Walk-in PMI Contract SOW .docx
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- Solicitation number
- 33330226RF0010043
- Issued by
-
Smithsonian Institution
About this file
This is a Statement of Work (SOW) for Planned Maintenance and Inspection (PM&I) Services for Environmentally Controlled Walk-In Units at the Smithsonian Institution. The Smithsonian operates approximately seventy ECW units across six locations: Washington DC, Suitland MD, Front Royal VA, Edgewater MD, Chantilly VA, and Landover MD. These units house sensitive materials including national collections, specimens, artifacts, biobank materials, DNA, tissues, blood products, and other items critical to the Smithsonian's mission. The ECWs are mechanically diverse with varying electrical voltages, refrigerant systems, sizes, and environmental controls.
The contractor must provide comprehensive PM&I services including inspection, testing, maintenance, and repair of all ECW attributes such as structural components, electrical systems, building automation systems, controls, plumbing, fire caulking, insulation, humidity control, heating and cooling systems, alarms, and safety mechanisms. Services must be performed by certified technicians on a semi-annual basis during standard working hours (8:00 AM to 3:30 PM, Monday-Friday). The contractor is responsible for supplying all labor, parts, and materials up to a $300 annual out-of-pocket threshold per unit, with costs above that threshold requiring pre-approval from the Contracting Officer's Technical Representative (COTR). For non-emergency service calls, the contractor must respond within one business day with a Rough Order of Magnitude quote within twenty-four hours. Emergency service calls require arrival on-site within four hours. The contractor must maintain a refrigerant log, provide weekly and monthly reports, submit semi-annual PM&I reports with an updated inventory within fourteen days of completion, and deliver an annual Executive Summary Report by January 15th. The contractor must employ a Project Manager with a minimum of five years of experience and appropriate certifications (Master Refrigeration and Universal EPA CFC certification), provide a Quality Control Plan, maintain adequate staffing, comply with all applicable safety codes and OSHA standards, obtain Smithsonian security clearance for all personnel, and submit detailed safety and site-specific plans prior to work commencement. The initial contract period is one year with the option to renew for up to nine additional one-year periods.
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Other files
| File | Type | Posted |
|---|---|---|
| RFI Responses 22 thru 26.pdf | ||
| Amendment 2.pdf | ||
| 33330226RF0010043 Final with (SF33).pdf | ||
| Sign In Sheet for Site Visit.pdf | ||
| RFI Responses 1 thru 21.pdf | ||
| Amendment 1.pdf | ||
| Attachment A - walk-in inventory2.xlsx | XLSX spreadsheet | |
| Attachment C - first site visit.xlsx | XLSX spreadsheet | |
| 33330226RF0010043 Final.pdf | ||
| Attachment B - Walk-ins First Site Visit Survey Attributes.xlsx | XLSX spreadsheet | |
| Attachment D - Asset Management (AMD) Requirements.docx | DOCX document | |
| Bid Sheet for walk-in Solication.xlsx | XLSX spreadsheet | |
| Attachment A - walk-in inventory.xlsx | XLSX spreadsheet |
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Text version
Smithsonian Institution
STATEMENT OF WORK
Planned Maintenance and Inspection Services for Environmentally Controlled Walk-In Units
1.0 BACKGROUND
The Smithsonian Institution (SI) facilities contain approximately seventy (70) Environmentally Controlled Walk-In (ECWs) units of various manufacturers. The ECWs encompass diverse operating conditions, which are listed and described in Attachment A. The ECWs house items such as national collections, specimens, animal food and medicine, preparatory lab items, necropsy products, artifacts, low radioactive material, photographs, biobank material, pest control items, DNA, somatic cells, tissues, blood products, artifacts, germplasm (sperm and eggs), embryos, waste products, as well as other animals, plant, and soil products that support SI’s mission. The ECWs are mechanically diverse with differing electrical supply voltages, refrigerant systems, sizes, purposes, and environmental controls.
2.0 OBJECTIVE
SI has a requirement to provide ECWs with routine Planned Maintenance and Inspection (PM&I) for facilities in the following locations:
| • | Washington, DC |
| • | Suitland, MD |
| • | Front Royale, VA |
| • | Edgewater, MD |
| • | Chantilly, VA |
| • | Landover, MD (Pennsy Drive) |
3.0 SCOPE OF WORK
The Contractor shall inspect and maintain all attributes of the ECWs, which include, but are not limited to, structural, electrical, building automation systems (BAS), controls, plumbing/piping, fire caulking, insulation, humidity, heating systems, cooling systems, alarms, safety mechanisms, and any other environmental conditioning equipment.
The Contractor shall supply all labor, parts, and materials to maintain the performance of ECWs per the manufacturer’s recommendations. The Contractor shall have the ability to evaluate all ECWs and provide reports, recommendations, and repair estimate ranges. The inventory of ECWs is subject to change, increasing or decreasing by up to 10% per year.
The Contractor shall be able to provide Rough Order of Magnitude (ROM) quotes for any repairs and replacements of ECWs when responding to Service Calls.
By the end of the inspections, the Contractor should provide an updated SI-wide inventory list of all ECWs and their inspection reports.
The following are not included with the contract:
| • | ECWs for Smithsonian Enterprises. |
| • | ECWs for New York and New Jersey facilities. |
| • | Temporary refrigeration trucks and portable ECWs. |
| • | Proprietary control equipment. |
| • | Smithsonian-controlled BAS. |
| • | Primary chilled water systems. |
| • | ECWs that are currently under a different contractor's maintenance contract (these will only require summary inspection and will not need Planned Maintenance from this contract). |
| • | Low radiation ECW interior inspection(s). |
| • | Defrosting of ECWs. |
3.1 Definitions
For purposes of this SOW the following definitions are applicable:
| a. | Inspection – A visual examination of a system or portion thereof to verify that it appears to be in operating condition and is free of physical damage. |
| b. | Test – A procedure utilized to determine the status of a piece of equipment, component, or system to ensure it is functioning as intended. |
| c. | Normal Working Hours – SI’s normal working hours are from 8:00 AM to 3:30 PM, Monday through Friday, except Federal Holidays and other days specifically designated for government closings by a government official. | |
| d. | Quality Assurance (QA) - A method used by SI to provide a measure of control over the quality of purchased goods and services received. | |
| e. | Quality Control (QC) - A method used by the Contractor to control the quality of goods and services provided. | |
| f. | Repair – The restoration of a piece of equipment, component, or system to such conditions as it was originally designed. Repair may include, but is not limited to, overhaul, replacement of constituent parts/components/materials that have deteriorated and/or have been damaged during usage that have not been corrected through maintenance, or replacement of the entire equipment/system if beyond economical repair. | |
| g. | Planned Maintenance (PM) – Routine inspection, testing, and maintenance services that are performed during a Service Period. | |
| h. | Service Call - A request made to the Contractor to perform an on-site evaluation or inspection. If the Service Call was made outside of a Planned Maintenance, the Contractor shall provide a ROM quote for any adjustments, repairs, or replacements of system components that are needed to return the system to a fully operable condition. | |
| i. | Service Call Backs – Additional Service Calls to remediate unsatisfactory results from an initial Service Call. | |
| j. | Service Periods – Planned Maintenance services are required to be performed on a semi-annual basis in accordance with the SOW as defined below: |
SEMI-ANNUAL – One (1) time every six (6) months. Planned Maintenance services shall be performed two (2) times in a twelve (12) month period. The first occurrence is in the first six (6) month period of the contract term and the second occurrence is six (6) six months after the first inspection, with additional Planned Maintenance service continuing every six (6) months for the duration of the contract.
| k. | Response Time – The time, in terms of hours and/or minutes, it takes the Contractor to arrive at the work site with appropriate tools, equipment, and materials to perform a repair service. The response time begins from the initial time the Service Call is placed with the Contractor to when they arrive at the work site. | |
| l. | Standard Labor Rate – The fully burdened hourly rate per standard labor hours for remedial maintenance services. This includes the following: | |
| • | Contractor's hourly wage by trade for regular working hours. | |
| • | Working hours outside of regular working hours. | |
| • | General and Administrative expenses. | |
| • | Direct and Indirect Overhead. | |
| • | Profit. |
Direct and indirect overhead shall include all costs for travel, tools and equipment costs associated with ordering and stockpiling material, individual job estimating, field and office overhead, clerical support, bonds, and insurance.
| m. | Environmentally Controlled Walk-In (ECW) Unit – A room or building that a person can walk into that has additional environmental controls beyond standard office building environmental controls. This may include one or more of the following: cold refrigeration, flash freezing ability, ultra-cold freezing, humidity, lighting, venting/protection for radio-active material, heating, etc. |
| n. | Out-of-Pocket – The monetary expense that a contractor needs to provide. |
4.0 CONTRACTOR RESPONSIBILITY
The Contractor shall furnish all necessary supervision, fabrication, personnel, design sketches, materials, labor, tools, and equipment to perform PM&I services. These services include, but are not limited to, testing, repairing, cleaning of strainers and coils, adjustments, parts cleaning, lubricating, and cleaning/replacing of filters on an as-needed basis. These services shall be outlined per Attachment B and manufacturer’s recommendations.
The Contractor shall ensure that all ECWs continue operating in safe and reliable conditions and that they are able to maintain their specified environmental settings.
The Contractor shall provide the Smithsonian with recommended repairs or replacements in their inspection reports. The Contractor shall be able to calibrate control systems and alarms or have an associate/sub-contractor who is able to complete the task.
The Contractor is responsible for providing any replaceable maintenance materials up to the out-of-pocket threshold for all of the systems that they maintain. All other expenses shall be pre-approved by the COTR.
The Contractor shall provide the following services:
Routine Planned Maintenance.
Remedial Maintenance ROM quotes.
Repair vs. Replace recommendations.
Firm Fixed Price quotes for repairs, replacements, and items over the out-of-pocket threshold, when requested.
4.1 Routine Planned Maintenance In Accordance With Attachment B and Manufacturer Recommendations
The Contractor shall provide routine PM&I services on ECWs listed in Attachment A by certified technicians. The Contractor is responsible for ensuring that the Planned Maintenance on the ECWs is performed by technicians and personnel who have been trained or factory certified to complete the work.
At the time of the first PM&I, the Contractor shall complete the initial survey (Attachment C). The Contractor shall notify the Smithsonian Institution if they can maintain the control system and other equipment. If they are unable to, they shall explain if the equipment should be considered proprietary or if there are other reasons for exemption, such as parts availability issues.
The first inspection shall provide the current conditions of each unit with:
| • | Recommendations that include a ROM quote for repairs and/or upgrades. |
| • | Provide an overall report document assessing the conditions of ECWs around SI. The Contractor shall use the SI AMD rating system (Attachment D). |
| • | Provide Remaining Useful Life (RUL) for each unit. |
The contractor is to complete minimum inspection and PM requirements as per Attachment B.
Routine Planned Maintenance for all items listed in Attachment A shall include, but is not limited to, inspection, cleaning of strainers and coils, and cleaning/replacing filters. All pieces of equipment are to be maintained in a manner that enables them to operate at specified environmental control ranges. The routine Planned Maintenance shall also include all items in Attachment B.
Planned Maintenance and Inspection of ECWs include, but are not limited to, the minimum inspection/maintenance requirements as listed in Attachment B.
The Contractor shall estimate the RUL of ECWs by utilizing industry standards (such as BOMA’s Planned Maintenance Guidebook) as guidelines. The Contractor shall consider the age, condition, operational history, installation date, and any other operational information of each unit to determine the RUL. This information will be recorded in Attachments A, B, and C.
The Contractor shall provide an electronic copy of all equipment deficiencies to the Contracting Officer's Technical Representative (COTR). The Contractor shall include identifying information, the Smithsonian Asset Tag number, and/or any other Smithsonian approved code with the deficiencies.
The Contractor must maintain a refrigerant log and provide it to the COTR for any required reporting.
On all systems maintained, the Contractor is responsible for providing any replaceable materials including, but not limited to, lubricants, strainers, service valve gaskets, cleansers, and filters that need to be replaced during maintenance. The maximum out-of-pocket expense for these maintenance materials for the Contractor shall be $300.00 per piece of equipment per year. Maintenance materials above the out-of-pocket amount should be pre-approved with a Notice to Proceed (NTP) given by the COTR after the Contractor provides an itemized list that includes prices and the total.
Defrosting of ECWs is not included but the Contractor shall recommend if ECWs require defrosting to the Point of Contact (POC). The Contractor shall provide reasonable guidance to the SI units assigned to complete the defrosting so that they may perform the task on their own if there is a need for it.
4.2 Scheduling
Within thirty (30) days after the NTP is given, the Contractor shall submit a Planned Maintenance schedule for approval.
The Planned Maintenance services identified are to be performed during SI’s normal working hours. SI's normal working hours are from 8:00 AM to 3:30 PM, Monday through Friday, except on Federal Holidays and on other days specifically designated for government closings by a government official or unless designated by the COTR.
Scheduling for all work shall be done by the Contractor after contacting the appropriate POCs. The Contractor shall coordinate with the POC to schedule a date and time for an on-site visit; the Contractor shall provide a calendar invite via Microsoft Teams to the POC for the agreed upon date and time. The COTR shall be copied on all correspondence. Planned Maintenance visits must be scheduled at least ten (10) business days in advance to ensure SI staff is available. The Contractor shall note that the Government may change the schedule based on operational needs, equipment availability, and weather.
The Contractor shall be able to adjust their schedule, if reasonably required, at no additional cost to the Smithsonian. All work is subject to change based on operational needs and equipment availability. The second semi-annual PM&I shall take place six (6) months after the first.
4.3 Remedial Maintenance (Service Calls)
The Contractor shall respond to non-planned, non-emergency Service Calls within the next business day to inspect and evaluate the operational conditions of deficient ECWs, as well as the causes that led to the deficiencies. Service Calls are made on an as-need basis and is charged per event by the Contractor per the proposed agreed upon amount.
The Contractor shall provide a ROM quote within twenty-four (24) hours after the Service Call visit. The ROM shall include the Contractor’s diagnosis of the ECW and the cost to repair the ECW to normal operating conditions.
Any repair or maintenance costs are to be pre-approved by the COTR.
The Contractor shall include material costs with markups and the standard labor rate with the ROM quote.
The Contractor shall provide documentation of the Service Call visit to the COTR within twenty-four (24) hours of the quote. The Contractor's Technician's documentation shall include the following information:
| • | Time the call was placed by the Smithsonian's 24-hour call center, COTR, or designee. |
| • | Date of the site visit. |
| • | Technician's name and arrival time. |
| • | Technician's departure time. |
| • | Equipment/equipment number. |
| • | Location of building/facility. |
| • | Description of the complaint/deficiency. |
| • | Description of the repair to be provided as per the quote. |
Service Call ROM quotes shall include all actions to diagnose the ECW malfunctions and restore the equipment to normal operating condition on an as-needed basis.
A firm fixed price repair quote shall be provided within two (2) weeks after the ROM quote if requested by the COTR.
The Contractor shall provide a written cost estimate for the replacement of the ECW if the cost is above the 33% threshold for complete equipment replacement.
The Contractor is to provide an active telephone number that has after-work hour recording capabilities. All telephone calls shall be answered by a qualified individual familiar with the Contractor's work control procedures and the terms and conditions of this contract. The Contractor is to provide a backup contact number. An ECW that requires a Service Call quote beyond Planned Maintenance is defined as an ECW with a piece of equipment that does not perform as required.
The Contractor shall be able to obtain adequate parts for the system components that were quoted for in the repair of equipment covered under this contract. This requirement may take the form of a local parts warehouse or a local supplier that has committed to having adequate inventories on hand.
The Contractor shall ensure that the technician responding to the call is qualified, trained, certified, and can repair the equipment.
If the Contractor has safety concerns while on a Service Call, the Contractor shall notify the Smithsonian help desk, the COTR, and the POC to engage the ECW’s Lock Out/Tag Out (LOTO) procedure.
For non-planned, non-emergency Service Calls regarding non-operational matters (such as correcting clerical errors on paperwork), the Contractor response time shall be within fourteen (14) calendar days.
4.4 Emergency Service Calls
Emergency Service Calls are defined as calls that require service in order to restore operational continuity or correct life threatening or safety conditions. The Contractor shall respond to all Emergency Service Calls. Emergency Service Calls require arrival onsite within four (4) hours, starting from the time the initial Service Call is placed with the Contractor. Each Emergency Service Call shall be billed per event as proposed in the contract.
The Contractor will provide the Smithsonian Institution with a single telephone number that emergency services can be requested from 24 hours a day, 7 days a week.
4.5 Acceptance of Work
The Contractor is responsible for providing any replaceable materials for all of the systems that they maintain. All other expenses above out-of-pocket costs shall be pre-approved by the COTR.
The Contractor shall only submit work for acceptance items that conform to the requirements of the contract. If any of the services do not conform to contract requirements, the Smithsonian may require the Contractor to perform the services again in conformity with contract requirements, at no cost to the Smithsonian.
The Smithsonian has the right to inspect and test all services performed under the contract. Upon completion of repairs by the Contractor, the COTR will observe the operational testing of the equipment prior to acceptance of the work.
4.6 Firm Fixed Price Repair vs. Replacement and Pre-Contract Existing Conditions.
If the cost of a repair is at least 33% of the cost to completely replace the ECW, the Contractor shall notify the COTR with a written estimate of the repair. The COTR shall make the final determination as to whether to repair, retire, or completely replace the equipment. The Contractor is required to provide proof of the cost of a repair with material cost, material markup, and standard labor rate to the COTR if the total is over the 33% threshold to completely replace the ECW. All repairs are to be pre-approved by the COTR.
Pre-inspection and existing conditions:
The Contractor shall complete Attachment C during the first PM&I visit for all ECWs maintained under this contract. The Contractor shall electronically send the completed documentation to the COTR. Afterwards, the COTR will place a pre-approved Standard Operation Procedure (SOP) sticker on the door.
The Contractor shall provide a ROM cost to repair deficiencies noted during the first site inspection.
4.7 Replacement Parts
The Contractor shall provide new Original Equipment Manufacturer (OEM) or factory-conditioned components when providing maintenance or repair services. All replacement equipment, components, and materials to be used in the maintenance, repair, modification, alteration, and upgrade of the equipment shall be compatible with the existing equipment. All replacement equipment, components, and materials to be used in the maintenance, repair, modification, alteration, and upgrade of the equipment shall be of equal or better quality than the original equipment specifications and shall comply with applicable Government, commercial, or industrial standards.
If the OEM has discontinued, updated, or stopped production the materials or parts for the equipment supplied under this contract, the replacement parts or materials shall be of equal or exceed the OEM quality. The equipment shall be free of missing components or defects, which would prevent it from functioning as originally intended and/or designed.
The Contractor shall provide proper documentation to support the replacement equipment, components, and materials. The Contractor is to handle all warranty issues for replacement or repairs with the manufacturer.
The Contractor shall have access to sufficient supplies of standard parts for the maintenance and repair of the ECWs.
4.8 Quality Control Plan (QCP)
The Contractor shall establish, complete, and maintain a Quality Control Plan (QCP) to ensure the requirements of the contract are provided as specified in accordance with the SOW. One (1) copy of the Contractor's QCP shall be submitted to the COTR on the contract start date and every year thereafter as changes occur. The QCP is subject to the COTR's approval.
At a minimum, the Contractor's QCP shall include the following items:
| (1) | An inspection system covering all the maintenance and repair services required by this contract and any other areas deemed necessary by the Contractor. |
| (2) | Specify the type of services to be inspected for the scheduled PM&I or unscheduled Repairs. |
| (3) | Frequency of the inspections to be accomplished, and the name, title, and qualifications of the Contractor's personnel to perform inspections. |
| (4) | The Contractor's methodology for identifying and preventing defects in the quality of the services performed to alleviate unacceptable performance. |
| (5) | Records of all on-site inspections conducted by the Contractor and, if any, the necessary Corrective action taken. |
5.0 DELIVERABLES
All reports shall be in a format that is compatible with Microsoft Windows and emailed to the COTR. The Contractor shall coordinate with the COTR for compatibility requirements.
5.1.0 Refrigerant Log
The Contractor must maintain a refrigerant log and provide it to the COTR on an as-need basis. The Contractor shall abide by all EPA requirements.
5.1.1 Maintenance Service Standard Form Report for PM&I and Service Call Reports
The Contractor shall develop a standard PM&I report that will be used to document the results of inspections, tests, and maintenance services to the COTR. The form shall be proposed by the Contractor and submitted to the COTR for approval within fourteen (14) calendar days after the contract award.
A summary of semi-annual PM&I reports for each building will be electronically submitted to the COTR within fourteen (14) calendar days of completion of scheduled semi-annual services. These reports will contain PM&I reports for all ECWs maintained under this contract for the specified building.
PM&I reports for individual ECWs shall be signed by the Technician performing the work service and the reviewing Supervisor.
At a minimum, the standard form created by the Contractor shall include the following:
| • | Listing of the various types of ECWs. |
| • | Indicate what is being inspected, tested, maintained, and/or items that need correction. |
| • | Date when the work was performed. |
| • | Existing Condition of each piece of equipment. |
| • | Location and asset number of each equipment. |
| • | Signature/Date block for Technician and Supervisor. |
The Contractor shall incorporate the current minimum inspection checklist Attachment B for each inspection in the report.
5.1.2 Reports
The Contractor shall email the COTR with a weekly report that is due on Tuesday at 9:00AM. The report shall contain activities from the previous week, which includes Service Call, repairs inspections, and any other actions.
The Contractor shall email the COTR with a monthly report for each facility that shall include a summary of Service Calls, ROM quotes requested for the month, authorized repairs, expected repair dates, outstanding issues, resolved issues, and any other pertinent information. The monthly report should contain the outstanding items to be yet completed and items that are not yet funded. The report should include an updated current inventory report. The Contractor shall consult with the COTR regarding the deadline for these reports.
The semi-annual PM&I report shall be certified by a supervisor reviewing the work and submitted to the COTR within fourteen (14) calendar days of completion of the Planned Maintenance services. The report shall include the current inventory report and inspection results. The report should include safety training of technicians during the past six-month period. The Contractor shall email the semi-annual report to the COTR. The Contractor shall consult with the COTR regarding the deadline for these reports.
At the end of a calendar year, the Contractor shall provide the COTR with an annual Executive Summary Report (ESR) that includes all tests, inspections, and repairs performed during the year. This will be due no later than January 15th of the following year. The Contractor shall include their recommendations for the top 5% of inventory replacements based on Service Calls, age, and any other determining factors such as the ones listed in the Existing Conditions Report. The report shall be colored coded with red representing the top 5% of ECWs needing repairs or replacement, yellow for ECWs approaching life expectancy, and green for ECWs with minor or no current recommendations.
6.0 CONTRACTOR REQUIREMENTS
The Contractor shall provide all necessary labor, qualified, technicians, equipment, supplies, and travel to perform the requirements of this contract.
The Contractor shall continuously maintain adequate staff to ensure that work is scheduled and completed in accordance with (IAW) the Statement of Work and IAW the time and quality standards specified herein.
The Contractor shall manage the total work effort associated with the maintenance, repair, and all other services required to ensure fully adequate and timely completion of these services. This includes but is not limited to, planning, scheduling, report preparation, establishing and maintaining records, and quality control.
The Contractor shall provide an adequate staff of personnel with the necessary management expertise to ensure the performance of work IAW sound and efficient management practices.
The Buy American Act applies to all U.S. federal government agency purchases of goods (articles, materials, or supplies) valued over the U.S. micro-purchase threshold (currently set at US$10,000). When purchased by federal entities for public use, the Act requires that these goods be produced in the U.S. The federal Davis-Bacon Act requires that prevailing wages be paid on federally funded public works projects, such as the construction, repair, or alteration of public buildings, or construction of public roads or bridges. The federal law sets a minimum threshold of $2,000.
The contractor shall purchase equipment, parts, control software, and material(s) that allows for obtaining quick replacement parts and repairs.
6.1 Work Control
The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as tracking of work in progress.
The Contractor shall plan and schedule work to ensure material, labor, and equipment are available to complete work requirements within the specified time limits.
The Contractor shall provide verbal scheduling and status reports to the COTR upon request. The status of any work shall be provided within four (4) hours of the inquiry during regular working hours, and within twenty-four (24) hours after regular working hours.
6.2 Work Schedule
The Contractor personnel assigned to perform a specified maintenance service shall not be called away to respond to another emergency or Service Call.
Regular/Normal work hours for this contract are deemed to be from 8:00 AM to 3:30 PM from Monday to Friday. After the contract award, the Contractor may negotiate to establish new regular/normal work hours that will be mutually agreeable to the Contractor and the COTR.
7.0 CONTRACTOR SAFETY
7.1 Safety Training
The Contractor shall adhere to and provide training for its employees in accordance with the most current editions of all applicable Safety Codes and Manuals for Federal, State, Local, Environmental and Smithsonian Institution-enforced practices, policies and procedures, directives, laws, regulations, and standards including but not limited to The Occupational Safety and Health Act (OSHA).
All work performed under this contract shall adhere to Smithsonian Directive-419 and industry practices.
Other Safety Requirements:
| • | A Site-Specific Safety Plan (SSSP) with Job Hazard Analysis (JHA) should be provided to the COTR and approved before the commencement of work. |
| • | Lock Out/Tag Out (LOTO) procedures of applicable power supply circuits and/or an energized work permit are required and to be pre-approved by COTR. |
| • | The contractor is to supply protective barriers and warning signs. |
| • | The contractor shall maintain safety egress requirements for evacuation of the building during installation or PM&I work. |
| • | The contractor is required to remove any demolition and debris. |
| • | The National Zoological Park (NZP) provides a safety handbook, COVID-19 precautions, and other materials that should be followed while performing a task at the National Zoo Park (NZP). |
| • | A minimum of a two-person crew should be maintained at all job sites while work is being performed. |
7.2 Accidents on the Job
The Contractor shall immediately report all accidents including but not limited to injury, trauma, occupational disease, exposure, accidents resulting in death, accidents defined by OSHA as "recordable", accidents including Hazardous Material (HAZMAT), and all incidents resulting in damage to Smithsonian Institution property.
The Contractor shall initially inform the COTR verbally as soon as practical and submit a full report of the injury and/or damage to personnel, Smithsonian Institution property, and/or equipment, if at all possible, within 24 hours of the occurrence.
7.3 Personal Protective Equipment
The Contractor shall provide all Contractor personnel with the required Personal Protective Equipment (PPE) and training in accordance with applicable policies, laws, directives, practices, and regulations.
7.4 Lock Out/Tag Out (LOTO)
The Contractor shall provide training for its employees on the policy and procedures for Lock Out/Tag Out (LOTO) equipment and training for its employees and use them as required by such policies, laws, directives, practices, and regulations.
7.5 Fire Alarms and Fire Extinguishers
The Contractor and its employees shall be knowledgeable of where fire alarms and fire extinguishers are in the work areas they occupy and be fully trained on the activation of the equipment in the event of a fire and /or compile with Smithsonian Safety fire procedures. The contractor shall obtain all required Smithsonian Hot Work Permits.
8.0 SAFETY PLAN SUBMISSION
The Contractor shall submit a detailed general safety plan to the COTR for review no later than fourteen (14) business days immediately following contract award. This plan shall include how the Contractor plans to conduct work in accordance with "OSHA Standards" - http://www.osha.gov The Contractor shall submit detailed safety plans for all task orders issued. Safety plans should be site and job performed specific. All plans shall be submitted for approval by the COTR 5 business days prior to the start of work.
If the Contractor fails to comply with the safety requirements set forth herein or performs work in a manner which poses serious or imminent danger to the health and/or safety of Smithsonian Institution personnel or visitors, the COTR will provide immediate oral notification to the Contractor to stop work. This notification, when received by the Contractor, shall be deemed sufficient notice and the contractor shall bear all costs for eliminating the hazard(s). The Contractor shall not be granted compensation for the work stoppage. Proper attire should always be worn with attention paid to not wearing any clothing, PPE, lanyards, etcetera with logos or any written messages. COTR shall have the authority to ask that any offensive or inappropriate clothing or equipment be removed and replaced or to stop work if instructions in this clause are not followed.
9.0 COMPLIANCE TO CODES AND STANDARDS
All work performed shall be In Accordance With (IAW) approved and accepted standards, regulations, and handbooks of the a) industry, b) equipment manufacturer, c) applicable federal, state, and local standards, laws, and codes, and d) applicable building and safety codes including but not limited to the following:
| • | American National Standards Institute Codes Handbook (ANSI) |
| • | National Fire Protection Association Codes (NFPA, 80) |
| • | The National Electrical Code (NEC) |
| • | International Building Code (IBC) |
| • | International Existing Building Code (IEBC) |
| • | The Occupational Safety and Health Act Standards (OSHA) |
| • | American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) |
| • | International Mechanical Code |
| • | International Institute of Refrigeration (IIR) |
| • | Institute of Sustainable Laboratories |
| • | The Smithsonian Institution Facilities Design Standards |
| • | The MWAA Airport Design Standards and Design Manual (Udvar-Hazy) |
| • | The Builders Hardware Manufacturers Association (BHMA) |
If a change in law and regulation requires the Contractor to implement an action that will result in an increase or decrease in Contract price, the Contractor shall submit the required action within 30 calendar days to the COTR a price quote for such a change. If the COTR determines an equitable adjustment is substantiated, a modification to the Contract will be issued.
10.0 ENVIRONMENTAL REQUIREMENTS
The Contractor shall adhere to the most current policies, laws, directives, practices, and regulations about environmental laws and regulations. The Contractor must utilize all containers for storage of the combustible supplies and materials as per the most current and applicable codes including Fire Rated cabinets, rag cans, waste cans, etc.
The Contractor shall handle and store all combustible supplies, materials, and waste in a manner that prevents fire or hazards to any persons or facilities.
10.1.0 Environmental Permits
The contractor shall, without additional expense to the SI, be responsible for obtaining all necessary licenses and permits required for handling or disposal of hazardous or non- hazardous waste.
11.0 CONTRACTOR'S PERSONNEL REOUIREMENTS
The Contractor shall submit the following Contractor employee information performing under this contract:
| • | Name |
| • | Date of Birth |
| • | Address |
| • | Social Security Number |
| • | Place of Birth (Country, City, and State) |
| • | Citizenship of any employee that is employed on the work of this contract, to be submitted for a completed Smithsonian Institution security questionnaire, background investigation, and/or any other forms that may be required when requested by the COTR. |
11.1.0 General Security
The Contractor and its employees shall comply with the regulations of the Smithsonian Institution regarding security clearance and escort requirements. The Smithsonian Institution will provide escorts as needed at no cost to the Contractor.
11.2.0 Contractor's Personnel & SI Credentialing Requirements
All Contractor personnel performing work in Smithsonian Institution spaces shall obtain a security clearance from the Smithsonian Institution, Office of Protection Services (OPS). The Contractor shall submit names and required background information to the COTR at least 45 days calendar days before starting work in conjunction with this contract. Background Investigations and Credentials for the Contractor's Personnel procedures and forms will be provided to the Contractor via the contracts’ COTR.
At a minimum, prospective employees will be expected to complete a "Smithsonian Institution Contractor ID Request Form", and to provide a clear, legible photocopy of the employee's driver's license. Should employee suitability issues be discovered that would preclude an individual from being granted access to the property, the COTR will notify the Contractor so arrangements can be made for a replacement employee. Time must be allowed for the screening of all proposed replacement employees.
The Contractor shall display the furnished SI Contractor Identification (ID) badge while working or present on all SI properties. The employee's ID badge shall be returned to the COTR within 10 working days upon expiration of the contract, and/or termination of employment with the Contractor.
11.2.1 Project Manager
The Contractor shall provide a primary Technical Representative that will be designated as the Project Manager who possesses a demonstrated minimum of five (5) years of experience and qualifications working on equipment with proper certification.
Required certifications include:
| • | Master Refrigeration licensed by a state or municipality. |
| • | Universal EPA CFC certification. |
The Project Manager should have the oversite responsibility for the whole of this contract. The Project Manager's contact information should be provided at the start of the contract.
11.2.2 Key Personnel
The contractor shall identify and provide the Contracting Officer and COTR with a list of names of its key personnel who shall be responsible for fulfilling all the requirements of this SOW including responding to service and emergency callbacks.
Accounting Representative: All invoices with corresponding inventory, monthly reports, and/or repair service orders should be sent from one account representative with one (1) email address representing the contractor's company to which all invoice questions can be addressed. The Accounting representative’s email should be provided at the start of the contract.
Work Scheduler: All work pertaining to this contact should be scheduled through one (1) person who can answer and address all scheduling concerns. The Work Scheduler's email should be provided at the start of the contract.
Technicians: All technicians should be certified to perform maintenance work on all applicable equipment in the inventory. All technician resumes shall be provided to the COTR at the start of the awarded contract for approval.
Replacement of Key Personnel: The key personnel listed in the contractor's Proposal are required to work the first six (6) months of this contract.
Any change in personnel request should be submitted to the COTR fourteen (14) days before replacement of contract personnel with the corresponding resume for approval.
11.3.0 Employee Uniforms
The Contractor's employee uniform shall be an outer garment with an identifying emblem or words of sufficient size to properly identify the name of the Contractor and the employee. Uniforms shall be neat, clean, and in accordance with OSHA standards.
Proper attire should always be worn with attention paid to not wearing any clothing, PPE, lanyards, etcetera with logos or any written messages. COTR shall have the authority to ask that any offensive or inappropriate clothing or equipment be removed and replaced or to stop work if instructions in this clause are not followed.
11.4.0 Conduct
The Contractor employees shall conduct themselves in a proper, efficient, courteous, and businesslike manner. The Contractor shall remove from the site any individual(s) whose removal is requested by the COTR based on the employee(s) behavior that is deemed inconsistent with the best interest of the Smithsonian Institution.
The Contractor employee shall only eat and drink in assigned and approved areas designated by the Smithsonian Institution. Smoking is not permitted in any Smithsonian Institution Building/Facility at any hour and under any circumstances. Failure to comply with smoking regulations is grounds for the Contractor employee(s) to be removed from the premises.
Under no circumstances shall the Contractor employee use or have in their possession any illegal substance or alcohol while on the property of the Smithsonian Institution. Failure to comply will be immediate grounds for the Contractor's employee(s) to be removed from the premises.
11.5.0 Safeguarding the Smithsonian Institution
The Contractor and its employees shall comply with the regulations of the Smithsonian Institution regarding security clearance and escort requirements. The Smithsonian Institution will provide escorts as needed at no cost to the Contractor.
The Contractor shall be responsible for safeguarding all Smithsonian Institution property provided for the Contractor's use. The Contractor shall secure all Smithsonian Institution facilities, equipment, and materials at the close of each work period.
All Contractor personnel shall sign in and sign out at the guard desk for gaining admission to and exiting the Smithsonian Institution spaces.
12.0 WORKMANSHIP, MATERIAL STANDARDS, AND WARRANTY
Smithsonian Institution requires the Contractor warrants and implies that the goods and services furnished hereunder are merchantable, fully conform to the SI's specifications, drawings, designs, and Scope of work, and are fit for intended use described in this contract. The Contractor agrees that the supplies or services furnished under this contract shall be covered by the most favorable commercial warranties that the Contractor gives to all customers for such supplies or services and that the rights and remedies provided herein are in addition to and do not limit any rights afforded to the government by any other clause of this contract. The Contractor agrees to pass through all warranties from other manufacturers.
The Smithsonian Institution reserves the right to inspect, test, or evaluate any supplies or services that have been tendered for acceptance. Inspection and acceptance will be at the destination unless otherwise provided in writing by SI.
The Contractor shall provide for quality control, inspections, testing, and re-testing as necessary for all work, including that of subcontractors, to assure compliance with the contract documents.
13.0 GOVERNMENT FURNISHED FACILITIES PROPERTY AND SERVICES
The Smithsonian Institution will provide the Contractor use of certain Smithsonian Institution owned facilities, equipment, and material for use with this contract as long as it is proprietary in conjunction with the intent of conducting PM or RM services.
The use of Smithsonian Institution furnished facilities, equipment, and material for purposes other than this contract is prohibited.
All facilities, equipment, and materials will be provided to the Contractor in "as-is" condition. It is not anticipated that the Smithsonian Institution will furnish any specific equipment or materials under this contract.
The Smithsonian Institution will furnish, at no cost to the Contractor, the following utility services at existing outlets as may be required for the work to be performed under the contract where available:
| • | Electricity |
| • | Fresh Water |
The Smithsonian Institution will not provide temporary power or run substantial cords or water hoses to provide connection to these utilities especially if these connections are a great distance away from the site.
14.0 CONTRACTOR PARKING
This contract does not include parking for Contractor personnel and is the sole responsibility of the Contractor.
Free parking may be available for Contractor vehicles at the Edgewater, Maryland; Suitland, Maryland; Landover, Maryland (Pennsy Drive); Chantilly, Virginia; and Front Royal, Virginia sites; however, it is not guaranteed to be available for the Contractor's vehicles under this contract.
15.0 MUSEUM ARTIFACTS
The handling of museum artifacts or scientific research experiments by the Contractor is strictly PROHIBITED without written consent of the Smithsonian. The existing museum artifacts and research related materials may be moved only by authorized Smithsonian Institution, museum curatorial personnel. Violators of this clause may be subject to arrest or removal from the premises and project by Smithsonian security office.
If temporary relocation of artifacts or research experiments is necessary, the Contractor shall give notice to the COTR at least five (5) working days in advance of the time relocation is needed.
16.0 PROTECTION FOR HISTORIC PROPERTIES
The Contractor shall, via the COTR, consult with the Smithsonian Architectural History, Historic Preservation Services and Smithsonian Facilities design manager, regarding the status of facilities.
Whenever the project site is located in a designated Historical Landmark property, special attention shall be given to the quality of materials, selected for installation, as well as, workmanship efforts, in order to satisfactorily preserve and restore historic elements and finishes of an historic landmark structure.
17.0 SITE PROTECTION DEBRIS AND DAILY CLEAN-UP
The Contractor shall take all precautions to protect the Smithsonian Institution Buildings and Facilities from damage and destruction from, but not limited to fire, smoke, water and electrical.
The Contractor shall not be allowed to spread unnecessarily any accumulated debris, excess material, and parts into adjacent areas during the completion of work. The Contractor shall remove and dispose of debris and dirt as it accumulates in the work area itself. The Contractor shall store any debris and rags in designated receptacles as approved by the COTR. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and/or at the end of each day that work is in progress and leave the premises clean upon completion of work. The Contractor shall remove and expose of all debris, dirt, materials, etc. at the Contractors expense unless otherwise directed by the COTR.
18.0 DRILLING WELDING CUTTING AND FABRICATING
The Contractor shall schedule and notify the COTR to acquire all applicable Smithsonian Institution required permits prior to performing work, unless otherwise noted by the COTR. The Contractor will assure all required permits are posted in the proper manner for the duration of the work being performed, as directed by the COTR. A daily permit must be acquired prior to performing work on the following day if the work is not completed as scheduled. The Contractor will notify the COTR when the work is complete and the permit is no longer required.
19.0 FIRE PROTECTION SYSTEMS
During the course of the work, all existing smoke and heat detectors and sprinklers heads must remain operable. Coverings may be applied to protect them from spray coatings or other hazardous conditions only during the actual operations. Coverings must be removed immediately after the operations have concluded. Damaged detectors and sprinkler heads shall be replaced immediately by the Contractor at no additional cost to the Smithsonian Institution. The Contractor shall test replaced detectors and sprinklers after installation to the satisfaction of the COTR.
Hot Work Permit — Smithsonian requires a burn permit when any hot work is conducted.
Contact your COTR for burn permits forty-eight (48) hours in advance. Failure to notify your COTR in advance of 48 hours could result in a delay of work or stoppage.
Fire Watch for all open flames items - No welding, soldering or torch cutting shall be performed unless adequate fire protection is provided. The Contractor shall maintain a fire watch for the duration of welding, soldering, cutting, and heating operations for at least 30 minutes after the "hot work" has stopped. Four (4) fire extinguishers (minimum 10 pounds, dry —chemical type, typical) shall be on hand when drilling, welding, soldering and or any other type of open flame is to be used.
20.0 HUMIDITY/TEMPERATURE CONTROLLED SPACES
The Contractor shall take care to minimize fluctuations in environmental conditions and air quality, particularly in areas containing artifacts and storage collections and laboratories and scientific research experiments. Humidity and temperature control areas require consistency of utility operations.
21.0 NON-PUBLIC TENANT AND SECURED SPACES
Certain tenant spaces, non-public spaces, utility and equipment rooms, and other areas related to or used for purposes of storage, conservation, research, curatorial of museum collection and artifacts or for scientific research may have restricted access.
The Contractor shall identify to the COTR as soon as possible, but no less than 2 (two) working days in advance, any occupied areas that the Contractor must access that are located outside the limits of the project site. The Contractor shall identify in writing the following information:
| • | Restricted areas to be accessed |
| • | Specific reason for needing access |
| • | Nature of the work to be performed |
| • | Date(s) and hours required to complete work activity. |
22.0 SMITHSONIAN INSTITUTION REPLACEMENT MODERNIZATION AND RENOVATION
During the term of this contract, the Smithsonian Institution may replace, renovate or improve systems and equipment at the Smithsonian Institution's expense and by means not associated with this contract. All replaced, improved, updated, modernized, or renovated systems and equipment shall receive the services described in this contract at no change in cost to the Smithsonian Institution unless such changes will result in an increase or decrease in contract requirements. This will all be evaluated based on like and kind.
23.0 CONFIDENTIALITY
The Contractor and its personnel shall agree that all files, records, documents, reports, donor and sponsor lists, financial data, business data, specifications, business plans, and other similar or dissimilar items relating to any Smithsonian operation, department, or museum (i) provided to the Contractor by the Smithsonian Institution; (ii) provided to the Contractor by other Smithsonian contractors; or (iii) prepared by the Contractor in performing the work, constitute "Confidential Information". The Contractor shall not use Confidential Information for any purpose other than considering or carrying out this project. No confidential Information shall be disclosed to any person/entity without the prior written consent of the Smithsonian's Contracting Officer. The Contractor shall take all steps to protect such Confidential Information from dissemination as would be reasonably likely to cause harm to the Smithsonian. Any such Confidential Information, or copies or transcripts thereof, shall be returned to the Smithsonian upon completion of the work, or immediately destroyed upon request by the Smithsonian.
24.0 CONTRACT ADMINISTRATION
24.1.0 Period of Performance
The initial period of performance is for one (1) year from the date of award.
24.2.0 Option to End Services
The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only because of revisions to prevailing labor rates provided by the Secretary of the U.S. Department of Labor. The Smithsonian Institution and/or the selected Contractor(s) may exercise the option to end services via written notice within thirty (30) days of the current contract expiration date.
24.3.0 Option to Extend the Term of the Contract
The Smithsonian Institution…
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