spec_W912PL-15-B-0004.pdf

RFP No. W912PL-15-B-0004

U.S. ARMY CORPS

OF ENGINEERS

LOS ANGELES DISTRICT

Installation Operation & Maintenance Support Services

Defense Logistics Agency (DLA)

San Diego, California

San Diego County, California

Invitation for Bid - Service Contract

8(a) Competitive Set-Aside

April 2015

DLA INSTALLATION SUPPORT SERVICES W912PL-15-B-0004

SAN DIEGO, CALIFORNIA

SECTION A-2

Section A Solicitation/Contract Form

CERTIFICATE OF OFFEROR’S PRINCIPAL

(1) IF THE OFFEROR IS PARTNERSHIP OR JOINT VENTURE, LIST FULL NAME OF ALL PARTNERS/ JOINT VENTURERS (Add addendum as necessary):

(Company Name) (Signature) (Title)

(Company Name) (Signature) (Title)

(Company Name) (Signature) (Title)

(2) IF THE OFFEROR IS A CORPORATION, THE FOLLOWING CERTIFICATION SHOULD BE COMPLETED:

CERTIFICATION AS TO CORPORATE PRINCIPAL

I, ______________________________, certify that I am the Secretary of the corporation named as principal on the offer/contract; that ________________________________, who signed the offer/contract on behalf of the principal, was the _________________________________of the corporation; that I know the individual’s signature and that his/her signature is genuine; and that said Offer/Contract was duly signed, sealed and attested for on behalf of said corporation by authority of its governing body.

CORPORATE PRINCIPAL

CORPORATE SEAL ____________________________________

SECRETARY

(3) IF THE OFFEROR IS A LIMITED LIABILITY COMPANY/PARTNERSHIP, LIST FULL NAME OF ALL MANAGERS BELOW (Add addendum as necessary). SIGNATURES BY ALL MANAGERS HERE SIGNIFY THAT THAT THE INDIVIDUAL WHO SIGNED THE OFFER/CONTRACT HAS THE AUTHORITY TO BIND THE LIMITED

LIABILITY COMPANY/PARTNERSHIP.

(Officer’s Name) (Signature) (Title)

SECTION B - 1

SECTION B

SUPPLIES OR SERVICES, PRICES OR COSTS

BIDDING SCHEDULE

ITEM

NO.

DESCRIPTION QUANTITY UNIT OF

MEASURE

UNIT PRICE TOTAL

AMOUNT

HVAC MAINTENANCE

(appendix A)

12 Months $

PEST CONTROL

(appendix B)

GROUNDS MAINTENANCE

(appendix C)

CUSTODIAL SERVICES

(appendix D)

FACILITY MAINTENANCE‐

Reoccurring Preventive Maintenance (appendix E)

Year

TOTAL AMOUNT OF LINE ITEMS 0001 ‐ 0005 BASE YEAR

(SUBJECT TO PRICE EVALUATION)

FACILITY MAINTENANCE ‐

Service Requests

(PRICING TO BE

NEGOTIATED AS NEEDED)

LOT

$ Amount to be determined by the Government determined by

TOTAL AMOUNT BASE YEAR

SECTION B - 2

OPTION YEAR ONE

NO.

DESCRIPTION QUANTITY UNIT OF

MEASURE

TOTAL AMOUNT OF LINE ITEMS 1001 ‐ 1005 OPTION YEAR ONE

(PRICING TO BE

determined by

TOTAL AMOUNT OPTION YEAR ONE

SECTION B - 3

OPTION YEAR TWO

NO.

DESCRIPTION QUANTITY UNIT OF

MEASURE

TOTAL AMOUNT OF LINE ITEMS 2001 ‐ 2005 OPTION YEAR TWO

(PRICING TO BE

determined by

TOTAL AMOUNT OPTION YEAR TWO

SECTION B - 4

OPTION YEAR THREE

NO.

DESCRIPTION QUANTITY UNIT OF

MEASURE

TOTAL AMOUNT OF LINE ITEMS 3001 ‐ 3005 OPTION YEAR THREE

(PRICING TO BE

determined by

TOTAL AMOUNT OPTION YEAR THREE

SECTION B - 5

OPTION YEAR FOUR

NO.

DESCRIPTION QUANTITY UNIT OF

MEASURE

TOTAL AMOUNT OF LINE ITEMS 4001 ‐ 4005 BASE YEAR

(PRICING TO BE

determined by

TOTAL AMOUNT OPTION YEAR FOUR

GRAND TOTAL FOR BASE AND OPTION YEARS 1 ‐ 4

SECTION B - 6

CONTRACT PRICES - BIDDING SCHEDULES

(a) The Government's payment for the items listed in the Bidding Schedule shall constitute full compensation to the Contractor for --

(1) Furnishing all plant, labor, equipment, appliances, and materials; and

(2) Performing all operations required to complete the work in conformity with the performance work statement and all requirements of the Invitation to Bid and resultant contract.

(b) The Contractor shall include in the prices for the items listed in the Bidding Schedule all costs for work in the performance work statement and solicitation, whether or not specifically listed in the Bidding Schedule.

Other Bidders Notes/Bid Schedule

All extensions of the unit prices shown will be subject to verification by the Government. In case of variation between the unit price and the extension, the unit price will be considered to be the bid.

If a modification to a bid based on unit prices is submitted which provides for a lump sum adjustment to the total estimated amount, the application of the lump sum adjustment to each unit price in the Price Schedule must be stated. If it is not stated, the bidder agrees that the lump sum adjustment shall be applied on a pro rata basis to every unit price in the Price Schedule.

Prices must be submitted on all individual items of the Price Schedule, except where noted; otherwise the bid will be considered non-responsive and will be rejected.

For the purpose of initial evaluation of bids, the following will be utilized in resolving arithmetic discrepancies found on the face of the Price Schedule as submitted by the bidder:

a. Obviously misplaced decimal points will be corrected;

b. In case of discrepancy between the unit price and the extended price, the unit price will govern;

c. Apparent errors in extensions of unit prices will be corrected;

d. Apparent errors in addition of lump sum and extended prices will be corrected.

For the purpose of bid evaluation, the Government will proceed on the assumption that the bidder intends the bid to be evaluated on the basis of unit prices the totals arrived at by the resolution of arithmetic discrepancies as provided above and the bid will be so reflected on the abstract of bids.

These correction procedures shall not be used to resolve any ambiguity concerning which bid is low.

Principal Contracting Officer. The Contracting Officer who signs this contract will be the Principal Contracting Officer for this contract. However, any Contracting Officer assigned to the Los Angeles District, contracting within his authority, may take formal action on this contract when the Principal Contracting Officer is unavailable and the action needs to be taken.

Amounts and prices shall be indicated in either words or figures, NOT BOTH.

Payment of Electronic Funds Transfer (EFT) is the mandatory method of payment. The bidders’ attention is directed to Contract Clause No. 52.232-33 “Payment by Electronic Funds Transfer – Central Contactor Registration” located in Section 00700.

The bidder shall distribute his indirect costs (overhead, profit, bond, etc.,) over all items in the Price Schedule. The Government will review all submitted Price Schedules for any unbalancing of the items. Any submitted Price Schedule determined to be unbalanced may be considered non-responsive and cause the bidder to be ineligible for contract award.

The bidder shall furnish all plant, labor, material, equipment, etc., necessary to perform all work in strict accordance with the terms and conditions set forth in the contract including all attachments thereto.

Bidder is cautioned to check his Price Schedule carefully prior to submission.

W912PL-15-B-0004

Section C -1

Section C - Descriptions and Specifications

DEFENSE LOGISTICS AGENCY (DLA)

INSTALLATION SUPPORT CONTRACT

SAN DIEGO CALIFORNIA

PART I

SECTION C – Performance Work Statement

APRIL 2015

U.S. Army Corps of Engineers Los Angeles District

Section C -2

Section C - SOW

INDEX

STATEMENT OF WORK

Statement of Work

Appendix A – HVAC

Appendix B - Pest Control

Appendix C - Grounds Maintenance

Appendix D – Custodial Services

Appendix E – Facility Maintenance

Appendix F – Quality Assurance Surveillance Plan (QASP)

Appendix G – CMRA Contractor Manpower Reporting Application Input and Review Responsibilities

Section C -3

SECTION C – Performance Work Statement

1.0 INTRODUCTION

1.1 This Installation Support Contract provides the U.S. Army Corps of Engineers (USACE) with the capability to execute operation and maintenance (O&M) services and minor construction for Defense Logistic Agency, Defense Distribution Depot Center. O&M activities include, but are not limited to preventative maintenance, repairs, custodial services, painting, trouble shooting existing systems, servicing existing operations, emergency services, landscaping, pest control and limited construction activities not to exceed the simplified threshold for small purchases. The Contractor will be required to perform all stated services within this contract for a variety of federal customers. The facilities to be serviced under this scope are: 479, 660, 656, 657, 658, 659, 3322, 3483, 3581, 3641, two guard houses on Naval Station compound, and one guard house on Naval Air Station North Island.

1.2 The technical requirements specified in this statement of work are intended to provide requirements for execution of the contract and general understanding of the functions that the Contractor may be required to perform. The Contractor will receive from the USACE a complete scope of work for the contract or plans and specifications for each project.

1.3 All work under this contract will be performed at the following two locations:

Naval Base San Diego 3581 Cummings Road San Diego, CA 92136

Naval Air Station North Island 656 Rogers Road San Diego, CA 92135

The primary USACE POC for all work will be Victor Ozuna, at phone number (858) 430-2815 or cell (619) 843-1151. The alternate USACE POC will be 1LT Douglas Griffin at (858) 430-2804.

2. DESCRIPTION OF WORK

2.1 General & Supervision - The Contractor shall furnish all supervision, labor, transportation, tools, materials, supplies, vehicles, and equipment necessary to properly perform the work defined below including any formal modifications. The Contractor may be tasked with service requests for services such as repairs, and/or replacement of equipment, materials, and supplies for general facility maintenance. The Contractor must be able to respond in a timely manner to these service requests.

2.2 Heating, Ventilation, and Air Conditioning (HVAC) - The Contractor shall provide all personnel, equipment, materials, tools, supervision, facilities, and transportation necessary to perform HVAC maintenance and on site emergency repair for all equipment as defined in the Statement of Work (SOW) at the end of this section. The contract may be modified to increase SOW and add additional equipment as may be required.

2.3 Pest Control – The Contractor shall perform to control and eradicate and prevent infestation of pests in plant beds, shrubs, hedges, trees and fence perimeters and interior of buildings.

2.4 Ground Maintenance - The Contractor shall furnish all labor, equipment, tools, transportation, permits and insurance to perform all services required under this agreement.

2.5 Custodial Services – The Contractor shall furnish all labor, equipment, tools, transportation, materials, and supervision necessary to perform custodial/janitorial services for various federal agencies. Custodial services include cleaning, vacuuming, polishing, dusting, trash removal, bathroom details, mopping, and any other activity associated with custodial/janitorial services.

2.6 Facility Maintenance - The Contractor shall provide all personnel, equipment, materials, tools, supervision, transportation and facilities required to perform day-to-day maintenance alterations, and renovations to buildings. See Appendix E for further details.

Section C -4

2.6.1 Services are to be on-call, by issuing service requests. The Contractor may be tasked with service requests for services such as repairs, and/or replacement of equipment, materials, and supplies for general facility maintenance. Labor rates will be subject to the Service Wage Act and Davis-Bacon Wage Determinations.

2.6.2 Alterations are defined as small projects where you might change the configuration of a system or structure and might or might not have a detailed SOW. Alterations consist of improvements, changes, modifications, and additions to existing systems or structures. Alterations above the micro-purchase threshold of $2,000 (construction) $2,500 (services) requires Contracting Officer approval prior to performance.

2.6.3 Renovations for more complex projects may require a statement of work and possibly have a sketch.

In most cases, these will be addressed as modifications to the contract. Renovations above the micro-purchase threshold of $2,000 (Construction) $2,500 (services) require Contracting Officer approval prior to performance.

2.6.4 Minor construction activities include alterations, renovations, and modifications to existing facilities and shall be issued using service requests. These activities will be limited to the simplified acquisition threshold of $2,000 (Construction) $2,500 (Services). The Contractor must adhere to all applicable contract clauses for firm fixed price construction contracts. Construction activities will be subject to firm-fixed price negotiations. Approval will be subject to the Contracting Officer.

2.6.5 General Facility Maintenance tasks will include, but not be limited to:

2.6.5.1 Building electrical systems: Repair or modifications to circuits, power panels, lighting workstations, motorized cargo doors, etc.

2.6.5.2 Plumbing systems: Repairs to drains, automatic and manual flushometers and faucets, water leaks, and pipe repairs. Replacement of the same items.

2.6.5.3 Mechanical systems: Repairs to HVAC, refrigeration leaks, Freon, programmable temperature controls, roof fans, window type A/C units, and whole building refrigeration equipment.

2.6.5.4 Structural systems: Carpentry and painting, building with steel stud construction, laying/replacing vinyl floor tile, adjusting doors to fit/close properly, move furniture, install workstations, repair/replace doorknobs, small painting, repair drywall and suspended ceilings.

2.6.5.5 Modifications such as office renovations, installation of new equipment, removal of old equipment, alterations to inside floor plans.

2.7 Preventive Maintenance (PM) - PM includes, but is not limited to: inspections, testing, cleaning, calibration, lubrication, alignment, adjustment, and operational checks necessary to maintain the particular piece of equipment operational or, determine its operational or, determine its operational status and detect incipient failures or malfunctions. PM shall include reasonable troubleshooting time.

2.8 Repairs - Restoration of the equipment to operational condition so that is may be effectively utilized for the designated purpose. Overhaul, physical restoration, rebuilding, and replacement of components, parts, mechanisms or materials that have deteriorated by action of the elements of usage may affect repair. Repairs shall be identified as part of the scheduled PM services. Repairs identified during regular PM maintenance may be addressed using service requests or contract modification.

2.9 Cleaning - Cleaning as required herein shall include complete removal of harmful or undesirable dirt, scale deposits, dust, loose paint, obstructions, foreign matter, vegetation, algae, corrosion, sedimentation, and accumulations of any type on mechanical, electrical or structural parts. Cleaning shall include but not be limited to the use of solvents, chemicals, application of pressure (air, steam, water, etc.), vacuum, scrubbing, scraping, wire brushing, etc. All cleaning solvents and chemicals shall meet all Federal and State regulations prior to being submitted to the COR for approval. All cleaning, chemicals and solvents shall not damage or alter Government equipment.

2.10 Emergency Service and Emergency Repair Service - The Contractor shall respond to service calls for these services only when placed by the Contracting Officer or persons identified as authorized to make calls.

Emergency services include service between scheduled inspections, maintenance, and cleaning, and is for the

Section C -5 purpose of diagnosis or repair of malfunctioning equipment and the resetting of controls. The Customer may notify the Contractor of the urgency and emergency of services. Emergency services will be treated as a service request item, which may include a contract modification or credit card payment. THE

CONTRACTOR MAY NOT PROCEED TO WORK ON EMERGENCY SERVICES WITHOUT

APPROVAL FROM BOTH THE GOVERNMENT AND CUSTOMER. In the event that the Contractor proceeds prior to approval for emergency service calls, the Contractor is proceeding at their own risk and the Government is in no way obligated to pay for work that was completed by the Contractor.

3 DEFINITIONS/ACRONYMS

3.1 Contracting Officer (CO) – The Government Official responsible for the execution and administration of a contract on behalf of the Government.

3.2 Contracting Officer’s Representative (COR) – The Government Official designated by the CO and responsible for performance, monitoring, and quality assurance on behalf of the Government.

3.3 Contractor’s Representative (Site Manager) – An individual assigned by the Contractor who shall have full authority to act for the Contractor on all contract matters that relate to the daily operations of the contract. The Contractor Representative shall be a single point of contact for all functional, technical, and contract-related services. The Contractor Representative must be an on-site, full-time employee physically located at the project site/location at all times.

3.4 Federal Acquisition Regulation (FAR) – The primary regulation for use by all federal executive agencies in their acquisition of supplies and services with appropriated funds. The FAR is issued in the Code of Federal Regulations (CFR) in Title 48, Chapter 1 and is published in the daily issue of the Federal Register. The website for on-line reference is http://www.acquisition.gov/far/

3.5 On-Site Support – Work performed by the Contractor on Government premise, whereby the Contractor’s personnel may be provided with Government resources such as office space, equipment, and supplies to perform the work dependent upon the customer’s needs and physical constraints. Under this contract, the work is O&M Services.

3.6 Performance Evaluation/Metrics – The Government’s record of the Contractor’s performance under the contract, to be used for future source selection purposes by other federal departments and agencies.

3.7 Performance Standard – The Contractor’s performance level required by the Government. This is also known as the acceptable quality level (AQL). The AQL is defined as the level of effort, effectiveness, and efficiency to complete the tasks described within this contract.

3.8 Quality Assurance – Surveillance undertaken by the Government to ensure that products or services provided by the Contractor are within the acceptable quality level for a given performance requirement, and for the assessment of the Contractor’s quality control.

3.9 Quality Control – Actions taken by the Contractor to control the production of supplies and services to ensure that they conform to the performance requirements and standards. Quality control procedures are outlined in a Quality Control Plan (QCP), developed by the Contractor.

3.10 Cost Control Plan – The Contractor plan explaining how material and equipment cost will be monitored, verified, tracked, record, and controlled. This plan is described more in Contractor’s Quality Control Section.

4 GOVERNMENT FURNISHED PROPERTY AND SERVICES

4.1 The government shall provide only the facilities, equipment, materials, and/or services specifically listed within the individual statements of work for each task.

4.2 The government shall provide and pay for the normal provision of electricity, water, sewage disposal and natural gas required to perform the work required for this task order.

http://www.acquisition.gov/far/

Section C -6

4.3 To the extent they are available, the Government shall grant access to any existing manuals, reports, and drawings for the buildings included in this task order.

5 CONTRACTOR FURNISHED ITEMS AND SERVICES

5.1 The Contractor shall furnish all supervision, labor, transportation, tools, materials, supplies, vehicles, and equipment necessary to properly perform the work defined in this task order including any formal modifications.

5.2 All electrical equipment repair or test equipment used by the Contractor shall be battery operated or UL approved and rated for 120 volt, 60 Hz, and shall have a functional ground plug. This equipment must operate using existing building circuits. It shall be the responsibility of the Contractor to prevent the operation, or attempted operation, or electrical equipment or combinations of equipment, which require power exceeding the capacity of existing building circuits.

5.3 All replacement parts shall be those of the original manufacturer or equal, and shall fit the equipment without modification. The Contractor shall have and maintain on hand locally, an inventory of the repair parts sufficient for normal maintenance and repairs.

5.4 The Contractor shall utilize and supply biodegradable cleaning and other materials. The Contractor shall provide the COR with a sample of all proposed materials and Material Safety Data Sheets (MSDS) for each type of material used. None of the materials shall be used until approved in writing by the Safety Officer.

5.5 The Contractor shall not be required under this contract to perform and/or furnish at their expense, parts required by reason of negligence or misuse of equipment by persons other than the Contractor, his representatives and employees, or by reason of any other cause beyond the control of the Contractor, except ordinary wear and tear. The Contractor may be required to install new equipment attachments as recommended or required by insurance companies or by federal, state, municipal, or other government authorities. The Contractor shall provide the COR with a detailed outline and cost breakdown of the new equipment attachments for approval prior to scheduling installation.

5.6 The Contractor shall take all necessary precautions to insure against damage to existing structures, fixtures, finishes, etc. Damage caused by the negligent actions of the Contractor and/or any of their subcontractors shall be repaired or replaced, as approved by the Contracting Officer, at no additional cost to the government.

5.7 The Contractor shall use only STATE AND FEDERAL ENVIRONMENTAL PROTECTION AGENCY

(EPA) APPROVED CHEMICALS AND MATERIALS. The Contractor shall provide materials safety data sheets for all chemicals and materials used. Disposal of chemicals and materials shall be in accordance with State and Federal EPA regulations. The Contractor shall not use any chemicals and materials until approved by the Contracting Officer. The Contractor may request, in writing, to used, if available, on-site hazardous waste collection site for disposal of Government purchased hazardous material. The Contractor must obtain prior approval from both the customer and Government before using such on-site disposal areas.

6 GENERAL CONTRACT REQUIREMENTS/INFORMATION

6.1 The contract will have one (1) year base period with four (4) one (1) year option periods.

6.2 Individual service requests will be initiated throughout the contract by the or COR. Service request will be issued in writing to the Contractor. Service request consist of various general facility maintenance tasks such as installation, placement, improvements, additions, renovations, and upgrades to the facility. The complexity ranges from relatively minor work to labor extensive, long duration tasks.

6.2.1 The Contractor must assess each service request and make recommendations to resolve the customer’s requests in a timely manner. The Contractor will provide direct supervision and inspection of the work completed from each service request. In the event that the service request may exceed the expertise or technical ability of the Contractor, it is the responsibility of the Contractor to notify the Government of any potential issues and/or problems. Service requests must be assessed, evaluated, and proposed within a reasonable amount of time for approval by the Government and customer. Reasonable amount of time is assessed as response time. (See 8.8, Contractor’s Quality Control section).

Section C -7

6.2.2 Facility Material includes materials that the Contractor may have to provide to complete service calls.

Typical materials associated with service calls includes, but not limited to complex parts to maintain existing equipment, large quantities of supplies associated with assessing a service request, and bulk items for renovations and/or modifications to existing equipment, or facility. Typical materials associated with service requests includes parts, light bulbs, custodial items, paint, Freon, belts, filters, lumber, glass, doors, nails, bolts, lighting fixtures, door knobs, tires, bicycle parts, plumbing fixtures, carpet, office supplies, and any other items necessary to maintain existing systems.

6.2.3 Typical Facility Equipment may include various man lifts necessary for access to maintain, repair, install, or replace facility, air compressors, forklifts, pressure washer, sewer auger, pneumatic chipping tools, concrete cutting equipment, trench compactors, scaffolding, and hand held power tools.

6.2.4 The Contractor is accountable for maintaining, tracking, and documenting each service request. The

Contractor must maintain, store, file, and if requested provide all copies of invoices, and/or receipts for costs associated with service request. The Contractor must keep a copy of all such invoices on site at the customer’s location for review by the Government at any time.

6.2.5 Payment for approved service request will be made under one contract line item for Facility

Maintenance:

6.2.5.1 SERVICE REQUEST

NOTE: The Contractor is not entitled to the set lump sum contract amount specified herein this contract. The lump sum or “pool” is designated to pay for the indefinite delivery/indefinite quantity portion of Facility Maintenance following the time and material contractual provisions. This “pool” is set for the payment of approved service requests.

6.2.6 Facility Maintenance CLIN is service requests which involve maintenance or minor construction activities. These requests are subject to the Davis-Bacon Wage Determinations.

6.2.7 Proposed hours will be evaluated using Means, past service request, and previous type of work.

Hours will be subject to negotiations. Labor is subject to the negotiated handling fee.

6.2.8 Material and Equipment are subject to a negotiated handling fee. Markups permitted for this category include the Materials Handling Cost pursuant to FAR 16.601(b)(2). No additional profit shall be allowed for this category.

6.2.9 Any individual or combined reimbursable cost exceeding $2,500.00 shall utilize competition. The

Contractor certifies, by acceptance of this contract, that it shall obtain prices consistent with only properly allowable expenses and at prices available in the industry to the suppliers’ best customer, including any rebates or refunds.

6.3 The customer may increase or decrease tasks at any time throughout this contract. Such changes shall warrant a contractual modification. Modifications to this contract shall be made in accordance with Changes Clause (FAR 52.243-4). The Government reserves the right to add or delete work stated within this Statement of Work.

Section C -8

7 PERFORMANCE REQUIREMENTS

7.1 The Contractor’s achievement of performances objectives described in the SOW shall conform to the performance thresholds and industry standards. The Contractor shall fulfill the specified performance requirements as follows. Detailed tasks and services are provided in the Appendices of this SOW.

7.1.1 HVAC Services

7.1.2 Pest Control Interior & Exterior

7.1.3 Ground Maintenance

7.1.4 Custodial Services

7.1.5 Facility Maintenance

7.2 The Contract Line Items are included in the pricing schedule. These services must be accomplished in a timely and efficient method with minimal disruption to the customer. The Contractor may obtain subcontractors to complete these tasks. The Contractor will maintain and track all expenses.

7.3 It is the responsibility of the Contractor to notify the Government when funds are low or insufficient to complete these tasks. The Contractor may not proceed with any work knowing that the line item does not contain sufficient funding for the work. In the event that the Contractor exceeds the dollar amount on the line items the Contractor is proceeding at their own risk and the Government is in no way obligated to pay for work that was completed by the Contractor.

7.4 The Contractor must provide for a Contractor’s Representative (Site Manager). The Site Manager (SM) shall have full authority to act for the Contractor on all contract matters that relate to the daily operations of the contract. The SM shall be a single point of contact for all functional, technical, and contract-related services.

The SM must be an on-site, full-time employee physically located at the project site/location at all times to deal with the daily operations and assist the customer with assessing service requests. The SM must be granted authority to assess, solicit, propose, and negotiate service requests to maintain response times. The SM must also be able to assess current workloads and Contractor’s staffing capacity.

7.5 The Contractor must provide verification that the service work has been completed and is acceptable to the customer. Verification includes inspections, testing, balancing, re-work, follow-ups, approval, documentation and acceptance. The Contractor is responsible for all subcontractors performing services to the customer. The Contractor shall maintain control of all subcontractors and evaluate each subcontractor on their performance.

7.6 The Contractor may request progress payments once a month for costs actually incurred. Copies of all supporting documentation shall accompany public Vouchers, including indirect cost rates. The Government will make payments in accordance with the clause “Allowable Cost and Payment”. Services will follow a 30-day payment process within the Government (See FAR52.232-25, Prompt Payment).

8.0 CONTRACTOR QUALITY CONTROL

8.1 Contractor Quality Control (CQC) is the means by which the Contractor ensures that all work, including that of subcontractors, complies with the contract requirements. The Contractor is responsible for quality control and shall establish an effective quality control system. The Contractor shall establish and maintain a complete quality control plan in accordance of FAR52.246-1, Contractor Inspection Requirements.

8.2 The Contractor shall prepare a contractor quality control (CQC) plan and be provided to the Government for review and acceptance. The CQC plan must be submitted prior to commencing any on-site work. The CQC plan is a living document and must be updated to reflect any recommendations, suggestions, personnel changes, and subcontractors.

8.3 The Contractor shall prepare a Cost Control Plan (CCP), which documents the procedures in tracking, maintaining, verifying, and controlling fair and reasonable costs associated with materials and equipment.

Material and Equipment costs are directly cost reimbursable with associated handling fee. At any time, the Government may audit the records of the Contractor to determine if proposed material and equipment costs are verifiable as proposed within any service request.

Section C -9

8.4 The Contractor shall provide daily reports of services provided each day, along with any complaints, issues, questions, and/or concerns. The daily reports can be packaged and submitted on a weekly basis, however, each daily report must be completed by 10:00 AM the next working day. Daily reports do not constitute acceptance, approval, or direction from the Government to the Contractor, nor does it relieve any responsibility of the Contractor. In the event that a problem occurs, it is the responsibility of the Contractor to notify the Government immediately of the problem. Notification may consist of fax, e-mail, certified mail, courier service, and/or telephone conversation.

8.5 It is the responsibility of the Contractor to coordinate with customer any subcontractors, labors, and field personnel who shall be working on the Customer’s site location. In the event that Contractor’s personnel, subcontractor’s, and/or labors are not approved on the site, the Contractor shall not allow those people to work at the site. The Contractor must notify the Government of any such actions for further review.

8.6 The Contractor must monitor and log all activities on a daily basis and document with daily reports. The

Contractor is responsible to inspect, evaluate, recommend, and accept all work performed under this contract.

The Contractor shall respond to customer complaints in an appropriate amount of time. Appropriate amount of time is defined the amount of time associated with evaluating, assessing and resolving the complaint to the customer’s satisfaction. The appropriate amount of time is to resolve most complaints is within 24 hours of notification. Notification may consist of fax, e-mail, certified mail, courier service, telephone conversation, and/or customers written complaint. In the event that the customer’s complaints are not resolved to the customer’s satisfaction, the Government reserves the right to direct the Contractor to respond to the customer’s issues. Appropriate amount of time for emergency and urgent complaints follows response time (See 8.8).

8.7 The Contractor is responsible for ensuring that service requests, service work, custodial services, HVAC maintenance, refrigeration services, pest control, and ground maintenance are inspected, and accepted for all task as described in the Appendices and pricing schedule. The Contractor shall monitor these activities on a daily basis and resolve any issues, or complaints. It is the responsibility of the Contractor to notify the Government of ALL issues and complaints.

Section C -10

8.8 The Contractor must provide the following response times for service requests, service calls, custodial issues, HVAC work, pest control, refrigeration services, facility and ground maintenances.

Response Time: Service calls may be categorized as

Emergency: Threat to health and safety Respond within four hours. Must be corrected/controlled immediately

Urgent: System failure/Operational shutdown Respond within 24-hours. Must be corrected same day

Routine Response can be scheduled. Correction as determined at time of call

9.0 GOVERNMENT QUALITY ASSURANCE

9.1 Government surveillance shall be done in accordance with standard inspection procedures (FAR 52.246, Quality Assurance, provisions and clauses for FAR Part 46), including review of submittals, service requests, customer comments or complaints, and observation of services performed or products supplied.

9.2 Customer Input will also be used as a method of surveillance. The Government will use customer input as a factor for Contractor’s Performance Rating.

9.3 Quality Assurance (QA) includes visual observation of mechanical, custodial and ground maintenance work.

Separate inspections will occur for each service request work. The customer may or may not be involved with these inspections. QA also includes verification of fair and reasonable cost associated with service request items. This verification involves use of Means Cost Data, phone interviews, local pricing data, and quotations for other suppliers and/or contractors.

9.4 Minimum requirements for each major task is as follows:

HVAC – Services are working to maintain a consistent temperature range with no valid complaints meeting specific customers constraints.

Pest Control – Services are regularly provided with no valid complaints.

Ground Maintenance – Scheduled services are completed as required with no valid complaints from the customer.

Custodial Services – Delivery of timely services with scheduled custodial maintenance with no valid complaints from the customer.

Facility Maintenance – Service requests are evaluated, assessed, proposed, initiated, and completed within a timely manner with no valid complaints.

Visual observations will be conducted during each QA inspection. When complaints occur, a QA inspection will be conducted with the Contractor to correct the deficiency and ensure that the Contractor maintains an acceptable performance level.

Section C -11

10.0 CONTRACTOR’S’PERFORMANCE OBJECTIVE

10.1 Performance Objectives are the required level of services described in the SOW, Performance Objectives. The

Contractor is required to perform at Acceptable Quality Levels (AQL) at all times. It is the responsibility of the Contractor to achieve all AQLs. During QA site visits, the Contractor will be notified on performance progress based on AQL, and customer input.

10.2 The Contractor will be rated, evaluated, and documented by several factors such as timeliness, quality of services, number of complaints, efficiency of work, and control of contractor’s employees or subcontractor’s.

The Government shall rate each major task of Custodial Services individually, such as office space cleaning, flooring, restrooms, clean rooms, and IQ requests. Each performance assessment will be documented and submitted to the Contractor for notification and/or review. This documentation constitutes official record and may be considered past performance information. All performance will be documented whether it is acceptable or unacceptable in accordance with the Contractor’s Performance Matrix.

10.3 A final rating will be conducted at the end of each contract period. The rating will be based on services, performance standards, acceptable quality levels (AQL), and weighted averages. Ratings will be used to determine the final performance evaluation for the Contractor for the contract.

10.4 The Contractor will be given a factor, which will be applied to each of the major tasks. The maximum percentage is 100%. A factor between ratings may be applied to the Contractor’s rating if performance falls between rating scales. The following is the rating procedures:

10.4.1 1 – Excellent quality of services with no valid complaints, which the Contractor responded in a timely manner to all services with no disruption in services.

10.4.2 0.9– Outstanding quality of services with no valid complaints, which the Contractor responded most of the time in a timely manner with no disruption in services.

10.4.3 0.8 – High level of services with minimal complaints, which were resolved within a timely manner with minimal disruption in services.

10.4.4 0.7– Level of Services performed at the AQL with few complaints in which the Contractor resolved with assistance from the Government and few services repeated to customer’s satisfaction.

10.4.5 0.6 – Level of Services are below adequate with much assistance from the Government to resolve customer’s issues/concerns/problems with disruption in services noticeable to customer.

10.4.6 0.5 – Unacceptable Services with numerous complaints and customer input.

Additional retainage may be necessary to provide adequate services for customer. Government may proceed with termination of contract.

Section C -12

10.5 The following is a matrix of Contractor’s Performance Requirements:

Performance Objective(s)

Performance Standard(s) Acceptable Quality Level(s) Monitoring

Method

Contractor’s Performance

Rating Weight

Rating

HVAC – Heating, Ventilation, and Air Conditioning

Regularly maintain, monitor, trouble shoot, and service HVAC in working condition(s) with minimal disruption with services

Services are working to maintain a consistent temperature range with no valid complaints meeting specific customers constraints.

Customer Input

Periodic Inspection

Provide Pest Control Services for various buildings.

Schedule pest control visits are maintained.

Services are regularly provided with no valid complaints.

Provide Ground Maintenance for various buildings.

Establish, maintain, correct, adjust, and provide ground maintenance for various plants, vegetation, trees, and shrubs.

Scheduled services are completed as required with no valid complaints from the customer.

Provide Custodial Services for various buildings with routine scheduled maintenance.

Ensure cleaning schedules are adhered to as requested by the customer scheduling requirements.

Deliver timely services with scheduled custodial maintenance with no valid complaints from the customer.

Provide Facility Maintenance for various buildings including service requests from customer.

Regularly maintain, and service various facility reoccurring items in working condition(s) with minimal disruption with services.

Service requests are evaluated, assessed, technically approved by both the Government and customer and completed within a timely manner with a high level of quality of work.

Services are working to maintain a consistent working environment with no valid complaints meeting specific customers constraints.

Service requests are evaluated, assessed, proposed, initiated, and completed within a timely manner with no valid complaints.

TOTAL: 100%

Section C -13

APPENDIX A - HEATING, VENTILATING, & AIR CONDITONING (HVAC)

1.0 GENERAL

1.1 SCOPE OF WORK. The contractor shall provide all personnel, equipment, materials, tools, supervision, facilities, and transportation necessary to perform HVAC maintenance and on site emergency repair for all equipment as defined in the Statement of Work (SOW) at the end of this section. The task order may be modified to add additional equipment as may be required.

1.2 The Contractor shall provide an itemized descriptive listing of materials, parts used to maintain and repair equipment, and quantities used, for each month with a copy of all bills of lading to the COR as part of the monthly billing back up.

1.2.1 The Contractor shall provide containment drums for lubrication which may be comprised of or contain Chlorofluorocarbons. The drums and the disposal of the contaminated materials shall be the responsibility of the contractor. All procedures shall be in strict accordance with all current State and Federal OSHA and EPA regulations.

1.3 The Contractor or subcontractor personnel performing the work shall be certified and authorized by Trane, York and/or Carrier companies as is applicable to maintain the specified equipment. The importance of maintaining this equipment in a safe and satisfactory operating condition demands that the services be performed by technicians who have satisfactorily maintained like equipment, and possess a current State of California Certification authorizing that technician to work on equipment of these sizes and types.

1.3.1 CERTIFICATION/REGISTRATION REQUIREMENT.

1.3.2 The Contractor shall possess Federal Certification per instruction under Title 6 Clean Air Act

Amendment dated 1990, Section 608 at which time the certification becomes available. The contractor shall provide copies of the Federal Certification and State Registration to the Contracting Officer and the COR, no later than 30 days after the requirement becomes effective.

1.3.3 The Contractor shall also register with the State of California, Department of Health, Air Pollution

Control Division once Federal Certification is obtained.

1.4 Warranties of those parts, materials, and equipment on which the vendor or manufacturer normally provide warranties shall be supplied to the Contracting Officer before final payment is made to the contractor.

Warranties will reflect a description of the product, the serial number of the product, if applicable, the date and location where the product was incorporated into the work, the condition of the warranty, the name of the supply vendor, the name of the purchaser, and his purchase order number and date. Warranties for installed equipment shall include a list of required maintenance necessary to ensure the warranty is kept valid. The list shall clearly identify the maintenance item and state whether the Government or the contractor is responsible for the maintenance.

2.0 SERVICE REQUIREMENTS.

2.1 All maintenance services shall be performed in accordance with the manufacturer’s specifications and all applicable Municipal, State and Federal Regulations. The Government assumes no liability in the event actual requirements do not equal estimates. The intent and purpose of the work statement is to outline, in general, the HVAC maintenance service and schedules required to keep the equipment clean, functional and fully operational. This is not intended to be an all-inclusive outline.

2.1.1 Contractor(s) personnel shall respond to all emergency repair service calls within building(s) included n this task order or to locations designated by the COR, when the emergency repair service call is placed.

2.1.2 Upon completion of maintenance or service call(s), the contractor shall provide the COR with a service ticket for certification and inspection of service performed. Payment of preventive maintenance inspection shall not be made without a signed service ticket.

Section C -14

2.2 Preventive maintenance/inspections shall be performed as indicated per the approved schedule. Preventive maintenance, inspections and repairs shall be performed between the hours 7:30 a.m. to 4:30 p.m., Monday through Friday, except Government Holidays. Emergency repair services may be performed on any day, 24 hours a day, 365 days a year and shall be performed as determined by the COR. Due to various work schedules in effect at the various buildings, the contractor shall coordinate all work times and areas of work directly with the COR.

2.3 Maintenance. The contractor shall schedule and perform service examinations, adjustments, and cleaning weekly, monthly, and semi-annually as indicated in this section of the work statement. Inspections and maintenance shall consist of the following:

PACKAGED HVAC UNITS

MONTHLY:

1. Visually inspect Evaporator Coil.

2. Check Blower V-belt for wear, proper tension – replace as required.

3. Visually inspect air-cooled condenser coil.

4. Check condenser fan for noise or vibration.

5. Check operation of thermostat and timer if installed.

6. Replace disposable air filters as follows:

SEMI-ANNUALLY:

1. Lubricate Blower bearings and blower motor if applicable.

2. Check electrical wiring connections. Tighten any loose connections.

3. Check refrigerant charge.

4. Inspect HVAC for rust or corrosion.

ANNUALLY:

1. Coil Cleaning.

EXHAUST FAN/BLOWER

MONTHLY – Check for unusual noise, vibration, or overheating

SEMI-ANNUALLY

1. Check Fan/Blower V-Belt for wear and alignment and proper tension. Replace V-Belt, adjust tension and alignment as necessary.

2. Lubricate Fan/Blower bearings and Fan/Blower motor bearings.

3.

HIGH WALL FAN COIL UNITS

1. Observe refrigerant in sightglass while compressor is operating on the outdoor unit. Check for moisture in the system and refrigerant shortage.

2. Check piping for refrigerant and oil leaks.

3. Clean Air Filter on the Indoor unit.

1. Replace Batteries in the Remote Controller.

2. Check electrical wiring connections. Tighten as necessary.

3. Inspect Condenser fan (Outdoor Unit) for bent blades and for noise/vibration.

4. Check refrigerant charge.

5. Inspect for corrosion on Outdoor and Indoor units.

6. Coil Cleaning.

Section C -15

LIEBERT MINI-MATE (Split System w/ Humidity Control)

MONTHLY:

Filters:

1. Check for restricted airflow.

2. Replace 20 x 20 x 4 filters.

3. Wipe section clean.

Fan Section:

1. Impellers free of debris and move freely.

2. Bearings in good condition.

3. Check belt tension and condition.

Humidifier:

1. Check canister for mineral deposits.

2. Check condition of electrodes.

3. All hoses and fittings tight.

4. Check water make-up valve for leaks.

Filters:

1. Check for restricted airflow.

2. Replace 20 x 20 x 4 filters.

3. Wipe Section Clean.

Fan Section:

1. Impellers free of debris and move freely.

2. Bearings in good condition.

3. Check belt tension and condition.

Humidifier:

1. Replace canister.

2. Check condition of electrodes.

3. All hoses and fittings tight.

4. Check water make-up valve for leaks.

Compressor Section:

1. Signs of oil leaks.

2. Vibration isolation.

Refrigeration Cycle:

1. Suction pressure.

2. Head pressure.

3. Superheat.

4. Clean Evaporator Coil.

5. Insulation intact.

Flood Back Head / Pressure Control:

1. Check refrigerant level.

Water Cooled / Condensing Unit:

1. Water valve adjustment

2. Water flow.

3. Water leaks.

Water Cooled / Electrical Panel:

1. Check electrical connections.

2. Operational sequence.

Water Cooled / Electric Reheat:

1. Check element for corrosion.

Section C -16

FANS / AIR HANDLER UNITS

1. Change Lead/Lag Switch.

2. Miscellaneous Electrical.

AIR HANDLING SYSTEM

Controls: Check for

1. Check operation.

2. Check connections.

3. Tighten terminal screws.

4. Clean contacts.

5. Check disconnect switch.

6. Check amperage draw.

Motors: Check for

1. Leaking operation.

2. Noisy operation.

3. Excessive vibration.

4. High frame temperature.

5. Excessive sparking.

6. Physical damage to frame.

7. Rust.

8. Proper alignment.

Fans: Check For

1. Noisy operation.

2. Excessive vibration.

3. Physical damage.

4. Corrosion.

5. Drive alignment.

6. Belt tension.

7. Secure mounts.

Controls: Check for

1. Check operation.

2. Check connections.

3. Tighten terminal screws.

4. Clean contacts.

5. Check disconnect switch.

6. Check amperage draw.

Motors: Check for

1. Leaking operation.

2. Noisy operation.

3. Excessive vibration.

4. High frame temperature.

5. Excessive sparking.

6. Physical damage to frame.

7. Rust.

8. Proper alignment.

Fans: Check For

1. Noisy operation.

Section C -17

2. Excessive vibration.

3. Physical damage.

4. Corrosion.

5. Drive alignment.

6. Belt tension.

7. Secure mounts.

Ducts: Check for

1. Inspect interior for dust, dirt and lint.

2. Inspect exterior for corrosion.

3. Inspect duct detector position.

4. Check joints for air leakage.

Dampers: Check for

1. Check operation.

2. Inspect louvers for sealing.

3. Lubricate linkage.

4. Clean louvers.

EXHAUST FAN/INTAKE EYEBROW

QUARTERLY:

1. Check Fan V-belt for wear and alignment and proper tension.

2. Replace V-belt, adjust tension and alignment as necessary.

3. Check fan motors and lubricate bearings and fan motor bearings.

4. Check for unusual noise, vibration, or overheating.

5. Replace disposable air filters.

EXHAUST BLOWERS

1. Check for noisy operation.

2. Check for drive alignment.

3. Check belt tension.

4. Check for secure mounts.

WINDOW AIR CONDITIONING UNITS

QUARTERLY:

1. Inspect and test run in heating and cooling mode.

2. Clean the air filter.

3. Blow out dust build-up with compressed air.

1. Inspect and test run in heating and cooling mode.

2. Clean…