DRAFT_PWS_2019_Mechanical_Maintenance_Services.docx

DRAFT

Performance Work Statement For Maintenance of Mechanical Systems Directorate of Public Works Engineer Research and Development Center US Army Corps of Engineers

1.0 Introduction

The U.S. Army Engineer Research and Development Center (ERDC) is one of the most diverse engineering and scientific research organizations in the world. ERDC conducts research and development in support of the Soldier, military installations, and the Corps of Engineers' civil works mission, as well as for other federal agencies, state and municipal authorities, and with U.S. industries through innovative work agreements. ERDC has a staff of approximately 2,500 federal employees and contractors, and an annual research program exceeding $1.6 billion in FY11. ERDC has unique world-class equipment and facilities, ranging from the world’s fastest supercomputers to one-of-a-kind physical models. ERDC hosts one of six Department of Defense High Performance Computing Centers. The center's supercomputers are some of the most powerful and fastest in the world. Other unique and world-class facilities include the world’s most powerful centrifuge, blast effects facilities, physical models of river and coastal projects, endangered species laboratories, heavy vehicle simulators, hazardous waste research laboratories, frost and ice engineering facilities, an earthquake simulator, and a 1,800-foot coastal research pier.

The ERDC Directorate of Public Works (DPW) is responsible for providing direct support to each of the ERDC laboratories in the form of engineering services, model fabrication and construction, and production of custom built research components and equipment. The DPW is also responsible for the overall ERDC facilities and provides master planning, minor construction and operation and maintenance services.

1.1 Purpose and Scope.

This Performance Work Statement (PWS) sets forth the requirements for the contractor to maintain all of the mechanical equipment at the ERDC, Vicksburg, MS. Campus. The Vicksburg Campus is located at 3909 Halls Ferry Road, in Vicksburg, Mississippi, approximately two miles south of Interstate 20 and consists of approximately 80 Buildings, 5 trailers and 6 residential quarters situated on approximately 800 acres.

The purpose is to maintain the equipment such that they are functioning efficiently with minimum disruption in performance and in accordance with the manufacture’s specifications.

The contractor shall provide all management, quality control, labor, supervision, parts, materials, tools, equipment, supplies, and transportation to perform in accordance with this statement of work unless otherwise specified herein.

Mechanical equipment to be maintained includes equipment such as: heating, ventilation and air-conditioning systems; humidity control systems; fume hoods; environmental chambers; special laboratory equipment; and other mechanical systems. An Equipment Inventory, which the contractor shall maintain and keep current, is included Exhibit A. The Equipment Inventory will be provided to the contractor in an electronic format (Microsoft Access) after contract award. At contract termination, or at any time requested, the Contractor shall provide the Equipment Inventory in electronic format (Microsoft Access) to the COR within 5 working days.

During the 5 year period of performance of this contract the government may add or remove mechanical equipment to/from the Equipment Inventory that the contractor is responsible for maintaining. Additions may be due to the construction or acquisition of new buildings, facilities or equipment; removals may be due to the replacement or obsolescence of existing buildings, facilities or equipment. In the case of adding equipment, the Contractor may request an equitable adjustment to incorporate the new equipment into the Contractor’s preventative maintenance service. Likewise, an equitable adjustment shall be due the government for equipment that no longer requires maintenance due to obsolescence or other reasons.

The contractor services shall include: routine and scheduled maintenance; inspection; repair; installation; modification or adjustment as required for the systems to operate and perform as intended and/or specified herein.

2.0 Contractor Personnel.

2.1 General. All Contractor personnel shall be able to read, write, speak and understand English and shall possess good written and verbal communications skills. In general, the contractor shall provide trained and experienced service technicians to provide quality preventative maintenance and repair services in accordance with manufacture’s specifications and common industry standards.

2.2 Specific Qualifications. The contractor shall provide one technician that has been certified to perform work on the McQuay Magnetic Levitation Chillers at B-8000. At least three (3) of the Contractor’s technicians proposed shall be North American Technician Excellence (NATE) certified and shall maintain that certification throughout the contract. The Contractor shall be responsible for all training costs.

2.3 Key Personnel. Prior to removing, replacing or diverting any of the key individuals proposed in the Contractor’s proposal for this contract, the contractor shall notify the contracting officer reasonably in advance. The key personnel may, with the consent of both parties to this contract, be amended from time to time during the course of the contract to add or delete personnel, as appropriate.

3.0 Present Operating Conditions.

The subject mechanical systems at ERDC are currently being maintained and operated and the mechanical equipment of the systems is in good working condition. The present operating conditions are subject to change as the mission requirements of ERDC change. The Contractor shall maintain the mechanical systems according to the ERDC requirements as defined by this Statement of Work. At times it becomes necessary for the government to interrupt utility services to the specified Buildings. The government will notify the Contractor promptly when a utility interruption is required and the Contractor shall shut down and start up the mechanical systems where necessary. Certain systems have the potential to be operated 24 hours per day, 7 days per week, year round. Required office temperature ranges can vary but the typical office temperatures range from 76 degrees F in the summer to 74 degrees F in the winter. Certain non-office environment temperature and humidity ranges are based on the particular use. Research, laboratory and other mechanical equipment are typically maintained and operated in accordance with the manufacture’s specifications.

4.0 Preventative Maintenance.

The preventative maintenance services are those that shall be done on a scheduled basis to keep the mechanical systems operating and functioning efficiently, minimize breakdowns, avoid costly repairs and extend the service life through periodic inspection, adjustment, lubrication, parts replacement and cleaning. All preventative maintenance on mechanical equipment, including controls, shall be performed at a frequency and in accordance with industry standards and manufacturer’s recommendations at a minimum.

4.1 Preventive Maintenance Schedule. The Contractor shall prepare and keep current a preventative maintenance schedule. The schedule shall include the same equipment and building identification that is used in the Equipment Inventory. The Contractor shall keep records of the maintenance as it is performed and shall be in sufficient detail for the monthly reporting requirements described in paragraph 12.0.

4.2 Preventative Maintenance shall be performed between the hours of 7:00 AM and 5:30 PM Monday through Friday, excluding federal holidays.

4.3 The contractor shall inform the COR of any adverse conditions discovered while performing preventative maintenance on the day it is discovered. Serious adverse conditions shall be reported immediately.

4.4 All Preventative Maintenance costs shall be included in the Monthly Preventative Maintenance Contract Line Item. No additional costs shall be charged to the government for preventative maintenance including parts, labor, equipment, materials, transportation, tools or supervision.

4.4.1 Minor Repairs and Miscellaneous Supplies. The following parts, supplies, materials and services shall be included in the fixed monthly Preventative Maintenance Contract Line Item:

Parts and Installation Services Thereof:

Filters, hoses, belts, electrical fuses less than 30 amps and all items necessary to meet manufacturer’s maintenance schedules.

Expendable Supplies:

Shop rags, fastening hardware such as nuts, bolts, screws, oil dry, electrical connectors, electrical tape, duct tape, ties, coil cleaning materials etc.

System Startup and Shutdown:

System startup and shutdown for seasonal changeover System startup and shutdown due to utility interruptions during normal working hours

HVAC Chemical Treatment:

Chemical treatment of all closed loop systems Chemical treatment for cooling towers Chemical treatment required for repairs outside of PM will be performed and reimbursed as part of the service call.

System adjustment:

Thermostat, temperature, system reset, breaker reset, VAV box calibrations and air flow adjustments.

5.0 Monitoring of Critical Equipment.

The performance of certain equipment is critical to the operation of various assets and projects. This equipment shall be monitored at least once a day (unless more frequent monitoring is required by the manufacture) 7 days a week, 365 days a year (including weekends and federal holidays) and must be maintained in operating condition due to the impact on various operations performed by ERDC. This equipment shall be checked in accordance with the manufacturer’s recommendation and all data for the major equipment shall be recorded daily. Associated auxiliary equipment (pumps, regulators, water supply, etc.) shall be visibly inspected. Any critical abnormalities, shall be reported to the COR or designated government official immediately. See paragraph 16.0 for a list of equipment included in critical monitoring.

5.1 All Monitoring costs are considered preventative maintenance and shall be included in the preventative maintenance Contract Line Item. No additional costs shall be charged to the government including labor, equipment, transportation, tools or supervision.

6.0 Service Calls

The contractor shall respond to all service calls that are received by phone and through the work order desk. All calls received by phone shall be for

6.1 The Contractor shall provide a call support service by phone 24 hours a day, 7 days a week, 365 days a year (including weekends and federal holidays).

6.2 Service Calls (Regular Duty Hours). The Contractor shall respond on-site with a qualified technician within 10 minutes of the initial call to the Contractor’s service support number during the hours of 8:00 AM and 5:00 PM, Monday through Friday.

6.3 Emergency Service Calls (Off-Duty Hours). The Contractor shall respond on-site with a qualified technician within 2 hours of the initial call to the Contractor’s service support number outside of the hours of 8:00 AM and 5:00 PM, Monday through Friday.

7.0 Repairs

All repairs shall be performed in accordance with standard industry practices and equipment manufacture’s recommendations. It is noted that repairs shall include both service calls that require labor only and service calls that require both labor and parts. Any equipment requiring removal from ERDC for repair shall require prior approval from the COR.

All replacement parts and components shall be new and from the original equipment manufacturer where available. Where not available, parts and components shall meet or exceed the original equipment manufacture’s specifications. The use of any part that is not new (ie. Refurbished) shall require COR approval. All repair work shall be promptly and fully completed such that all components have been reassembled as originally designed, whether cosmetic or functional. Repair work shall be of high quality so as to minimize or eliminate call backs for the same problem.

7.1 Repairs – Estimated Costs Less Than $1,000.00. For repairs with a total estimated cost in this range (including labor and parts) the Contractor shall perform the service without prior COR approval.

7.2 Repairs – Estimated Costs More Than $1,000.00. For repairs with a total estimated cost exceeding $1,000.00 (including labor and parts) the Contractor shall submit an estimate to the COR for approval. The Contractor shall not perform the service or procure any parts without prior COR approval.

7.3 Repairs Parts - Estimated Cost of Part(s) More Than $3,000.00. For any repair requiring a part(s) that exceeds $3,000.00 in cost, the contractor shall submit 3 quotes for the part(s) along with the estimate required in paragraph 7.2 to the COR for approval. See contract clause 52.244-5, Competition in Subcontracting.

7.4 – Special Lifting Equipment. The cost of special lifting equipment required for repairs or installation shall be paid as actual costs with no contract markup.

7.5 Invoicing - The Contractor shall invoice for all service calls at the end of each month using the appropriate Contract Line Item Numbers for labor, parts and equipment. No other charges, including trip charges, will be reimbursed. The Contractor shall only invoice and be reimbursed for the actual cost of parts plus the contract markup. Any shipping costs for parts or equipment shall be paid as actual costs with no contract markup.

8.0 Equipment Replacement or Upgrade (Unit Replacement).

During the term of this contract the government may deem it more economical to have the Contractor replace or upgrade existing equipment versus repair. In these cases the Contractor shall invoice using the Contract Line Item Number for Labor and the Contract Line Item Number for Unit Replacement (unless the unit is provided by the government). The Contractor shall only invoice and be reimbursed for the actual cost of the unit plus the contract markup. Such equipment shall be maintained at no additional cost to the government and incorporated into the Contractor’s preventative maintenance schedule. For Unit Replacements, the same procedures detailed under paragraphs 7.2 through 7.4 regarding approval thresholds shall be followed. Government units provided as GFE to the contractor for installation also follow the procedures of paragraphs 7.2 through 7.4.

Three (3) quotes must be obtained and forwarded to the COR for review and approval prior to purchase. The maximum price for any single purchase is $15,000.

8.1 New or Changed Requirements.

During the term of this contract the government may have a new or changed requirement that is a result of mission or project changes. An example is that a new ERDC project requires the addition of a substantial amount of computer or electronic equipment. The new equipment will require an existing facility to be modified to add additional HVAC to accommodate the environmental requirements. The government may also acquire equipment (ie. research equipment) separate from this contract that requires maintenance. In such cases, the Contractor may request an equitable adjustment to incorporate the new equipment into the Contractor’s preventative maintenance schedule. Likewise, an equitable adjustment shall be due the government for equipment that no longer requires maintenance due to removal, obsolescence or other reasons.

9.0 Warranties.

The Contractor shall provide a labor warranty for parts and components to the extent a labor warranty is provided by the OEM/supplier. The contractor will not be responsible for warranting labor for material or equipment that is government furnished. This warranty shall be in addition to the warranties provided by the OEM/supplier for the parts and/or equipment provided by the OEM/supplier.

10.0 Clean-up

The Contractor shall maintain areas serviced and mechanical rooms in a clean and orderly fashion and free of trash and debris.

All residues shall be disposed of off-site; Any spills shall be reported and cleaned up in accordance with EPA regulations.

The Contractor shall comply with all applicable laws and regulations that pertain to or govern any aspect of HVAC systems, particularly refrigerants (i.e. Clean Air Act).

11.0 Safety

The Contractor shall comply with US Army Corps of Engineers EM 385-1-1 Safety and Health Requirements Manual. This manual is distributed in electronic format on the internet at the HQUSACE Publication Library website located at http://www.usace.army.mil/publications/eng-manuals/em.htm. The Contractor shall strictly comply with this manual as it relates to activities under this contract and also routinely discuss applicable provisions of this manual with all employees.

12.0 Reporting

12.1 Preventative Maintenance. The Contractor shall submit Preventative Maintenance Reports of work completed to the COR by the 10th day of the month following the month of the work. The report shall include the building and equipment identification, the date(s) of maintenance, a brief description of the service performed and any conditions or recommendations noted. The report shall also include the prorated amount of the total monthly preventative maintenance cost attributable to each building. The Report shall be provided electronically in Microsoft Excel. The Report content and format shall be approved by the COR prior to the due date of the first report.

12.2 Service Calls. The Contractor shall submit a Monthly summary of all service calls for the month being invoiced. For each service call, the report shall include the building and equipment identification, date of service, labor and materials, brief description of work and any applicable comments as to conditions. The report shall be provided electronically in Microsoft Excel. The Report content and format shall be approved by the COR prior to the due date of the first report.

12.3 Summary Report. The Contractor shall provide a separate monthly summary of all items being invoiced by CLIN that is reconciled with Contractor’s invoice. The report shall be provided electronically in Microsoft Excel. The Report content and format shall be approved by the COR prior to the due date of the first report.

13 Invoices. All invoices shall be submitted electronically.

14 Evaluations. Performance Evaluation. The contractor’s performance of support services will be evaluated quarterly with an annual evaluation being completed for entry into CPAR. The criteria used for the annual evaluation will be the performance metrics as described in the Performance Metrics below or other metrics included in individual task orders. If the contractor receives an overall composite rating of Unsatisfactory, then the contractor shall submit a corrective action plan to the COR. If the corrective action taken does not cure the unsatisfactory rating the Government may terminate this task order/contract. A Quality Assurance Surveillance Plan (QASP) will used to evaluate performance on all task order/contracts.

Performance evaluations shall be done annually within 15 days of the end of the year by the government point of contact. Performance evaluations may also be done as considered necessary throughout the duration of a task. The contractor shall initiate the required annual evaluations and provide the government POC the COR furnished electronic evaluation form in MS Word for completion. The COR will review and submit the completed form to the contractor. The contractor shall have 30 days in which to respond. The COR will consider any comments provided by the contractor and attach a copy to the evaluation. The evaluations will be a major factor in determining if the government exercises any option periods.

12.6 Performance Metrics. The following metrics will be employed to monitor and report the contractor’s performance on this contract. Additional metrics may be required to accommodate the particular nature of individual task orders. Those metrics will be identified in the relevant PWS for those particular task orders.

PERFORMANCE REQUIREMENTS MATRIX

Requirement Performance Objectives Performance Threshold

100% Monitored

Customer satisfaction

Client Satisfaction Survey

13.0 Other Contractor Responsibilities.

13.1 At times it becomes necessary for the government to interrupt utility services to specified Buildings. The government will notify the Contractor promptly when a utility interruption is required and the Contractor shall shut down and start up the mechanical systems where necessary.

13.2 The Contractor shall notify the Government when it is more economical to engage in a timely replacement program for equipment when the useful life cannot reasonably be prolonged of trouble free operations.

13.3 The Contractor shall notify the Government and request approval at least 24 hours before any utilities (gas, electricity, water, etc.) need to be interrupted in order for the Contractor to perform his work, unless the work is an emergency in which case notification is required as soon as is possible.

13.4 The Contractor is responsible for obtaining the necessary facilities not provided on site for Contractor personnel. See paragraph 15.5 for government furnished facilities.

13.5 The Contractor shall provide system balancing services on a service call basis. Testing and/or balancing measurements may be required for maintaining/repairing equipment. The services should be either Associated Air Balance Council (AABC) certified or National Environmental Balancing Bureau (NEBB) certified.

13.6 The Contractor is responsible for Quality Control (QC) so as to insure high quality, efficient and economical delivery of services.

13.7 Property Accountability. The Contractor will be responsible for any government-furnished equipment (GFE) provided pursuant to the performance of this contract.

14.0 Security Requirements.

14.1 Access and General Protection/Security Policy and Procedures:

The contractor and all associated subcontractors’ employees shall comply with applicable ERDC installation, access and local security policies and procedures. Policies and procedures will be provided by the ERDC Security Office. The contractor workforce must comply with all personal identity verification requirements as directed by DoD, HQDA, and local policies. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

14.2 Suitability Investigation Requirements. Contractor and employees of the contractor are required to be citizens of the United States and must maintain such status during the duration of this contract. Each of the Contractor’s employees is required to submit investigative paperwork for a National Agency Check with Written Inquiries (NACI) for a Suitability Investigation. The contractor shall ensure that each contractor employee coordinates with the Government Security Office and submits appropriate investigative forms and the required information for the Suitability Investigation prior to beginning work.

14.3 Common Access Card. Each contractor employee requiring on-site access will be issued a Common Access Card (CAC) by the government after the submission of the required NACI. The CAC shall be returned by the contractor employee to the issuing office when a contractor employee's employment is terminated, re-assigned outside of this contract or if the contract expires. Each contractor shall wear the CAC such that it is readily visible at all times during contract performance while on-site. The CAC shall not be displayed while away from the government site or left visible in a vehicle.

14.4 Onsite-Access. The Government has the right to restrict on-site access to any contractor personnel who is identified as a potential threat to the health, safety, security, or operational mission of the Corps of Engineers.

14.5 Access to Certain Restricted Areas. Certain facilities, buildings or rooms are restricted to only individuals with proper security clearance. When the Contractor employees are required to perform work in these sensitive areas, they shall be escorted at all time by an authorized government employee. Other sensitive areas may require only pre-clearance of one or more particular Contractor employees.

14.6 Access to Government Information Systems:

All contractor employees with access to a government information system must successfully complete the DoD Information Assurance Awareness training prior to access to the information system and then annually thereafter.

14.7 OPSEC Standing Operating Procedure/Plan:

The contractor and all associated subcontractors’ employees shall comply with applicable ERDC OPSEC plan and requirements to include initial OPSEC briefing within 30 calendar days of reporting to duty and annual training.

14.8 AT Level I Training:

All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, or controlled access areas shall complete AT Level I awareness training within 45 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever applies and annually thereafter. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee to the COR within 10 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at https://atlevel1.dtic.mil/at.

14.9 iWATCH Training:

The contractor and all associated subcontractors shall brief all employees on the ERDC iWATCH program. This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 45 calendar days of contract award and within 45 days of new employees commencing performance on the contract. The contractor shall provide certification of completion to the COR within 10 days of training completion. Training documents will be provided by the ERDC Security Office.

14.10 Information Assurance (IA) / Information Technology (IT) Training:

All contractor employees and associated sub-contractor employees must complete the DoD IA awareness training before issuance of network access and annually thereafter. All contractor employees working IA/IT functions must comply with DoD and Army training requirements in DoD 8570.01, DoD8570.01-M and AR 25-2 within 6 months of employments.

14.11 Information Assurance (IA) / Information Technology (IT) Certification:

All contractor employees supporting IA/IT functions shall be appropriately certified upon contract award in accordance with DoD 8570.01-M, DFARS 252.239-7001 and AR 25-2. The baseline certification as stipulated in DoD 8570.01-M must be completed upon contract award.

15. Government Responsibilities.

15.1 The Government retains overall operation and technical responsibilities for Government equipment and facilities furnished to the Contractor.

15.2 The government will employ a Quality Assurance Surveillance Program (QASP) to insure that the Contractor is performing in accordance with requirements of this contract.

15.3 Record Drawing, Manufacturer’s Data and Catalogs. All existing record drawings, manufacturer’s data and catalogs for the mechanical systems of the subject Buildings shall be made available to the Contractor upon request as required to perform the contract work. All records furnished by the Government to the Contractor shall be returned to the Government as soon as the need for these records ceases to exist or at the end of the contract period.

15.4 The Government shall make available to the Contractor, from existing outlets and supplies, all power, gas, and water required in the performance of the Contractor’s work. Metering of the amount of power, gas, and water used by the Contractor shall not be required and the government shall be responsible for paying for these utilities. Though not required to use, the Government will make available existing hardware and software (MP2Pro and HVAC) along with network/internet service.

15.5 On-site Facilities. One 12’ x 12’ shed and one 12’ x 16’ shed will be furnished. The site provided for Contractor facilities is Building 2021 (with existing furniture) and the immediate area at the end of Delaware Road adjacent to Gate 3 (closed). Parking is provided. All utilities will be Government furnished except phone service.

15.6 The government will make available certain government owned software required for accessing, adjusting and monitoring certain building’s HVAC control systems.

16.0 Critical Equipment to Monitor