RSFMS_22Nov16.pdf

PERFORMANCE WORK STATEMENT

24 October 2016

RIVANNA STATION FACILITIES MAINTENANCE SERVICES (RSFMS)

1. GENERAL: This is a non-personal services contract to provide facilities and equipment maintenance and support services which are non-governmental in nature. 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.

1.1 Description of Services/Introduction: The Contractor shall provide all labor, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items (as identified in section 5.0 of this PWS) and non-personal services necessary to perform support services as defined in this Performance Work Statement (PWS ) except for those items specified as Government Furnished Property (GFP) and services. The Contractor shall perform to the standards in this contract.

1.2 Background: The Rivanna Station Facilities Maintenance Services contract (RSFMS) provides facilities staff support services for work which is non-governmental in nature and which exceeds the agencies’ present organic resources. The main site is the Rivanna Station complex located in a semi-rural area ten miles north of Charlottesville, Virginia. This site has a land footprint of approximately 75 secured acres and consists of three primary facilities: the NGIC Nicholson Building Sensitive Compartmentalized Information Facility (SCIF) (258K SF), a leased warehouse (26K SF-located eight miles from the station), a leased overflow parking area outside the main installation entrance, and a leased secure SCIF space (60K SF-located on the station’s boundary line). The population of the station at all locations will consist of military, government civilians, government Contractors, and foreign national mission partners.

1.3 Objectives: The RSFMS Contractor shall provide National Ground Intelligence Center (NGIC) with facilities maintenance support services and specified equipment maintenance in a flexible manner without creating excess capability.

1.4 Scope: The

Contractor shall perform all labor, equipment, tools, materials, travel and supplies IAW with PWS. Para

Page Services Title

1.4 01 Summary Table of PWS Services

1.7.9.1 Contractor Key Personnel

5.1.1 10 Maintenance Level Descriptions

5.1.4 Maintenance Management

5.2 15 Facility Maintenance Records Services

5.3 17 Commercial Kitchen Equipment Maintenance

5.4 19 Fitness Center Equipment Maintenance

5.5 20 SCADA System Maintenance

5.6 21 Security Access & Surveillance Systems Maintenance

5.6.6 22 Classified Document Destruction Services

5.6.9 Security Key & Lock maintenance Services

5.7 24 General Mission Maintenance Support Work

5.7.1.5 24 Rolling File Maintenance (library storage system)

5.7.2 24 Mission Electrical Services

5.8 Mission Equipment Maintenance Services

5.8.1 25 Land Mobile Radio (LMR) Maintenance

5.8.2 25 Power Distribution Unit (PDU) Maintenance

5.8.3 25 Solar Lighting Maintenance (overflow parking area )

5.8.4 25 Package Screening Machine Maintenance

5.1 26 Custodial Services-ACLOS (Nicholson & ULC1 Bldgs)

Kitchen and Fitness Equipment LCR (ODC)

5.11 Clean Room Custodial (Computer Area)

1.4.2 Systems, Equipment, and Component Inventories: The quantities of systems, equipment, and components that the Contractor must maintain is found in attachment “List of Equipment to be maintained”. The supporting data presented in the “The List of Equipment to be maintained for each functional area are based on the data available at the time this PWS was prepared. Within forty-five

(45) calendar days of contract start date, the Contractor shall physically inventory the property and facilities described in this PWS and the List of Equipment to be maintained. The completed inventory may become a basis for readjustment.

1.5 Period of Performance: The anticipated period of performance shall be for one (1) twelve-month base period and four 12-month option periods, as follows:

Base Period - 04 Feb 2017- 03 Feb 2018 Option Year 1 - 04 Feb 2018- 03 Feb 2019 Option Year 2 - 04 Feb 2019- 03 Feb 2020 Option Year 3 - 04 Feb 2020- 03 Feb 2021 Option Year 4 - 04 Feb 2021- 03 Feb 2022

1.6 Performance Summary - The Contractor’s performance under this contract will be evaluated Based on the Contractor’s Quality Control Plan, and the government developed Quality Assurance Surveillance Plan for the elements to be evaluated and to determine the performance rating. The Government will develop Acceptable Quality Levels for each area to be evaluated.

1.7 General Information

1.7.1 Quality Control: The Contractor shall develop and conduct an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement specific procedures to identify, prevent, and ensure non-recurrence of defective services.

The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The Contractor shall provide a complete and comprehensive written Quality Control Plan (QCP) plan to the Contracting Officer (KO) and Contracting Officers Representative (COR) with their proposal. The QCP plan is a living plan. The Contractor’s QCP will include measurable QC methods for monitoring the QCP and documenting the regular conduct and enforcement of the provided QCP. An electronic copy of subsequent QCP changes shall be submitted to the KO and COR within 5 working days when changes are made following original submittal. After acceptance of the initial quality control plan the Contractor shall receive the KO’s acceptance in writing of any proposed change to his Quality Control (QC) system.

1.7.2 Quality Assurance: The government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP) as found at PWS Attachment 1/Technical Exhibit 1 – Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.7.3 Recognized Holidays: All Government offices will be closed, except for minimum essential personnel, during Federal holidays. Key Contractor labor may be required on Government Holidays if critical project work, involving utility and communication system outages, are scheduled on those days

(normal frequency – once/yr). The observed Federal holidays per year are defined in section H of the contract.

The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks up to and not exceeding the total service hours defined within this PWS when the Government facility is not closed for the above reasons or other Federal or local command specified closings.

1.7.4. Services: The Contractor is responsible for conducting business, between the hours of 0715 - 1600 Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

When hiring labor, the Contractor shall keep in mind that the stability and continuity of services delivered to the NGIC workforce is essential.

1.7.5 Place of Performance: The services and work to be performed under this contract shall be delivered at Rivanna Station, Charlottesville, VA.

1.7.6 Type of Contract: The government will award a TBD type contract.

1.7.7 SECURITY REQUIREMENTS: The Contractor shall have a valid Facility Clearance at the Top

Secret Level upon submission of proposal. The Contractors key personnel under this contract shall possess a current (active) DoD TOP SECRET Security Clearance (TS/SCI) with a Special

Background Investigation (SBI) and have eligibility for Sensitive Compartmented Information (SCI) indoctrination at time of the proposal submission, and must maintain that level of security clearance for the life of the contract. All other Contractor personnel performing work within the SCIF shall possess a current (active) DoD TOP SECRET Security Clearance (TS/SCI) with SCI eligibility prior to beginning contract performance. Designated services primarily performed outside of the SCIF may be performed by Contractor personnel either without a security clearance or while a clearance is being processed. The Contractor shall comply with all security requirements in accordance with the attached

DD254 including all attachments and addendums.

All on-site Contractor personnel performing duties within the SCIF must be cleared for DoD TOP

SECRET with a Special Background Investigation (SBI) and be indoctrinated for Sensitive

Compartmented Information (SCI) (ref. 9.5 Security Requirements). Contractor personnel performing duties outside the SCIF must have passed a National Criminal Investigation Check (NCIC). RSFMS sub-contractors performing work within the SCIF on an as-needed basis will not require a clearance, however they must be escorted by the RSFMS Contractor at all times.

1.7.7.1 PHYSICAL Security: The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use. All personnel and drivers involved in providing the services required by this PWS shall, at Contractor’s expense, complete annually an approved Anti-Terrorism and Force Protection (AT/FP) awareness training course. The Contractor shall provide proof of completed training. At the close of each work period, government facilities, equipment, and materials shall be properly and safely secured IAW all applicable regulations, laws, ordinances and local policies.

1.7.7.2 Contracted Employee Emergency Contact Information: The contractor shall provide the COR with an emergency phone number for twenty-four hour, 7 day-a-week contact purposes.

1.7.7.3 Key Control. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas.

1.7.7.3.1. In the event keys, other than master keys, are lost by the Contractor, the Contractor shall, by direction of the KO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. Government issued keys will Not be duplicated by the Contractor. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.7.8 Contracting Officer Representative (COR): The COR will be identified by separate letter by the Contracting Officer and will outline all the COR responsibilities. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract;

perform inspections necessary in connection with contract performance; maintains written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications;

monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; processes and verifies WAWF acceptance reports; coordinate availability of government furnished property and worksite access for Contractor personnel.

1.7.9 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all email and electronic or paper documents and reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Suitable marking shall include the display of the contract number and company name, in addition to the title “Contractor” following the employees name on all email and other written communications.

1.7.9.1 Contractor KEY PERSONNEL:

1.7.9.1.1. PRIMARY SUPERVISOR: The Contractor shall provide an on-site Program Manager or Site Lead as Primary Supervisor who shall be responsible for the performance of the work. The name of the Primary Supervisor, and designated alternate(s), who shall act for the Contractor in the absence of the Primary Supervisor, shall be designated in writing to the Contracting Officer upon submission of proposal. The Primary Supervisor shall have at least seven (7) years’ experience in facilities maintenance and management, five (5) years of which must be supervisory experience managing a program of this size and scope. The designated alternate shall have at least five (5) years’ experience in facilities maintenance and management, with three (3) years of which must be supervisory experience managing a program of this size and scope.

1.7.9.1.2 The Primary Supervisor shall be the Contractor’s authorized representative for the technical performance of all services required under this contract. The Primary Supervisor shall be the primary point through which communications, work assignments, and technical direction flows between the government COR and the Contractor. The COR, shall be the Contractor's first POC in the government.

1.7.9.1.3 The Primary Supervisor or designated alternate(s) shall be available during normal hours of operation to plan, direct, and control the overall management and operational functions specified herein. The Primary Supervisor shall provide the necessary level of contract management and administrative oversight to achieve the qualitative and quantitative requirements of this contract.

1.7.9.1.4 The Primary Supervisor or designated alternate(s) shall be available within thirty (30) minutes during normal work hours to meet on-site with the COR or designated representative. After normal working hours, the Primary Supervisor or designated alternate(s), shall be available within two hours, after notification, to perform emergency and urgent functions. The Contractor’s Primary Supervisor and the designated alternate(s) are considered by the government to be key personnel.

1.7.9.1.5 SECURITY SYSTEMS TECHNICIAN (Electrician): The Contractor shall provide a Security Systems Technician who shall be responsible for the performance of services required to maintain the security access and surveillance systems described herein. The name of the Security Systems Technician, shall be designated in writing to the Contracting Officer KO) and at time of proposal submission. The Security Systems Technician shall have at least seven (7) years’ experience in maintenance of security access and surveillance electronic and mechanical systems, five (5) years of which must be experience maintaining systems of this size and scope and in support of a SCIF-based operation and facility, and shall be currently licensed as a master electrician or equivalent. The required experience, training and systems certification shall be documented in a resume with copies of certifications and licenses attached.

1.7.9.2 NON-KEY PERSONNEL: The Contractor shall provide experienced, qualified, and capable personnel to perform the work in this contract. Personnel shall be fully knowledgeable of all safety and environmental requirements associated with the work they perform. Personnel shall speak, read, and comprehend English to the extent that they can read and understand printed regulations, detailed written orders, operating procedures, training instructions and materials.

1.7.9.2.1 The Contractor shall ensure that all Contractor personnel present a professional appearance that is appropriate for their position. The CONTRACTING OFFICER (KO) or COR reserves the right to determine the acceptability of Contractor personnel appearance.

1.7.9.2.2 The Contractor shall be responsible for the conduct and appearance of Contractor personnel, to include sub-Contractors. Contractor personnel working in public view are perceived by others to represent Rivanna Station agencies and their actions may influence internal and external customers.

1.7.9.2.3 The Contractor shall ensure that the Contractor PM and all contractor employees wear clothing that allows visible and clear identification as Contractor staff during the work day, and shall provide such identification and or distinctive clothing at Contractor expense and as Contractor furnished equipment.

1.7.9.2.5. All Contractor personnel and representatives shall be governed by Federal rules, regulations, laws, directives, and requirements issued during the contract term relating to law and order and security on government property. The Contractor shall remove from the government site any Contractor personnel or representatives whose continued employment is deemed by the COR or designated government representative to be contrary to the public interest or inconsistent with the National Security interests of the government.

1.7.10 Contractor Travel: Contractor may be required to travel locally and within the National Capital

Region (NCR) area during the performance of this contract to attend meetings, conferences, and training. The Contractor may be required to travel to off-site training locations and to ship training aids to these locations in support of this PWS. Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires prior Government approval/authorization and notification to the COR.

1.7.11 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever they become aware that such access or participation may result in actual or potential OCI issues and shall promptly submit a plan to the

Contracting Officer to avoid or mitigate any such OCI issues. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the

Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.7.12 SAFETY REQUIREMENTS

1.7.12.1 The Contractor shall complete and submit to the NGIC Safety Office a Job Hazard Analysis (JHA) and completed DA Form 7566 for all activities for which they are appropriate and required by Army regulation, INSCOM or NGIC Safety policy and guidelines.

1.7.12.2 The Contractor shall employ persons who meet the appropriate health standards as prescribed by local, state, or federal public health regulations for the particular type of employment for which engaged. The Contractor shall comply with all Occupational Safety and Health Administration (OSHA) regulations and publications. The Government reserves the right to intervene in Contractor operations to protect the health and safety of Government employees and visitors.

1.7.12.3 The Contractor shall conform to all Rivanna Station fire, security, and safety regulations and requirements covering such premises in effect at any time during the performance of this Contract.

The Contractor agrees to take all necessary steps and precautions to prevent accidents and preserve the life and health of Contractor and Government employees performing or in any way coming in contact with performance of this contract on such premises. The COR, upon request, will furnish information concerning safety, fire, and security regulations to the Contractor. Any violation of such regulations, unless immediately corrected as directed by the COR, KO, or other designated personnel, shall be grounds for termination of this contract.

1.7.12.4 The Facilities Management Office, the COR or his/her designated representative, or any other person designated by them shall have the right to inspect the offices and work areas/operations of the Contractor to assure full compliance with all provisions of this Contract and with the standards of service and safety, including all facilities necessary for processing, storing, transporting, and handling materials of this contract. The Contractor shall turn over premises in as good order and condition as when the same were entered upon by the Contractor; damage by fire, or inevitable accident or ordinary wear and tear excepted.

1.7.13 HEALTH & SAFETY: The safety of workers, the public, and the protection of the environment are fundamental responsibilities of the Contractor. The Contractor shall

1.7.131 The Contractor shall take necessary actions, to minimize injuries and fatalities and prevent worker exposures to harmful substances and the environment;

1.7.13.2 The Contractor shall establish clear environmental, safety and health priorities and manage activities in proactive ways that effectively increase protection to the environment and to the public and worker safety and health; and

1.7.13.3 The Contractor shall perform all activities in a manner that complies with health, safety, and environmental regulations; minimizes wastes; and assures all work complies with DoD Directives and OSHA requirements.

1.7.13.4 The Contractor shall submit a safety program plan within 30 calendar days following contract award. The Contractor shall maintain an effective safety management system to identify deficiencies, resolve them in a timely manner, and ensure that corrective actions are implemented. Contractor shall ensure that all Contractor personnel have received proper safety training, appropriate to their respective jobs. At a minimum, all Contractor personnel shall have attended OSHA training as identified in 29 CFR Part 1910 and Part 1926.

1.7.13.6. FAILURE TO COMPLY: If the Contractor fails or refuses to comply with its safety plan or performs work in a manner which creates a health hazard to government or Contractor employees, the Contracting Officer, via recommendation from the COR, may take corrective action.

1.7.14 SECURITY and FORCE PROTECTION

1.7.14.1 The Contractor shall employ persons as employees or agents who shall be citizens of the United States of America.

1.7.14.2 The Contractor shall obtain from all employees and agents of the Contractor at the time of their separation any and all installation passes, Common Access Cards, security access badges, or other identification issued to such persons during their employment. It is the responsibility of the COR to ensure the passes are collected and returned to the Nicholson Building security office, or other designated issuing office.

1.7.14.3 The Contractor recognizes that the contracted place of service is a military facility subject to force protection requirements that change from time to time based on the threat level. Force protection requirements may result in searches of Contractor personnel, supplies, and vehicles.

During heightened threat levels other restrictions, such as restrictions on guests and temporary closures, are also possible. The Contractor recognizes that force protection requirements are a recognized non-compensable risk.

1.7.14.4 The Contractor shall be subject to and comply with all Federal, DoD, Army, INSCOM and local command Security policies, regulations and orders from authorized local Security staff.

Violations of the stated authorities shall be deemed by the Commander and the KO to be sufficient grounds for termination of Contractor employees or termination for default of the Services Contract.

2: DEFINITIONS & ACRONYMS

Reserved.

3: GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1. SERVICES: The government will provide the following services at the contract work site:

3.1.1 POLICE AND FIRE PROTECTION: The Contractor shall notify the appropriate office for emergency services and shall cooperate with all police and fire programs, drills, and instruction. The Contractors’ personnel shall be fully aware of all Rivanna Station emergency services, procedures, telephone numbers, and equipment locations.

3.1.2 LOCAL AREA NETWORK CAPABILITIES: The government will furnish the Contractor with access to the existing Local Area Network(s) (LAN) with Internet access. The government will be responsible for connectivity of equipment to the existing access point. The Contractor shall notify the appropriate office when maintenance, repair, or change in service is required. Contractor personnel shall not relocate government furnished access point(s) to the LAN or in any way tamper with the LAN lines. The government is responsible for approving Contractor requests for upgrades or changes in the LAN service provided at the government discretion. The government will furnish the Contractor with access to the electronic mail system along with any necessary standard software packages it uses. Any nonstandard software requirements shall be the responsibility of the Contractor. These systems shall be utilized for official business only.

3.2 FACILITIES: The government will provide administrative and operational space in Rivanna Station facilities for Contractor use that are appropriate to the intended purpose. The government shall inspect the facilities available to the Contractor for compliance with the Occupational Safety and Health Act (OSHA) and abated hazards. The government will correct any subsequent OSHA hazards identified, taking into account safety and health priorities. Compliance with the Occupational Safety and Health Act and other applicable laws and regulations for the protection of the Contractor’s employees is exclusively the obligation of the Contractor. No alterations to the facilities shall be made without specific written permission from the government. In the case of alterations necessary for OSHA compliance, such permission shall not be unreasonably withheld. The Contractor shall return the facilities to the government in the same condition as received, fair wear, tear, and approved modifications excepted.

3.3 UTILITIES: All utilities in the facility will be available for the Contractor’s use in performance of tasks outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices.

The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 EQUIPMENT: The government will provide or make available automation information systems (typically PCs), shared copiers, printers, fax machines and plotters as necessary to perform services defined in the PWS. The Contractor shall return any accepted GFP in the same condition as received, normal wear and tear excepted, on the contract termination date. The Contractor shall be responsible for the cost of any maintenance, repairs, or replacement caused by negligence, abuse, or accidents by the Contractor. Title to all GFP shall remain with the Government. Lack of property does not relieve the Contractor from performing the tasks within this contract.

3.5 AUTOMATED DATA PROCESSING SYSTEM REQUIREMENTS. The Contractor shall use a government provided computer-based work management system (CMMS) to capture all maintenance and services work load data specified in the contract. If a government furnished CMMS is not provided or available, the Contractor shall propose and provide a commercial industry standard CMMS to be approved prior to use by the COR as meeting the government’s intent.

3.6 STORAGE: The government will provide or make available file data storage systems adequate for the Contractor to provide specified master planning support services. Electronic systems will be used to the extent possible and when space restrictions limit the availability of hard copy storage.

3.7 SUPERVISORY CONTROL AND DATA ACQUISITION (SCADA) The government will provide a fully functional SCADA workstation to perform the functions specified in the contract. SCADA deliverable services and maintenance are described in para 5.4.

4: CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 GENERAL: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 EQUIPMENT: The Contractor shall provide all personal safety protective equipment required by OSHA to perform work in the PWS safely. The Contractor shall ensure that personnel are issued, possess and wear protective clothing and equipment (to include gloves, reinforced toe shoes, hearing and eye protection appropriate for the task being performed) while working in the warehouse and handling supplies and equipment at all specified work locations. The Contractor shall provide safety protective uniforms, complying with OSHA, to personnel working in the warehouse.

5: SPECIFIC MAINTENANCE OR SERVICE CATEGORIES

5.1. BASIC SERVICES. The Contractor shall provide the following levels/categories of maintenance and repair for each listed category of equipment serviced at:

All NGIC Facilities, owned or leased by the US Government and occupied by workforce in direct support of NGIC operations, on or within 15-miles of the installation designated as RIVANNA STATION, Charlottesville

VA

5.1.1 Level-I (Preventive) Maintenance: Level-I maintenance includes recurring scheduled labor, materials, supplies, and component parts, collectively termed as “preventive maintenance (PM)” services, to be performed as Firm Fixed Price (FFP) services upon all categories of mission equipment or areas of the facilities as described or defined by this PWS. Scheduled PM services include performing recurring care and maintenance activities by which the Contractor shall confirm proper and safe operation of the equipment, maintain clean, safe, and functional work spaces and mission equipment, and comply with both manufacturer’s guidance and NGIC requirements for the care of all spaces and equipment listed in or defined by this PWS. PM prerequisites shall include identifying and entering all equipment items or systems into an approved electronic maintenance management system (MMS) within 45-days of contract award, and physically tagging each item of equipment with unique identifier codes. Actual PM activities shall include periodic inspection, cleaning, adjustment, calibration, operational and safety checks, assessments of equipment performance and condition, written summary of findings and actions taken during the PM, and proactive recommendations for repairs or replacement of components or systems. PM actions shall routinely involve performing operator start-up/shut-down tasks, assessing and trouble-shooting equipment quality of performance IAW manufacturer’s standards and defined NGIC requirements, and making minor repairs or adjustments intended to maintain or improve performance and prevent unexpected or pre-mature equipment breakage or failure. Actual cost details to perform Level-I PM services shall be documented in the MMS and shall capture all man-hours, supplies and parts for each PM service, with a PM cost summary included for each completed PM event. All PM work activities shall be http://encyclopedia2.thefreedictionary.com/Supervisory+Control+and+Data+Acquisition entered in the MMS and also shall be entered into General Fund Enterprise Business System (GFEBS) as/when directed by the PWS requirements for contractor use of that Army system.

5.1.2 LEVEL-II (Service Order) Maintenance: Level-II Maintenance shall be comprised exclusively of repairs or other maintenance actions to PWS-listed mission equipment or facility areas which are estimated to cost less than $2,000 per completed repair action. Level-II maintenance actions may be required due to unscheduled equipment failure, poor equipment or system performance or other causes or requirements encountered or discovered during or as a result of routine operation, and shall also be termed as “Service Order (SO)” work. SO’s requirements also may be identified or initiated during conduct of scheduled PM services, but shall include all maintenance, repair, alteration, and equipment service requirements, which are low-cost and minor in scope, and which are required to restore the equipment, system or facility area to acceptable condition, operation or performance. SO repairs may be identified by equipment or system operators or by maintenance staff. SO work will be funded as a separate contract line item (CLIN) and shall be performed without further input from the Government once approved by the COR. Work performed under approved Service Orders shall be completed by the Contractor in compliance with the COR’s assigned priority level and quality of maintenance standards mandated for the affected equipment or facility area. Service orders may also be used to replace (repair by replacement) minor equipment items listed under this PWS. Additional examples of SO category work are defined in the specific PWS equipment or system sub-paragraphs.

The Contractor shall include and present a list of SO work performed and cost invoiced for each SO as part of the monthly contract in-process review (IPR) meeting and related reports as required by the PWS or contract deliverables schedule.

5.1.3 LEVEL-III (High Dollar Value (HDV)) Maintenance. LEVEL-III (High Dollar Value (HDV)) Maintenance work is used for maintenance, repair, replacement or procurement of new/similar equipment for operational support exceeding the ($2000) scope of Service Orders, but not to exceed (NTE) $150,000.00 for a single task. HDV maintenance shall be defined as “New Work” when not covered under the FFP elements of the contract, and the HDV work will be Cost Reimbursable based upon negotiated proposals for labor, materials and equipment required to accomplish the approved scope of work for each Level-III event. The Contractor shall provide estimates for each HDV event compliant with FAR requirements for construction costs exceeding $2,000. The Contractor shall detail the price of the work, including an estimate of the material, labor (detailed hours by specialty), and equipment. The Contractor's proposal will be evaluated to determine if: (1) the scope has been clearly and accurately identified, (2) labor categories have been properly identified, and (3) equipment and material proposed are reasonable and properly documented. If the Contracting Officer determines that the proposal is accurate and the price is reasonable, the Contracting Officer will issue a modification to the contract to provide the HDV CLIN with the approved funding. Receipt of the contract modification document shall be the Contractor’s notice to proceed. If during the course of work the Contractor encounters unforeseen conditions which impact the work or cost and which could not be evaluated or foreseen during the initial estimation and proposal process, the Contractor shall contact the COR immediately and shall not proceed further without Contracting Officer authorization.

If negotiations and a modification to the contract are required, the Contractor shall not proceed until the additional modification has been issued. If the Contractor is directed to stop the HDV event work, the Contractor shall clean and secure the work site.

5.1.4 MAINTENANCE MANAGEMENT. The Contractor shall plan, program, coordinate, estimate, respond to Government schedule, and evaluate resources for work requests approved by the COR for performance by the Contractor. In conjunction with these functions, the Contractor shall prepare, input, and maintain Contractor- generated data in the government provided or approved work management system/s databases (see paragraph 5.1.1.5). Contractor data shall include operational data to provide complete and accurate outputs/reports required herein. Work management shall include maintaining a suspense system with appropriate registers and files, and routing and distributing reports related to services and deliverables required within this contract.

5.1.4.1 SUPERVISION. The Contractor shall have a Site Lead with authority to provide sufficient labor, materials and equipment in accordance with requirements of this contract and to act on the Contractor's behalf. At minimum, the Contractor's Site Lead or alternate Site Lead shall be available during normal working hours and shall be physically available to the Contracting Officer or designated government representative within one (1) hours during normal working hours. Instruction given by the Contracting Officer or designated representative to the Contractor's Site Lead or alternate shall be considered to have been given directly to the Contractor.

5.1.4.2. Maintenance Service Order Log. The electronic maintenance management system (MMS) constitutes the Service Order Log. The Contractor shall maintain the status of all Service Orders (Level-II Maintenance & Repairs) received and responded to and retain one copy of the annotated original printed Service Order for a minimum period of twelve months. The Contractor shall deliver to the Government a complete electronic copy of the entire service order database at the conclusion of each contract period of performance.

5.1.4.3 Service Order (SO) Process. Service Orders will be generated by customer requirements received in-person, via email, phone or other method provided by the Government, and the Contractor shall enter each SO into the MMS, to include a work priority, and all work detail until the SO is completed or closed by the Contractor. When the Contractor identifies work for service orders, the Contractor shall enter relevant details into the MMS with the Contractor’s Customer ID.

5.1.4.4 SCHEDULES. The Contractor shall schedule, control, and perform all work described herein in accordance with all terms and conditions contained in the contract. The Contractor shall develop and provide plans and schedules to include a Level I operation and maintenance schedule for daily, weekly, biweekly, monthly, quarterly, semi-annual, and annual, start-up and shutdown work. The Contractor's schedule shall be divided by functional area (i.e., SCADA, Security Systems, Document Destruction System, PDUs, etc.) and Bid Line Items. LEVEL-II (Service Order) Maintenance Service Order Work need not be individually scheduled. However the Contractor shall indicate the estimated number of hours expected to be expended against Service Orders each month. The Contractor shall keep the schedules current. Work shall be scheduled by the 21st day of each month and provide to the Government in an MS Excel or similar format electronically and in paper copy.

5.1.4.5 RECORDS and REPORTS. Complete and accurate operating, maintenance, and repair records of all work shall be maintained by the Contractor in accordance with AR 25-400-2 and as otherwise specified in the contract.

5.1.4.6 WORK ORDER FILES. The Contractor shall maintain individual Task Order files on each active Individual Task Order. The Contractor shall retain the working file on each Individual Task Order for five (5) years and shall make these files available for the COR's review. All forms submitted shall be accurately filled out showing actual start and completion dates, total labor hours expended, and cost of equipment and materials utilized. Copies of any material receipts, letters of authorization, sales slips, invoices, etc., relating to the job order shall be retained by the Contractor in the equipment/facility file as a maintenance and repair history. The Contractor shall provide the COR access to the Contractor maintained files during the term of the contract. All files are the property of the Government and shall be turned over to the Government upon completion or termination of the contract.

5.1.4.7 FILING. The Contractor shall maintain and retain files in accordance with AR 25-400-2 Oct 86, Appendix C, AR 420-46a, 420-17d, 420-49b, and 420-1.7e.

5.1.4.8 Operating Files and Logs. The Contractor shall maintain operating logs and an operating log file on equipment. The Contractor shall use standard Government forms, charts, and logs as described and referenced herein. The Contractor shall maintain operating logs for a minimum of two years unless otherwise specified herein and these documents shall be available for COR review. All operating files and logs shall be turned over to the Government upon contract completion or termination.

5.1.4.9 MANUFACTURER's MANUALS. The Contractor shall obtain electronic copies of manufacturer’s manuals on all new equipment installed by the Contractor. The Contractor shall notify the Government of the electronic file location. These manuals and operating instructions shall become the property of the Government at the expiration or termination of the contract.

5.1.4.10 INPUT/UPDATES TO FACILITY AS-BUILT DRAWINGS. The Contractor shall provide maintenance and repair related updates to facility as-built drawings as part of the services under the contract. All utility repairs, component replacements, modifications, alterations, and additions to all systems and components shall be electronically redlined as well as submitted for notation to the hard copy drawings upon completion of work. The Contractor shall redline annotate all components replaced during the period of the contract and annotate all items removed from service. Hard copy markups and electronic redlines shall be delivered to the Government at the completion of each major project as identified by the Government, or quarterly. ALL changes shall be integrated into the master data set of as-built drawings maintained for the Government. The Contractor shall validate all drawings for accuracy and content. All electronic data and hard copy products remain the property of the Government and shall be turned over to the Government upon the completion of the contract.

5.1.4.11 OPERATIONS and Maintenance (O&M) Manuals and Job Specifications. The Contractor shall be responsible for maintaining and updating O&M manuals and project specifications as part of the services under this contract. Operating manuals and specifications shall be filed, indexed, and cross referenced to corresponding project plans and as-built drawings in the drawing files.

5.1.2 General Maintenance and Repair. The Contractor shall perform all work required by the Contract to maintain and provide services to the NGIC Nicholson Building and NGIC ULC1 lease space areas within Work Levels I and II as defined below. The Contractor shall perform general maintenance and repair work in all functional areas described below.

5.1.2.4 Level-I PREVENTIVE MAINTENANCE (PM) SCHEDULING. Within fifteen (15) calendar days after contract award, and prior to the start of work, the Contractor shall submit to the COR, for approval, a detailed PM schedule for all functional areas specified in this PWS. The schedule shall clearly differentiate between each functional area and shall reference the specific equipment item being maintained by equipment identification number or building number, equipment name and equipment location. The PM program shall be executed in compliance with the checkpoints identified in each functional area of the specification. Lists of equipment to be maintained are provided with each functional area description. Work on this contract shall not commence until this schedule has been approved. The program shall be designed to minimize future repair requirements and to keep each system or component operating properly. Due to operational requirements, the schedule shall be subject to change or revision at any time during the contract as directed by the COR. If a schedule change is to take place, the Government will notify the Contractor at least five (5) working days prior to the change. The Contractor shall adhere strictly to the scheduled PM dates to facilitate Government verification inspections. If the Contractor finds it necessary to reschedule a PM, a formal typewritten request shall be made to the COR detailing the reasons for the request at least five working days prior to the originally scheduled PM date. No scheduled PM dates shall be changed without prior approval of the COR. All PM is provided under the Level I portion of the contract.

5.1.2.5 Level-I Preventive Maintenance (PM) Records. The Contractor shall maintain PM records.

Sample forms for documenting the PM shall be submitted within fifteen (15) calendar days of contract award to the COR for approval. These records shall be available to the COR upon request and shall be provided to the Government upon expiration/ termination of this contract.

5.1.2.6 PM Reports. After a PM inspection is made, the Contractor employee performing the PM will fill out an L&E Utilization Preventive Maintenance (EHSC Form 4288-2) line entry for each PM action performed for entry into the work management system.

5.1.2.7 Defects or Deficiencies. Defects or deficiencies identified but not corrected by the Contractor during a scheduled PM shall be written up and submitted to the COR within three (3) working days of completion of the PM for correction through Service Order or appropriate Level of work.

The COR will approve or disapprove the work. If approved, the Contractor shall proceed under Service Order or approved level of work.

5.1.2.8 Warranty Program. The Contractor shall establish and maintain a Warranty Program to manage care for all equipment, parts, and components, where the manufacturers provide a warranty and for which warranty actions shall be exercised for the duration of this contract. The Contractor shall provide the COR with a copy of the warranty and manual for each item of equipment which the Contractor installs. The Contractor shall input and maintain all existing and new warranty information within the work management system for each item of equipment, which the Contractor installs or maintains.

5.1.2.9 Provision of Materials and Supplies. The Government may or may not provide materials and supplies for the Contractor to utilize/install as part of LEVEL-II (Service Order) Maintenance or Level III High Dollar Value (HDV)) Maintenance requests under this contract. Government - furnished materials shall not be included in the dollar limitations for Service Orders or HDVs.

5.1.2.10 Equipment Replacement (Government Property). If an item of Government property is determined by the Contractor to be beyond economical repair, the Contractor shall recommend to the COR in writing that such equipment be replaced. Substantiating data to support the recommended replacement shall be included. If the Government decides that such equipment should be replaced or repaired, and replacement or repair is authorized, the Contractor shall accomplish the work in accordance with the appropriate work level criteria. Disposal instructions will be provided by the COR.

5.1.2.11 New Equipment Documentation. The Contractor shall provide justification documents with recommendations to purchase new or replacement equipment (Government property). The Contractor's justification shall comply with the FAR and shall include the following information:

Minimum two quotes in addition to Contractor’s own quote

• The age (purchase date) and original cost of the equipment recommended for replacement.

• Maintenance Control Designator (MCD).

• Cost Benefit Analysis (repair vs. replace)

• The rationale for replacement rather than repair.

• Whether or not the new equipment will fit into the existing/available space, perform the required function, and operate on available installed utility services.

• Facility Engineer Work Request (DA Form 4283).

5.1.2.12 Salvage. The Government retains all salvage rights to replaced property of value. The Government will determine the value of the property. Items of no value shall be disposed of at the Contractor's expense. For items of value, and for all Government equipment regardless of value, the Contractor shall prepare DD Form 1348-1 for property disposal.

5.2 FACILITY MAINTENANCE RECORDS SERVICES

5.2.1 General. The Contractor shall provide administrative support to organize and manage plans, programs, reports, and files established under US Army Regulation 210-20.

5.2.1.1 Level-I (Preventive) Maintenance

5.2.1.2 The…