W912EF19R0013_PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

WALLA WALLA DISTRICT HEADQUARTERS

BUILDING MAINTENANCE SERVICES

TABLE OF CONTENTS

PART 1 GENERAL REQUIREMENTS

PARAGRAPH

1.0 INTRODUCTION

1.1 BUILDING AND SITE DATA, BUILDING DRAWINGS

1.2 SCOPE OF WORK

1.3 OPERATIONS AND MAINTENANCE MANUALS (O&M MANUALS).

1.4 GENERAL ADMINISTRATIVE AND OPERATIONAL REQUIREMENTS

1.5 CONTINUITY OF SERVICES

1.6 WORK ORDERS

1.7 TOURS

1.8 COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM (FEM /

MAXIMO)

1.9 FEM / MAXIMO TRAINING

1.11 PROTECTION AND DAMAGE

1.12 NEGLIGENCE

1.13 KEY CONTROL

1.14 DISRUPTIVE OR HAZARDOUS TOOLS

1.15 SCHEDULED DISRUPTION TO UTILITIES, LIGHTING, FIRE PROTECTION

AND LIFE SAFETY SYSTEMS, OR SPACE CONDITIONING

1.16 GOVERNMENT FURNISHED ITEMS

1.17 CONTRACTOR FURNISHED ITEMS

1.18 PHASE-OUT TRANSITION PERIOD.

PART 2 DEFINITIONS AND ACRONMYMS

PARAGRAPH

2.1 DEFINITIONS AND ACRONYMS / ABBREVIATIONS:

2.2 ACRONYMS

2.3 APPLICABLE REFERENCES

PART 3 GENERAL WORK REQUIREMENTS

3.1 MAJOR EQUIPMENT AND CRITICAL SYSTEM BREAKDOWNS

3.2 PREVENTIVE MAINTENANCE (PM) REQUIREMENTS (GENERAL)

3.3 SCHEDULING PREVENTIVE MAINTENANCE

3.4 PREVENTIVE MAINTENANCE (PM) GUIDES.

3.5 PERFORMING PREVENTIVE MAINTENANCE.

3.6 RECORDING PREVENTIVE MAINTENANCE PERFORMANCE.

3.7 MINOR REPAIRS

3.8 TIME AND MATERIALS

3.9 OVERTIME SERVICES

3.10 REQUIREMENTS

3.11 OTHER SPECIAL REQUIREMENTS

3.12 REQUIRED SUBMITTALS

3.13 SECURITY REQUIREMENTS

3.14 SCHEDULES

3.15 QUALITY CONTROL

3.16 SAFETY REQUIREMENTS

3.17 ENVIRONMENTAL

PART 4 SITE MAINTENANCE

4.1 GENERAL SITE MAINTENANCE SERVICES

4.2 CATCH BASINS

4.3 WALKWAYS, ACCESSES, AND PARKING AREAS

4.4 BRICK PAVERS

4.5 PAVEMENTS AND PAVEMENT MARKINGS

4.6 JOINT SEALANT

4.7 U.S. FLAG POLE, LIGHTING AND PULLEY SYSTEM

PART 5 ARCHITECTURAL/STRUCTURAL MAINTENANCE

5.1 GENERAL

5.2 GENERAL MAINTENANCE AND REPAIR

5.3 GENERAL FINISHES MAINTENANCE

5.4 EXTERIOR WALLS.

5.5 EXTERIOR THERMAL AND MOISTURE PROTECTION

5.6 DOORS AND WINDOWS

5.7 ARCHITECTURAL INTERIOR FINISHES

5.8 INTERIOR BUILDING SPECIALTIES

5.9 INTERIOR BUILT-IN CASEWORK

PART 6 DOMESTIC WATER SUPPLY, WASTE WATER , PLUMBING,

AND ASSOCIATED FIXTURES MAINTENANCE

6.1 GENERAL DOMESTIC WATER SUPPLY, WASTE WATER, PLUMBING, AND

ASSOCIATED FIXTURES MAINTENANCE SERVICES

6.2 PREVENTIVE MAINTENANCE REQUIREMENTS

6.3 TAGS AND TAGGING

6.4 WATER SUPPLY PLUMBING

6.5 WATER HEATERS

6.6 TOILETS, URINALS, KITCHEN SINKS AND FAUCETS, LAVATORIES, MOP

SINKS, SHOWER HEADS AND EYEWASH STATIONS

6.7 ELECTRIC WATER COOLERS

6.8 WASTE WATER PLUMBING

6.9 PRESSURE REGULATING VALVES AND PRESSURE BACKFLOW PREVENTERS

6.10 ICE CUBE MACHINES

6.11 GENERAL TIMING FOR PLUMBING EQUIPMENT INSPECTION AND

MAINTENANCE TOURS

PART 7 FIRE PROTECTION AND LIFE SAFETY EQUIPMENT AND

SYSTEMS

7.1 GENERAL SERVICE

7.2 DESCIPTION OF SERVICES

7.3 FIRE ALARM SYSTEM SERVICES

7.4 WATER-BASED FIRE SUPPRESSION SYSTEMS

7.5 FIRE-RATED DOOR ASSEMBLIES

7.6 FIRE DAMPER

7.7 SMOKE DOORS ASSEMBLIES

7.8 PORTABLE FIRE EXTINGUISHERS

7.9 NON-WATER-BASED FIRE EXTINGUISHING SYSTEMS

7.10 SMOKE CONTROL SYSTEMS

7.11 EMERGENCY AND STANDBY POWER SYSTEMS

7.12 EMERGENCY LIGHTING SYSTEMS AND EXIT SIGNAGE

7.13 TAGS AND TAGGING

PART 8 ELECTRICAL MAINTENANCE

8.1 DESCRIPTION OF SERVICES

8.2 CONTRACTOR QUALIFICATION AND REPORTING

8.3 COORDINATION/WORK HOURS.

8.4 PREVENTIVE MAINTENANCE REQUIREMENTS

8.5 TAGS AND TAGGING

PART 9 HVAC SYSTEM GENERAL

PART 9A HVAC SYSYTEM

PARAGRAPH

9A.1 HYDRONIC PIPING AND VALVES (INSPECTION AND REPAIRS):

9A.2 CHILLED AND HOT WATER CIRCULATING PUMPS/CIRCULATING PUMPS

(INSPECTION AND REPAIRS):

9A.3 ELECTRIC BOILER (INSPECTION, REPAIRS, AND MAINTENANCE):

9A.4 HEAT EXCHANGER (INSPECTION, REPAIRS, AND MAINTENANCE):

9A.5 WATER SOURCE HEAT PUMPS AND REMOTE CONDENSING UNITS

9A.6 DEDICATED OUTSIDE AIR UNITS AND EXHAUST FANS (INSPECTION,

REPAIRS, AND MAINTENANCE):

9A.7 THERMOSTATS (ALERTON HP CONTROLLER TUX-SA AND ROOM

TEMPERATURE MICROSET) AND ALERTON IBEX CONTROLLER (ECP-2

AND ECP-3) (INSPECTION, REPAIRS, AND MAINTENANCE):

9A.8 ELECTRIC UNIT HEATERS (INSPECTION, REPAIRS AND MAINTENANCE):

9A.9 COOLING TOWER AND BASIN SWEEP FILTRATION SYSTEM

9A.10 TAGS AND TAGGING

PART 9B HVAC SYSTEM WATER TREATMENT

9B.1 DESCRIPTION OF SERVICE

9B.2 CHEMICAL USAGE

9B.3 INSPECTION/TREATMENT OF DRIP PANS

PART 9C HVAC SYSTEM CFC/HCFC REFRIGERANT PROGRAM

9C.1-7 GENERAL

9C.8 GENERAL TIMING FOR HVAC SYSTEM CFC/HCFC REFRIGERANT

PROGRAM INSPECTION AND MAINTENANCE TOURS

PART 10 UPS REPAIR, BATTERY REPLACEMENT, AND

MAINTENANCE SERVICE

10.1 SCOPE

10.2 SCHEDULING

10.3 UN-INTERRUPTIBLE POWER SUPPLY GENERAL INFORMATION

10.4 TESTING AND VALIDATION OF WORKING UPS SYSTEM

10.5 GENERAL TIMING FOR UPS INSPECTION AND MAINTENANCE SERVICE

PART 11 TECHNICAL EXIBITS

EXHIBIT #

T-1 TECHNICAL EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

T-2 TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

T-3 TECHNICAL EXHIBIT 3

MECHANICAL EQUIPMENT LIST

T-4 TECHNICAL EXHIBIT 4

TOUR SCHEDULE

T-5 TECHNICAL EXHIBIT 5

AS-BUILT DRAWINGS

PART 1 GENERAL REQUIREMENTS

1.0 INTRODUCTION

This is a non-personal Contract to obtain Building Maintenance Services required to sustain and restore real property assets, to include plant, property, and equipment for the US Army Corps of Engineers, Walla Walla District (NWW) located at 201 N 3rd Avenue in Walla Walla, WA. Contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The performance work statement is the minimum level of work and services that the Contractor must provide. Determination of the total man-hours required each day to perform the work specified herein is the sole responsibility of the Contractor. No statement in these requirements shall be construed as being contrary to this Contractor responsibility.

1.1 BUILDING AND SITE DATA, BUILDING DRAWINGS

1.1.1 Building and Site Data

Site Area – 157,600SF (3.6AC) Type IIB - Fully Sprinklered Building Constructed 1993 Three-Story Steel Structure With Concrete Floors Brick And Pre-Cast Concrete Façade With Aluminum Strip Window Glazing Floor Area:

- First Floor 37,073sf

- Second Floor 31,408sf

- Third Floor 25,696sf

- Total Area 94,177sf

1.1.2 Building Drawings.

Following drawings are for general understanding of site and building configuration and scale, Refer to TECHNICAL EXHIBIT 9: Building Drawings for more extensive building as-built drawings

1.1.2.1 SITE PLAN

1.1.2.2 FIRST FLOOR PLAN

1.1.2.3 SECOND FLOOR PLAN

1.1.2.4 THIRD FLOOR PLAN

1.1.2.5 NORTH AND EAST ELEVATIONS

1.2 SCOPE OF WORK.

The Contractor shall provide all management, supervision, labor, supplies, materials (except as otherwise specified), equipment, and tools required to effectively, efficiently, and satisfactorily perform the operation, maintenance, and repair of equipment and systems located within the property line of the USACE NWW Headquarters Building. Note: This Contract does not include janitorial services but Contractor is responsible to maintain neat and clean work area by end of day for all maintenance and repair work performed. The Contractor is responsible for performing scheduled and unscheduled maintenance and repairs, as necessary, on a 24 hour-per-day, 365 days-per-year basis.

1.2.1 Building Architectural, Structural, Mechanical and Electrical Equipment and Systems Maintenance The Interior and Exterior building equipment and systems to be operated, maintained, and repaired by Contractor encompass all areas of the facility from roof top equipment, to the property line, including but not limited to:

1.2.1.1 Site Maintenance – See Part 4

1.2.1.2 Architectural/Structural Maintenance – See Part 5

1.2.1.3 Domestic Water Supply, Waste Water, Plumbing, and Associated Fixtures Maintenance – See Part 6

1.2.1.4 Fire Protection and Life Safety Equipment and Systems Maintenance – See Part 7

1.2.1.5 Electrical System Maintenance – See Part 8

1.2.1.6 HVAC System Maintenance – See Part 9

1.2.1.7UPS Repair, Battery Replacement, and Maintenance Service – See Part 10

1.2.2 The Contractor Shall:

a. Be responsible to make the management and operational decisions to meet the quality standards required under this Contract.

b. Implement an effective Quality Control Plan (QCP).

c. Implement an effective service call system, as specified under the Special Requirements section of this Contract that results in prompt, professional, and courteous resolution of tenant concerns.

d. Keep the Contracting Officer (KO) informed of current status of the work being performed, provide work schedules, provide a major equipment and critical system break down or impairment form, and provide other pertinent information needed by the KO.

e. Reduce the environmental impacts of work performed under this Contract by using, to the maximum extent, environmentally sound practices, processes, and products.

f. Provide training to their employees that will stress stewardship in maintenance practices i.e., the proper use, disposal, recycling of chemicals, dispensing equipment and packaging. Provide documentation that their employees are completing training in the core competences and participating in continual educational training according to the Federal Building Personnel Training Act. Ensure that their employees are properly licensed and/or certified to operate necessary building systems or equipment for which licensed and/or certified personnel are required by federal, state or local law, codes or ordinances (3.10.8 Qualifications of Contractors Onsite Personnel and Subcontractor Personnel).

g. The Contractor shall comply with all applicable Federal, state and local laws, regulations and codes, including any supplements or revisions. The Contractor shall obtain all applicable licenses training, and permits. If a change in law or regulation requires the Contractor to implement an action that will result in an increase or decrease in Contract price, the Contractor shall implement the required action and within 30 calendar days submit to the COR a price proposal for such change. If the Contracting Officer determines an equitable adjustment is substantiated a modification to the Contract will be issued.

1.2.3. The Contractor IS NOT responsible for operation, maintenance, or repair of any of the equipment named below (unless otherwise noted):

a. All Elevators (however the Contractor shall be responsible for reporting elevator problems to the

Contracting Officer’s Representative (COR)).

b. Tenant Owned Equipment – including but not limited to:

1) Computers and peripherals

2) Data Racks

3) Powered File Storage Equipment

4) Laboratory Equipment

5) Government Employee Personnel Owned Equipment

6) Office Furniture

7) Kitchen Appliances (Exceptions: ductwork above the ceiling, grease traps with associated piping, and any fire suppression or fire alarm equipment are included in the scope.).

8) Office Equipment

9) Audio / Visual Equipment

10) Copy / Printing Equipment

11) Vending Machines

c. Note: Any observed safety or functional issues with any above listed items requiring power, ventilation, water supply and or drainage, shall be recorded and brought to COR attention within

(24) hours. Also Contractor may be assigned work orders to asses if building power, ventilation, water supply and / or drainage, is source of equipment issue.

1.3 OPERATIONS and MAINTENANCE MANUALS (O&M MANUALS).

1.3.1 Walla Walla District Corps of Engineers Headquarters Building O&M Manuals will be available in the Logistics Management Office and will be referred to herein as the Building O&M Manuals. Material type, style, color, quality, manufacture and etc. will be listed in the O&M Manuals as well as recommended maintenance procedures for materials and systems. Maintenance procedures listed in the O&M Manuals for items that are part of this contract shall be followed. The COR shall be notified of any maintenance procedures found in this document that differ from the O&M Manuals.

1.4 GENERAL ADMINISTRATIVE AND OPERATIONAL REQUIREMENTS.

1.4.1 Staffing

1.4.1.1 The Contractor shall:

Provide qualified staff and technicians to ensure services are continued without disruption to the tenant. The Contractor must be able to respond to a variety of Work Orders involving multiple trades, including the operation of building control and energy management systems. Technicians shall be certified and properly licensed to work on buildings systems, where applicable, in accordance with Federal, State, or Local laws, codes, or ordinances. Refer to paragraph 3.10.8. Qualifications of Contractors Onsite Personnel and Subcontractor Personnel for additional information.

1.4.1.2 Maintain communication with the Government during normal duty hours and after hours for emergencies.

a. Notify the COR two hours of any recognized safety hazard that might severely affect the building occupants.

b. Develop and submit to the COR within (14) days of Contract award a list of key personnel and emergency contact information (which may include Subcontractor contacts, as applicable).

1.4.2 Management.

The Contractor shall manage the total work effort associated with the maintenance, repair, and all other services required herein to assure fully adequate and timely completion of these services. Included in this function are a full range of management duties including, but not limited to, planning, scheduling, cost accounting, report preparation, establishing and maintaining records, and quality control.

1.4.2.1 The Contractor shall maintain adequate professional expertise, qualified staff and management to ensure work is completed as required. Only qualified workers shall perform the work. The work force shall not only meet any requisite training requirements, but they shall be able to demonstrate competence in all assigned tasks.

1.4.3 Emergency Operations Plan

The Contractor shall develop an emergency operations plan. Contractor shall coordinate emergency operations plan with Government’s occupant emergency plan. The Contractor’s plan shall include the following information: position and contact phone number of each Contractor person, what each position is responsible for in each emergency, general administrative support the Contractor will provide during emergencies and any Subcontractor support and contact information.

1.4.4 Tenant Environment

Lighting levels shall be adjusted under the guidance of the COR where they can be adjusted without changing fixtures (e.g., tuning dimmable ballasts, de-lamping). The Contractor should note that while the UFC 3-530-01 INTERIOR AND EXTERIOR LIGHTING SYSTEMS AND CONTROLS establishes target lighting levels, light quality, specific tenant requirements, energy conservation, and other individual factors also have an impact on requirements. In compliance with the FMR sections; 1002-74.185 and 102-74.195, respectively the Contractor shall meet ASHRAE Standard 55-2004, Thermal Environmental Conditions for Human Occupancy and ASHRAE 62.1-2007, Ventilation for Acceptable Indoor Air. The Contractor shall maintain these standards throughout the normal working hours. Equipment start up shall occur efficiently in order to fully attain environmental conditions at the beginning of normal working hours.

The Contractor shall comply with the ASHRAE Standard 55 to achieve temperature settings between 74°F and 78°F in the summer months and between 68°F and 72°F in the winter months. These temperature settings apply to the entire building not individual offices. The Contractor shall report significant deviations in the operating conditions to the COR. If the standards (ASHRAE Standards 55 and 62) cannot be achieve the Contractor shall submit a written deviation to the COR for approval.

1.4.5 Onsite Records

The Contractor shall ensure that all records required by the Contract, or produced in performance of work under the Contract, are maintained in an organized manner onsite in electronic format and are made available to the Government when requested. The Contractor shall receive, maintain and gather data, as well as other materials including records and manuals, related to the support and operation of Government facilities. 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. FEM / Maximo shall be used for records documentation.

1.4.6 FEM / Maximo Equipment Inventory and Maintenance Records.

The Contractor shall:

a. Maintain and update the building equipment inventory, equipment labeling, and location tagging.

b. Maintain and update equipment inventory and maintenance records in FEM / Maximo and on as-built drawings.

c. Maintain the same asset identification system currently used for new and replacement equipment unless a national asset identification standard is provided. Some asset identification systems include bar-coding, Radio Frequency identification (RFID), or other equipment tagging.

d. Collect and maintain an inventory of:

1 All equipment of types that require maintenance or certifications pursuant to the O&M manuals and/or applicable code requirements 2 Equipment which is operated through a sequence of operations 3 Electronic controllers and network devices 4 Sensors 5 Shut-off and control valves 6 Fire dampers

e. Collect and maintain the following equipment data:

1 Equipment ID 2 Equipment Type 3 Equipment Description 4 Asset Identification Code 5 Manufacture 6 Model Number 7 Serial Number 8 Equipment Status 9 Building Location (including floor, room, and location description) and install/initialization dates

(as can be obtained from nameplate or manufacturer data available).

f. The Contractor shall annually certify that the Maintained Building Equipment Inventory is up-to-date and submit the certified inventory to the COR.

g. The Contractor shall update equipment data when equipment is added, removed, or retrofitted as part of a project, or discovered by USACE NWW or the Contractor.

h. The Contractor shall review and update equipment records including asset information, maintenance records and preventive maintenance records any time maintenance is performed on a piece of equipment.

i. The Contractor shall report to the COR changes to the asset inventory and preventive maintenance schedule within five working days of collecting and gathering equipment information.

j. Equipment labels for new and/or modified equipment shall be compatible with the labeling convention and requirements described in the original design documentation.

Note: Omissions on existing inventory do not relieve the Contractor from the responsibility for the maintenance of the equipment. If the inventory data does not meet Contract requirements, action to withhold payments will take place. The Contractor may request equitable adjustment pertaining to physical changes in building equipment and submit to the COR for consideration. USACE NWW may request an equitable adjustment (credit) for the removal of any building equipment or system from the inventory sheet maintained by the Contractor.

1.5 CONTINUITY OF SERVICES.

1.5.1 Baseline System Assessment Report

The Baseline System Assessment report, as described below in Baseline System Assessment.

Within the first week of the start-up phase the Contractor must submit a schedule and staffing plan for the start-up phase. This plan must describe, by week, work to be accomplished. At the end of each week during the start-up phase the Contractor must submit a letter report describing work accomplished. As with other work required under this Contract, all work performed during the start-up phase must be recorded by the Contractor as work orders in the USACE Facilities and Equipment Maintenance (FEM).

(See FEM requirements in Section 2.7 “Computerized Maintenance Management System”)

1.5.1.1 Baseline System Assessment.

The Contractor and the COR must make a complete and systematic initial inspection together during the start-up or transition phase of the Contract that will include all mechanical, electrical and utility systems and equipment, windows, doors, and other structural features for which maintenance and repairs are covered by this PWS. The purpose of this inspection shall be to discover and identify any existing deficiencies and create an existing deficiency list report. The report shall list all deficiencies that may exist in the equipment and systems covered by this PWS, as well as the Contractor's itemized price (including, but not limited to labor, materials, overhead, and profit) for correcting each deficiency. Each individual deficiency shall be listed separately. Each deficiency shall be signed when completed by the aforesaid representatives of both parties and each party shall retain one completely executed copy.

The Government may elect to have all or any part of this work performed by the Contractor (at the price or prices quoted), by Government employees, or by other Contractors. The existing deficiency list report must not include any items that would be replaced, repaired, or adjusted during the performance of PM or work orders. The Contractor shall be responsible for making immediate adjustments or corrections that fall within the scope of routine PM required by this Contract at no additional cost to the Government.

1.5.1.2 If, during the inspection, the Contractor wishes to disassemble a piece of equipment in order to inspect its internal condition, the COR shall be notified and arrangements made in order to accommodate the Contractor. Any such internal inspection of equipment items or systems shall be accomplished solely at the Contractor's expense.

1. 5.1.3 If, during the disassembly or reassembly of such an equipment item or system, any damage is done to the equipment, system, or auxiliary equipment, piping, controls, or etc., such damage shall be repaired at the Contractor's expense and the item or system returned to its (pre-disassembled) condition. If any deficiencies are noted during the performance of such an internal inspection, the deficiencies shall be appropriately annotated and the equipment item reassembled to its (pre-disassembled) condition, at the Contractor's expense.

1.5.1.4 When an existing deficiency or an item is corrected or upon completion of the Start-up Transition Period the Contractor has not inspected or made notice of an item, the Contractor must assume full responsibility for the subsequent repair of the item as covered under the terms of this Contract at no additional cost to the Government. Nothing in this existing deficiency inspection/initial deficiency list clause must be construed as diminishing the obligations imposed by this Contract upon the Contractor to operate any deficient item (to the extent operable) or to adjust or maintain any such item.

1.5.1.5 This report shall also not contain any conditions that could be considered an enhancement to the existing equipment/ system design or operation. Any deficiency disclosed during the course of any inspection which constitutes a safety hazard to either personnel, equipment, or facility shall be reported to the COR within two hours.

1.5.1.6 When the Government has corrected a deficiency listed in the Existing Deficiency Report, the Contractor shall assume full responsibility for routine operation, maintenance, and repair of the item, at no additional cost to the Government, EXCEPT when such maintenance or repairs are covered by a warranty or guarantee agreement. Upon expiration of any warranty or guarantee agreement, the terms of this clause will become applicable.

1. 5.1.7 Any and all deficiencies that are discovered after the Baseline System Assessment shall not be termed "preexisting" and the repair thereof shall be the full responsibility of the Contractor.

1.6 WORK ORDERS

1.6.1 Work Order Request. The Contractor will be issued work orders for modifications, repairs, and operational requests to buildings, equipment, facilities, and systems. Prior to issue to the Contractor, the work order will be issued a number that will be used to identify and control the work. The work required will be outlined, along with standards, specifications, and drawings if needed to identify the quality and scope of work. The scope of work cannot be changed unless approved by the KO or COR. No work is to be performed by the Contractor unless covered by a valid work order.

1.6.1.1 Materials to perform Work Orders. The Contractor shall transport all materials to the work site.

After the work order is completed, the Contractor shall return all excess materials to the Government, and the excess shall be placed at a designated location at the installation as directed by the KO or COR.

1.6.1.2 Work Orders - Start and Completion Times. Unless otherwise noted on the work order, the Contractor shall start work on a work order to complete the onsite work by 4:00PM on the completion date specified on the work order.

1.6.1.3 Work Order Information by Contractor. The Contractor shall return the original work order within three (3) workdays after the onsite work is completed with the following listed information:

a. Total labor hours used, broken down by each craft.

b. Complete listing of materials used with cost.

c. Excess materials to go to storage.

d. Date and time onsite work completed

e. Any special information regarding the work or problems encountered.

All entries on the original work order form made by the Contractor shall be in ink and shall be signed by the Contractor’s employee making the entry. No erasures shall be made on the work order form. Any necessary corrections shall be made by drawing a line through the incorrect entry. In the event the Contractor does not comply with this paragraph, the Contractor’s performance of the work will be considered unsatisfactory. The information provided by the Contractor is utilized to charge cost for work order projects.

1.6.2 Routine Work Order

The Contractor shall respond promptly (within 2 hours) to routine work orders (i.e. plumbing and lighting issues) and complete the required work within 24 hours of notification. The Contractor shall immediately notify the COR with a written extension when the routine work order cannot be completed within the specified timeframe.

1.6.3 Emergency Work Order

Emergency Work Orders are Work Orders where the work consists of correcting failures that constitute an immediate danger to personnel or property, including but not limited to: broken, leaking or frozen water pipes, stalled elevators with trapped passengers, electrical power outages, electrical problems that may cause fire or shock, gas or oil leaks, major air conditioning or heating problems, etc., or any work considered by the COR to be of an emergency nature. The Contractor shall notify the COR immediately when responding to an emergency Work Order. The Contractor shall respond to emergency Work Order immediately (within the shortest possible time consistent with the mechanic's location) during normal working hours and within TWO (2) HOURS. The Contractor shall remain on the job until the emergency situation has been secured and adequate temporary repairs have been made. Permanent repair shall be governed by the repairs provisions in this document.

1.6.4 Urgent Work Order Response

Urgent Work Orders are those Work Orders where the work consists of correcting failures that interrupt or otherwise adversely impact either USACE NWW operations or building occupant operations, but do not pose immediate danger to the building or tenants. Examples of these types of Work Orders include, but are not limited to, inoperative electrical circuits, temperature complaints, inoperative lighting above a work station, flush valve stuck open, any malfunctions to equipment that affect the operations of building occupants, or any work considered by the COR to be of an urgent nature. The Contractor shall respond to urgent work orders within TWO (2) HOURS during normal working hours. The Contractor shall remain on the job until the urgent repairs have been made. Permanent repair shall be governed by the repairs provisions within this document.

1.6.5 Emergency Service Calls.

Service calls will be classified as emergency at the discretion of the COR. Emergency calls constitute an immediate danger to personnel, threaten to damage property or disrupt activity operations and/or training missions. Examples include outages in utility systems that support training equipment or provide other vital services, clogged drains, broken water pipes, gas leaks, inoperable pumps, and roof leaks, electrical defects which may cause fire or shock, oil leaks, major HVAC problems.

1.6.5.1 After receipt of an emergency service call the Contractor shall respond immediately and must be on the job site and working within thirty (30) minutes during normal hours and two (2) hour during non-duty hours. The Contractor shall work continuously without interruption and shall arrest the emergency condition (e.g., shut off water, close gas valve, temporarily patch roof leak, etc.) until the problem is cleared. If further labor and material (follow up work) are required to complete the repair, the call will be reclassified as either urgent or routine, as appropriate, and the corresponding completion time will then apply. Such follow up work shall be considered part of the original service call.

1.6.5.2 If the Contractor responds to an emergency service call and estimates the total direct material costs that is required exceeds the dollar value threshold as defined, the COR may waive the requirement to submit estimates and the work will accomplished under the minor work task order portion of this Contract or by means other than this Contract.

1.7 TOURS

1.7.1 General

The Contractor is not expected to perform tours on systems or equipment monitored by the DDC. The Contractor shall include a detailed tour plan for approval by the COR in the Building Operating Plan (BOP). Note: BOP shall be a consolidated plan encompassing all Daily, Weekly, Twice per month, Bi-annual, and Annual inspections as stated in this document and as recommended in O&M manuals. Log sheets associated with major operating equipment shall be completed at the time of tours and the information recorded in the FEM. At the commencement of Contract performance, COR will direct the Contractor to include on the log sheets established design condition numbers for reference against actual readings at the time tours are performed. Paper log sheets need not be used for equipment monitored and data logged by the DDC, if such monitoring and data logging provides a sufficient database of operating data to allow for analysis of trends in equipment performance and troubleshooting. The Contractor shall document all tours completed in the FEM. All findings noted during the tour shall be entered as remarks on the tour sheet and a work order shall be initiated for corrective action by the Contractor.

1.7.2 Operating Logs and Tour Check Sheets

Operating logs and tour sheets shall be maintained by the Contractor for major equipment. Information recorded on the logs shall be adequate to track the operating hours and performance history of the equipment and the information recorded in the FEM / Maximo. Tour check sheets shall be stationed at major points for building tours (for example, air handler rooms). These shall be checked, initialed and dated by the Contractor when tours are performed. There shall be different checklist columns on a standard tour check sheet for each frequency. REGULAR Tour items located above ceiling tiles or behind access panels shall be tagged. If tags are missing new tags shall be placed at time of tour. Tour sheets shall contain columns for major operating parameters and shall indicate the tolerance bands for acceptable performance, where available.

1.7.3 Tour Frequencies

Minimum; daily, weekly, twice per month, monthly, quarterly, bi-annually, and annual tours shall be as outlined in concluding paragraphs of scope of work Parts 4-10 and as recommended per O&M manuals.

1.8 COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM (FEM / MAXIMO).

USACE’s computerized maintenance management system is entitled Facilities and Equipment Maintenance (FEM / Maximo). FEM / Maximo is a maintenance management software package. The Contractor shall use FEM / Maximo to manage, schedule, track and record all of the Walla Walla Headquarters building maintenance requirements and costs related to maintenance and the Contract.

Data shall be updated on a real-time basis. All fields shall be populated with the appropriate data. Upon installation of any new equipment or the discovery of missing data from existing equipment, the Contractor shall keep a record of every work order in the FEM / Maximo database. Work order records shall be easily retrievable. All Contractor entered data into FEM / Maximo is Government property and belongs to the Government. Work order records, as a minimum shall include the following information:

a. Date of call

b. Time call received

c. General location and room number

d. Nature of work order

e. Designation as a Routine or Emergency

f. Description of work initiated

g. Status of work and completion information

h. Name of technician performing work

Only the COR will be allowed to delete equipment records, job plans, or change maintenance frequency information.

1.9 FEM / MAXIMO TRAINING.

1.9.1 The Contractor shall follow current Asset Management Logistics FEM / Maximo Workflow Process.

1.9.2 FEM / MAXIMO training is available at no cost by the Government. The FEM National Support Center (NSC) provides quarterly, hands-on training Classes for basic-to-intermediate users each quarter in Walla Walla, WA. Instruction consists of three full days of hands-on training, allowing Users to understand the requirements of the MMIP and how those requirements relate to the common applications in FEM. Applications covered in depth include the Work Order applications, Labor Reporting, and Purchasing; other applications will be discussed as time allows.

1.9.3 The FEM National Support Center (NSC) is available to support FEM Users by providing

a. Recurring FEM Webinars - Recurring webinars are typically 1.5 to 2 hour demonstration offerings, led by the FEM National Support Center (NSC) staff. Topics offered vary depending upon current FEM undertakings however are rooted in helping people learn about the big applications in FEM: Assets, Work Order, Inventory, Purchase Requests, PM & Job Plans, Labor Reporting, etc. The NSC normally posts and announces the quarterly offerings during the first month of the quarter. Generally these webinars are the starting point for learning the FEM applications and should be followed by local keystroke training

b. USACE-Wide Onsite Training Opportunities (NSC-led Offerings) - Nothing is better than face-to-face gatherings to complete computer keystroke classes, learn about new FEM functions or simply meet others with your job from across USACE. Classes listed are led by the FEM National Support Center (NSC) staff, unless otherwise noted

c. Saved Webinars- The FEM NSC is currently working on saved webinars that can be viewed on-demand. Each recording will last 5-10 minute to cover a specific set of FEM keystrokes or topic

d. Training by Division / ERDC / ULA Request- Each FEM National Support Center (NSC) staff member is assigned to support specific Divisions with FEM. This support includes the NSC staff travelling to the client for meetings and onsite support. Division FEM POCs determine how to best use these two visits. If visits are not needed, FEM NSC can assist with other undertakings with supervisory approval

e. FEM Document Library - FEM User documents will be available on-site by request to COR.

Current Library consists of approximately (40) User reference documents.

1.10 PROTECTION AND DAMAGE

The Contractor shall make reasonable efforts to assist the Government to prevent hazardous conditions and property damage and to maintain security. The Contractor shall promptly report such conditions or activities to the COR. The Contractor shall protect Government property, buildings, materials, equipment, supplies, records, and data within the Contractor’s control against unauthorized access, loss, or damage and excessive energy consumption. The Contractor shall establish a system for onsite work force personnel to report potentially hazardous conditions in the building to the COR. The Contractor and Contractor’s employees and Subcontractors shall comply with the USACE NWW’s Rules and Regulations Buildings and Grounds (as posted in the building) and shall promptly report violations by employees, or as otherwise observed, to the COR. The Contractor shall provide reasonable assistance to security or emergency response personnel as needed.

1.11 NEGLIGENCE

The Contractor shall provide all labor, materials and equipment necessary for the protection of Government personnel, equipment, furnishings, buildings, and facility accessories (such as parking lots, fences, etc.) from damage caused by Contractor’s negligence. Any items damaged due to work performed by the Contractor or subcontractor working for the Contractor shall be repaired or replaced to its original condition and finish at no additional cost to the Government. If equipment shall be operated beyond normal conditions to prevent damage to equipment, the Contractor will be responsible to pay for additional energy used as a result of negligence.

1.12 KEY CONTROL

The Contractor shall follow the building’s key control program. Keys issued to the Contractor and or the Contractor’s personnel or subcontractors shall be signed for and not transferred to other personnel unless recorded in the key control log. The Contractor is financially liable for the cost of rekeying if keys are lost or not recovered from terminated employees or their subcontractors.

1.13 DISRUPTIVE OR HAZARDOUS TOOLS

The COR shall approve use of impact tools and power-actuated tools during normal working hours.

Burning or welding equipment may be used only with written permission from the COR. A Welding and Burning Work Plan shall be issued in advance for each day welding or burning is performed.

1.14 SCHEDULED DISRUPTION TO UTILITIES, LIGHTING, FIRE PROTECTION AND LIFE SAFETY SYSTEMS, OR SPACE CONDITIONING

Any work that will disrupt utilities, fire protection and life safety systems, lighting or space conditioning for building tenants shall be scheduled and approved in advance with the COR and is generally required to be performed outside of normal working hours.

1.15 GOVERNMENT FURNISHED ITEMS.

The Government shall provide without cost, the facilities and utilities listed below. Government property shall be used for official Government business only in the performance of work under this Contract. Government property shall not be used for any other purpose without written authorization from the COR.

1.15.1 The Contractor will be provided a workstation or office area with desk within the District Headquarters building from which to conduct business. The workstation or office area will be equipped with a telephone and a computer. Desktop/Laptop device will be provided by USACE and administrated by ACE-IT. The management of FEM / Maximo will require at least one administrative station to administer the scheduling, communication log, creation and modification of route plans, creation of task planning, work order process flow, report generation and maintenance, preventive maintenance tracking and accomplishment for the Contract, and numerous other functions not able to be performed on portable device. Due to severe space limitations within the building, the Contractor will be given limited space for their supplies and equipment.

1.15.2 The Government will correct any OSHA hazards found in the facility by using Government developed plans of abatement, taking into account safety and health priorities. A higher priority for correction will not be assigned to the facilities merely because of this Contract. The identification of any hazardous conditions does not warrant or guarantee that no other possible hazards exist or that the work procedures currently employed will be adequate to meet the responsibilities of the Contractor.

Compliance with the OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the Contractor.

1.15.3 The Government will assume no liability or responsibility for Contractor's compliance or noncompliance with such requirements, with the exception of the aforementioned responsibility to make corrections in accordance with approved plans of abatement. Prior to any modification of the facilities performed by the Contractor, the Contractor must provide all documentation including estimated cost, if any, describing in detail the modification requested. No alterations to the facility shall be made without specific written permission from the COR. However, in the case of alterations necessary for OSHA compliance, such permission will not be unreasonably withheld.

1.15.4 All utilities necessary for operation of building mechanical, electrical and plumbing systems and equipment, including electrical power at existing outlets will be available to the Contractor.

1.15.5 Hot and cold water, limited to the normal water supply provided in the building will also be available. No special heating or cooling of the water will be provided.

1.16 CONTRACTOR FURNISHED ITEMS.

All supplies, materials (except as otherwise specified), repair or replacement parts, tools, equipment, office supplies and labor necessary to efficiently and satisfactorily perform the work specified in this Contract.

1.16.1 A stock of expendable supplies including, but not limited to: grease, lubricating oil, and wiping rags.

1.16.2 A method of communication so that the Contractor can immediately dispatch the necessary personnel to problem areas in the building. If two-way radios are used, the Contractor shall provide one two-way radio to the COR to maintain contact with the Contractor. These radios must be set to the frequency specified by the COR. The two-way radios and/or voice activated pagers will remain the property of the Contractor after Contract expiration.

1.17 PHASE-OUT TRANSITION PERIOD.

When this Contract expires or is otherwise terminated, the Contractor must cooperate with the incoming Contractor during a phase-out period. For planning purposes, the Contractor must assume a phase-out period of thirty (30) days. During this phase-out period, the Contractor must assist the COR and incoming Contractor for a seamless transition in O&M with no adverse effect on the building tenants; provide the successor Contractor with access to all records and official documentation (both hard copies and electronic as applicable) required by this Contract; provide training to the successor Contractor on methods of accessing and programming the DDC and other control systems; and show the successor Contractor where all archived programs and systems literature are maintained. The Contractor will provide the incoming Contractor a list of employees and their start of service dates. On the last performance day of the Contract, the Contractor must turn over to the COR all keys and ID badge(s) and/or cards.

PART 2 DEFINITIONS, ACRONYMS / ABBREVIATIONS, AND REFERENCES

2.1 DEFINITIONS AND ACRONYMS / ABBREVIATIONS:

The following special terms, phrases, and abbreviations are used in this Performance Work Statement (PWS) and or within 2.3 APPLICABLE REFERENCES

Above Basic Services - Above Basic Services are services not covered in the monthly price of the Contract. Contractor prices include all applicable labor, materials, supplies, training/certifications, equipment (except as otherwise provided), supervision, and management.

ACE-IT - U.S. Army Corps of Engineers – Information Technology is the enterprise IT service delivery team for USACE. ACE-IT supports the mission requirements of USACE customers by delivering mission-focused IT services using an enterprise service delivery model. ACE-IT will administer and support Government provided computer and phone hardware, software, and systems.

Acceptance – means an authorized representative of the Government has inspected and agreed that the work meets all requirements of this Contract, to include documentation.

Additional Services- “Additional services” are services that the Contractor will provide at an additional cost to the Government, to include all labor, supervision, supplies and materials specifically identified as being outside the provisions of the basic services and included in the offeror’s overall pricing. The COR will issue a separate delivery order before work may proceed.

Annually- Once a year starting on or before the 365th day after award date of this Contract

Approval – means the Government has reviewed submittals, deliverables or administrative documents (e.g. insurance certificates, SDS sheets, etc.) and has determined the documents conform to Contract requirements. Government approval shall not relieve the Contractor of responsibility for complying with federal, state, local laws and regulations.

Architectural and Structural- “Architectural and structural” systems include all building structure, envelope, building improvements and finishes, and site improvements (e.g., paving, walkways, asphalt, etc.) to the property line.

Basic Services- The Basic Services of the Contract consist of the recurring Contract requirements for which the Contractor is paid as a base price, i.e., the requirements established by the Contract statement of work and related general and administrative requirements that do not contain provisions for separate reimbursement. Indefinite Quantity requirements (Additional Services and Reimbursable Repairs) are requirements outside of Basic Services, for which payment is made on a case-by-case basis.

Basic Services - The Basic Services of the contract consist of the contract requirements for which the Contractor is paid as a base price, e.g., the requirements established by the Performance-Based Statement of Work (PBSOW) and related general and administrative requirements.

Bi-annually- Twice a year starting on or before the 182nd day after award of this Contract and concluding on or before the 365th day of contract.

Building - A reference to ‘facility’ and ‘site’ is interchangeable with ‘building.’ A man-made structure or edifice which services are performed within or on the exterior of the formation and is intended to support or shelter any use or continuous occupancy.

Building Operations – Operation of Walla Walla Headquarters building and physical surveillance of building equipment and systems.

Building Operating Plan (BOP) - The “building operating plan” is a mandatory plan that the Contractor prepares for Government approval that describes the Contractor’s program for operating and maintaining the building, to include both normal circumstances and contingencies.

Check – Verify that status of item being checked is normal and correct and if not, to take appropriate action to affect a normal and correct status.

Common Access Card (CAC) - DOD, in accordance with Homeland Security Presidential Directive 12 (HSPD-12), has standardized the issuance of DOD identification material for all services. As a Contract Government Service Provider, Contractors supervisor will be issued a CAC Card for identification and access DOD provided computer purposes. Process for issuance of a CAC Card will require background investigation.

This process involves at minimum the following steps:

A Federal Bureau of Investigation (FBI) fingerprint check A National Agency Check with Written Inquiries (NACI) check

Component-Level Inventory - A Component Level inventory includes PM and Non-PM equipment down to the component, or product, level. A component-level inventory normally consists of equipment that conveys with the facility during transfer of ownership or is tracked, serviced, repaired, or maintained by the organization. Component-level inventories are as in-depth as possible for an existing building without actually performing destructive testing to determine what is behind the walls or underground.

This type of inventory does not normally include disposable inventories such as supplies. For example: A component-level inventory would contain lighting fixtures but not contain light bulbs, electrical outlets, or mounting hardware.

Complete Inventory - A Complete inventory includes all equipment within the building envelope and site boundaries. Complete inventories capture the equipment that a component-level inventory is not able to capture.

Computerized Maintenance Management System. - USACE’s computerized maintenance management system is entitled Facilities and Equipment Maintenance (FEM / Maximo).

Consumable Parts - “Consumable parts” or components are parts or components that customarily require regular replacement in a maintenance program and shall be disposed of properly. Examples include, but are not limited to: oil, grease, belts, filters, ballasts, lamps, etc. - The Contractor is responsible for any consumables (including fuel) used during day-to-day operation of a generator, i.e., exercising the generator, testing, etc. Operation of a generator for an extended period or due to a power loss would be treated as a reimbursable expense. If the operation of the generator is caused by Contractor negligence, the Contractor shall be liable for the full cost of refueling, any other provisions notwithstanding.

Contract Discrepancy Report (CDR) – a written record of unsatisfactory performance by the Contractor as observed by the COR and issued to the Contractor when the number of rejects exceed the acceptable quality level.

Contract Manager– A person with authority to enter into, administer, and or terminate Contracts, and make related determinations and findings on behalf of the Contractor.

Contracting Officer (KO) – A person with authority to enter into, administer, and or terminate Contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government. Contracting Officer (KO) has the overall responsibility for the administration of this contract.