PERFORMANCE WORK STATEMENT

FACILITY OPERATION AND MAINTENANCE SUPPORT SERVICES

AT THE

EASTERN REGIONAL RESEARCH CENTER (ERRC)

WYNDMOOR, PA

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## UNITED STATES DEPARTMENT OF AGRICULTURE

**AGRICULTURAL RESEARCH SERVICE**

**Eastern Regional Research Center (ERRC)**

**Wyndmoor, PA**

### 

### **INDEX**

**[SECTION]{.underline}** **[FUNCTION]{.underline}**

1.  **SCOPE OF WORK**

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1.  Background

    2.  Description of Work

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2.  **PROJECT MANAGEMENT**

2.1 Work Management

2.2 Hours of Operation

2.3 Supervision and Staffing

2.4 Materials and Supplies

2.5 Quality Control

2.6 Preventive Maintenance

2.7 Emergency/Disaster Contingencies

2.8 Project Management Reporting Requirements

3.  **MAINTENANCE, ALTERATION, AND REPAIR**

> **OF BUILDINGS AND STRUCTURES**

3.1 Carpentry

3.2 Painting and Refinishing

3.3 Masonry

3.4 Electrical

3.5 Electronics

3.6 Plumbing and Pipefitting

3.7 Heating, Ventilation, Air Conditioning

3.8 Refrigeration

4.  **GENERAL MAINTENANCE**

4.1 Grounds Maintenance

4.2 Pest Control

4.3 Moving

4.4 Janitorial/Housekeeping

5.  **ADMINISTRATIVE SUPPORT SERVICES**

5.1 Word Processing

5.2 Photography

5.3 Reception and Switchboard

5.4 Mail

5.5 Duplicating/Facsimile

5.6 Chemical and Stationery Storerooms

5.7 Shipping and Receiving Operations

5.8 Vehicle Dispatching and Scheduling

5.9 Snack Room Vending Machines Maintenance

5.10 Miscellaneous Administrative Support

6.  **SECURITY PROTECTION SERVICES**

6.1 Security Protection

6.2 Asbestos Abatement

7.  **MODERNIZATION SUPPORT**

7.1 Utility Outage Support

7.2 Relocation Support

7.3 Swing Space Renovation

**[APPENDICES]{.underline}**

**[Appendix No.]{.underline}** **[Item]{.underline}**

I Glossary

II Reporting Requirements

III Facility Location Maps

IV Collective Bargaining Agreement, Local No. 115

V Historical Workload Data

VI Subcontracted Services

VII Preventive Maintenance

Equipment Listing

VIII Government Furnished Equipment

IX Quality Assurance Surveillance Plan

X Award Term Plan

**STATEMENT OF WORK**

# 1.0 Scope of Work

## 1.1 Background

The Eastern Regional Research Center, hereinafter referred to as the
Center, located in Wyndmoor, Pennsylvania, is part of the Agricultural
Research Service (ARS), United States Department of Agriculture (USDA).
One of four regional research centers in the United States, authorized
by the Federal Government in 1938 to conduct basic and applied research
on agricultural commodities including: milk, meat, animal hides, wool,
fats, oil, fruits, vegetables and forage to promote better utilization
of American farm products. The complex consists of 12 buildings,
utilities systems, sophisticated environmental controls, and a variety
of specialized laboratories and rooms, allocated on 18 acres. The
complex presently contains approximately 222,000 square feet of floor
space. Basic utilities are purchased from public utility companies.

Six research units, comprised of government scientists with the aid of
research technicians and assistants, conduct this research to benefit
both the producer of agricultural goods and the consumer. The research
units are *Dairy Processing and Products; Crop Conversion Science and
Engineering; Food Safety Intervention Technologies; Fats, Oils and
Animal Co-Products; Microbial Food Safety; and Microbial Biophysics and
Residue Chemistry and Core Technologies.* To support this research,
extremely complex and expensive test equipment is used which requires
closely controlled environments to function properly. Responsiveness and
skill to repair and restore operation and control of the facilities is
critical for the protection of the integrity of the research programs
conducted at the Center.

The North Atlantic Area Office resides as a tenant at the Center. This
management structure includes the Area Director, an Administrative
Office, Safety & Health, Budget and Fiscal, Procurement and Property,
Personnel, Engineering and Computer Services.

A major laboratory modernization project is planned in the Center\'s
pilot wing and service building. Operation support will be required
during the renovation phase.

## 1.2 Description of Work

The Eastern Regional Research Center requires a full range of facilities
operations and maintenance services to support its mission. The
Contractor shall provide all labor, supervision, equipment, spare parts,
and materials, except those specified as Government-furnished, to
perform all work described in the performance based work statement
(PBWS). All Federal, State, and local laws, regulations, codes,
technical manuals, manufacturers' guidelines, and USDA and ARS
directives are applicable to performance of these services as identified
in each Section of this PBWS. Facilities and operations and maintenance
support includes, but not limited to, building maintenance, alteration
and repair of building structures, general maintenance management,
administrative support, security and modernization support. All work
requirements are considered routine. Exceptions are modernization
support and facility renovations that will exceed a total
firm-fixed-price amount of \$2,500. The cost for this work will be
negotiated between the Project Manager and ACO and will be performed
during non routine business hours so not to affect routine operations.

# 2.0 Project Management

**2.1** Work Management to assure all services are accomplished in such
a manner that will have a minimal affect or result in interference with
the proper execution of the research mission of the Center. This
includes, but not limited to, measures for quality control, preventive
maintenance, compilation of accurate performance historical data,
technical libraries and reporting requirements. Strict compliance with
environmental standards, such as the National Energy Conservation Policy
Act of 1978 (NECPA) and Executive Order (E.O.) 12902 as implemented by
FAR 23.203 and ARS Directive 134.2 are required in the performance of
all services. Noncompliance issues shall be resolved among the ACO, CO,
Area Engineer, Center Safety & Health Manager and the issuing office,
EPA (Environmental Protection Agency) or PADER (Pennsylvania Department
of Environmental Resources). Payment of fines or penalty charges
associated with citations issued by the Federal, State or local
officials shall be paid by the party against whom the fines or penalties
are assessed. The Government will pay the fines or penalties for any
citations issued without the fault of the Contractor. At no additional
cost to the Government, the Contractor will pay the fines or penalties
for any citations issued due to faulty operation, neglect, or
maintenance practices of the Contractor. This may occur when a fine is
levied for failure to switch fuels from gas to oil in a timely manner.

## 2.1.1 Work Management System

The Contractor shall use and support the Government-owned automated work
management system, generated on the software package Maximo (or its
equal) to record all work requests. Support will include but not limited
to daily backups of the database, support and run updates, manage the
server if it is not operating on the Center's Local Area Network,
problem solving MMS tech support. Work requests are required to
prioritize, plan, and schedule work to assure availability of labor,
materials, facilities and equipment, assure timely completion of
preventive maintenance, and estimate and order material. This work
management tool, accessible to the Government and operates on the
Center\'s Local Area Network (LAN), is to be managed to report work
requests initiated and completed to show timely performance, quality
control management, and compilation of historical data to identify
number of work orders received, performed, and actual hours worked in
each function.

## 2.1.2 Work Requests

The Contractor shall use the work request system to generate routine
services, additional work requests within contract scope and preventive
maintenance. When work requests are received, they are to be reviewed
for completeness, understanding and clarity. Vague and incomplete work
requests shall be returned to the requester for clarification. A work
schedule report shall be submitted weekly to QAS and is to include
routine and additional work by assigned priority, date of receipt of
work request, estimated date for completion, and personnel, material and
equipment requirements. The project manager's quarterly report will
include information to show backlog of work per quarter for each
function. Refer to Attachment VIII for Government furnished equipment
furnished to support this system.

## 2.2 Hours of Operation

The Contractor shall perform the majority of the work required by this
PBWS during normal business hours from 7:00 a.m. to 4:00 p.m., Monday
through Friday, excluding Federal holidays and other day(s) designated
by Federal statute, Executive Order or Presidential Proclamation.
Federal policies concerning administrative leave for Federal employees
shall be applied to contractor employees during the Christmas holidays.
Exceptions to performance during normal business hours are:

-   Boiler plant operations: Manned on a 24 hour, 7 day per week
    schedule when high pressure steam is required. High pressure steam
    is defined as boiler operations greater than 15 psi.

-   Security: 24 hours a day, every day.

-   Utility Outage Support: Shutdown of facilities may require
    performance during non business hours. Utility outages occur
    approximately 7 times per year and usually occur on weekends.

## 2.2.1 Emergency Operations & Maintenance Support

A 24 hour per day emergency response plan is to be developed for rapid
initiation of onsite emergency services. . Emergency operations and
support services are defined as any necessary operations, maintenance,
and/or repair services required to be performed to protect or prevent
loss of Government property, endangerments to human life, and to
research experiments and animals. This includes repairs and services
necessary to continue normal operation of the Center\'s facilities
during periods of other than regular working hours. Emergency onsite
response time shall be within 5 minutes during normal business hours and
within 30 minutes at all other times unless otherwise specified.
Procedures outlined in the ERRC Facility Self Protection Plan shall be
followed and necessary action taken to alleviate the emergency and
pursue the work to completion. Submit a Malfunction Report to the ACO,
Quality Assurance Specialists, and Area Engineer upon completion of
repair to equipment. This report shall include the description of the
malfunction, date and time notified, date and time of arrival, type and
model number(s) of the equipment, serial number(s) of the equipment,
craft time spent on repair, and parts replaced/repaired.

# 2.3 Supervision and Staffing

## 2.3.1 Supervision

Prior to commencement of services, an onsite employee shall be
designated to be responsible for supervision of all contractor
employees. This employee shall be the contractor\'s primary
representative having full authority to act on matters pertaining to the
performance of services required under the contract. This representative
shall be on-site or on-call whenever work is performed by the
contractor\'s work force. An acting employee will be designated to
fulfill these duties when the primary representative is not available on
site. Within 1 day of an occurrence, report to the ACO personal
injuries, damage to Government property, loss of keys and/or access
cards, hazardous conditions. Working groups assigned to a particular
area shall have adequate supervision.

## 2.3.2 Staffing

A list of all employees employed for performance of the PBWS
requirements is to be submitted within 30 days of contract award. This
list is to include required employee certifications for boiler and
equipment operations (tractor, forklift etc). Watchperson personnel must
have received a National Agency Check (NAC) clearance not later than 10
working days from initial work performance start date. During the course
of the contract, submit names and qualifications of any new employee(s)
to the ACO within five (5) days of reporting for work.

## 2.3.3 Staffing Identification

Personnel shall present a neat appearance and be easily recognizable by
a prominently displayed photo identification badge worn during all work
hours.

## 2.3.4 Conduct

Strict adherence to standards of competency, conduct, appearance and
integrity are required that will reflect credit to the employee, the
contractor, and the Government. Compliance with traffic and safety
rules, regulations and instructions pertaining to conduct of persons on
Government facilities are required. Entry into restricted areas is not
permitted and there shall not be disturbance of papers on desks, open
desks or cabinets, or the use of office telephones or equipment if not
required for the performance of duties. Serious infractions may be
grounds for permanent removal from Government property. All employees,
including watchperson staff, shall not carry any instrument that could
be considered a lethal weapon and is not essential to the performance of
their work on ERRC property or have any such weapons in their possession
or under their control while performing services under this contract.

## 2.3.5 Safety

Work shall be performed in a safe manner and in compliance with OSHA,
Federal, State and USDA requirements. If there is refusal or failure to
comply with safety requirements, the ACO may issue a stop work order on
all or part of the work until satisfactory corrective action is taken.
All personnel will receive initial safety orientation/briefing on all
ERRC\'s safety requirements within 3 days of starting work. Personnel
shall wear protective equipment such as gloves, safety glasses, safety
shoes, etc. in accordance with Federal, State and local regulations.

## 2.3.6 Strike Contingency

A plan for the continuation of services is required in the event of a
work stoppage, slowdown, or similar action by contractor and/or
subcontractor employees. The plan shall include how subcontracted
services will continue in the event a subcontractor is unable to
satisfactorily implement his strike contingency plan. This plan is to be
furnished to the ACO 30 days after contract award.

# 2.4 Materials and Supplies

Materials and supplies must meet Federal specifications, applicable
safety requirements of Occupational Safety and Health Agency (OSHA), and
environmental regulations of the EPA and PADER (Pennsylvania Department
of Environmental Resources). Materials shall not be used that would be
unsuitable or harmful to the facility, its personnel or research. New
parts and replacement parts shall be of like quality to those removed
and procured at a price comparable to the current market value without a
delay in repairs. Only new parts will be used unless otherwise approved
by the ACO.

## 2.4.1 Major Repairs or Replacement

Notify the ACO not later than the next work day of repairs or
replacement to equipment that would exceed the cost of \$1,000. If these
repairs affect life safety, research, security, or utility costs/energy
conservation, then notification will be the same day by direct contact.
If the ACO is unavailable, notify the NAA Engineer of the needed repair
for concurrence. No government funding approval will be required. The
Government reserves the right to determine whether such equipment will
be repaired, replaced or abandoned. If it is determined equipment is
beyond economical repair, a written recommendation shall be provided to
the ACO justifying equipment replacement. The documentation shall
include age of failed item, cost of repair parts, replacement cost and
availability, rationale for replacement rather than repair and if
replacement equipment will fit in available space, performed the
required function and operate on existing utility services.

## 2.4.2 Reconditioning

Information regarding reconditioning of equipment, components or
machines must be submitted in writing to the ACO and shall identify the
need for and details of the nature of reconditioning, cost effectiveness
of reconditioning versus replacement, and life cycle costing.

## 2.4.3 Warranties

Establish a computerized system (i.e. bar code) to track all equipment
and software under warranty acquired for maintenance services, research,
or administration**.** Establish a schedule and job plan for performing
preventive maintenance as noted by the manufacturer when the equipment
requires maintenance. The process shall include but not limited to
warranty registration, equipment tagging, and email notification one
month prior to warranty expiration.

## 2.4.4 Fuel

The Government purchases and pays for all fuel used for heating plants
and boilers. Notification will be given to the Center's Purchasing Agent
when reordering is required.

## 

## 2.5 Quality Control

Establish and maintain a Quality Control Program to assure the
requirements of the contract are satisfied to meet the customer's level
of expectation. This plan must be submitted to the ACO for approval
within 30 days after contract award and put into place within 30 days of
receiving ACO approval. The plan shall be reviewed and updated annually
by November 1. No changes to the plan shall be implemented prior to
review and approval by the ACO. At a minimum, the plan shall include:

-   Methods of sampling techniques and means to identify deficiencies in
    the quality of services performed before the level of performance
    becomes unacceptable and corrective actions need to be taken.

-   Methods of documenting and enforcing quality control operations
    including subcontracted work. Include inspection and testing
    methods, names and qualifications of those performing inspections,
    there extent of authority, and an organizational chart depicting
    function roles.

-   Methods of documenting and enforcing safety in all jobs. This could
    mean but not limited to use of safety glasses, safety shoes,
    harnesses for fall and extraction, asbestos identification, and
    safety of government employees when performing maintenance that may
    present hazards.

> **2.5.1** Maintain a file of all inspections and document required
> corrective action if taken.

# 2.6 Preventive Maintenance

The Government-furnished automated work order system is furnished for
the timely completion of preventive maintenance services. Preventive
maintenance shall be performed as scheduled in the existing preventive
maintenance plan for all equipment and systems historically maintained
as listed in Appendix VIII. Services performed shall be based on
manufacturer\'s recommendations and standards, national and state trade
codes, and industry standards. The Preventive Maintenance Plan shall be
maintained to include items and components to be maintained, schedule,
frequencies, and description of scheduled work, inspection and record of
maintenance performed with recommendations regarding future PM work to
occur during the next frequency cycle. The PM program shall be updated
monthly to reflect equipment changes and be readily available to the
Government. These changes could include adding/deleting equipment,
changing frequencies, or updating job plans. Notification to the
government is required for documented changes that may affect contract
costs.

## 2.6.1 Preventive Maintenance Schedules and Accomplishments

Included in the weekly work schedules submitted to the QAS, planned
preventive maintenance work shall be included. If work was not completed
as scheduled, annotate on the next planned work schedule why performance
was delayed.

**2.6.2** Preventive maintenance work is done during normal business
hours. If system shutdowns are required, performance will be done off
hours, and scheduled and coordinated with the ACO. The Government
reserves the right to defer preventive maintenance tasks at any time due
to scheduling conflicts or in response to period of equipment
inactivity.

# 2.7 Emergency/Disaster Contingencies

In the event of a natural disaster or major disruption at the Center, an
Emergency/Disaster Contingency Plan will be activated so operations and
maintenance support services included in the PBWS continue and/or expand
to continue the research mission objectives of the Center. Such
circumstances that would impact ability to perform are defined as a
national or local emergency (national epidemic or localized outbreak of
disease) or a natural disaster (i.e. fire, flood, and other acts of
God). In such circumstances, it is to be assumed that the Government
will continue to need the same performance requirements. If increased
work beyond the scope of the PWS is required to continue such
performance, the increased work and cost shall be subject to the Changes
Clause, FAR 52-243-2 and negotiated with the ACO.

## 2.7.1 Emergency/Disaster Contingency Plan

Develop a plan for implementation in response to such circumstances
which shall include: initial mobilization and contingency plan outlining
methods for continuation of all services. The plan shall also include
how subcontracted services will be implemented. A comprehensive plan
shall be submitted to the ACO 30 days after contract award. Any changes
must have written approval of the ACO prior to implementation.

# 2.8 Project Management Reporting Requirements

In addition to the reporting requirements noted in Appendix II, the
following data item deliverables are required:

## 2.8.1 Facility Condition Survey

Conduct a condition survey of all the Center\'s facilities to document
structural deficiencies not later than April 1 of each year of the
contract. Using the Facilities Condition Survey Form, ARS-12, compile a
recommended project list for the next fiscal year based on this survey.
Information shall be furnished in numerical priority order with
prioritization done by taking into consideration the immediate need and
long range up to 5 years. Items are to be listed by design, design and
construct, alteration and betterment, repair and maintenance and energy
savings. Each item shall show approximate/estimated dollar value, with
the minimum threshold being \$5,000. No Cost estimate is required for
work under \$5,000, Cost estimates shall be coordinated with the Area
Engineer and each item shall have a project name and location.

## 2.8.2 Equipment Inventory

The Contractor and the ACO, or the designated representative, shall
prepare an inventory to be used as the basis for turning over
Government-furnished items within 30 days after contract award.
Thereafter, an annual inventory shall be conducted by the contractor and
submitted no later than December 1 to the ACO.

## 2.8.3 Functional Cost Breakdown

This report is required to provide assistance to the NAA Budget and
Fiscal Officer in tracking actual costs spent to maintain the Center so
to prepare for the annual budget preparation process. This report shall
be submitted annually by April 30.

## 2.8.4 Quarterly Statistical Workload Data Report

Submit, by the 15th calendar day following the end of the quarter, to
the ACO and PCO, a quarterly work summary report. This report will be
used to gather workload data and shall include the following:

-   Employee Productive Time Analysis. Report total number of routine
    and preventive maintenance hours performed for the current and
    previous quarter, plus overtime hours (time and one half and double
    time); less vacation, holiday, sick, bereavement, jury duty, paid
    and unpaid absences and vacancy hours.

-   Project Work Order Activities. Number of work orders generated,
    completed and outstanding per function for routine, preventive
    maintenance and additional tasks.

-   Subcontracting. Number and total costs for subcontracts issued
    during the quarter and total costs awarded to small, small
    disadvantaged, women owned and hubzone businesses.

-   Administrative Services. Workload data shall include number of:
    conference room set ups completed, incoming and outgoing packages,
    gas cylinder requests and cylinder inventory on hand, government
    vehicle reservations, photo copying, facsimile request, reprint
    request, mail pieces and costs for mail handling for the Center,
    NAA, and ADO, express mail packages, Government purchase orders
    prepared, and completion of photographic and word processing
    request. Number of card access and key requests processed.

-   The Quarterly Workload Data Report will be used to determine the
    allow ability of incentives as described in the Incentive Payment
    Plan and to assist in budgetary planning for future ERRC support.

## 2.8.5 Energy Conservation

> The Contractor shall assist the Center in all endeavors of energy
> conservation/ recycling. The Government follows the usage trend and
> costs for all utilities. If excessive utility charges occur the O&M
> Contractor shall be notified of this problem immediately and will
> evaluate all major systems within the Center to ensure the systems are
> properly working. If systems are identified to be operating
> inadequately due to maintenance not being performed, the O&M
> Contractor shall correct these problems immediately and in accordance
> with the provisions of the PBWS. If the O&M Contractor fails to
> correct the problems the Schedule of Deductions shall be utilized to
> penalize the O&M Contractor for inadequate performance of maintenance.

# 3.0 Maintenance, Alteration, and Repair of Buildings and Structures

Maintenance, repair, preventive maintenance and alterations following
all industry, trade and OSHA standards in the performance of services to
support facility operations which include: carpentry, painting, masonry,
electrical, electronic, plumbing and pipefitting, HVAC, and
refrigeration. All Government Furnished Equipment and Material required
for the performance of services within each function is identified in
Appendix VIII.

# 3.1 Carpentry Services

> Maintain, repair, alter/modify, install and fabricate wood and wood
> substitute portions of the Center as described in this section.
> Repairs shall meet the following quality standards: modification of
> straight walls must conform to existing conditions, structures and
> appurtenances are horizontally straight and vertically plumb, the
> repaired portion of a structure must visually match closely in style
> and texture to the undamaged portion of the structure, touch up
> painting shall be done to changes to existing equipment or structures
> and the soundness of the repaired structure is not to be affected.
> Wood and non-wood structure items included but are not limited to:

-   Windows and louvers, including all hardware

-   Exterior and interior doors (including room and closet doors),
    including hardware, such as locks, latch mechanisms, etc.

-   Building insulation

-   Caulking (including building expansion joints)

-   Screens, insect, and bird coverings on all building openings

-   Acoustical and suspended ceilings

-   Window shading, including horizontal and vertical slat \"venetian\"
    blinds shades, curtains and external shading screens

-   Furniture, including cabinets, desks, bookcases, laboratory
    furniture, and all hardware

-   Maintenance, repair and installation of cabinet and furniture locks,
    hardware, and closures, etc.

-   Lubricating and repairing chairs and other furniture

-   Mounting and remounting cabinets to the wall

-   Inspection of buildings, roads, sidewalks, walls, windows, locks,
    latches, ceilings, and roofs

## 3.1.1 Floor Tile

Install, repair and/or replace damaged vinyl composition tile. There is
approximately 89,000 square feet of tile of which 25,000 square feet is
vinyl asbestos tile (VAT). This tile shall be replaced with vinyl
composition tile when repairs or alterations are required. Remove and
cut this material in accordance with the regulations for handling
asbestos and the planned procedures submitted to the Center's Safety
Officer for approval before replacement. Encapsulation of VAT is
permitted. A floor plan of the space where VAT is to be encapsulated is
to be sketched and forwarded to the Area engineer for review and
approval prior to any work being done. Transition to different type
and/or level flooring shall be carried out with appropriate transition
materials or thresholds. A sufficient stock of floor tile shall be
maintained so that spot damage can be repaired.

## 3.1.2 Carpet Tile

Maintain and install carpet tile in administrative offices, selected
corridor spaces and service areas, lobbies etc. There is approximately
3,000 square yards of carpet tile and 1600 square yards of broadloom
carpet. All carpet tile shall be treated for non‑static and fire
resistant characteristics and be of heavy duty commercial type
construction. Carpet tile shall be adhered to the floor with a low
release adhesive to facilitate replacement and repair. Transition to
different type and/or level flooring shall be carried out with
appropriate transition materials or thresholds. A sufficient stock of
carpet tile shall be maintained so that spot damage can be appropriately
repaired.

## 3.1.3 Roofing

Perform routine maintenance, and take action to mitigate any leaks (i.e.
fill pitch pockets, repair flashing, etc.). Damaged roofs shall be
closed before the end of the work day when such an event occurs, and
properly repaired within 14 calendar days unless otherwise authorized by
the ACO. Roofing repairs estimated to be in excess of \$1000 to correct
are to be reported within 96 hours of discovery to the Area Engineer and
ACO for review and approval before the work is performed. A condition
survey of all buildings, including flashing, building joints, and all
appurtenances, shall be accomplished by April 30 of each year. The
report showing the condition of the roofs and recommended action shall
be forwarded to the Area Engineer through the ACO by May 30 each year.
Roofing materials vary between the various buildings and appropriate
measures shall be taken to maintain the surface.

-   Building 4 (Main Building): The main roof is covered with Sarnafil,
    single ply and is approximately 16,640 sq. ft. chemical wing, 16,828
    sq. ft. pilot wing, and 13,587 sq. ft. admin wing for a total of
    47,055 sq. ft. Hypolon roofing (over stair tower) shall be coated in
    years ending in 3. (i.e. 2013). There are about 1.5 squares of
    hypolon roofing.

-   Building 6 (Mechanical Building) and Building 16 (Leather Research
    Building): Metal roofing shall be caulked or soldered annually at
    cracks and openings. There are about 430 squares of metal roofing
    and siding. Building 6 has about 8 sq. of Firestone membrane roofing
    on the high roof.

-   Building 7 (Meat Processing Building): Corrugated cementatious
    roofing and siding which shall be re‑coated with protective
    cementatious materials in years ending in 4. (i.e., 2014). There are
    about 400 squares of cementatious roofing and siding and the
    corrugated wall and roofing materials may contain asbestos. Some
    roofing materials contain non friable asbestos materials. Repairs
    shall be made in accordance with applicable regulations.

-   Building 4: Laboratory 0213 - 750 square feet of Ethylene
    PropyleneDiene Terpolymer (EDPM) membrane roofing which shall be
    inspected and maintained with a ballest covering.

-   Building 3 (Hazardous Operations) Sarnafil 1500 sq ft

-   Shingle roofing, membrane roofing and built‑up roofing shall be
    inspected and spot repairs completed when needed. The extent of the
    repairs will be coordinated with the Area Engineer for the long
    range roofing service plan. There are about 1,000 squares of shingle
    roofing, membrane roofing and built‑up roofing.

## 3.1.4 Doors and Door Hardware

Doors are of various construction and rating and shall be maintained at
the present configuration. All interior and exterior, including room and
closet doors, shall be maintained to assure their current fire rating.
Repair, lubricate, service or replace, as required, door latches, locks,
jams and trim, trim hardware, closers, and actuators. There are
approximately 2,500 latches and 1,500 locks of various types. Door
latches and locks shall be identical to or, on approval, be compatible
with existing equipment. Pad locks for securing facilities equipment,
etc., as lockout devices and locks on equipment, furniture and cabinets
shall not be keyed to the Center's Key Control.

## 3.1.5 Windows and Window Hardware

All windows, window hardware, and internal and external envelope or wall
closures shall be maintained to function as designed. All exterior
windows shall have double glazed insulation (thermal) pane type glazing.
All south and east exposure windows shall additionally have heat and
shading absorbing qualities. Glass substitutes shall be glazing quality
thermoplastic or equal and can be used in propriety areas of high
breakage. Replacement glass window material is not to be cracked,
chipped, or otherwise defective and shall be properly seated and
caulked/sealed to prevent leakage, breakage, wind drafts, and rattles.
Damaged window repairs are to be done before the end of the work day
unless otherwise authorized by the ACO.

## 3.1.6 Ceilings and Walls

Maintain, modify and repair the suspended ceilings, drywall and
acoustical wall coverings as required to maintain the acoustical value
of the material, the appearance of the spaces and minimize the dusting
and flaking of the materials. There is about 54,000 square feet of
acoustical ceiling and 7,000 square feet of other type suspended
ceiling, not including the masonry drop ceilings. Walls and suspended
ceilings (acoustical and otherwise) are to be installed and repaired
using proper materials that are true, plumb, and level.

## 3.1.7 Modular Furniture, Partitions and Portable Walls and Partitions

Maintain the finish and appearance of modular furniture and partitions
in laboratories and offices, including the paint and fabric. There is
about 2,000 lineal feet of portable partitioning and 8,750 square feet
of modular furniture work surface. Modifications and changes to the
existing equipment must be compatible with what is in place. Changes to
the modular equipment shall be in accordance with the plans and sketches
provided by the requestor or the manufacturer. Such equipment is to be
installed tight to floors and walls, including ceilings, where required.
Space closure panels, taping, etc., is done to provide a finished look.
Follow up is made to assure the work of other functional areas of work
(i.e. electrical, electronics) are complete to assure full project
completion. Acoustic portable partitions shall be serviced and
maintained as required by the manufacturers. Partition maintenance shall
include door openings and hardware.

### **3.1.7.1** Install and/or relocate new modular furniture and partitions in laboratories and offices. Modifications and changes to the existing equipment should be compatible with that in place. Due to the specialized nature of shapes and attachment practices of the components an installations of such equipment, assistance from the manufacturers\' representatives may be necessary to make modifications and changes to the modular equipment. Partition installation shall include door openings and hardware.

## 3.1.8 Furniture

Maintain, assemble, dismantle, and move office, laboratory furniture and
equipment as required. Assembly of furniture shall be accomplished
utilizing the directions furnished by the manufacturer (if available);
and be level, secure and stable. Some laboratory equipment may be
constructed of asbestos‑containing materials, such as transite. When
working with laboratory equipment containing asbestos material, ensure
all work is performed in accordance with OSHA regulations.

## 3.1.9 Signs and Engraved Labels

Signs and laminated engraved labels shall be made in accordance with
Center policies and applicable regulations. They are to be level,
uniform in format, location, and height; and, are suitable for visually
impaired persons. This will included, but not limited to: room door
signs (Personnel names, etc.), safety and directional signs, and
equipment and control panel labels

-   Personnel name signs shall be uniform in size, lettering size and
    appearance. Name signs shall be installed in a uniform format,
    location and height throughout the facility.

-   Safety and directional signs shall comply with OSHA, NFPA, BOCA,
    etc., and be uniform in appearance and placement. Safety and
    directional signs and labels for general visitor use shall be
    suitable for use by visually impaired persons. Safety signs shall
    include fire zone numbers and emergency call numbers.

-   Equipment and control panel labels shall comply with Center policy,
    OSHA and related codes and be uniform in application and appearance.

## 3.1.10 Bulletin Boards and Cabinets

Install bulletin boards and white boards (approximately two or three
annually) and mount purchased cabinets, shelves, bookcases, award
plaques and pictures on walls (approximately 5 to 10 hours per month).
Installations must be level and securely mounted using proper wall
anchors, taking care not to damage surrounding areas and finishes.
Damaged areas discovered, and those areas that are damaged incidental to
installation are to be repaired.

## 3.1.11 Preventive Maintenance

The items to be included on the Preventive Maintenance Program are:

-   Exterior and interior doors (including room and closet doors),
    including hardware, such as locks, latch mechanisms, etc.

-   Caulking (including building expansion joints)

-   Screens, insect and bird coverings on all building openings.

-   Inspection of buildings, roads, sidewalks, walls, windows, locks,
    latches, ceilings and roofs.

-   Fire extinguishers

## 3.1.12 Cost and Time Estimates

Estimates of the cost of work for office and laboratory renovations may
be required. Estimates reported shall include all labor hours and
burden, profit, materials, and subcontract costs (if applicable). Time
estimates shall include the number of days for completion and supporting
justification if performance of work is proposed to be completed during
routine working hours.

**3.1.13** Government furnished equipment/material is noted in Appendix
VIII.

# 3.2 Painting and Refinishing Services

Paint and refinish a variety of interior and exterior surfaces of wood
frame, concrete, metal, and masonry buildings, including offices,
laboratories, storage buildings, and other structures, including their
furnishings and equipment. Special effect finishes, such as graining,
may be required. All surfaces are painted to show a uniform appearance
and color coordination. The finish shall conform to established industry
standards and all work is free of finish defects such as misses and
runs. Touch up work shall color coordinate such that the surface is
restored to resemble as closely as possible the original appearance. All
materials are to be high quality and stored in accordance with
manufacturer's recommendations. Catalog and manufacturer's data sheets
(including MSDS) are maintained for all paint, cleaning and preparation
materials used. Exterior and interior painting such as walls, ceilings,
floors, ducts/grilles, exposed ductwork, trim, etc. shall be painted as
defined in Exhibit 3.2.

## 3.2.1 Painting Schedule

Inspect the interior and exterior surfaces of the buildings and
equipment to determine painting and glass replacement needs and schedule
restoration activities on an annual painting plan. The painting plan
shall be submitted in accordance with the criteria in Exhibit 3.2.1 for
approval to the ACO not later than 90 days after award and revise and
review the plan annually by October 10 each year. The status of the last
painted date for areas and spaces will be provided by the ACO during the
start up of the contract. Schedule work in relation to the condition of
the protective or decorative coatings in place, the criteria schedule
and the major work schedule planned by the Area Engineer. Prepare a
specific prioritized painting schedule for each year showing the areas
slated to be painted and the dates the work is planned to begin and be
complete. This plan constitutes the yearly revision to the 5‑year plan.
This plan shall be submitted to the ACO by October 10 of each year.
Include in this plan any work which was scheduled in the previous year
but not completed in accordance with the plan. Changes to the approved
plan in response to customer requests must be approved by the ACO.

## 3.2.2 Roadway and Curb Markings

Restore the painted parking space lines, roadway directional lines and
signs, and curb markings at the facilities every 5 years during the
spring season in accordance with drawings available in the Area
Engineering Office and Exhibit 3.2.1.

## 3.2.4 Special Coatings

Apply special coatings on refrigeration equipment, cold rooms, and air
conditioning cooling towers. Special coatings are to be resistant to
acids, chemicals, heat, and corrosion for use on laboratory and Pilot
Plant equipment. Examples of special and protective coatings (paints) to
be used at the ERRC are:

-   Chlorinated rubber for BSL2 and above Labs.

-   Epoxy enamel for Food Engineering Areas, machine rooms, floors

-   Vinyl enamel for Exterior Equipment

-   Alkyd for Laboratory walls and Machine rooms

-   Acrylic Latex for Office Walls

-   Urethane for Door finishes

-   Latex for Service Areas

-   Lacquer and shellac for special items

-   Varnish for exposed wood

## 3.2.5 Lettering and Stenciling

Stencil surfaces with lettering or decorations and paint signs on
various types of surfaces, including road signs. (See Exhibit 3.2)

## 3.2.6 Surfaces Not To Be Painted

Refinishing/restoration of old wooden furniture such as tables, chairs,
desks, shelves etc., SHALL NOT be done. The following surfaces and
materials are not to be painted. Care shall be taken to prevent these
surfaces from paint damage by masking, removal and reinstallation, or
other means specifically approved by the ACO and Area Engineer.

Brass and bronze Fire equipment Formica

Stainless steel Tile Fabric

Glass Plastic Cork

Rubber

Stone tables/countertops

Natural wood grain varnished or shellac finishes

Valve stems and packing glands or nuts

Valve tags and nameplates

Baked enamel finishes such as on electrical receptacles and switch
bodies

Moving parts of equipment

Pipe and duct identification tags

Nickel or chrome‑plated surfaces

Finished and anodized aluminum surfaces

Office and laboratory equipment and some furniture as specified

**Exhibit 3.2**

**Color Code Identification**

  --------------------------------- ---------------------- ---------------
  **Service**                       **Color**              **Lettering**

                                                           

  Sprinkler & fire espousing lines  Red                    Black

  Steam                             Orange                 Black

  Hot water for heating             Light Orange           Black

  Gas                               Yellow                 Black

  Air                               Dark Blue              White

  Cold water (Potable)              Green                  Black

  Distilled water                   Green with light       White
                                    purple band            

  Itemized water                    Green with dark purple White
                                    band                   

  Softened water                    Green with white band  White

  Hot water (Potable)               Green with orange band White

  Nitrogen                          Light Blue             Black

  Vacuum                            Blue with white band   Black

  Drain, waste                      Black                  White

  Vent piping                       Black                  White

                                                           

  Electrical conduit in offices     Wall color             None

  Electrical conduit (up to 220     Light Grey             None
  volts)                                                   

  Electrical conduit (220 to 600    Dark Grey              None
  volts)                                                   

  Electrical conduit (over 600      Red with grey band     Black
  volts)                                                   

  Electrical apparatus (up to 220   Dark Grey or wall      Black
  volts)                            color                  

  Electrical apparatus (220 to 600  Dark Grey              Black on Yellow
  volts)                                                   

  Electrical apparatus (above 600   Dark Grey              Black on Red
  volts)                                                   

                                                           

  Chilled Water                     Grey with green band   White

  Chilled Medium (Methanol)         Brown with grey band   White

  Chilled Medium (Glycol)           Brown with yellow band White
  --------------------------------- ---------------------- ---------------

Piping Identification

  -------------------------------- --------------------------------------
  Item Size                        Lettering Size

  6 inches or larger               A minimum of 2 inches height and 0.375
                                   in thickness

  2 inches to 6 inches             A minimum of 1 inch height and 0.187
                                   in thickness

  3/4 of an inch to 2 inches       A minimum of half an inch in height
                                   and 0.125 in thickness

  3/4 of an inch or less           Tagged with color coded engraved tag
                                   at valves, inlets, and outlets
  -------------------------------- --------------------------------------

**Exhibit 3.2**

**Protective Coating Materials**

1\. Paints for walls, ceilings, and duct work.

Primer, walls, ceilings, and ducts. Primer shall be the same as finished
coat with a lighter tint.

Finish, walls, ceilings, and ducts

-   Flat acrylic latex sealer with mildew preventive additive

-   Finish: satin gloss

-   Active ingredients:

2‑(4‑thiazolyl) benzimidazole .10%

benzyl bromacetate .10%

-   Inert ingredients:

water 38.5%

vinyl epoxy copolymer 27%

titanium dioxide 18.9%

propylene glycol 9.10%

calcium carbonate 4%

surfactants 2.3%

2\. Additional materials shall conform to the following:

-   Paint remover: Fed. Spec. TT‑R‑251

-   Spackling compound: Fed. Spec. SS‑P‑00450

-   Varnish: Clear non‑yellowing furniture quality; semi‑gloss for
    doors: Fed. Spec.TT‑V2‑109

-   Asphalt varnish to fill exposed cork insulation: Fed. Spec. TT‑T‑51C

-   Pretreatment of metals recommended by the coating manufacturer

-   Glazing compound: Fed. Spec. TT‑Q‑401‑E

**Exhibit 3.2.1**

Painting Schedule Criteria

  -------------------------------------- ------------------- -------------
                                                             **Last**

  **Space**                              **Cycle**           **Painted**

  Laboratories & associated utility      12 years            Varies

  rooms (approximately 100 labs)         8 labs per year     

                                                             

  Administrative/general offices/lab     12 years            Varies
  offices                                                    

  (approximately 100 offices)            8 offices per year  

                                                             

  Corridors                              8 years             Varies

  (approximately 16)                     2 per year          

                                                             

  Stairways                              8 years             Varies

  (8 stairways)                          1 per year          

                                                             

  Conference rooms, auditorium,          5 years             Varies

  Cafeteria, interaction areas           2 per year          

  (approximately 10 areas)                                   

                                                             

  Lobby door (exterior)                  yearly              2003

                                                             

  Service areas & machine rooms          10 years            Varies

  (approximately 10 areas)               1 per year          

                                                             

  Outside equipment and switch gear      8 years;            2004

  touch up annually                                          

                                                             

  Flag pole                              10 years;           1992

                                         touch up base       
                                         annually            

                                                             

  Parking lot sealing and relining       5 years;            Varies

  4 lots and front of building           1 per year          

                                                             

  Boiler house (interior)                10 years            Varies

  (as example; floors, piping,           10 % per year       
  equipment, handrails)                                      

                                                             

  Lightpoles                             10 years            1995

                                                             

  Restrooms                              6 years             Varies

                                                             

  23 restrooms                           4 per year          
  -------------------------------------- ------------------- -------------

  ----------------------------------- -----------------------------------
  **AREA**                            **LAST PAINTED**

  Phase #1                            1999

  Phase #2                            2002

  Phase #3                            2001

  Phase #4                            2001

  Phase #5                            2003

  Phase #6                            2003

  Phase #7                            2004
  ----------------------------------- -----------------------------------

# 3.3 Masonry Services

Maintain and repair structures and surfaces made of brick, stone,
plaster, concrete, concrete masonry units (standard and glazed), asphalt
surfaces, ceramic clay‑based tiles, and other related materials. All
repairs shall be made to ensure the structural soundness of the repaired
structure. Materials to be used are to match as closely as possible the
repaired portion of the structure or surface to the undamaged portion of
the structure or surface. Since the batch materials used for repairs are
often particular to that material, a small supply of the replacement
materials shall be maintained in inventory. Mortar joints will be of
uniform width. Repairs to walkways, driveways and parking lots shall
maintain the existing proper pitch. All debris associated with masonry
repairs and maintenance shall be removed from the site immediately.
Routine work which includes:

-   Removing damaged areas of walls, floors, ceilings and roofs and
    patching the holes

-   Repairing and closing openings in walls, floors, ceilings, and roofs

-   Patching walkways and curbs

-   Grouting new or existing areas

-   Cutting joints in brickwork and pointing

-   Patching blacktop areas

# 3.4 Electrical Services

Repair, maintain, modify, adjust, and install electrical systems,
facilities distribution, power generating equipment and components in
accordance with equipment specifications, manufacturers\' instructions,
and all applicable Federal, state, and local codes, and the National
Electrical Code (NEC). Electrical distribution equipment is noted in
Exhibit 3.4. All industry and trade standards shall be followed. All
transformers and devices which formerly contained PCB materials have
been replaced or have had the PCB material removed to allowable levels.
Repairs and adjustments shall be made without causing disruption to
electrical service; however, if necessary service interruptions are
required, prior ACO approval must be given before taking action. In the
event routine repairs can not be accomplished, the ACO shall be provided
a written explanation of the problem with recommended solutions by close
of business on the following workday. The equipment to be maintained
includes, but is not limited to:

-   Transformers

-   Breakers

-   High voltage and secondary distribution systems

-   Fire Alarm System

-   Exterior building lights

-   Electrical substations

-   Related equipment, such as cabling, conduits, braces and brackets,
    guy wires and/or anchors, poles, cross arms, insulators, breakers,
    fuses, conductors, switch gear, transformer racks and hangers,
    circuits, etc.

-   Building wiring and lighting systems

-   Electrical controls

-   Electric motors and fans

-   Lighting fixtures, ballasts, lighting tubes and luminaries

-   All wiring, outlets, and receptacles

-   All related equipment, such as main disconnect devices, cables,
    raceways, ducts, capacitors, regulators, grounding equipment, lamps,
    clocks and all accessories necessary to distribute electricity

-   All standby emergency generating plants, lighting, and equipment

**3.4.1** Electrical service to assure uninterrupted service to the
facility and its research mission includes, but not be limited to:

-   Troubleshooting and repair of power circuits, controls, switches,
    thermostats, and relays

-   Connecting wires to outlets, switches, receptacles, and power
    sources

-   Testing circuits and equipment

-   Maintaining and repairing elevators, lifts, hoists and other lifting
    equipment

-   Replacing, testing, maintaining, and repairing electric motors and
    fans

-   Checking controls and components of motor controls and circuits

-   Repairing electrical equipment and machinery

-   Troubleshooting and repairing electrical controls for HVAC
    equipment, such as flow meters, temperature and pressure recorders,
    magnetic starters, pump controls, individual heating unit systems,
    and electrical components of air conditioning and refrigeration
    equipment

-   Maintaining emergency generators, substations, and transformers

-   Cleaning light fixtures upon replacement of bulbs, luminaries,
    ballasts, etc.

## 3.4.2 Emergency Electrical System

Responsible for maintaining, repairing, operation testing, and utilizing
when needed, the emergency electrical system. Emergency lighting and
entire emergency system power shall be functionally tested in December
and June each year.

## 3.4.3 Electrical Troubleshooting

Identify control malfunctions or problems as required. Identification
shall include a method of reviewing the operating systems, discovering
and recording irregularities, troubleshooting the systems and equipment,
diagnosing and recording the findings, and repairing the system in the
most effective manner to restore proper control in the shortest time
after malfunction.

## 3.4.4 High Voltage System

Maintain and repair the high voltage system which includes all the
cable, conductors, grounding, raceway, equipment and protection from the
incoming switches (15 KV) at the power company pole through the
transformers (15KV/5KV) and distribution equipment to the using voltage
(5KV/480 ‑ 277, or 5KV/208 ‑ 120). (Systems 600 Volts and above.).
Repairs to this system can only be made by those qualified personnel
licensed/certified to perform such work.

## 3.4.5 Switch Gear and Transformer Inspection

Inspection of the high voltage (15KV and 5 KV) switch gear and
transformers, outlined in Exhibit 3.4, shall be made annually in July
with a report submitted by September 1 to the ACO describing the
condition and deficiencies found. Confirm the electrical coordination of
all voltage protection devices from the entrance service to, and
including, the distribution switches in the low voltage distribution
switch gear. Test and record the resistance values and condition of the
cables and switches rated at 600 volts and above annually.

## 3.4.6 Low Voltage Systems

Operate and maintain all low voltage facility equipment, cables,
raceway, etc., including all components such as panels, motors, timers
and controllers, and appliances and extension cords.

## 3.4.7 Elevator, Hoist and Lift Equipment

Maintain and repair all vertical transportation, elevators, lifts,
cranes, etc. Elevator equipment is noted in Exhibit 3.4.7. Maintenance,
repair, inspection and component evaluation and replacement shall be
completed only by electricians and mechanics qualified in elevator and
lift maintenance and installation and shall be experienced in mechanism
and device evaluation. Replacement of parts and equipment valued in
excess of \$1,000 per item shall require the approval of the ACO prior
to any work being done.

### **3.4.7.1 Elevator, hoist and lift equipment inspection.** Conduct an annual certified elevator inspection in March by an independent professional engineer and electrician qualified in elevator and vertical lift installation and evaluation and provide a copy to the ACO by April 30. Load tests, safety, and performance evaluations shall be carried out in accordance with the applicable Federal, State and local codes and regulations and national recommendations of recognized standards entities. Results of the inspection and copies of the certificates shall be forwarded to the ACO 30 days after the inspection for review and filing by the Area Engineer. Originals of the certificates shall be publicly posted in or near the equipment in an appropriate framed display. Negative evaluations or noted deficiencies shall refer to the applicable code, regulation or recommendation by paragraph and citation by the inspector in writing.

## 3.4.8 Master Time System

Responsible for operating and maintaining the Center's clocks**.** There
are numerous electrical and battery powered clock devices and timers in
the facility.

## 3.4.9 Control Voltage Systems

Responsible for operating and maintaining control voltage systems
dedicated to the control of equipment and devices. Control voltages
shall be less than 100 volts, unless otherwise specified. Equipment
controlled by control voltage systems include but are not limited to:

-   Motor starters

-   Visual and audible alarms and warning equipment

-   Fire alarm and suppression equipment

## 3.4.10 Lighting

Facility lighting units shall be maintained at maximum effectiveness.
Fluorescent fixtures shall be lamped with alto low mercury volume lamps.
Group re‑lamping practices shall be employed when practicable.
Incandescent fixtures shall be replaced where practical with fluorescent
or high efficiency lighting of the same output. Where lighting levels
can be lowered, the best approach to fixture or lamp replacement is to
be applied. High intensity discharge lighting is used in several
locations. Metal halide, high pressure sodium, low pressure sodium,
mercury, and quartz lamps shall be replaced in kind, unless otherwise
approved by the ACO. Lighting criteria for the facilities is as follows:

-   Corridors ‑‑ 40 fc

-   Storage, warehousing, mechanical spaces ‑‑ 20 fc

-   Offices, shops and pilot plants ‑‑ 75 fc

Supplement with task lighting

-   Laboratories ‑‑ 100 fc

Supplement with task lighting

-   Rest rooms ‑‑ 20 fc

Supplement with mirror lighting

-   Stair wells ‑‑ 75 fc

-   Exterior and parking ‑‑ 20 fc

-   Building perimeter ‑‑ 10 fc

## 3.4.11 Electrical Service on Research Equipment

Maintenance and minor repairs on research equipment which includes, but
not be limited to:

-   Centrifuges and Autoclaves

-   Dishwashers

-   Freezers and Refrigerators

-   Electric cords

-   Lamps

-   Manual motor starters

-   Switches

-   Lab furniture

-   Fume hoods

## 3.4.12 Power Disruptions

Unscheduled power outages/disruptions, response time during normal duty
is within 15 minutes and within 60 minutes during non‑duty hours. Action
must be taken to restore service as soon as possible. If unable to
resolve the problem within 30 (thirty) minutes, notify the appropriate
personnel and arrange for electrical service through an alternate energy
source to minimize disruption of service. Temporary power shall be place
into operation as required to keep essential equipment and lighting in
operation and within 60 minutes of unscheduled/unexpected outage.

**3.4.13** Scheduled power outages, coordination and arrangements are
required with the research and operating staff to keep required
essential equipment and lighting in operation. Arrangement for scheduled
outages shall be made as far in advance as practical, and should not
schedule power shutdowns with less than 14 calendar days notice. After
power is restored, service shall be resumed, reset electrical system
components in the affected areas, and notify the appropriate personnel.

## 3.4.14 Preventive Maintenance

Establish and implement a preventive maintenance program for the
cleaning, adjustment, and calibration of the building electrical
equipment, systems, and controls.

### **3.4.14.1 Ceiling light fixtures.** Clean all light fixtures during bulb replacement or annually, which ever occurs first. Each fixture shall be opened, loose dirt, bugs, grease and other foreign matter removed, and glass covering washed. Damaged or malfunctioning fixtures and/or lenses shall be repaired or replaced.

**Exhibit 3.4**

**Electrical Equipment Main**

+--------------+----------------------------------+-------------------+
| Quantity     | > Description                    | Voltage           |
+--------------+----------------------------------+-------------------+
| 2            | > Main Transformer               | > 15KV/5 KV       |
|              |                                  | > 2000KVA         |
+--------------+----------------------------------+-------------------+
| 4            | > Control Transformer            | > 5KV -120 75KVA  |
+--------------+----------------------------------+-------------------+
| 6            | > Disconnects                    | > 15 KV           |
+--------------+----------------------------------+-------------------+
| 12           | > Disconnects Fused              | > 5 KV            |
+--------------+----------------------------------+-------------------+
| 6            | > Double ended Secondary         | > 5 KV            |
|              | > Distribution                   |                   |
+--------------+----------------------------------+-------------------+
| 11           | > Secondary Transformers         | > 5 KV            |
+--------------+----------------------------------+-------------------+
| 12           | > Secondary Disconnects          | > 600 V           |
+--------------+----------------------------------+-------------------+
| 6            | > Double ended Secondary         |                   |
|              | > Distribution                   |                   |
+--------------+----------------------------------+-------------------+
|              | > Switch Boards                  |                   |
+--------------+----------------------------------+-------------------+
| 8            | > Metering Sections              |                   |
+--------------+----------------------------------+-------------------+
| 1            | > Automatic Transfer Switch      | > 5 KV            |
+--------------+----------------------------------+-------------------+
| 1            | > Buss Tie                       | > 5 KV            |
+--------------+----------------------------------+-------------------+
| 2            | > Buss Tie                       | > 15 KV           |
+--------------+----------------------------------+-------------------+
| 1            | > Emergency Generator            | > 2000 KVA        |
+--------------+----------------------------------+-------------------+

**Exhibit 3.4.7**

**Elevator Equipment List**

+-----------------------------+---------------------+-----------------+
| Type                        | Manufacturer        | Year            |
+-----------------------------+---------------------+-----------------+
| **Main Building**           |                     |                 |
+-----------------------------+---------------------+-----------------+
| > Passenger                 | General Elevator    | 1968            |
+-----------------------------+---------------------+-----------------+
| > Service                   | General Elevator    | 1968            |
+-----------------------------+---------------------+-----------------+
| > Dumbwaiter                | Atlantic Elevator   | 1940            |
+-----------------------------+---------------------+-----------------+
| > Passenger                 | Dover Elevator      | 1984            |
+-----------------------------+---------------------+-----------------+
| > Passenger Handicapped     | National            | 2003            |
|                             | Wheel-O-Vator Co.   |                 |
+-----------------------------+---------------------+-----------------+
|                             |                     |                 |
+-----------------------------+---------------------+-----------------+
| **Pilot Plant**             |                     |                 |
+-----------------------------+---------------------+-----------------+
| > Freight                   | Otis Elevator       | 1967            |
+-----------------------------+---------------------+-----------------+
|                             |                     |                 |
+-----------------------------+---------------------+-----------------+
| **Mechanical Services       |                     |                 |
| Building (MSB)**            |                     |                 |
+-----------------------------+---------------------+-----------------+
| > Freight                   | Otis Elevator       | 1967            |
+-----------------------------+---------------------+-----------------+

# 3.5 Electronic Services

Utilizing the latest state-of -the-art techniques for electronic
diagnosis, repair, calibration and installation to maintain, modify,
adjust, and repair electronic systems, and all controls and components
such as wiring, cables and electronic door sensors in accordance with
equipment specifications, manufacturers\' instructions, and all
applicable Federal, state, and local codes. Maintain an adequate bench
stock of electronic parts, including discrete components, integrated
circuits, fuses, telephones, speakers, cable, and mechanical equipment
necessary for routine repair and maintenance of electronic facilities
and research equipment. Installation of electronic equipment and
associated hardware and software electronically interfaces between new
or existing equipment and computer systems. Prompt diagnosis of
malfunctioning electronic equipment is accomplished with a maximum down
time allowance for any system or component not to exceed 48 clock hours.
Maintain and update a library of technical literature including device
specifications, data, books, substitution books, and catalogs. Equipment
to be maintained includes but no limited to:

-   Telecommunications System

-   Voice Mail System

-   Satellite Receiver Dish

-   Voice Amplification and Public Address System

-   Radio Systems

-   Electronic Door Sensor

-   Building Access and Security System

-   Closed Circuit Television System

-   Office Printers

-   Audio/Visual Equipment

-   Fire Alarm System

## 3.5.1 Telecommunications Systems

Adjust, calibrate, program, maintain, and repair the Center\'s
telecommunications system, manufactured by Mitel Incorporated, and,
described in Exhibit 3.5.1. This system is an electronic digital voice
and data communications system and works in conjunction with the voice
mail system manufactured by Active Voice. The communications cabling is
a distributed system radiating from the digital switchboard and cable
entrance. All maintenance, repair, programming and calibration of the
system and peripheral or auxiliary devices shall be carried out by a
qualified technician trained in the operation, maintenance and
adjustment of the equipment. No repairs or alterations to the equipment
source code may be made without the express authorization of the Area
Engineer.

### **3.5.1.1** Program and upgrade changes to the central switch as required by the manufacturer. Install, move and remove communications cable (metallic, shielded or fiber) as authorized. Upgrades, changes, reprogramming, and equipment and cable installations, relocations, and removals shall be performed as approved by the Area Engineer. All shifts, moves and changes shall be recorded and maintained as up‑dates to the system address register. Update the master record to reflect any shifts moves or changes. The master program disc shall be updated and backed up after each change. A current backup disc and an archival backup disc shall be maintained at the main switch and in the Project Management office.

### **3.5.1.2 Maintenance and repairs.** Monitor the system and components and perform the maintenance and calibration required by the system which includes filter changes, equipment cleaning and splice maintenance. Repairs shall be performed by personnel trained and certified by the equipment manufacturer, Mitel, Inc., as being qualified to perform work on the system. This requires the manufacturer\'s factory training of the key person designated to work with the main telecommunications equipment. Equipment failures shall be repaired within 4 hours of notification for all central switch and station equipment, and within 2 hours for all other trouble calls. The system is equipped with a modem access to the certified manufacturer\'s representative (Mitel) for system support. Remove and place in stock any device no longer required by the user. Removed equipment shall be serviced before placing into stock. Devices may only be added to the telecommunications system after the type, location, and arrangement of the equipment and service have been approved by the Area Engineer. 

### **3.5.1.3** Cabling in use is multi‑conductor copper cable in thermoplastic insulation cover, and braided shielded thermoplastic covered conductors and optical fiber cable. All cabling shall be in raceway or cable trays. Cabling is distributed from the incoming cable distribution center to the switch gear and dedicated terminals. From the switch gear, the cabling is distributed to local distribution panels (LDP). Further distribution is made from the LDP to a service block (\"can\"). From the \"can\" to the device, local cabling is used. No change, addition or deletion of cabling in the main distribution system (service entrance to \"can\") may be made without approval of the Area Engineer. Install such cable as required by the users or the system, and from the \"can\" to the device, as approved by the Area Engineer. All telephone wiring and cable shall be run in plastic or metallic (wiremold or equal) raceway, conduits or power poles, partition conduits, etc.

## 3.5.2 Building Automation System

Adjust, calibrate, program and repair the Center's electronic building
automation and control system. This system, as defined in Exhibit 3.5.2,
includes the fire alarm, building access (key card) system, and building
security system. All maintenance, repair, programming, and calibration
of the BAS and peripheral or auxiliary devices, with exception to the
fire alarm system, shall be carried out by a qualified technician
trained in the operation, maintenance and adjustment of such equipment.
No repair or alteration of the equipment source code shall be performed
without the express authorization of the ACO and the NAA Engineer.
Cabling presently in use is American Wire Gauge (AWG) 18 cooper single,
multiple conductor and twisted pair impedance balanced conductors in
thermoplastic insulation cover. Various services have a braided shielded
cable covering. Fiber optic cabling shall be interference-isolated from
adjacent devices or cables. All optic cabling shall be in raceway or
cable trays. All cabling shall be marked to identify the service,
destination, function or origin of the service. Cable color code
conventions shall be followed. Cable and raceway route shall be made
parallel to building lines and be approved by the NAA Engineer before
installation. Copies of installation plans shall be maintained with
appropriate work order documentation

### **3.5.2.1** Monitor the system and components and perform maintenance and calibration required to maintain reliability and accuracy. Changes to the system shall be accomplished only after review and approval of the ACO and NAA Engineer. Maintain and update the system master records to reflect any changes to the system. Make backup copies of programming at each of the Central Processing Unit (CPU) and Metasys or equivalent programming points. Backup discs or tapes shall be stored at the main CPU location (Room 0016). First and second generation backup disks shall be stored in a location other than Room 0016, such as the electronics shop and/or the Project Manager's office. Deletions shall be completely removed to the control source and all programming revised. Reusable equipment shall be refurbished and placed in stock and properly inventoried only with the approval of the ACO. Additions approved by the NAA Engineer shall be properly recorded on building as-built documents and transmitted to the NAA Engineer for archival information update. All new equipment and connections shall be completely compatible with the existing equipment and be capable of accepting and transmitting information between the various operating components of the system, and input/output and controlled devices. Maintenance shall include, but not limited to:

-   Filter changes in the CPU and field units

-   Equipment wipe down and cleaning

-   Confirmation of point and transmitter continuity/accuracy

## 3.5.3 Voice Mail System

Adjust, program, maintain and repair the Center's voice mail system and
its database, manufactured by Active Voice. This includes:

-   Add, delete and/or modify customer files

-   Maintain system message groups for proper operation

-   Complete monthly backup of database and messages

-   Install special routing instructions

-   Quarterly update of voice mail subscribers

-   Conduct annual voice mail computer system backup

-   Maintain phone line connections to system

## 3.5.4 Satellite Dish System

Maintain operational services for the Galaxy 9 Satellite which includes
updating the satellite receiver/check system in May and November of each
year and the renewal of annual subscription satellite services for CNN,
ESPN, and CNN Headline News.

## 3.5.5 Voice Amplification and Public Address Systems

Repair as needed and maintain in good working order the voice
amplification and public address systems. The voice amplification
system, located in the auditorium, is locally controlled and equipped
with teleconference capabilities. The public address system consists of
a central, emergency, and fire system public address system. Test
monthly, perform troubleshooting, and repair these systems as necessary.
New outlets/speakers shall be placed in spaces that are unable to hear
general announcements. Cable and raceway shall be installed as required.

## 3.5.6 Radio Systems

Repair and maintain in good working order the radio/electronics
equipment as follows:

-   Base Station

-   Remote Console

-   Two‑way Radios

-   Pagers

-   Battery Chargers

-   Two‑way Radio/Telephones

## 3.5.7 Electronic Door Sensor

Repair and maintain electronic door entrance located in the chemical
wing. Annual maintenance includes partial disassembly to clean,
lubricate, inspect, and perform returning and adjustment for proper
operation.

## 3.5.8 Building Access and Security System

Repair as needed and maintain in good working order the building
security and access system. The system is computer-based central access
control with a 24 entry latches and interior doors equipped with
electrical controls to unlatch the door based on the appropriate
electronic signal. The systems consists of a Central CPU with
interpretive data, distributed card readers, security shunt devices and
intrusion detection devices. The present system is manufactured by
Northern Computer**.**

## 3.5.9 Closed Circuit Television System

Repair and maintain a Diginet closed circuit television system located
in room 0016. Routine services require DVD operations are verified
monthly to assure proper operation and playback. Preventive maintenance,
to be performed semiannually for the cameras includes cleaning of lenses
and glass and verify the proper operation of heaters and compartment
fans.

## 3.5.10 Office Laser Jet Printers are to be Repaired as Required.

There are approximately 200 printers to be maintained.

## 3.5.11 Audio/Visual

Setup and maintain sound, video, and projection equipment for meetings,
seminars, and special events, and when requested, provide an operator.
Ready to be put into operation for seminars and special events with 1
day\'s notice. Equipment shall be maintained so to put into operation
for seminars and special events with 1 day=s notice. This equipment
includes, but is not limited to, slides, movies, overhead projectors,
microphones, amplifiers, tapes, televisions and VCR**/**DVD recorders.
Provide instructions to personnel for use and operation of audio/visual
equipment when requested. Such instructions should include all modes of
operation of equipment and possible steps to take in emergency
situations or if problems should arise.

### **3.5.11.1 Facility/equipment usage.** Maintain a system of control for the loan of portable audio/visual equipment that Center personnel may use on a temporary basis. Instruction on use and operation of such equipment shall also be provided. Loaned equipment should be checked out for proper operation before and after each use to insure proper operation.

### **3.5.11.2 Audio/visual tape** **or DVD.** Provide duplicated copy service as needed.

## 3.5.12 Maintenance and Repair of Scientific Equipment

Troubleshoot, calibrate, repair, and maintain scientific equipment. All
safety requirements shall be observed when working in laboratories and
other restricted areas. Maintenance and repair services shall not
interfere with research activities or laboratory operations. Equipment
shall not be removed from its location without the approval of the
requestor. If it is determined the equipment is not serviceable, the
requestor shall be notified with recommended solutions. Acquisition of
new parts or equipment shall be approved by the ACO. The types of
equipment covered could include but not limited to:

-   Spectrophotometers

-   Meters

-   Dataloggers

-   Oscilloscopes

-   Chromatographs

-   Amino acid analyzers

## 3.5.13 Fire Alarm System

Operate and maintain a Class A fire alarm system networked through the
multiplexed central annunciator system and networked with the central
Building Automation System. The system consists of, but not limited to:

-   A mix of addressable and conventional devices (pullstations/heat
    detectors/smoke detectors)

-   Siemens MXL main panel in room 0014 main building with( 4) fiber
    interconnects to MXL panels in outbuildings with( 2) annucators(1)
    at the front desk and (1) located in the guard s station.

-   Pyrotronics system 3 panel linked to Siemens MXL main panel located
    in room 0014.

-   Electronic offsite annuciator for alerting offsite subcontracted
    monitoring.

**3.5.14 Fire Suppression Systems**

> Establish a schedule and perform the inspection and preventive
> maintenance of all fire suppression equipment and systems which
> include: fire extinguishers (hand type Class A, B, C and D), automated
> CO2 systems water sprinklers, etc. These systems shall be maintained
> for use at all times in accordance with NFPA and OSHA regulations.
> Conduct an annual inspection of these systems and equipment and
> furnish a report to the QAS with a copy to the Center Safety Officer
> by June 30 of each year. This report shall indicate the number of
> units on hand, number of units inspection, type of inspection
> performed, maintenance required and number of units replaced. All fire
> suppression equipment and systems shall be included in the Preventive
> Maintenance Program.
>
> **Exhibit 3.5.1**

**Telecommunication System**

> The telecommunication system is a multi‑tasking digital system with
> voice and data capabilities. The system consists of, but is not
> limited to, the following:
>
> º Central computerized electronic switch with redundant operating
> plane.
>
> º Central uninterruptable AC UPS power supply
>
> º Modem remote maintenance connections
>
> º Two unit digital communication modem pools
>
> º Data communications network (32 data‑capable voice data handsets)
>
> º Central control VS220 work station
>
> º Cable distribution system
>
> º Main and distributed distribution and connection panels
>
> º Handset connection outlets and cabling
>
> º Single‑line and multiple‑line handsets
>
> º Data transmission handsets and PC data transmission units
>
> [NOTE]{.underline}: The Federal Telecommunications System (FTS2000)
> consists of a CPU and T1 switch with a maintenance modem connected to
> the Center Switch. The Contractor shall provide interface with the
> representative who is responsible for the operation and maintenance of
> the FTS2000 system under contract with the General Services
> Administration (GSA). The Area Property Management Office is the
> Government contact for FTS2000 and Verizon for interface issues.

**Exhibit 3.5.2**

**Building Automation System**

> The Center is operated by the action and interaction of a combination
> of control systems. One portion of the Center\'s operation controls is
> the Building Automation System (BAS). The BAS is a melding of a number
> of generational developments. The BAS consists of:
>
> 1\. Electronic field panel measurement and central electronic controls
> by Siemens.
>
> 2\. Distributed digital electronic measurement and controls networked
> with the central electronic control by Siemens.
>
> 7\. Unitary mini‑ and micro‑computer controls on a distributed bus
> system networked with the central electronic controls by Siemens.
>
> 8\. Central fire and security systems networked with the central
> control.

**Building System Equipment**

> The system includes, but is not limited to, the following equipment:
>
> Room 0014/0016 Main Control Center Siemens BAS with Johnson Control
> interface.
>
> º Output Printer
>
> º Deionized water alarm
>
> º BAS Monitoring Interface
>
> º MXL Fire Alarm Panel
>
> º Security System i.e., CCTV System & DVD Recorder with Various
> Cameras throughout the Campus
>
> º Card Access System Computer.
>
> º Central Telephone System
>
> º Voice Mail System
>
> º Center Badge Processing Equipment

# 3.6 Plumbing and Pipefitting Services

Monitor, replace, modify, adjust, and repair all plumbing, piping, steam
and water distribution systems and equipment in accordance with
equipment specifications, manufacturers\' instructions, Federal, state,
and local codes and regulations, and the Uniform Plumbing Code.
Responsibility for the water supply and sewer piping starts at the main
connections to the City water and sewer located at the property lines of
the Center. Repairs and adjustments are required to correct observed or
reported deficiencies. Piping services shall run parallel to building
lines with proper plumb and pitch. Pipe leaks are to be repaired or
replaced within 72 hours of discovery. If plumbing service is to be
interrupted, Center personnel shall be notified at least 5 work days in
advance. In the event repairs on equipment cannot be performed, the ACO
shall be notified in writing of the problem with recommended solutions
by close of business on the next work day.

Plumbing and pipefitting work includes but not limited to:

-   Water mains and distribution systems

-   Drain lines including glass piping.

-   Steam distribution and return lines, including regulating devices

-   Natural gas distribution and fuel oil distribution lines, systems,
    and associated components

-   Water distribution and sewage collection systems

-   Plumbing fixtures and equipment

-   Fire hydrants and building fire protection systems

-   Underground sanitary and storm sewer lines

-   Compressed air lines

-   Compressed gas lines

-   Liquid nitrogen lines

-   Installation of new water lines

-   Installation of new pumps and related equipment

-   Laboratory equipment

-   All pipe insulation

**3.6.1**. Equipment and System Maintenance requirements includes
monitor, repair, replace, maintain, test, modify, and adjust all
plumbing equipment, fixtures, piping and systems for the following
equipment but not limited to:

-   Stills

-   Demineralizers

-   Vacuum pumps (facilities related)

-   Air compressors (facilities related)

-   Water closets, urinals, lavatories, personnel showers, etc.

-   Safety showers and eye wash stations

-   Sinks, including stone sinks and plastic sinks for laboratory use

-   Service to outlet valves for various gases

-   Faucets and other fixtures

-   Dealkylizers, softeners, pumps, valves, traps, regulators, and
    pressure reducing stations

Repair and maintenance activities include, but are not limited to:

-   Inspecting equipment, systems, and piping to ensure proper operation
    and prevention of leaks

-   Lubricating plumbing‑related machinery and equipment

-   Insulating new plumbing lines and reinsulating repaired piping
    systems

-   Unclogging drains and sewage lines

-   Adjusting or repairing leaking joints, faucets, pipes, etc.

-   Repairing pumps and valves

-   Replacing seals and couplings

-   Resetting loose commodes and sinks; unclogging, repairing, and
    replacing commodes and sinks

-   Installing, connecting and/or replacing steam, gas, and water lines
    to laboratory equipment

-   Cleaning storm sewers and catch basins

-   Maintaining and repairing plumbing waste lines and valves

-   Cutting or drilling holes and openings in walls and floors to set
    sleeves, thimbles or inserts to provide passage and support for pipe
    and fittings

-   Checking meters and gauges, replacing when necessary

-   Painting replaced piping services to ensure color consistency and
    proper coding/identification

-   Replacing valve seats and washers

## 3.6.2 Insulation

Install insulation on piping and equipment whenever repairs or new
installations are made. Insulation and method of installation shall be
in accordance with OSHA standards. Insulation value shall be at least
equal to the material removed or as noted on drawings. Alternative
insulation selected shall be appropriate for the conditions, shall
reduce heat transfer to the maximum degree feasible, and shall be
approved by the Area Engineer prior to installation. Insulation shall be
color coded by banding or painting the insulation and stenciled as to
service and flow direction.

## 3.6.3 Deionized, Demineralized and RO Water Systems

Maintain and repair deionized, demineralized, and RO water systems which
includes changing filter banks, cartridges, and sanitizing systems as
required. Maintain the monitoring system to ensure adequate water
supplies. The pH, conductivity, and water quality shall be monitored
daily and deficiencies in the water quality shall be reported to the
research leaders, ACO and Area Engineer within 2 hours of the time the
deficiency is noted or reported. The central water systems are monitored
at the treatment station**s.** Repairs and adjustments as required are
to be corrected once observed or when deficiencies are reported. If
service is to be interrupted, Center personnel shall be notified at
least 5 work days in advance via the E-mail system and shutdowns are to
be posted in writing on the designated bulletin boards. Notification
must also be accomplished through the public address system. In the
event repairs to these systems cannot be performed the ACO shall be
notified in writing of the problem with recommended solutions by close
of business on the next work day.

## 3.6.4 Maintenance and Repair of Steam and Water Distribution Systems

Maintain, test, modify, adjust and repair all steam and water
distribution systems to correct observed or reported deficiencies which
may include:

-   Insulating all lines in accordance with OSHA regulations

-   Installing and connecting air, natural, or manufactured gas, sewage
    lines and water fixtures, such as hydrants, water lines and mains,
    and water softening and demineralizing equipment

-   Measuring, cutting, and threading pipe and assembling pipe sections

-   Excavating and repairing underground water, storm, sewer and
    sanitary sewer lines

-   Repairing and replacing steam condensate lines and equipment

-   Cutting and welding medium and high pressure system lines

-   Replacing worn belts and hoses

-   Regenerating various water systems

## 3.6.5 Pipe Identification

All piping shall be color coded and identified to indicate the service
and direction of flow by stencil or tags. Each valve shall be tagged as
to the service and be given an identifying number. Valve charts shall be
provided for all new work and be maintained. Access to these records
shall be provided to the ACO, Area Engineer, and other designated
personnel immediately upon request.

## 3.6.6 Preventive Maintenance

Alarms and controls involving the piping systems are tested regularly
and deficiencies are corrected within 24 hours of discovery. Typical
systems with critical alarms are deionized and RO water quality and
supply, fire sprinkler system flow and readiness alarms.

# 3.7 Heating, Ventilation, Air Conditioning

Heating, ventilation, and air conditioning require constant and
continuous services to maintain an acceptable temperature, humidity, and
pressure ranges as identified in Exhibit 3.7, and in accordance with
applicable Federal, state, and USDA requirements. Maintain all systems
to assure that airflows and pressure gradients are sustained and
continuous and comply with all Federal, Agency and Center regulations
and policies. Responsible for recognizing malfunctions in the HVAC
systems and equipment, troubleshooting the problems, and correcting them
before they adversely impact the operations of the facility. Service
requirements include but are not limited to:

-   Operating heating, cooling, and ventilating systems

-   Performing preventive maintenance and other scheduled inspections of
    heating, cooling, and ventilating systems

-   Maintaining and repairing heating, cooling, and ventilating
    equipment

-   Performing water tests

-   Treating water with chemical additives

## 3.7.1 Boilers and Chilled Water System

Install, maintain, modify, adjust, and repair to ensure continuous
service is provided 24 hours a day, 7 days a week. Steam pressures,
water temperatures and levels are to be maintained at all times, and all
piping, electrical and control systems are to be serviced and
maintained. Make all necessary repairs and adjustments to boiler and
chiller equipment to correct reported or identified deficiencies so to
maintain required operations. All repairs and adjustments shall be made
in accordance with equipment specifications and manufacturers\'
instructions. The ACO shall be notified of inability to perform repairs
on equipment by a written explanation of the problem and recommended
solutions by close of business the next work day. Standby/backup
equipment shall be available immediately for operation upon the
discovery of problems with the primary equipment. Typical maintenance
and repair tasks include, but are not limited to:

-   Recording systems operating conditions daily

-   Repairing and replacing components

-   Cleaning nozzles and oil filters

-   Repacking valves

-   Greasing and oiling motors and other equipment

-   Performing general housekeeping of equipment and spaces

-   Checking and maintaining motors

-   Checking and cleaning traps

-   Adjusting controls for safe and economic operation

### **3.7.1.1** Boiler plant operations are to be maintained by licensed operator/mechanics. The plant shall be staffed 24 hours a day 365 days a year. Steam generating equipment consists of three (3) automatic oil/gas fired boilers. Two (2) boilers are rated at a nominal 8,000 pounds per hour at 120 psig, and one (1) boiler rated at 8,000 pounds per hour at 120 psig. Plant capacity is 16,000 pounds per hour. The plant operates at high pressure (120 psi, +/‑ 5 psi) 24 hours a day 365 days a year. One boiler shall be in operation at all times to meet the services requirements of the Center. The second boiler shall be on standby as backup or to supplement when needed for additional steam generation or during periods of extreme cold. The third boiler shall be available for use as backup when the other two boilers malfunction or out of service for maintenance or repairs. Boiler plant controls are included in the components of the Building Automation System (BAS). Types of fuel used in the plant operations are natural gas from the local utility company, No. 6 low‑sulphur oil, and No. 2 heating oil. Activities required to operate and maintain all the boilers include, but are not limited to:

-   Blowing down boilers, deaerators, air tanks, and makeup water tanks

-   Testing boiler water chemistry for alkalinity, sulfide, calcium,
    hardness, pH, and total dissolved solids

-   Adding boiler water treatment chemicals

-   Monitoring fuel oil and water levels

-   Monitoring/maintaining boiler panels for proper operation

-   Monitoring/maintaining feed water pumps, sump pumps, and condensate
    return pumps

-   Maintaining water softeners and tanks

-   Regenerating water softeners

-   Monitoring/maintaining safety valves, pressure controls, low gas
    pressure cutoffs, low oil pressure interlocks, and boiler controls

-   Visually inspecting the cooling tower at least twice daily when
    operating

-   Maintaining logs of boiler plant operating characteristics daily

-   Recording daily fuel readings and water usage

### **3.7.1.2** Auxiliary steam generation plant at Building 3 consists of an oil‑fired boiler and is to be operated and maintained to service satellite buildings and their functions. The electric‑fired steam generation plant in Room 0207 and the clean steam, steam‑fired generators in the first floor mezzanine area in Building 4 provides services to the Engineering Science Research Unit (ESRU). The Contractor is NOT responsible for this equipment, except for pressure vessel inspection and the piping system to the main valves at the using equipment being served.

### **3.7.1.3** Chiller Plant Operations consists of a 500-ton and 300‑ton centrifugal water chillers and a nominal 290‑ton steam absorption-chilling unit. Plant capacity is 1090 tons, presently operating at 1,200 gpm at 10^o^F temperature rise; 42^o^F to 52^o^F. Fuel used for chilled water generation is electricity and low-pressure steam. The absorber, which is controlled by the Building Automation System (BAS), shall operate 24 hours a day, 7 days a week to ensure continuous service. Operation and maintenance activities include, but are not limited to:

-   Maintaining proper levels and quantities of makeup water and glycol
    (20% to 35% concentration).

-   Maintaining and adjusting unit generation load balances

-   Replacing air filters regularly

-   Inspecting and lubricating all fans, including cooling towers

-   Flushing and cleaning condensers, evaporator tubes and heat
    exchangers

-   Inspecting, testing, and maintaining pressure relief valves, control
    valves, filters, strainers, traps, air compressors, line regulators,
    gauges and pumps, etc.

-   Eddy current testing the tubes of units having removable headers and
    a capacity of 45 tons or more every 3 (three) years. More current
    test was completed in 2003.

-   Observing and recording data, and maintaining the operation and
    accuracy of meters, measuring and controlling devices to assure
    proper water control, levels, and chilled medium output.

## 3.7.2 Dedicated Cooling Units

There is (1) dedicated cooling unit: for Rooms 3208 and 3210 in Building
4, The unit consists of a primary and secondary or backup cooling unit
to maintain special environmental conditions at all times. The units for
Rooms 3208‑3210 are connected to the glycol system in Building 4. System
operations are 24 hours a day, 7 days a week.

## 3.7.3 Water Testing and Treatment

Monitor water conditions and provide treatments as needed. Perform daily
water quality tests of boiler water, cooling tower water, feed water,
condensate return, and water softeners. Provide a continuous supply of
treatment additives to maintain water quality for boiler and chiller
systems in accordance with equipment manufacturers specifications and
instructions. Comply with all environmental regulations as they pertain
to the use and maintenance of chemicals for these operations. The MSDS
sheets for all chemicals shall be obtained from the manufacturer and
maintained. Maintain records of daily and weekly water tests performed.
Interpret test results and apply the appropriate water treatment
required to bring the water tests within the specified ranges as
specified in the boiler operations manual.

## 3.7.4 Boiler and Other Pressure Vessel Inspections

Conduct and witness annual inspections of all boilers and pressure
vessels (fired and inferred) not later than December 1 in accordance
with the Commonwealth of Pennsylvania regulations and the American
Society of Mechanical Engineers (ASME) code for fired and inferred
pressure vessels by an independent licensed and certified inspector.
Pressure vessels with a rating of 15 psi or more, a tank size of 6
inches in diameter or more, regardless of size, and vessels with a
working pressure of 150 psi or more, regardless of size shall be
inspected. Document the results and provide this documentation and a
copy of the inspector's report to the ACO and the NAA Engineer within
five (5) working days after receipt of the inspector's report.

## 3.7.5 Fuel Oil

Establish and implement a schedule for inspecting and stocking all fuel
oil tanks and levels. Monitor and record fuel oil levels of bulk tanks
weekly to ensure that the supply does not fall below 25% of any tanks\'
capacity at any time. Measure the volume of fuel in the tanks by
\"sticking\" the tanks on a regular basis. When any of the tanks\'
levels reaches 25%, provide the Government Purchasing Agent with the
amount and type of fuel needed and the required delivery date in writing
not less than 48 clock hours notice of a requirement for fuel oil
purchases.

## 3.7.6 Ventilation Systems

Maintain, modify, adjust, and repair all ventilating systems and related
equipment in accordance with all applicable Federal, state, local and
Agency regulations, equipment specifications, and manufacturers\'
instructions. These systems, which are connected to the Building
Automation System, are used for maintaining the indoor air quality,
cooling, heating, and humidifying of various spaces, and evacuating or
exhausting spaces for maintenance of relative air and space pressures
and flows. Maintain all buildings at proper ventilation, air flow, and
temperature year round. Maintain operations and repair of equipment
shall include, but not be limited to:

-   Controls

-   Filters

-   Blowers, intakes/exhaust

-   Air supply units

-   Pumps

-   Heating/cooling coils

-   Dehumidifiers and humidifiers

-   Insulating ducts, pipes, and fittings for heat

-   Conservation

-   Steam distribution lines

-   Return condensate lines

-   Exhaust hood systems and associated air systems

Perform repairs and adjustments to correct observed or reported
deficiencies as scheduled. Repairs requiring the shutdown of a HVAC
system shall be approved by the ACO at least 5 working days in advance
of the shutdown. Notification to ERRC personnel of shutdowns are to be
accomplished via E-mail, posting notices on designated bulletin boards
and a voice announcement through the public address system. Response to
emergencies involving the HVAC systems shall occur within 15 minutes
after notification during duty hours and within 60 minutes during
non‑duty hours.

Maintenance tasks include, but are not limited to:

-   Performance testing and balancing

-   Changing filters

-   Adjusting air, heating, cooling, and humidifying controls, flows,
    and load balances

-   Maintaining and checking proper operation of seals, gauges,
    regulators, pumps, flow measuring and indication devices, cooling
    towers and related equipment

-   Testing and maintaining motors, drives, and fans

-   Adjusting and adding lubricants to bearings and motors, as needed

-   Repairing air handlers and systems and related equipment, such as
    pumps, blowers, fans, pulleys, belts, pneumatic and electrical
    controls, switches, relays, etc.

-   Adjusting drives and fan or blower speeds

-   Maintaining and replacing air and water filtration units

## 3.7.7 Heating and Air Conditioning Systems

Maintain, modify, adjust, balance and repair all heating and air
conditioning equipment in accordance with applicable Federal, state, and
local regulations, equipment specifications, and manufacturers\'
instructions to retain appropriate cooling, heating and humidification
of various spaces. Check and record daily various temperature and
humidity readings to document buildings are maintained at proper
temperatures year‑round and controlled environmental rooms are
maintained in accordance with the scientists\' specifications. Repairs
and adjustments to correct observed or reported deficiencies are to be
accomplished as scheduled. Repairs requiring the shutdown of a system
shall be approved by the ACO at least 5 working days in advance of the
shutdown. Notifications regarding shutdowns are to be sent to ERRC
personnel via E-mail, posted notices on designated bulletin boards and
voice announcements through the public address system. Emergency
responses involving these systems are to be accomplished within 15
minutes after notification during duty hours and within 60 minutes
during non‑duty hours. Operations, maintenance, and repair includes, but
not limited to, the following equipment:

-   Controlled temperature and/or humidity rooms

-   Air compressors

-   Air‑ or water‑cooled condensers

-   Packaged air conditioning units

-   Packaged heating units

-   Furnaces, space heaters, heating coils, etc.

-   Window air conditioning units

## 3.7.8 Logs and Records

Prepare and maintain logs and records necessary to manage the entire
HVAC system, utilizing the capabilities of the Building Automation
System. The following logs shall be maintained and available for review
and approval by the ACO and other designated Government personnel:

-   Fuel (oil and gas) consumption log

-   Electricity consumption log

-   Water consumption log

-   Chemical additives log

-   Boiler data log (from BAS)

-   Water treatment logs

-   Temperature and humidity profiles of controlled spaces (from BAS)

## 3.7.9 Building Automation System

The Center is operated by the action and interaction of a combination of
control systems. One portion of the Center's operation controls is the
Building Automation System (BAS). The BAS is a melding of a number of
generational Developments. The BAS consists of but is not limited to:

-   Basic room sensors, static pressure regulators, electrically
    operated valves, etc.

-   Basic single and two-pipe pneumatic controls

-   Advanced pneumatic controls, fluidic technology, etc.

-   Networked electronic and pneumatic points through the central
    control room 0014 with satellite stations at the MSB and service
    building

-   Electronic field panel measurement and central electronic controls

-   Distributed digital electronic measurement and controls networked
    with the central control

-   Unitary mini-and microcomputer controls on a distributed bus system
    networked with the central electronic controls

## 3.7.10 Preventive Maintenance Equipment Listing and Job Plans

See Appendix VII.

## 3.7.11 Building Automation System Equipment

See Exhibit 3.7.

**Exhibit 3.7**

**Building Automation Equipment**

> The system includes, but is not limited to the following equipment:
>
> Room 0014 Main Control Center Siemens Main Server interfaced with
> JC-85/40 and Metasys system.
>
> Output Printer
>
> BAS interface

  -------------- ------------------- -------------------------------------
  Area           210                 DSC Control Panel

  Room           0010                Pneumatic Control Panel

  Room           0021                Pneumatic Control Panel

  Room           0026                Pneumatic Control Panel

  Area           0224                Pneumatic Control Panel

  Area           4209                Pneumatic Control Panel

  Area           4211                Pneumatic Control Panel

  Area           4212                Pneumatic Control Panel

  Area           6010                Pneumatic Control Panel

  Area           6314                Pneumatic Control Panel

  Area           6414                Pneumatic Control Panel

  BLDG 3         Rm 201              Pneumatic Control Panel

  BLDG 5         Rm 001              BAS Monitoring Interface
  -------------- ------------------- -------------------------------------

**Center Temperature Policies**

> [Heating Season Temperatures]{.underline}
>
> Not more than 70^o^F, plus or minus 2^o^F during the day and 55^o^F
> after normal work hours.
>
> [Cooling Season Temperatures]{.underline}
>
> Not less than 76^o^F, plus or minus 2^o^F.
>
> [Research Laboratories]{.underline}
>
> Shall be kept constant at 72^o^F, plus or minus 2^o^F, with a relative
> humidity of 45% to 65%, 24 hours a day, 365 days per year.
>
> [Processing Rooms]{.underline}
>
> Building 6 (2nd Floor) shall be kept at 50^o^F, plus or minus 2^o^F
> during processing. During nonprocessing, these areas shall be kept at
> 65^o^F, plus or minus 2^o^F.
>
> [Food Engineering Area, Diary Processing Area (Pilot Plant Wing) and
> Solvents]{.underline}
>
> [Processing Room 2226]{.underline}
>
> These areas require 100% fresh air and shall be kept at 72^o^F, plus
> or minus 2‑1/2^o^F during processing.
>
> [Storage and Unoccupied Areas/Spaces]{.underline}
>
> These areas shall be kept between 45^o^F and 90^o^
>
> [Special Environmental Areas]{.underline}
>
> Rooms 3208 ‑ 3210 (Bldg. 4) Low Temperature Room
>
> Rooms 6200 ‑ 6210 (Bldg. 6) Special Biological Rooms (BSL2)
>
> Room 2226 (Bldg. 4) Solvents Processing
>
> Rooms 2212 ‑ 2225 (Bldg. 4)
>
> Rooms 3212 ‑ 3225 (Bldg. 4) Food Engineering Labs
>
> Rooms 0218 ‑ 0230 (Bldg. 4) Dairy Processing Lab
>
> Rooms 0215 ‑ 0217 (Bldg. 4)
>
> Rooms 1215 ‑ 1217 (Bldg. 4) Bio‑Engineering Area (BSL2)
>
> Room 0217 (Bldg. 4) Pathogen Challenge Suite

# 3.8 Routine Refrigeration Services

Maintain and repair refrigeration equipment and systems including, but
not limited to:

-   Chillers

-   Compressors

-   Air and Water Coiled Condensers

-   Evaporators

-   Refrigerators and freezers

-   Air conditioning units, including split systems, window units, and
    commercial units

-   Drinking fountains

-   Ice‑making machines

-   Cold rooms

-   Controlled temperature rooms

## 3.8.1 Refrigeration Equipment

Maintain, adjust, balance, and repair all refrigeration equipment in
accordance with applicable Federal, state, and local guidelines,
equipment specifications, manufacturers\' instructions, and the
preventive maintenance schedule. Respond to emergencies involving
building refrigeration systems, walk‑in freezers and cold rooms,
incubators, deep freezers, and all other equipment that might jeopardize
ongoing research work within 15 minutes after notification during duty
hours and within 60 minutes during non‑duty hours. Locate and diagnose
malfunctions, and make repairs and adjustments to correct observed or
reported deficiencies. Repairs requiring shutdown of any system shall be
approved by the ACO at least 48 hours in advance of planned work. In the
event of inability to perform timely repairs on equipment items, provide
a written explanation of the problem and recommended solutions to the
ACO by close of business the next work day. Routine maintenance
includes, but is not limited to:

-   Inspecting equipment to ensure proper operations

-   Lubricating motors and fans

-   Cleaning and wiping equipment and components such as sight glasses
    and gauges

-   Maintaining appropriate oil and refrigerant levels and recording the
    amounts of additions

-   Testing controls

-   Checking for leaks and making appropriate repairs

-   Repairing motors, fans, compressors, belts, pulleys, relays,
    switches, condensers, controls, evaporators, thermostats, valves,
    etc.

## 3.8.2 Minor Installations and Modifications

Contractor is responsible for minor installations of new, replacement,
or moved refrigeration equipment. Ensure that the installation is done
correctly and the equipment is functioning properly.

## 3.8.3 Maintenance of Environmental Rooms

Maintain the environmental rooms listed in Exhibit 3.8.3. Develop,
maintain and monitor a system to add or delete an environmental room
during the term of this contract. The number and location of units may
increase or decrease as research program requirements warrant.

## 3.8.4 Service and Preventive Maintenance

Include all refrigeration equipment and systems in the preventive
maintenance program and schedules. Develop and implement a leak
detection plan in compliance with all applicable regulations for all
liquid and gaseous materials in use to prevent environmental
contamination. Refrigerant handling shall be carried out by qualified
mechanics so not to cause the release of any gaseous refrigerant or
similar material to the atmosphere. Recycling/reclaimant equipment shall
be utilized and recycling and/or disposal plans shall be implemented.
Properly dispose of any liquid materials, refrigerants, cooling agents,
oils, etc. in accordance with current OSHA, EPA, USDA, and local
regulations.

## 3.8.5 Maintenance and Repair of Scientific Equipment

Install, maintain, modify, adjust, and/or repair scientific equipment in
accordance with manufacturers\' specifications, and Federal, state, and
local regulations. Equipment repairs shall not interfere with laboratory
operations and all safety precautions shall be observed when working in
laboratories or other restricted areas. Equipment shall not be removed
from its location unless approved by the scientific requestor and ACO.
If the equipment is not serviceable, provide the ACO a written
explanation of the problem and recommended solutions by close of
business the next work day. Such equipment could include, but is not
limited to:

-   Incubators

-   Shakers

-   Water baths

-   Refrigerators, freezers (specialty)

-   Special controlled temperature rooms (excluding those in Exhibit
    3.1.9)

-   Growth chambers

-   Environmental chambers

**Exhibit 3.8.3**

**COLD BOX REPORT**

NAME: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ DATE:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

  ------------ ---------- --------- --------- --------- ------------- ------- -------
  LOCATION     TEMP       READING   READING   READING   RESPONSIBLE   PHONE   HOME
                          #1        #2        #3        SCIENTIST     EXT     PHONE

  Time                                                                        

  3107-Cold    38-42                                                          
  Room                                                                        

  MSB Vista A  5C-11C                                                         

  MSB Vista B  40F-45F                                                        

  MSB 227A     1C-7C                                                          

  MSB 228A     4C-10C                                                         

  MSB Mush.    Variable                                                       
  Box 1        (Off)                                                          

  MSB Mush.    Variable                                                       
  Box 2        (Off)                                                          

  MSB 231D     Out of                                                         
               Service                                                        

  MSB 227B     Out of                                                         
               Service                                                        

  0129A Growth Variable                                                       

  0129B Growth Variable                                                       

  Path 1       35-39C                                                         

  Path 2       8-12C                                                          

  Path 3       10-20F                                                         

  Path 4       37-40F                                                         

  0213A        -24C to                                                        
               -16C                                                           

  0213B        -24C to                                                        
               16C                                                            

  0213C        1C-7C                                                          

  0213D        38F                                                            

  0213E        0F1                                                            

  1207         1C-7C                                                          

  2121A        1C-7C                                                          

  2121B        33C-40C                                                        
  ------------ ---------- --------- --------- --------- ------------- ------- -------

# 4.0 General Maintenance

Performance of services, as defined in the specific requirements,
includes grounds maintenance, pest control, general moving, and
housekeeping services. Government Furnished Equipment/Material for all
services is listed in Attachment IX.

## 4.1 Grounds Maintenance Services

Submit a Grounds Maintenance Plan and Schedule to the ACO for approval
within 30 days after contract award and update it by November 1 of each
succeeding year. The information furnished shall include: fertilizer
application plan, weed control plan and schedule, trimming and pruning
schedule, seasonal planting plan, and snow and ice removal plans.

## 4.1.1 Lawn Care

There are 16 acres of grounds to be maintained.

### **4.1.1.1 Mowing, trimming and edging.** Mow, trim, and edge all lawns to maintain the grass at least 1‑1/2 inches but no greater than 3 inches in height. Wind rows caused by improper mowing shall be recut. Debris, including grass clippings, shall be removed from the facility or properly composted. Grass clippings shall be removed from all walkways concurrently with mowing and trimming. Handwork, including trimming around buildings, trees, shrubs, parking signs, fire hydrants, and other obstructions, is considered part of the mowing task and shall be performed concurrently with mowing. Grass or other vegetation encroaching on hedge rows or flower beds shall be neatly cut and removed in such a manner as to leave a well‑defined edge between the lawn area and the hedge rows or flower beds.

### **4.1.1.2 Weed control.** Chemicals used for weed control for all grounds must comply with state and EPA regulations. Application of such chemicals shall be in accordance with the manufacturer\'s recommendations and applicable regulations. All MSDS sheets for these chemicals shall be maintained.

### **4.1.1.3 Seeding.** Seed or recondition the lawns, when required for uniform growth of grass. The current mixture of grass seed used is 50% Kentucky Blue, 30% Penn. Lawn Fescue, and 20% Manhattan.

### **4.1.1.4 Fertilizing.** Conduct a soil test each year to determine the need for fertilizing the grounds. The test results will determine the type of fertilizer, the application rate, area to be fertilized, the approximate date of application and quality control procedures to be used. Fertilizer currently used for the lawn is 10‑6‑4, slow release granular organic. Any and all fertilizers proposed for use must be approved before application by the Center's Safety Officer to assure the fertilizer will not harm or interfere with the research work at the facility. This approval does not constitute agreement that the fertilizer is the most suitable for the conditions.

## 4.1.2 Plant, Scrub and Tree Maintenance

Plant, weed, trim, prune, water, mulch, and fertilize flower beds,
shrubs, and trees to obtain shape, size, and growth characteristics that
meet professional standards. Trimming and pruning shall be accomplished
regularly and in accordance with standard horticultural practices. Care
shall be exercised not to damage any existing vegetation or structures.
All clippings and debris are to be collected and removed from the
facility or properly composted. The maintenance area consists of 20,000
square feet.

## 4.1.3 Removal of Stumps, Excess Vegetation, Leaves & Trash

Remove all unwanted and inappropriate vegetation, wood, trash and debris
from the grounds giving special attention to areas of high sensitivity
and visibility. Remove all leaves and excess vegetation from the
grounds, including lawns, parking areas, culverts, and rain gutters.
Leaves shall be removed as they accumulate, and not less than weekly
during the fall season**.** This material shall be composted**.**
Maintain the compost area by keeping the area free of debris to provide
easy access to the area. All composted materials are to be placed in
flower beds annually. Arrange for trash, paper, wood refuse, etc.,
(which may include branches and leaves) to be removed from the grounds
and buildings for disposal according to local regulations. Remove trees
and tree stumps as required. Stumps shall be ground down to a minimum of
12 inches below the existing grade level. All resulting debris shall be
removed and the affected area graded and seeded/sodded to match the
surrounding area. All areas near intakes for air handlers shall be
cleaned monthly except during the fall leaf season and then they shall
be cleaned weekly.

## 4.1.4 Disease and Insect Protection

Provide services to preventing disease and insect infestation of the
vegetation at the facility. Identify the problem and recommend a
solution to the QAS, and when necessary request the services or advice
of USDA Extension agents or other recognized experts. A copy of the
expert recommendation shall accompany any reports or requests for
approval. Dispose of disease and insect‑infested vegetation off‑site and
in accordance with state and local regulations. Maintain a record of
chemicals (with MSDS sheets) used. Suitable disease preventive(s) and/or
insecticide(s) shall be applied to the vegetation as necessary to
maintain acceptable conditions. Prior to any chemical application, each
such preventive application and insecticide application shall be
reviewed by the Safety Office for concurrence.

## 4.1.5 Storm Damage

Inspect the grounds for storm damage on the first work day after each
major storm. The results of these inspections shall be documented in
incident reports. Tree branches that have been damaged and/or pose a
safety hazard will be removed and properly disposed of immediately. All
roadways and walkways shall be cleared immediately of any obstructions,
such as tree limbs and other debris. Damage to lawns, bushes, trees and
flower beds shall be reported to the ACO and repaired in accordance with
the applicable sections noted throughout section 4.1.

## 4.1.6 Picnic Tables

Shall be set up during the period of April through November and cleaned
weekly. Trash cans in the area of the picnic tables shall be emptied
weekly. From December through March, picnic tables are to be stored in
the Vehicle Storage Building, 2nd floor.

## 4.1.7 Snow and Ice Removal

Install blunt-end resilient curb and culvert markers at appropriate
spots before the first snow fall. Each marker shall be removed in the
spring. Ensure no damage is done to existing roadways, curbs and
equipment during snow and ice removal. Fire hydrants, oil fill valve
stations and culverts must remain accessibility after plowing the area.
Special care must be taken not to dump snow on the fuel oil inlet, or in
such locations which will impede Government operations or the removal of
succeeding snowfalls. There are 16,322 square yards of roadway and
parking areas and 888 square yards of walkways to be maintained.

### **4.1.7.1 Removal.** Remove snow and ice from walkways, entrances, parking lots, and roadways so that these areas are clean and safe for pedestrian and vehicular traffic at the start, during, and at the end of the facility\'s workday. Snow removal on facility roadways shall start automatically when the snow level reaches two (2) inches in depth. All snow shall be removed from roadways, walks, etc., regardless of depth at the end of a snow. Snow removal is to be initiated within two (2) hours after automatic response requirements are met or notification by the ACO or other authorized Government representative.

### **4.1.7.2 Deicing.** Spread sand and/or salt or other deicing materials on walkways, around entrances, and on parking lots and roadways during snow and/or icy conditions as soon as these conditions develop during working and nonworking hours. Deicing material shall not damage vegetation or other surfaces such as concrete, tile, etc.

### **4.1.7.3 Priority of snow clearing and deicing.** Snow clearing shall proceed according to the following priorities:

-   Main Building - Front Entrance. Remove snow/ice from all sidewalks,
    front and lower steps, and walkways. Avoid excess salt around the
    holly trees.

-   Main Building - All Rear Entrances. Remove all snow/ice from the
    sidewalk, crosswalks, and entranceway.

-   Out Buildings - Remove snow/ice around the HazOps, LRB, MPL, MSB,
    and boiler house including steps from the parking lot.

-   Roadways/Parking lots - Remove snow/ice from all roadways and
    parking areas.

# 4.2 Pest Control Services

Provide pest control services for entry prevention and eradication of
mice, rats, and vermin, eradication of roaches and treatment and
eradication of termites. Federally approved pesticides or other
non‑pesticide methods that are proven to be effective for the specific
coverage shall be used. A list of proposed pesticides for use shall be
reviewed for concurrence by the Center's safety office prior to
beginning any work. Pest control services are to be performed so as to
cause the least practical disturbances to Government employees,
activities, and research. Emergency pest control situations shall be
responded to within 8 hours of notification. Precautions are to be taken
to prevent injury to humans, domestic animals, and property as a result
of treatment. All work shall be performed in accordance with Federal,
State, and local regulations, using procedures recommended by the
National Pest Control Association. Special care is to be used when
applying liquid insecticides on asphalt, mastic, or linoleum surface
areas and premises shall be cleaned following productive treatment.
Pesticides shall not stain or discolor walls, ceilings, floor coverings,
or baseboards. Maintain MSDS information for any and all chemicals used
to perform the services in this section. Maintain a continuing program
of inspection and treatment to prevent infestations of pests. Whenever
conditions conducive to breeding or harborage of pests are noted, a
report noting such conditions and the recommended correction action
shall be submitted to the QAS for concurrence.

## 4.2.1 Pest Control Preventive Maintenance

Provide a schedule of pest and insect control for both exterior and
interior of the buildings within 30 days after contract award and
updated by November 1 annually.

# 4.3 Routine Moving Services

Move furniture, equipment, and supplies among rooms, buildings, and to
and from the loading dock as required. All such activity shall be
coordinated with the ACO, QAS, Property Specialist**,** and Area
Engineer.

**4.3.1 Modernization**

Relocation of scientific staff and equipment will be conducted annually
as each phase of the Center's modernization program is renovated. Moving
plans and schedules, which shall include relocation of operational
utilities to support both scientists and equipment, are to be submitted
to the Area Engineer and ACO 30 days prior to the relocation date
established by the ACO. All debris and dirt associated with the
performance of these duties shall be removed from the site.

## 4.3.2 Disposal of Excess Property

Disposal services shall be coordinated with the Center's Property
Officer, except for receipt of equipment and materials from commercial
sources which will be handled in accordance with the requirements
outlined in the Shipping and Receiving section of this PBWS. Removal
services will be required for donated excess property within the local
Philadelphia and suburban areas.

## 4.3.3 Rigging

Rigging of sensitive equipment and heavy (over 1,000 pounds) or large
(over 7\'‑0\" high by 5\'‑6\" wide by 10\'‑0\" long) shall be
accomplished by a qualified commercial source to rig into place, off
load vehicles or transport such equipment among rooms, buildings, from
or to the loading dock or to remote locations. ACO approval is required
before scheduling work. These services will be viewed as additional work
and will be negotiated when a request is received for action.

## 4.3.4 Government furnished equipment is noted in Attachment IX.

# 4.4 Janitorial/Housekeeping Services

Remove soil from all surfaces including, but not limited to, floors,
carpets, stairs, walls, wall hangings, windows, furniture, fixtures,
doors, equipment and lamps, and trash removal. Work shall be performed
in compliance with applicable Federal, State and local safety
regulations, and at a minimum, in the frequencies noted in the Matrix of
Services, Exhibit 4.4. Services will be performed during the hours of
7:00 a.m. to 4:30 p.m., Monday through Friday, except Federal holidays
and other days designated by Federal Statue, Executive Order, or
Presidential Proclamation. Submit a janitorial work management plan to
the ACO 30 days after contract award, and annually by October 10. This
plan will show completion of services performed by building/area, day,
AM/PM shift and frequency as noted in Exhibit 4.4.

## 4.4.1 Trash Removal

All waste baskets (550 each), and other trash containers shall be
emptied and returned to their original location. Boxes, cans and papers
placed near a trash receptacle and marked trash shall be removed. Soiled
or torn plastic trash receptacle liners in such receptacles shall be
replaced. Ashes and debris removed from cigarette butt receptacles shall
be placed in a nonflammable container. All trash collected shall be
deposited in outside trash containers and not stored within any building
at the end of the shift in which it was collected. The trash shall be
deposited in the nearest outside trash collection point. All sanitary
napkin disposal containers (estimated 12 containers), shall be
maintained in a manner that leaves a pleasant odor and at a minimum,
shall be emptied each day without exception. The containers shall be
cleaned, sprayed with a disinfectant spray and replace the receptacle
plastic liner. Waste collection containers shall be thoroughly cleaned
every two months.

### **4.4.1.1 Recycling.** The following waste paper products are to be separated from other paper products for recycling: bond paper, copier paper, tablet paper, envelopes, newspapers, books and magazines. Light bulbs, scrap metal, aluminum cans, printer cartridges, and packing material are recycled materials.

### **4.4.1.2 Biological waste containers.** Remove hazardous waste, carcasses, etc., and place into the designated area on a daily basis. Pickup areas are various locations in the main building and Mechanical Service Building. Annual biological waste removal is approximately 49,000 lbs.

### **4.4.1.3** Ashtrays, smoking stands and sand urns. Nine receptacles shall be cleaned daily. Sand urns shall have the sand changed monthly with commercially available play sand quality.

## 4.4.2 Carpet Vacuuming

There are 41,000 square feet of carpets and rugs to be vacuumed.
Carpeted floors shall be free of all visible litter and soil. Any spots
shall be removed as soon as noticed using an approved cleaning solution.

**4.4.3** Floor areas (89,000 square feet) which include hallways and
stair wells, shall be swept and mopped. All floors shall be clean and
free of dirt streaks, no dirt shall be left in corners, behind
radiators, under furniture, behind doors, on stair landings, or treads.
No dirt or trash shall remain on sidewalks, entrances, garages, or other
assigned areas.

**4.4.4 Floor mat cleaning.** Carpet type entrance mats shall be
vacuumed to remove soil, grit, and to restore resiliency of the carpet
pile. Floor under the mat shall be cleaned as specified in Section
4.10.3, Class D Floor Refinishing, before mats are returned to normal
location. A total of 13 mats are located at all exterior entrance doors
with corridors located:

-   Rear Chemical Wing basement door

-   Front Administrative Wing basement door

-   Corridor door at Room 0211

-   Front Lobby inside entrance door

-   Stair Tower Entrances at Rooms 0111, 0213 and 0231

**4.4.5 Dusting.** Remove all dirt and dust without streaks, smudges,
damage and/or discoloration of finished surfaces and materials.

### **4.4.5.1 Low dusting.** Low dusting of all rooms is the removal of all dust, lint, litter and dry soil on horizontal and vertical surfaces, such as radiators, desks, file cabinets, glass table tops, brass fixtures, office door panels, louvers, doorways, phone booths, fire extinguishers, sills and window blinds below a 7 feet level. Do not disturb papers, books, and other materials located on desks, tables, cabinets or files. Do not disturb scientific equipment. After low dusting, all dust, lint, litter, and dry soil shall be removed from the horizontal surfaces of desks, chairs, file cabinets, and either type of office furniture and equipment, and from horizontal ledges, window sills, hand rails, etc., to a line of 7 feet floor level. There shall be no dust streaks or marks left by dusting tools.

### **4.4.5.2 High dusting.** High dusting of all rooms shall be performed in accordance with the Matrix of Services, Exhibit 4.4. High dusting is the removal of all dust, lint, litter and dry soil from all surfaces above 7 feet from the floor level. It includes but not limited to ledges, shelves, grilles, registers, stairways, and window blinds. Debris and dirt loosened by high dusting shall not fall onto research equipment, research samples, computers, or other laboratory and/or office equipment. After completion, all floor surfaces shall be cleaned according to guidelines noted in section 4.4.10. There shall be no dust streaks or marks left by dusting tools.

## 4.4.6 Drinking Fountains

Clean and disinfect all porcelain and polished metal surfaces, including
the orifices and drain for 25 units. All surfaces must be free of
streaks, stains, spots, smudges, scale and other obvious soil. Exterior
side surfaces shall be clear of dust, dirt and water spots.

## 4.4.7 Chalkboards and White Boards

Clean, remove all writing, dust, streaks, marks, chalk dust, and smudges
from the tray for the 10 boards located throughout the facility. Erasers
shall be cleaned when they no longer remove markings from the boards.
Boards marked Do Not Erase shall not be cleaned.

## 4.4.8 Spot Cleaning

The Contractor shall remove smudges, fingerprints, marks, streaks etc.,
from washable surfaces of walls, partitions, doors, and fixtures. The
surface must be maintained to have an clean, uniform appearance free of
streaks, spots, and other evidence of removed soil. Spot cleaning shall
be as noted in the Matrix of Services, Exhibit 4.4

## 4.4.9 Restroom Cleaning/Disinfecting

Twenty three (23**)** restrooms, located throughout the facility, shall
be cleaned and disinfected in accordance with the frequencies noted in
the Matrix of Services, Exhibit 4.4. All showers, wash basins,
partition, walls, mirrors, lights, flush handles, faucets, metal
fixtures and plumbing units shall be cleaned so all surfaces are free
from streaks, stains, scale, scrum, urine deposits, rust stains and
pungent odors.

### **4.4.9.1 Restroom stock supplies.** Maintain stock at all times of toilet tissue, paper hand towels, seat covers, liquid hand soap and facial tissues in all restrooms.

## 4.4.10 Floor Refinishing

All floors accessible to floor machines shall be refinished. This
includes dry buffing, spray buffing, stripping and waxing according to
the following schedule and standards. Floor refinishing shall leave a
uniform, glossy appearance, free of scuff marks, heel marks and other
stains and discolorations. All floor maintenance solutions shall be
removed from baseboards, furniture, trash receptacles, etc. All office
furniture or other items moved for floor refinishing shall be replaced
in the proper position. Floor covering in rooms 0020, 0022 and 0024 are
excluded from this work. Rooms 2112 through 2130 shall be cleaned and
sealed only.

### **4.4.10.1 Class B refinishing.** Applies to all floors, except those noted in Section 4.4.10, and shall be performed every 6 months. Schedule for this work is to be submitted annually by October 10 to the ACO and show the area, and specific day work is to be started and completed.

### **4.4.10.2 Class C refinishing.** Consists of sweeping and damp mopping all floor areas, except those noted in Section 4.4.10, patching the scuffed damaged sealer and wax finish of all worn areas or where the tile has been replaced. Work shall be carried out on a monthly basis except during the period when B refinishing is done in that specific area. Class C refinishing shall be performed within 1 week if a deficiency is noted.

### **4.4.10.3 Class D refinishing.** Performed weekly, applies to the floor coverings in the cafeteria, all corridors, stairs and stairwells of Buildings 4 and 6. Consist of sweeping all floors of loose dirt with a treated mop, and damp mopping with a solution of liquid detergent. Areas shall be spray buffed with floor finish which is to be applied so no buildup occurs in non-traffic areas.

## 4.4.11 Internal Window Cleaning

Perform these tasks annually in May during normal working hours. Window
surfaces identified as plastic shall be cleaned differently from glass
to avoid scratching. Window sills, frames, and casings shall be
protected from damage and free of spots, streaks, or runs.

## 4.4.12 Special Cleaning Areas

This includes polishing brass, cleaning windows, removing mud or water
from the floors, polishing display cases, changing/cleaning linens,
cleaning/sanitizing water closet, lavatory and table services in the
following areas:

-   Lobby

-   Conference Rooms 1025, 2006, 2008, 3008

-   Auditorium (Rooms 3012 to 3022 (even numbers)

-   Center Directors Office Rooms 1032 to 1036 (even numbers)

-   Area Directors Office Rooms 2032 to 2036(even numbers)

-   First Aid Room (Room 1029)

## 4.4.13 Pilot Plant Cleaning

Basement: Floor sweeping at a minimum of once per week in the common
area from elevator to double doors, corridor from double doors to roll
up door, and egress areas into stair tower.

-   First Floor: weekly corridor, lab and office cleaning.

-   Second Floor: restrooms (2) cleaned daily, sweep and mop once a week
    in common area (red brick) from elevator to double door.

-   Third Floor: sweep and mop once a week common area (red brick) from
    elevator to double doors.

-   Trash shall be emptied 3X per week

## 4.4.14 Miscellaneous Responsibilities

Custodial duties may differ from those regularly scheduled. Such duties
could include cleaning up storm damage, setting up the Lobby or
conference rooms for special functions and conference based on
requesters instructions, and clean up before and after events and return
room to its original configuration. When these situations occur, regular
scheduled work will not be performed.

## 4.4.15 Cleaning Supplies and Materials Storage

Areas designated for storage of janitorial supplies and equipment shall
be kept clean and odor free.

## 4.4.16 Equipment and Tool Standards

All equipment must be suitable to the surfaces to which applied. All
cleaning products must meet the requirements established by Federal
specifications. All materials used shall be \"without ammonia\" to avoid
the release of fumes in or adjacent to any laboratory as this could
affect research. Equipment and tools must meet the following standard
requirements:

-   Beater bar vacuums

-   Bumpers and guards to prevent marking of surfaces

-   Electrical equipment meet OSHA safety standards and be UL approved.

## 4.4.17 Government Furnished Equipment/Material is noted in Attachment IX.

Exhibit 4.4

<table>
<colgroup>
<col style="width: 21%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
<col style="width: 2%" />
</colgroup>
<thead>
<tr class="header">
<th><p>BiM - BiMonthly 6 - Months</p>
<p>2 - 2 × per week SP - Special</p>
<p>3 - 3 x per week Y - Yearly</p>
<p>4 - 4 × per week M - Monthly</p>
<p>D - Daily W - Weekly</p>
<p>R - When Requested</p></th>
<th rowspan="2"><blockquote>
<p><strong>Trash</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Vac./Clean Spots</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Sweep</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Wet Mop</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Mats</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Floor Refinish “B”</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Floor Refinish “C”</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Floor Refinish “D”</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>High Speed Buff</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Dusting High</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Dusting Low</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Glass</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Spot Clean</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Water Fountains</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Windows</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Chalkboards</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Whiteboards</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Fixtures</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Showers</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Sinks</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Brass</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Clean Tables</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Change Linens</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Carpet Cleaning</strong></p>
</blockquote></th>
<th rowspan="2"><blockquote>
<p><strong>Walls</strong></p>
</blockquote></th>
<th rowspan="2"></th>
<th rowspan="2"></th>
<th rowspan="2"></th>
<th rowspan="2"></th>
</tr>
<tr class="odd">
<th><strong>Janitorial Matrix</strong></th>
</tr>
</thead>
<tbody>
<tr class="odd">
<td>Lobby</td>
<td>D</td>
<td>D</td>
<td>D</td>
<td>W</td>
<td>3</td>
<td>6</td>
<td>M</td>
<td>W</td>
<td>M</td>
<td>M</td>
<td>M</td>
<td>W</td>
<td>D</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="even">
<td>Wells Reading Room</td>
<td>D</td>
<td>D</td>
<td>D</td>
<td>W</td>
<td></td>
<td>6</td>
<td>M</td>
<td>W</td>
<td>M</td>
<td>M</td>
<td>M</td>
<td>W</td>
<td>D</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>W</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td>Library</td>
<td>3</td>
<td>W</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>M</td>
<td>M</td>
<td>M</td>
<td>D</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>W</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="even">
<td>Center Director Suite</td>
<td>D</td>
<td>D</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>M</td>
<td>M</td>
<td>W</td>
<td>D</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td>Area Director Suite</td>
<td>D</td>
<td>D</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>M</td>
<td>M</td>
<td>W</td>
<td>D</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="even">
<td>First Aid Room</td>
<td>D</td>
<td></td>
<td>D</td>
<td>D</td>
<td></td>
<td>6</td>
<td>M</td>
<td>W</td>
<td></td>
<td>M</td>
<td>M</td>
<td></td>
<td>D</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td>D</td>
<td></td>
<td>D</td>
<td></td>
<td></td>
<td>W</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td>Conference Rooms</td>
<td>3</td>
<td>W</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>M</td>
<td>M</td>
<td></td>
<td>D</td>
<td></td>
<td>Y</td>
<td>W</td>
<td>W</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="even">
<td>Auditorium</td>
<td>3</td>
<td>W</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>M</td>
<td>M</td>
<td></td>
<td>D</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td>Entrance Ways</td>
<td>3</td>
<td></td>
<td>3</td>
<td>W</td>
<td>3</td>
<td>6</td>
<td>M</td>
<td>W</td>
<td>M</td>
<td>M</td>
<td>M</td>
<td>W</td>
<td>D</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="even">
<td>Cafeteria</td>
<td>D</td>
<td></td>
<td>D</td>
<td>W</td>
<td></td>
<td>6</td>
<td>M</td>
<td>W</td>
<td></td>
<td>M</td>
<td>M</td>
<td></td>
<td>D</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>D</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td>Smoking Room</td>
<td>D</td>
<td></td>
<td>W</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>M</td>
<td>M</td>
<td></td>
<td>W</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>D</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="even">
<td>Fitness Center</td>
<td>3</td>
<td>W</td>
<td>W</td>
<td>W</td>
<td>W</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>M</td>
<td>M</td>
<td>M</td>
<td>W</td>
<td>W</td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td>Hallways</td>
<td>3</td>
<td>W</td>
<td>3</td>
<td>W</td>
<td>3</td>
<td>6</td>
<td>M</td>
<td>W</td>
<td>M</td>
<td>M</td>
<td>M</td>
<td></td>
<td>D</td>
<td>3</td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>M</td>
<td></td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="even">
<td>Restrooms</td>
<td>3</td>
<td></td>
<td>D</td>
<td>3</td>
<td></td>
<td>6</td>
<td>M</td>
<td>W</td>
<td></td>
<td>M</td>
<td>M</td>
<td>W</td>
<td>D</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td>D</td>
<td>W</td>
<td>D</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td>Men's Locker/Shower</td>
<td>3</td>
<td></td>
<td>D</td>
<td>W</td>
<td>W</td>
<td>6</td>
<td>M</td>
<td>W</td>
<td></td>
<td>M</td>
<td>M</td>
<td>M</td>
<td>D</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td>W</td>
<td>D</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="even">
<td>Women's Locker/Shower</td>
<td>3</td>
<td></td>
<td>D</td>
<td>W</td>
<td>W</td>
<td>6</td>
<td>M</td>
<td>W</td>
<td></td>
<td>M</td>
<td>M</td>
<td>W</td>
<td>D</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td>D</td>
<td>W</td>
<td>D</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td>Laboratories</td>
<td>3</td>
<td></td>
<td>W</td>
<td>W</td>
<td></td>
<td>6</td>
<td>M</td>
<td>W</td>
<td></td>
<td>M</td>
<td>M</td>
<td></td>
<td>W</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="even">
<td>Stairwells</td>
<td></td>
<td></td>
<td>W</td>
<td>W</td>
<td></td>
<td>6</td>
<td>M</td>
<td>W</td>
<td></td>
<td>M</td>
<td>M</td>
<td></td>
<td>W</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td>Elevators</td>
<td></td>
<td></td>
<td>W</td>
<td>W</td>
<td></td>
<td>6</td>
<td>M</td>
<td>W</td>
<td></td>
<td>M</td>
<td>M</td>
<td></td>
<td>W</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="even">
<td>Attic</td>
<td>M</td>
<td></td>
<td>M</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td>Offices</td>
<td>3</td>
<td>W</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>M</td>
<td>M</td>
<td>M</td>
<td>W</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="even">
<td>Out Building Restrooms (except 2<sup>nd</sup> Fl. MSB)</td>
<td>W</td>
<td></td>
<td>W</td>
<td>W</td>
<td></td>
<td>6</td>
<td>M</td>
<td>W</td>
<td></td>
<td>M</td>
<td>M</td>
<td>W</td>
<td>W</td>
<td>W</td>
<td>Y</td>
<td></td>
<td></td>
<td>W</td>
<td></td>
<td>W</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td>Loading Dock</td>
<td>W</td>
<td></td>
<td>W</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="even">
<td>MSB Lab. Food Safety</td>
<td></td>
<td></td>
<td>BiM</td>
<td>BiM</td>
<td>W</td>
<td>R</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td>Bio Waste Pickup</td>
<td>D</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="even">
<td>Pilot Plant (PP) Aisles</td>
<td></td>
<td></td>
<td>W</td>
<td>W</td>
<td>3</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td>PP Railings &amp; Doors</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>6</td>
<td></td>
<td>Y</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="even">
<td><p>2<sup>nd</sup> Floor MSB Restrooms</p>
<p>(Tuesday and Friday)</p></td>
<td>2</td>
<td></td>
<td>2</td>
<td>2</td>
<td></td>
<td>6</td>
<td>M</td>
<td>W</td>
<td></td>
<td></td>
<td></td>
<td>2</td>
<td>2</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>2</td>
<td>2</td>
<td>2</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td>MSB Offices Food Safety</td>
<td>2</td>
<td>W</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>M</td>
<td>M</td>
<td>M</td>
<td>2</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="even">
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="even">
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
</tbody>
</table>

# 5.0 Administrative Support Service Management

Responsible for the efficient operation of administrative services as
defined in the specific requirements for word processing, photography,
receptionist, mail services, duplication/facsimile requirements,
chemical, office support storeroom, shipping, receiving, vehicle
dispatching, maintenance, snack room vending machines, and miscellaneous
support activities.

## 5.1 Word Processing

Typing support by providing standardization of formats for material,
text editing, and efficient word processing services. Responsible for
the setup, operations, and formatting of all word processing equipment
to produce error free documents in accordance with the requirements set
forth in ARS Directives 261.2 (ARS Correspondence Manual) and 431.3
(Position Classification ‑ Research Position Evaluation System), and ARS
and ERRC policies. Produce original documents from both draft or final
form, as requested, from such material as handwritten and typewritten
papers, a combination of handwritten/typewritten papers, floppy disks,
CD's, zip disks, and/or transmissions via E-mail. Documents shall be
printed on various types of paper (i.e., letterhead, plain bond, colored
bond paper, etc.) and forms (i.e., AD‑838 ‑‑ USDA Purchase Order).
Revise, correct, and update existing documents previously recorded on
the word processing system. Produce documents in accordance with
manuscript and scientific journal requirements and procedures and
individual instructions given on the requestor's work order request to
indicate the proper journal, RPES Case Writeup, Book Chapters, CRIS
Project Plan and CRIS Prospectus as well as special projects, i.e.
Center Director's UNJR. Scan approximately 125 reprints per year and
convert to PDF files. Conferring and consulting with requestors whenever
questions arise on special applications, requirements that are not
clear, or requestors\' instructions that do not comply with journals'
specifications or ARS Directives, etc. is required. Estimated number of
documents edited, scanned, formatted, or typed per year is 450;
estimated number of pages per year is 9,300.

## 5.1.1 Archives

Duplicate and retain an archival copy of all work produced. A system
shall be maintained to catalog all archival material for future
reference. No documents shall be deleted from the system without the
approval of the author of the document.

## 5.1.2 Word Processing Scheduling

Backlog of work shall be monitored. Notify the ACO of the potential need
for special effort when backlog is over 2 weeks aged. This notification
is critical during the peak word processing season which occurs during
the 3rd quarter of each year. The requestor shall mutually agree to
changes to requested deliver date for completion when problems arise
with work, such as the time the work was received, length of time needed
to complete, and unusual or critical deadlines.

### **5.1.2.1** Turnaround timeframes for document completion.

[Manuscripts:]{.underline} 1 to 5 pages -- 1 - 2 work days

> 6 to 25 pages -- 2 - 3 work days
>
> 26 pages and greater -- 3 - 4 work days, unless otherwise agreed to by
> the requestor.

[Revisions:]{.underline} Minor Revisions \-- 1-2 working day

> Moderate Revisions \-- 2-3 working days
>
> Major Revisions \-- 3-4 working days

[Definition of Types of Revisions]{.underline}

Minor Revisions: simple revisions/changes; additions, deletions,
transposition of characters, words, sentences, and/or paragraphs.

Moderate Revisions: additions, deletions, extensive moving,
repagination.

Major Revisions: Additional inputting/typing of new material or complex
changes to the document, including multilevel equations and tables.

## 5.1.3 Editing

All documents shall be checked for completeness of all work and ensure
that current copy is used for all revisions. All work shall be reviewed
for conformance/compliance with required specifications, text content,
spelling, punctuation, grammar, typographical errors, and general
appearance, including layout of tables and equations. Proofreading and
formatting turnaround time is 1 - 4 days.

## 5.1.4 Scanning

Documents (reprints, etc.) are submitted in printed or typewritten form.
Document pages are scanned as images, modified by removing small
sections and adding page numbers, and saved. Images are pasted into MS
Word and converted to PDF files with Adobe Acrobat. Optical character
recognition software is used to scan the page images to text files;
these text files for reprints are not proofread or corrected. There are
approximately 125 reprints per year and scientific and administrative
work on an as needed basis. Scanning turnaround time is 2-4 days.

## 5.1.5 Reporting Requirements

Provide a written report log of all tasks performed on a weekly basis to
the QAS. This report shall contain at a minimum the name of the
requestor, type of document, date received, requested completion date,
actual date completed, and number of pages typed. A consolidated or
summary report of this data shall be contained in the Contractor\'s
quarterly report.

## 5.1.6 Government Furnished Equipment/Material is noted in Attachment IX.

# 5.2 Photography Services

Scientific experimental results are to be translated into accurate
photographic records using various types of cameras, film, digital
disks, lighting, and darkroom equipment; selection of proper materials
needed to complete the job; and produce clear and legible slides, gels,
glossy and digitized computer prints and digitized images for Web pages.
Work must be completed within 10 work days from date of receipt and 3
work days before the date required for meetings and/or publication. No
slippage of completion dates will be acceptable, unless approved by the
requestor and the ACO. Coordinate all photography tasks to produce
effective results. Coordinate with Center's graphic office to meet
scheduled completion dates on joint projects. Produce and submit a
weekly workload report to the QAS that identifies workload, priorities,
and scheduled start and completion dates for all work.

## 5.2.1 Research Photography

Provide photographic services to record research work performed by
scientific, engineering, and support personnel at the Center. Items may
be perishable in nature and require a short response time. This work may
be accomplished in the photography laboratory or on location, and may be
used as prints for publications, slides, overheads for presentations,
and/or enlargements for poster sessions. These photographs may be black
and white or color taken by conventional, instant and/or digital
photographic equipment as appropriate. A photographic record of some
research work will necessitate a short turnaround time particularly
those experiments that are classified as perishable. Requesters will
provide advance notification when perishable items will be available for
photographing so services can be conducted before the research material
is spoiled. An estimated 3,500 photographs are taken annually.

## 5.2.2 Slides

Slides created in black and white or color shall be of appropriate
contrast for presentation in large auditoriums. The original of these
slides could be camera ready figures, tables, journals, and previously
recorded research photographs. Layout, format, and color utilized in the
development shall be coordinated with the requester. An estimated 2,100
slides are created annually.

## 5.2.3 Publicity Photographs

Provide photographic services to cover and record award ceremonies,
guest speakers, portraits, research seminars and activities by
digita**l** slide, photos, and/or video tapes. Advance notification by
ERRC or NAA personnel will be given so as not to adversely effect
routine services.

## 5.2.4 Employment Identification and Passport Photographs

Photographic services are required for identification badges of all new
employees of the Center, NAA Administrative Office, and designated
Center and/or NAA contractors, photos for replacement identification
badges and passport photos. ID badges will be processed for contractors
using the Avery Identification System. Photography sessions for
identification badges shall be coordinated with the ERRC/NAA Personnel
Office so it can be scheduled for the day new employees report to work.
NAA Engineering Office will assign construction contractors designated
to have photo identification badges prior to project work commencement.
Finger print impressions of new Federal employees are to be taken
concurrently with the identification photos. Requests for passport
photos shall be given priority to complete due to the potential impact
on a scientist\'s travel/research schedule. Issuing passports is not a
daily requirement.

## 5.2.5 Processing

Estimated annual negatives/prints processed is 300 each. Black and white
processing is done on site using Government‑furnished darkroom
facilities and equipment. Color processing is done off site by a
commercial firm as color processing equipment is not available from/at
ERRC.

## 5.2.6 Prints

Provide photographic services for glossy prints. This may include
publication requirements in a variety of sizes and layouts. Sometimes
special size reductions (2\" × 2\") and enlargements (20\" × 20\") are
necessary due to specific journal requirements. Enlargements are also to
be supplied for poster sessions and exhibits. Film positives are to be
prepared for 35mm slides and overhead projection.

## 5.2.7 Digitized Camera Photography

Furnish digital prints produced from Government furnished hardware and
software to digitally enhance photographs. Maintain all digitized
photographs on disk, and record and update a recorded index inventory
taken of all digitized prints quarterly. An estimated 3,500 digitized
photographs are processed annually.

## 5.2.8 Photographic Equipment

Maintain a system for control of portable photographic equipment that
Center personnel may use on a temporary loan. The log shall contain the
name of the requestor, unit the equipment is signed out to, the date the
equipment was lent out and returned, serial number of each piece of
equipment, and condition of equipment upon return. Immediately notify
the ACO if equipment is damaged.

## 5.2.9 Photographic Consultation Services

### **5.2.9.1 Photographic consultations.** Consult with scientists who record routine data by their own photographic systems and identify optimizing conditions necessary for filming data.

### **5.2.9.2 Design and layout consultations.** Prepare more useful and understandable photographic layouts to optimize output for the Center\'s scientific, engineering, and support personnel.

### **5.2.9.3 Design and preparations guidance.** Recommend the design and preparation of data for use in publications, presentations, posters, patents, displays, and exhibits, as requested.

### **5.2.9.4 Display material.** Recommend the selection of visual materials and the preparation of sketches and selected photographs for effective use as exhibits, displays, and brochures with emphasis on layout, artwork, lettering, and mounting, as requested.

### **5.2.9.5 Poster presentation.** Recommend the layout, lettering, sizing, and mounting of figures, text, and photographs enlarged for use in technical poster presentation. Legibility, neatness, color selection, and visual effectiveness are critical. Posters of annual Center events are maintained in the lobby and updated monthly. Approximately 50 requests for photography mounted are initiated annually.

## 5.2.10 Text Preparation

### **5.2.10.1 Specialized typing.** Provide specialized typing for technical presentations for photos, slides, glossies, etc. produced in house. This includes, but is not limited to, sequences, flowcharts, chemical formulas and structures, extensive tabular material, often including a combination of several types of materials on one typed sheet, extensive use of Greek and mathematical symbols or super and subscript numbers and letters. Work is done from either rough draft or handwritten copy. Adherence to size specifications is critical.

### **5.2.10.2 Slide material preparation.** Provide slide material copy for slides produced in house. Material must be composed and laid out for camera‑ready reproduction with emphasis on style and size of lettering, technical proportion, accuracy, legibility, and completeness. Use of Greek and mathematical symbols may be also included in preparation. Capability of variable vertical and horizontal line spacing is critical to the nature of this work.

### **5.2.10.3 Photographic support functions.** Provide typing or related services/method to be done as support for photographic function to include large letter size typing capability for displays, label signs, name tags, etc. Typing of narratives for flyers, brochures, reports, memos, and overhead transparencies will be required using above methods with Government‑furnished equipment.

## 5.2.11 Photographic File

Maintain a system to catalogue all new material for future reference.
This file shall include, but not be limited to, prints, negatives,
digitized enhancements, slides, equipment instructions, and log books
cross‑referencing photographic materials. All existing files and
catalogues are to be maintained.

## 5.2.12 Government Furnished Equipment. Appendix VIII.

# 5.3 Reception and Switchboard Services

Maintain reception and telephone switchboard services at the Lobby
entrance area between the hours of 7:30 a.m. and 4 p.m**.,** Monday
through Friday, except Federal holidays and any other day designated by
Federal statute, Executive Order, Presidential Proclamation, or early
dismissal by the Office of Personnel Management or the ERRC Center
Director. Personnel performing this function shall be able to read,
write, speak, and understand the English language so to greet and assist
the general public in a courteous and pleasant manner, and maintain
poise and self‑control under normal and occasionally stressful
situations.

## 5.3.1 Reception Services

Operate and enforce a system of personnel identification and control by
staffing the station at the main entrance lobby area. Greet all visitors
and contact the proper party to meet the visitor(s**).** Require each
visitor to register information into the Avery Identification System and
issue a photo identification badge to all visitors**,** provide
instructions on the display of the visitor\'s badge, verify visitors are
met by their party before passing through the interior lobby doors. When
directed by the ACO, briefcases, boxes, shopping bags, etc. may be
inspected before removed from or taken into the ERRC facility. Verify
persons removing Government property/equipment from the facility are in
receipt of a properly signed property pass. Be familiar with laboratory
scheduled activities, such as scheduled training courses, special
meetings, conferences, etc., to inform persons with inquiries regarding
same as to scheduled times, dates, etc. The Contractor will be notified
by the various designated ERRC and/or NAA officials of these activities,
as well as scheduled visits of persons from industry, other Federal
agencies, State, and local governments. Services are required to cover
after‑hour conferences, meetings, etc.

### **5.3.1.1 Secured access.** Unauthorized/unescorted personnel shall not be allowed access to the building. Alert the appropriate Government officials as noted in the Facility Self Protection Plan in the event of situations or occurrences, such as internal disorder, attempts to commit espionage, sabotage, or other criminal acts adversely affecting the security and/or safety of the Government and Contractor employees, property, and the general public lawfully in the building or on the grounds. Insure unauthorized persons are not permitted entry into building without proper clearance. Incidents of unauthorized entry should be reported immediately to the Project Manager.

### **5.3.1.2 Emergencies.** Notify the Incident Response Team and/or appropriate agency, such as the fire, ambulance, and/or police department, as the situation may warrant as directed in the Facility Self Protection Plan. Immediately notify the ACO or other designated official in the event of an emergency or unusual occurrence adversely affecting the interest of the Government. Be familiar with all areas of the building and surrounding grounds to assure quick response to emergency calls.

## 5.3.2 Telephone Switchboard Services

The Government furnished equipment for performance of this service is a
PC‑driven, electronic switchboard manufactured by Mitel. Answer all
incoming calls within 10 (ten) seconds of ringing and connect the caller
with the requested party. Notify the caller if party is unavailable. Be
familiar with laboratory programs and personnel to answer telephone
inquiries from the general public and to offer assistance to persons
requiring or requesting information. Receive, secure, and turn over to
appropriate persons, official mail, messages, and/or telegrams received.
Receive, log, and make telephone calls in connection with the duties and
responsibilities of the assignment. Arrange for overseas calls and/or
conference calls as required.

## 5.3.3 Express Mail

Prepare express mail shipment documents and small packages using vendor
furnished hardware and software to prepare package labeling, and for
tracking shipment costs and delivery status.

## 5.3.4 Lost and Found

Notify of lost items founds via the Center's E-mail system. Secure
articles until they can be turned over to the proper owner.

**5.3.5** Type Government purchase orders using Government furnished
hardware and software in accordance with established Government
procedures and time frames. Approximately 180 purchase orders are
prepared annually.

## 5.3.6 Required Instruction and Training

Training shall include: orientation on ERRC\'s research programs, its
organization and tenants; employee and public relations with general
orientation on professional dress code, conduct, and attitude on and
toward the job; authority of the individual performing security services
and functions at the Lobby location such as building entry and exit
policies; and operation of the switchboard and other equipment located
at the station.

## 5.3.7 Government furnished equipment is noted in Appendix VIII.

# 5.4 Mail Services

The contractor shall provide mail services for ERRC and the North
Atlantic Area Administrative Offices located at ERRC include receiving
and sorting mail delivered from the U.S. Post Office at Philadelphia
(Market East Station) PA each day. Two pickups and two deliveries of
mail to the Center Director\'s office, NAA Administrative Offices and
the Research Leaders\' suites in the Administration Wing shall be
performed daily. Coordinate with the U. S. Post Office for pickup and
delivery of mail, once in the morning and once in the afternoon. Mail
for personnel whose offices are not in the Administration Wing shall be
sorted and posted in the mail room. Center and Area organizational
structures are given in Paragraph 5.4 so mail is routed effectively.
Maintained and update this information to show individual changes such
as new employees and relocation of employees.

## 5.4.1 Mail Classification and Handling

Typical mail includes, but is not limited to, internal agency mail and
distribution, postal service first‑class, priority, second‑class,
third‑class, fourth‑class (includes library or book rates), nonprofit,
and bulk.

-   [Outgoing]{.underline}. The Contractor shall sort mail into proper
    classes, weighing, and applying appropriate metered mail postage
    according to postal procedures and regulations. Put in proper sacks.
    Wrap and box documents and mail as needed. Tag mail sacks per postal
    regulations. Maintain an inventory of special handling postal
    mailing containers and labels. An estimated 9,500 pieces of mail are
    metered and mailed.

-   [Incoming package sort]{.underline}. The Contractor shall mark
    packages, boxes, and oversized items for individuals by building and
    room numbers. Mail addressed only to the Center or Area without a
    sufficient address to determine proper delivery shall be forwarded
    [unopened]{.underline} to the ACO for redirection.

-   [Over Night Mail/Packages]{.underline}. The Contractor shall
    immediately notify the addressee by telephone when a package or
    letter is received from Federal Express, DHL, or other overnight
    carrier. If the addressee is not available, the addressee\'s
    Research Leader\'s secretary or Area Administrative Office Section
    Head shall be notified. If the addressee does not pick up the
    package within 2 hours of notification, the Contractor shall deliver
    it to the addressee. No package shall remain undelivered for more
    than 2 hours.

## 5.4.2 Handling of Special USPS Mail

The Contractor shall maintain a daily log of incoming registered,
certified, insured, express, and special delivery mail. Obtain the
appropriate signatures for postal receipts. Prepare outgoing registered,
certified, express, customs documents following proper postal
regulations and forms. A daily log of outgoing registered, certified,
insured, express, and special delivery mail shall be maintained.

## 5.4.3 Metered Mail Procedures

Approximate yearly postage is \$7,000. Quarterly, the Contractor shall
set meters which are done at the time of postage purchase at the USPS
Glenside Office. The postage meter shall be kept locked when not in use
and the key maintained in a locked/secure place. Spoiled meter stamps
and tapes should be used on other large mailings. If necessary, a second
meter tape can be printed to total the required postage. Spoiled postage
must be used on the date shown on the meter stamp. Appropriate care
should be taken when metering and the USPS does not issue credits for
spoiled tapes.

## 5.4.4 Express Mail

All Express Mail sent by the Post Office shall be metered and the
\"customer\" copy of USPS Form shall be maintained in a file, unless
otherwise requested by the sender.

## 5.4.5 Preparation of Mail for Courier Service

Approximate yearly postage is \$30,000**.** The Contractor shall prepare
the appropriate forms/air bills for overnight delivery of packages. The
GSA schedule source contract will be used for delivery requiring
overnight service from ERRC and the NAA. Other overnight services not on
GSA schedule, such as USPS, Purolator, DHL, etc., may be used only in an
emergency. Forms/Air bills will be prepared with address, date,
description of contents, and accounting code of the sender.

## 5.4.6 Reporting

The Contractor shall track the number of items mailed and all mail costs
incurred by: ERRC, Office of the Area Director \[NAA**\],** and NAA Area
Administrative Offices. Costs and pieces of mail for each entity shall
be tallied at the end of each month and the results/totals included in
the Contractor\'s quarterly report.

## **5**.4.7 Government Furnished Property/Material

The Government shall furnish, without cost to the Contractor, the
following property and services:

-   Space now located in Room 0209 and equipment and supplies associated
    with the mail function. Space is subject to change at the
    convenience of the Government.

-   Postage, purchased from the U.S. Postal Service, used in applying
    metered postage to official mail.

-   Pitney Bowes Postage Machine

-   Government‑owned vehicle will be used when the pick up and delivery
    of mail to and from the U.S. Post office is required.

# 5.5 Duplicating/Facsimile Services

Services are required during normal work hours, Monday through Friday,
from 7:30 a.m. to 4:00 p.m., except Federal holidays and any other day
designated by Federal statute, Executive Order, Presidential
Proclamation, or early dismissal by the Office of Personnel Management
or the ERRC Center Director.

## 5.5.1. Duplicating

Services include collate, staple, and bind work as requested in the
number of copies as specified by the requestor. To gather historical
data a work request form will be developed for requesters to receive
these services. This form must include at a minimum the requestor\'s
name, date work was received, date work was completed, number of
document pages, number of copies requested/made, type of document, and
any special requirements (i.e., stapled, binding, single or
double‑sided, hole‑punched paper, etc.). Duplicating work shall be
returned, with the original document, to the requestor within 2 work
days after receipt of a work request, unless otherwise stated by the
requestor. The exception to this is a voluminous job which must be done
manually. The requestor shall be notified of the additional time needed.
Approximately 300,000 pages are copied annually.

The ERRC and NAA personnel perform approximately 75% of their own
duplicating except for complex, bulk copy work as noted below.

Jobs with more than 10 originals or jobs needing 5 or more sets.

-   Complex jobs involving more than five back‑to‑back originals
    requiring make‑ready copies.

-   Jobs of more than five originals in which some are of different
    sizes.

-   Jobs that require the insertion of separation sheets (such as
    section guides).

-   Binding jobs of more than one copy.

-   Manual collating jobs of material of different sizes.

Samples of jobs to be performed include, but are not limited to:

-   Contract solicitations (20 to 40 per year; 50 copies; 50 to 70
    pages, single‑sided)

-   Contracts (20 to 40 per year; 10 copies; 40 to 50 pages,
    single‑sided)

-   Notices to all employees with several attachments

-   Facilities Self‑Protection Plan

-   Manuals

-   Specifications

-   ERRC Telephone Directory

## 5.5.2 Setup and Maintenance of Duplicating Equipment

Setup, operate, and perform operator level maintenance of all
Government‑owned and ‑leased duplicating equipment. The duplicating
equipment currently onsite consists of various models and types, such as
Xerox, Konica, Canon, Sharp, and Panasonic. See Exhibit 5.5.2 for
current list of owned and leased equipment and its location. Trained
operators will function as key personnel for correcting malfunctions and
perform routine maintenance (i.e., correct paper jams, install toner and
developer, etc.).

## 5.5.3 Supplies and Materials

Supplies include dry ink, toner, developer, paper (white and colored),
heavy cover paper, transparencies, labels, and binding material, etc.
Maintain adequate supplies and materials for the main duplicating
equipment and the stations located throughout the Center. Stations
throughout the Center shall be checked daily and restocked to maintain
an adequate supply of copy paper. A log shall be kept to record usage.

## 5.5.4 Facsimile Operations

Responsible for the use, maintenance, and ordering of supplies for the
facsimile equipment identified in Exhibit 5.5.4. For the machine in room
0209 a log of all incoming and outgoing messages shall be maintained.
All incoming messages shall be delivered to the addressee or contact
person within 1 hour of receipt and place facsimile in receivers'
mailbox. An estimated 825 incoming messages are received. All outgoing
messages shall be processed within 1 hour of receipt. If unable to
process the message within 1 hour, the operator shall notify the
requestor of the delay or problem and request further instructions. All
outgoing messages must be confirmed by calling the confirmation number.
Facsimile original messages shall be noted that they have been sent, the
time sent, the operator\'s initials, and the name of the person who
confirmed receipt. This shall be returned to the sender. Approximately
300 messages are sent annually.

### **5.5.4.1 Facsimile maintenance.** Provide the maintenance and supplies for the facsimile equipment listed in Exhibit 5.5.4. Trained operators will act as the personnel for correcting malfunctions, perform routine maintenance (i.e., correct paper jams, install toner and developer, etc.), and maintain an appropriate amount of supplies at all facsimile stations. Perform adjustments and minor repairs to all facsimile equipment.

## 5.5.4.2. Government furnished equipment is noted in Appendix VIII.

**Exhibit 5.5.2**

Number range CHAPTER**COPIER INVENTORY**

+--------------+----+---+----------+---------------------+---+---------------+
| **Company**  | ** | * |          | **Serial No.**      |   | **Location**  |
|              | Qt | * |          |                     |   |               |
|              | y. | M |          |                     |   |               |
|              | ** | o |          |                     |   |               |
|              |    | d |          |                     |   |               |
|              |    | e |          |                     |   |               |
|              |    | l |          |                     |   |               |
|              |    | N |          |                     |   |               |
|              |    | o |          |                     |   |               |
|              |    | . |          |                     |   |               |
|              |    | * |          |                     |   |               |
|              |    | * |          |                     |   |               |
+==============+====+===+==========+=====================+===+===============+
| **Mita**     |    |   |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | K |          |                     |   | 0209          |
|              |    | M |          |                     |   |               |
|              |    | 5 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
|              |    | 3 |          |                     |   |               |
|              |    | 5 |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
| **Canon**    |    |   |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | N |          | NBX19149/ID #76257  |   | Library       |
|              |    | P |          |                     |   |               |
|              |    | 3 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
|              |    | 5 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | N |          | NBZ37908/ID #ZV273  |   | 2 FL/FT       |
|              |    | P |          |                     |   |               |
|              |    | 3 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
|              |    | 5 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | N |          | NAG13646/ID #P5387  |   | 3032 Tomasula |
|              |    | P |          |                     |   |               |
|              |    | 4 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
|              |    | 5 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | I |          | NNY13550/7C857      |   | 1032 Dr.      |
|              |    | R |          |                     |   | Cherry        |
|              |    | 3 |          |                     |   |               |
|              |    | 3 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
|              |    | S |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | G |          | NHX03311            |   | Library       |
|              |    | P |          |                     |   | (Wells)       |
|              |    | 3 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
|              |    | F |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | 3 |          | MPD00195/ID #9K195  |   | 2032 Martinez |
|              |    | 3 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
|              |    | G |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | 3 |          | MPD00205/ID #9K112  |   | 2028 Madden   |
|              |    | 3 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
|              |    | G |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | C |          | NQJ35179/ID #8F463  |   | 2004 McCullom |
|              |    | 3 |          |                     |   |               |
|              |    | 3 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
|              |    | S |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | P |          | ZTR28531            |   | MSB Cube      |
|              |    | C |          |                     |   |               |
|              |    | 1 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
|              |    | 8 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
|              |    | F |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | P |          | ZTC15531            |   | 1116          |
|              |    | C |          |                     |   |               |
|              |    | 7 |          |                     |   |               |
|              |    | 4 |          |                     |   |               |
|              |    | 5 |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | D |          | 2TF46173            |   | 1022          |
|              |    | 8 |          |                     |   |               |
|              |    | 6 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              |    | * |          |                     |   |               |
|              |    | * |          |                     |   |               |
|              |    | 3 |          |                     |   |               |
|              |    | Y |          |                     |   |               |
|              |    | e |          |                     |   |               |
|              |    | a |          |                     |   |               |
|              |    | r |          |                     |   |               |
|              |    | W |          |                     |   |               |
|              |    | a |          |                     |   |               |
|              |    | r |          |                     |   |               |
|              |    | r |          |                     |   |               |
|              |    | a |          |                     |   |               |
|              |    | n |          |                     |   |               |
|              |    | t |          |                     |   |               |
|              |    | y |          |                     |   |               |
|              |    | o |          |                     |   |               |
|              |    | n |          |                     |   |               |
|              |    | t |          |                     |   |               |
|              |    | h |          |                     |   |               |
|              |    | e |          |                     |   |               |
|              |    | D |          |                     |   |               |
|              |    | 8 |          |                     |   |               |
|              |    | 6 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
|              |    | * |          |                     |   |               |
|              |    | * |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | P |          | ZTF46177            |   | Boiler        |
|              |    | C |          |                     |   |               |
|              |    | 7 |          |                     |   |               |
|              |    | 9 |          |                     |   |               |
|              |    | 5 |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | P |          | ZTF56142            |   | 2FL/PP        |
|              |    | C |          |                     |   |               |
|              |    | 7 |          |                     |   |               |
|              |    | 9 |          |                     |   |               |
|              |    | 5 |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | P |          | ZTF50293            |   | 0101/         |
|              |    | C |          |                     |   |               |
|              |    | 7 |          |                     |   | Computer Room |
|              |    | 9 |          |                     |   |               |
|              |    | 5 |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              |    |   |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | P |          | ZTF54920            |   | 3209 N.       |
|              |    | C |          |                     |   | Parris        |
|              |    | 7 |          |                     |   |               |
|              |    | 9 |          |                     |   |               |
|              |    | 5 |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | P |          | TVH13883            |   | 0105          |
|              |    | C |          |                     |   | (Shipping)    |
|              |    | 9 |          |                     |   |               |
|              |    | 8 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | D |          | ZTS04606            |   | 3^rd^ FL/FT   |
|              |    | 6 |          |                     |   |               |
|              |    | 6 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | D |          | ZTS15337            |   | 0008          |
|              |    | 6 |          |                     |   |               |
|              |    | 6 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              |    | * |          |                     |   |               |
|              |    | * |          |                     |   |               |
|              |    | 3 |          |                     |   |               |
|              |    | Y |          |                     |   |               |
|              |    | e |          |                     |   |               |
|              |    | a |          |                     |   |               |
|              |    | r |          |                     |   |               |
|              |    | W |          |                     |   |               |
|              |    | a |          |                     |   |               |
|              |    | r |          |                     |   |               |
|              |    | r |          |                     |   |               |
|              |    | a |          |                     |   |               |
|              |    | n |          |                     |   |               |
|              |    | t |          |                     |   |               |
|              |    | y |          |                     |   |               |
|              |    | o |          |                     |   |               |
|              |    | n |          |                     |   |               |
|              |    | t |          |                     |   |               |
|              |    | h |          |                     |   |               |
|              |    | e |          |                     |   |               |
|              |    | D |          |                     |   |               |
|              |    | 6 |          |                     |   |               |
|              |    | 6 |          |                     |   |               |
|              |    | 0 |          |                     |   |               |
|              |    | * |          |                     |   |               |
|              |    | * |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
| **Konica**   |    |   |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | 3 |          | 25KE11285           |   | 1^st^ FL/FT   |
|              |    | 1 |          |                     |   |               |
|              |    | 3 |          |                     |   |               |
|              |    | 5 |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  | 2 |          | 35EW02256           |   | 2012 J.       |
|              |    | 2 |          |                     |   | Rogers        |
|              |    | 2 |          |                     |   |               |
|              |    | 3 |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  |   | 3135     | 25KE12687           | 2 |               |
|              |    |   |          |                     | 0 |               |
|              |    |   |          |                     | 2 |               |
|              |    |   |          |                     | 3 |               |
|              |    |   |          |                     | H |               |
|              |    |   |          |                     | e |               |
|              |    |   |          |                     | l |               |
|              |    |   |          |                     | e |               |
|              |    |   |          |                     | n |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  |   | 2223     | 35EW02449           | 2 |               |
|              |    |   |          |                     | 0 |               |
|              |    |   |          |                     | 2 |               |
|              |    |   |          |                     | 4 |               |
|              |    |   |          |                     | E |               |
|              |    |   |          |                     | i |               |
|              |    |   |          |                     | l |               |
|              |    |   |          |                     | e |               |
|              |    |   |          |                     | e |               |
|              |    |   |          |                     | n |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  |   | 2028     | 576216782/(ID       | 2 |               |
|              |    |   |          | #50405)             | 0 |               |
|              |    |   |          |                     | 1 |               |
|              |    |   |          |                     | 8 |               |
|              |    |   |          |                     | J |               |
|              |    |   |          |                     | o |               |
|              |    |   |          |                     | h |               |
|              |    |   |          |                     | n |               |
|              |    |   |          |                     | K |               |
|              |    |   |          |                     | e |               |
|              |    |   |          |                     | l |               |
|              |    |   |          |                     | l |               |
|              |    |   |          |                     | y |               |
+--------------+----+---+----------+---------------------+---+---------------+
| **Sharp**    |    |   |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  |   | SF2025   | 76605469/(ID #8469) | 2 |               |
|              |    |   |          |                     | 1 |               |
|              |    |   |          |                     | 1 |               |
|              |    |   |          |                     | 6 |               |
|              |    |   |          |                     | B |               |
|              |    |   |          |                     | h |               |
|              |    |   |          |                     | a |               |
|              |    |   |          |                     | d |               |
|              |    |   |          |                     | u |               |
|              |    |   |          |                     | r |               |
|              |    |   |          |                     | i |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  |   | D1866    | 96600948/ID #1866   | 3 |               |
|              |    |   |          |                     | 0 |               |
|              |    |   |          |                     | 0 |               |
|              |    |   |          |                     | 2 |               |
|              |    |   |          |                     | H |               |
|              |    |   |          |                     | i |               |
|              |    |   |          |                     | c |               |
|              |    |   |          |                     | k |               |
|              |    |   |          |                     | s |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  |   | AL1451   | 16737859            | M |               |
|              |    |   |          |                     | S |               |
|              |    |   |          |                     | B |               |
|              |    |   |          |                     | B |               |
|              |    |   |          |                     | o |               |
|              |    |   |          |                     | y |               |
|              |    |   |          |                     | d |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  |   | AL1551   | 35025607            | 1 |               |
|              |    |   |          |                     | 2 |               |
|              |    |   |          |                     | 1 |               |
|              |    |   |          |                     | 4 |               |
|              |    |   |          |                     | O |               |
|              |    |   |          |                     | n |               |
|              |    |   |          |                     | w |               |
|              |    |   |          |                     | u |               |
|              |    |   |          |                     | l |               |
|              |    |   |          |                     | a |               |
|              |    |   |          |                     | t |               |
|              |    |   |          |                     | a |               |
+--------------+----+---+----------+---------------------+---+---------------+
| *            | 1  |   |          |                     |   |               |
| *Panasonic** | 0/ |   |          |                     |   |               |
|              | 03 |   |          |                     |   |               |
|              | (W |   |          |                     |   |               |
|              | ar |   |          |                     |   |               |
|              | ra |   |          |                     |   |               |
|              | nt |   |          |                     |   |               |
|              | y) |   |          |                     |   |               |
+--------------+----+---+----------+---------------------+---+---------------+
|              | 1  |   | DP6010   | GCG2KNOO151/ID      | 1 |               |
|              |    |   |          | #B5431              | 0 |               |
|              |    |   |          |                     | 2 |               |
|              |    |   |          |                     | 6 |               |
|              |    |   |          |                     | S |               |
|              |    |   |          |                     | . |               |
|              |    |   |          |                     | I |               |
|              |    |   |          |                     | . |               |
|              |    |   |          |                     | T |               |
|              |    |   |          |                     | u |               |
+--------------+----+---+----------+---------------------+---+---------------+

**Exhibit 5.5.4**

**FACSIMILE EQUIPMENT**

  ----------------------------------- -----------------------------------
  Room                                Model

  1032                                Panafax UF-8000

  1026                                Panafax DX-2000

  3004                                Canon CFX-L4000

  0008                                HP 1230

  2023                                Panafax UF-885

  2004                                Panafax UF-595

  LRB                                 Panasonic UF-790

  3032                                Panasonic UF-790

  3036                                Panafax UF-790

  3002                                Canon CFX-L4000

  2029                                Panafax UF-885

  1015                                Panafax UF-790

  2012                                Panafax UF-790

  0209                                Brother 4750-E
  ----------------------------------- -----------------------------------

# 5.6 Chemical and Stationery Storerooms

Provide for the operation of the Chemical and Stationery storerooms.
Maintain an inventory of all supplies, chemicals, gas cylinders and
tanks, and comply with all Federal, state, and local laws and
regulations. The storage and distribution activities include: receiving,
checking, storing, shelving, physical inventories, and related
activities. These functions shall operate from 7:30 a.m. to 4:00 and
issue supplies on a first in/first out request basis. Frequency of issue
and end users shall be monitored on all stock using a bar code type
computerized system to be furnished by the government. On an average,
approximately 340 items are dispersed monthly.

## 5.6.1 Stationery Storeroom

Stock and maintain the ERRC Stationery Storeroom which includes the
purchase of supplies (i.e., pencils, paper \[letter head, lined and
unlined tablets, colored, and plain\]), laser printer toner cartridges,
storage disks (CD's, zip disks, etc.), envelopes, binders, laboratory
notebooks, and all other stationery supplies needed by the ERRC and the
NAA Administrative Office. Supplies to be ordered through the U.S.
Government Printing Office schedules and General Service Administration
(GSA)/Federal Supply Schedule (FSS) will be forwarded to the Center LAO
office for procurement. Records of orders and receipts shall be
maintained onsite for appropriate review by Government personnel. The
supplies shall be stocked on shelves that are clearly labeled.

### **5.6.1.1 Stationery storeroom inventory.** Develop and maintain a current inventory list using the inventory module of the Government‑furnished automatic work order system (Maximo) or equal or a bar code type system presently located in the Storeroom area. The inventory system shall include information on inventory, material to be ordered, material on order and awaiting delivery, and delivered material not yet on inventory. There are approximately 173 items stocked in the Stationery Storeroom.

### **5.6.1.2 Stationery storeroom catalog.** Publish a catalog of stationery storeroom items for distribution to all personnel within 60 days after contract award. The catalog shall be updated annually by March 1 and shall include, but not be limited to, the following information: supply category, item number, item description, and unit of issue. The QAS and storeroom supervisor shall recommend to the ACO additional items that had not been previously stocked and deletion of any current items.

## 5.6.2 Chemical Storeroom

Maintain and replenish ERRC\'s Chemical Storeroom. There are
approximately 301 items stocked. Such items and materials include
hazardous chemicals, solvents, and reagents. Authorization will be given
to order supplies through the use of available General Service
Administration (GSA)/Federal Supply Schedule (FSS) contracts. Supplies
to be ordered through the U.S. Government Printing Office schedules and
General Service Administration (GSA)/Federal Supply Schedule (FSS) will
be forwarded to the Center LAO office for procurement**.** Records of
orders and receipts shall be maintained onsite for appropriate review by
Government personnel. The storage and distribution activities include
receiving, checking, storing, surveillance, physical inventories, and
related activities. Ensure all chemicals coming into the Center have
MSDS sheets, a copy is given to the user, and a copy is maintained in
the Centers Safety Office. Requests for supplies shall be processed on a
first in/first out basis.

### **5.6.2.1 Chemical storeroom inventory.** Develop and maintain a current inventory list using the inventory module in the Government‑furnished automatic work order system (Maximo) or equal or a bar code type system presently located in Storeroom area. Inventory system shall include information on inventory, material to be ordered, material on order and awaiting delivery, and delivered material not yet on inventory. Implement procedures for controlling the inventory so that items are withdrawn through established procedures. 

### **5.6.2.2 Chemical storeroom catalog.** Publish a catalog of chemicals available for distribution to ERRC personnel within 60 days after contract award. The catalog shall be updated annually and shall include, but not be limited to, the following information: supply category, item number, item description, and unit of issue. The ERRC Chemical Storeroom Committee shall recommend additional items that had not been previously stocked and deletion of current items. After the Committee\'s approval, the items shall be stocked or deleted and the inventory and catalog listing shall be updated.

### **5.6.2.3 Solvent storage locker.** Solvent Storage Locker shall be used for long term storage. The locker shall be kept in a neat and orderly manner and in compliance with all Federal, state, and local laws and regulations. All shelves shall be properly labeled and solvents stored on designated shelves. Disposal of empty drums shall be made in accordance with all Federal, state, and local laws and regulations.

## 5.6.3 Dry Ice

Dry ice shall be available at all times for laboratory use. Ordered from
the federal supply schedule, receive and store dry ice in the
appropriate container(s) in a designated area outside of the storeroom.
The Center receives, on average, one delivery of approximately 1,000
pounds per week.

## 5.6.4 Compressed Gases

Procure compressed gases, specialty and non‑specialty through the
federal supply schedule. Order, receive, store, issue, and deliver gas
cylinders in accordance with all Federal, state, and local laws and
regulations. Approximately 10‑12 gas cylinders are used per week.
Services required for compressed gases include, but are not limited to,
the following:

-   Ordering, receiving, and storing compressed gas cylinders

-   Retrieving empty cylinders for refilling

-   Inspecting cylinders for leaks and malfunctions

-   Repairing fittings, valves, hoses, and gauges

-   Procuring new or replacement fittings, valves, hoses, and gauges

-   Advising and consulting ERRC staff on proper handling of compressed
    gases

-   Returning cylinders and tanks to the company

-   Maintaining an inventory of all cylinders and tanks onsite

-   Monitoring and recording any and all demurrage charges

-   Ensuring that the cylinders display evidence of having been properly
    hydrostatically tested

-   Refusing to accept cylinders without evidence of hydrostatic testing
    and caps

## 5.6.5 Cryogenic Liquids

Procure cryogenic liquids from a federal supply schedule source except
liquid nitrogen, an open market commodity. Order, receive, and deliver
containers of cryogenic liquids, such as liquid helium, liquid nitrogen,
argon, etc., in accordance with Federal, state, and local laws and
regulations. Monitor the supply of such materials and reorder/refill as
required. The Center, through the GSA contract, rents a 6,000 gallon
tank for liquid nitrogen which is refilled at least once per week on an
average with approximately 2,500 gallons.

## 5.6.6 Documentation and Records

Maintain records of all transactions on compressed gas cylinders and
cryogenic liquids delivered and received at the Center. Such
documentation shall contain, at a minimum, the following information:

-   Inspection dates of cylinders and tanks

-   Maintenance performed

-   Hydrostatic test results

-   Date of refill

-   Type of material received

-   Date received from company and date issued to scientist

-   Location of cylinder or tank

-   Date returned from scientist and returned to company

# 5.7 Shipping and Receiving Operations

Provide services for the shipping and receiving materials, supplies, and
equipment for ERRC. Activities associated with this function include,
but are not limited to the following:

-   Selecting containers appropriate for the material

-   Packing, marking, and labeling packages in accordance with
    transporters\' requirements

-   Weighing prepared shipments and completing weigh bills

-   Issuing bills of lading

-   Delivery of shipments to depot, UPS, etc., as necessary

## 5.7.1 Receiving Operations

Approximately 6,400 freight items are received annually. Copies of all
Government purchase orders and credit card purchase logs are furnished
to identify materials to be received. Each shipment shall be verified
within 2 hours of receipt against the appropriate order documentation to
verify quantity, accuracy of shipment, etc. If the shipment is accurate,
the recipient is to be notified to pick up the received materials within
1 working day of receipt of routine items. Items marked
[perishable]{.underline}, [refrigerate]{.underline}, or requiring other
special handling conditions shall be placed in the hands of recipients
within 1 hour of receipt. The recipient shall sign the green copy of the
purchase order for the shipment. If unable to contact the recipient of
such critical items, the items are to be placed in the appropriate
refrigerator, freezer, etc., and contact the recipient\'s Research
Leader for guidance. Approximately 390 items are received annually that
require refrigeration.

Materials and/or supplies that weigh up to an estimated 20 pounds to be
received by ERRC employees shall be placed on the shelves. The green
copy of purchase order shall be placed on the package for signature.
MSDS sheets are to be attached to packages of chemicals that ERRC
personnel ordered through the Government (A copy of the MSDS sheet shall
be filed with the Center Safety Office). The green copies of the
Government purchase orders are to be forwarded to the USDA, National
Finance Center on a daily basis. If the green copy does not require a
signature (order was less than \$1,000), return the unsigned copy to the
Center's Location Administrative Officer. Material estimated to be 20
pounds or over shall be delivered to the appropriate office or
laboratory.

## 5.7.2 Shipping Operations

Responsible for shipping/transporting packages from ERRC to appropriate
destination in accordance with transporter\'s, state(s), and U.S.
Department of Transportation\'s regulations. Approximately 230 items are
shipped annually. Select and prepare appropriate containers, pack, mark,
and label all items to be shipped. An adequate inventory of supplies to
perform this service shall be maintained. Ship all items within 2
working days of receipt, except perishable items which are to be shipped
the same day received. Biological materials are to be secured until
pickup by an express courier. The Center averages approximately 10
outgoing shipments per week. Postage for shipped items averages
approximately \$6,000.00 per year.

## 5.7.3 Forklift/Equipment Operation and Maintenance

Government-furnished forklift and other equipment such as hand trucks,
pallet trucks, etc. will be provided to perform these duties. Only
authorized and designated employees properly trained will be permitted
to operate forklift equipment. The forklift shall be used to load and
unload and move heavy equipment and supplies only. Operators shall also
be trained in the use of power winches, hoists, cranes, positioning of
loads, fastening chains and ropes in the performance of loading,
unloading, and setting up of equipment, without damaging equipment or
property.

## 5.7.4 Warranty Tracking System

Establish a computerized system (i.e. bar code) to track all equipment
and software under warranty acquired for maintenance services, research,
or administration. The process shall include but not limited to warranty
registration, equipment tagging, and email notification one month prior
to warranty expiration.

## 5.7.5 Government furnished equipment is noted in Appendix VIII.

# 5.8 Vehicle Dispatch and Scheduling

Responsible for scheduling, dispatching and maintaining Government‑owned
and leased vehicles during regular working hours, Monday through Friday,
from 7:00 a.m. to 4:30 p.m. The vehicles used by the Center and the NAA
Administrative Office are listed in Exhibit 5.8. Vehicles shall be
scheduled for individuals or groups on official Government business.
[NOTE:]{.underline} Operators shall have a valid state driver\'s
license. Prior to giving out the vehicle keys, verify if personnel
possess a current valid state driver\'s license to operate a Government
motor vehicle. Vehicle keys, U.S. Government motor vehicle credit card,
and dispatch ticket shall be given to the requestor at the time the
vehicle is picked up. Requests for vehicle scheduling will be received
from the RL secretary by telephone or other authorized Government
personnel. The availability and scheduling logs of each vehicle shall be
maintained on a daily basis and a copy of this log shall be kept and
made available for review upon request. Maintain vehicle keys and credit
cards in a secured location when not in use. Vehicles shall be locked
when not in use and kept clean and well maintained for safety purposes.
All Government vehicles shall be parked in the court yard to the extent
that there are adequate spaces available. Drivers will be required to
return cars to the court yard. If there are no spaces available, they
will be parked in Parking Lot #1. Approximately 360 requests are
received annually for vehicle dispatching.

## 5.8.1 Vehicle Maintenance

Perform routine vehicle maintenance for all Government‑furnished
vehicles prior to dispatching and inspect vehicles weekly to assure
maintenance is completed. Maintain a log to record and track maintenance
which includes, but is not limited to:

-   Ensuring the fuel tank is at least 3/4 full before assigning the
    vehicle to another operator

-   Checking and adding fluids (gas; oil; water; windshield washer,
    transmission, brake, and power steering fluids; etc.)

-   Maintaining proper tire pressure and inspecting for tire tread
    condition and wear

-   Cleaning the inside and outside of all Government‑furnished
    vehicles. This includes, but is not limited to, washing the exterior
    (including wheel covers), cleaning and vacuuming the interior
    (dashboard, consoles, carpeting/mats, ashtrays, windshields,
    windows, etc.), ensuring that spills, stains, dirt, trash, papers,
    debris, etc., are removed, inspecting for potential
    problems/defects, charging batteries and maintaining
    safety/emergency equipment and supplies kit in each vehicle.

-   Schedule all maintenance to be performed as recommended by the
    manufacture and to keep the warranty in effect.

## 5.8.2 State Regulated Safety Compliance and Emission Inspections

Pennsylvania Department of Transportation, Bureau of Motor Vehicles,
requires all motor vehicles be inspected for safety compliance and
emissions on an annual basis. Fines and/or any associated costs that are
assessed by any police department due to failure or negligence to comply
with the annual Pennsylvania‑required inspections shall be borne by the
Contractor. These inspections shall be performed by certified/authorized
Pennsylvania state inspection stations. Vehicles which do not pass
inspection shall be removed from service and all deficiencies corrected.
Upon passing inspection, the vehicles shall clearly and properly display
all decals, stickers, tags, etc., in accordance with Federal and state
laws.

## 5.8.3 Repair and Overhaul of Vehicles and Equipment

Make arrangements for repairs when notified on the following workday.
Repairs shall include, but not be limited to:

-   Repairing brakes and brake systems

-   Adjusting and repairing the steering system

-   Repairing the transmission system

-   Performing tune‑ups

-   Repairing/replacing the air conditioning and heating systems

-   Repairing/replacing the suspension system

-   Repairing/replacing the exhaust system

-   Repairing/replacing tires

-   Winterizing the vehicles

-   Repairing/replacing the engine cooling system

-   Performing miscellaneous repairs on lights, doors, locks, batteries,
    etc.

-   Performing minor body work

When the necessary repairs are corrected, return the vehicle to service
within five (5) working days. Extensions of this service time shall be
requested of and approved by the ACO. In the event the vehicle cannot be
repaired, a written explanation of the problem and recommended solution
is to be submitted to the ACO not later than the next work day. All
repairs are to be performed by qualified automotive service
centers/dealers/companies and in compliance with all Federal and state
laws.

## 5.8.5 Placing Vehicles in and out of Service

Place new vehicles into service for the Center and the NAA
Administrative Office as requested by the ACO or the Area Property
Management Officer. Perform an inspection of all incoming vehicles and
report deficiencies, damage, missing, or malfunctioning parts to the
Area Property Management Officer. Vehicles passing inspection shall
display all appropriate decals according to State laws.

Surplus vehicles shall be removed from service when requested by the
ACO. Such vehicles shall be cleaned (interior and exterior), repaired,
and inspected, removing all Government markings and decals. Tool bins,
radios, and other Government‑owned equipment shall also be removed and
disposed of in accordance with the directions of the Area Property
Management Officer. Surplus vehicles shall be delivered to the location
specified by the Area Property Management Officer.

**Exhibit 5.8**

**GOVERNMENT VEHICLES AT ERRC**

  -------------- -------------- -------------- -------------- -------------
  **Year**       **Make**       **Model**      **Color**      **Tag
                                                              Number**

  2005           Dodge          Caravan        Blue           A319382

                                                              

  2002           Dodge          Caravan        Silver         A311531

                                                              

  2002           Dodge          Caravan        Gold           A311532

                                                              

  1999           Dodge          Caravan        White          A311535

                                                              

  2000           Ford           Taurus         Silver         A293035

                                                              

  2001           Chrysler       Concorde       Silver         A293079

                                                              

  1995           Chevrolet      Cheyenne       Red/gold       A264044
  -------------- -------------- -------------- -------------- -------------

# 5.9 Snack Room Vending Machines Services and Maintenance

**5.9.1** Vending machine equipment shall be installed and maintained as
approved by the Area Property Management Office. Any additional and/or
replacement of equipment will also be approved by the ACO and APMO
before the installation.

**5.9.2** Wholesome, fresh and clean quality products consisting
primarily of sandwiches, soups, hot and cold drinks, snacks, fruits, and
salads will be stocked and sold at prices comparable with products of
similar quality attainable from other vending sources. Supplies that
have exceeded their expiration date will be immediately replaced with
fresh products.

**5.9.3** Cost of installation, maintenance in good repair and
condition, and removal or relocation of all equipment installed is the
responsibility of the vending contractor.

**5.9.4** Compliance with applicable state codes governing foods sales
and services is required and documentation to show compliance is to be
submitted to the ACO 30 days after contract award.

**5.9.5** If the above conditions are not met, the ACO will provide
notification in writing of the deficiencies. If deficiencies are not
corrected within 3 working days after receipt of notification, action
will be taken to remove such equipment and its stock from the site.

**5.9.5** Government Furnished Equipment. Two bays of space with
utilities will be provided for vending machines on the basement floor in
the snack room area.

# 5.10 Miscellaneous Administrative Support

## 5.10.1 ERRC Telephone Directory

The contractor shall prepare and issue ERRC telephone directory two (2)
times per year, not later than January 31 and July 31. This directory
shall list, at a minimum, each employee by name and job title, their
room number, telephone number, management unit and E-Mail address. It
shall also indicate titles such as Dr., Mrs., Ms., Miss, or Mr. A
classified section containing, at a minimum, the Area Director\'s
office, Area Administrative Management offices, Laboratory offices,
Facilities Contractor staff, etc., shall also be included. Emergency and
first aid procedures shall be prominently listed. The directory shall be
bound with a graphic scientific related cover approved by the ACO.

Approximately 300 copies shall be duplicated, distributed, and each
employee shall receive one copy. The Contractor shall provide an
addendum to the telephone directory two (2) times per year, not later
than March 31 and September 30, listing the changes of personnel
(addition, deletions) and any changes in room numbers, emergency
procedures, etc. Information for changes shall be actively obtained by
the Contractor via phone request or a written memo to Management Unit
(MU) secretaries, the Safety Officer, Personnel, the AFGE Union, the
Credit Union, etc.

## 5.10.2 Bell Telephone Directories

Bell Telephone directories shall be placed on the automatic order system
for all NAA Administration and Center offices. Philadelphia White Pages
directory, Philadelphia Consumer/Business Yellow Pages, and Montgomery
County White/Yellow Pages directory shall be provided for each
administrative office at the Center. This will require approximately 100
copies of each directory. These directories shall be distributed within
2 weeks of receipt.

## 5.10.3 Reprints

About 160 sets of reprints are received each year which are recorded,
stamped with a number, and distributed to the applicable laboratory
secretary. A record copy shall be placed in numerical sequence in the
reprint file room and a file log is to be maintained to show document
file number and title. Upon request, an average of 30 reprints per week,
are mailed out to individual addresses. These requests (letters, post
cards, or lists from the List of Publications and Patents) shall be
logged in the same day as they are received, a copy forwarded to the
senior author and responded to within 2 days of receipt of the request.
A log of all reprints mailed shall be maintained which shows the date
reprint was received, date sent, and the initials of the sender.

## 5.10.4 Conference Room Scheduling

The Contractor shall maintain a schedule of three conference rooms
(Rooms 2006, 2008, and 3008) and the 3rd floor Auditorium (Rooms 3012
through 3022 \[even‑numbered rooms\]). Furnish and test for good
operation of requested equipment. Resolve any conflicts in schedules and
those that cannot be resolved shall be referred to the ACO.
Approximately 500 requests are received annually for conference room
reservations and setups.

## 5.10.5 Distribution of Circulars, Directives, Memoranda

Distribute all circulars, directives, and memoranda received from USDA,
ARS, and other Agency offices and from NAA and ERRC authorized
personnel. The distribution shall be made in accordance with lists
provided at contract award. The Contractor shall provide for updating
these lists from information furnished from ACO. A file is to be
maintained to include one copy of each item distributed, date of
distribution, and the name of the distributor. Distribution of these
documents shall be made within 2 working days of receipt.

## 5.10.6 Laboratory Notebooks

Laboratory research notebooks and accompanying material shall be
packaged and shipped to the Federal Records Center (FRC) in
Philadelphia, Pennsylvania in accordance with FRC guidelines. This
material shall be stored in a secure location and shipped on a monthly
basis or when 10 notebooks have accumulated. Stored research notebooks
and/or materials from the FRC are to be retrieved within 5 working days
after receiving a request from the Area Property Management Office.

## 6.0 Security Protection Services

Provide security protection services 24 hours per day 7 days a week
including all Federal holidays and any other days designated by Federal
statute, Executive Order, or Presidential Proclamation to protect the
building structures, property in the buildings, its occupants, and
visitors.

## 6.1.1 Entry Control System

Operate and enforce a personnel identification control entry system for
persons to enter and exit at various locations at the site during
Government duty and non‑duty hours. Unauthorized persons shall be
prohibited from entering the buildings. The opening of locked or
entrance to a restricted area by unauthorized personnel is prohibited.
Persons not escorted by a Center or Contractor employee shall be
prohibited from entering the building at all times. When directed by the
ACO, inspect packages and parcels being carried out of the building by
employees and visitors when a problem is suspected; however, inspection
of employees and visitors is not to be a frequent occurrence. After
normal working hours, all persons entering the building must log in and
out. Maintain log books in the Service Building and the Main Building at
the rear entrance of the Chemical Wing. When filled, the log book shall
be transferred to the ACO and a new book installed.

**6.1.2** The facility is equipped with a Northern Computer WinPac 2.0
system**.** All Government and operations and maintenance contractor
employees shall be issued access cards for entrances authorized.
Approximately 200 card access cards are issued annually. Monitor all
card reader equipment and repair malfunctions. Monitor access control
printout and renew the printing tape. Report to the ACO any improper use
or any alarm condition experienced with the access system. An access
control print out report will be furnished to the ACO upon request.
Outside contractor employees needing access are to be issued access
cards so that they can perform their assigned work.

## 6.1.3 Key Control

Maintain/support the key and key card systems for the facilities.
Provide door keys for use during emergencies and/or power failures.
Ensure all keys and key cards are controlled and accounted for and are
not lost, misplaced, or used by unauthorized personnel. Lost keys and
key cards shall be reported to the ACO within 1 day of discovery and no
keys or key cards are to be duplicated and issued without the written
approval of the ACO. Strict control of key blanks, cut keys, the
computer system for key cards, inventory and register of all keys and
key cards shall be maintained at all times. Keys and key cards issued
for contractor employee inventories shall be submitted annually by
October 31 to the QAS. Procedures for requesting and disbursing keys and
key cards, changing locks, and systems maintenance, etc. shall be
submitted as a Key Control Plan to the ACO for approval within 30 days
after contract award and updated annually not later than May 31. Note:
In the event a master key is lost, all locks and keys for that system
shall be replaced by the Contractor. The cost for re-keying the
system(s) shall be borne by the Contractor (no reimbursement by the
Government) if such loss is due to negligence on the part of the
Contractor.

## 6.1.4 Facility System(s) Monitoring

Monitor and maintain an equipment reading log for the fire, security and
building systems monitoring equipment located in room 0019, the Service
Building (Boiler House) and the front lobby reception area. Monitoring
is also required for the:

-   Air supply units

-   Steam boiler systems

-   Controlled temperature rooms

-   Cold rooms and freezer rooms

-   Fire alarm system

-   Security alarm system

## 6.1.5 Research Equipment Monitoring

Monitor identified research equipment following the instructions of the
requestor as required. Monitoring may involve recording and reporting
data from meter or gauge readings or observing setups labeled
\"continuous operation\" for obvious malfunctions. In the event of a
malfunction, follow the instructions as provided by the researcher or
indicated on forms attached to the equipment and report the malfunction
to the requestor immediately. In the event of a safety hazard, take
appropriate action and notify the on‑call supervisor immediately and
inform the ACO of malfunction(s) or safety hazards as soon as possible
following the incident.

## 6.1.6 Patrols

Conduct patrols (rounds) to maintain surveillance of site conditions.
Patrols shall include, but not be limited to, monitoring equipment,
checking to ensure that doors and windows are closed and/or locked,
turning lights off, monitoring fire alarm, closed circuit TV monitoring
security system, security devices, and general condition of facilities.
The daytime watchperson shall remain stationed in and around the
Security Station with the exception of making two outside tours during
the day. The afternoon watchperson shall remain in and around the
Security Station until 6 PM to check badges and assist visitors and
employees. After 6 PM, 3 inside and 3 outside tours must be completed.
During the rounds, cold box readings will be recorded and exceptions
reported. The nighttime watchperson shall remain in and around the
Security Station after 6 AM to check badges and assist visitors.
Beginning at the start of the shift and before 6 AM, 3 inside and 3
outside tours must be completed. During the rounds, cold box readings
will be recorded and exceptions reported. Remaining in and around the
Security Station at certain times is not a requirement on weekends and
holidays for any shift. The watchperson will issue parking tickets to
illegally parked vehicles during business hours**.** While making
rounds, the guard key stations shall be used to assure all areas of the
facilities have been secured. These stations are located throughout the
entire premises of the ERRC and are annotated on the maps in Exhibit
6.1.6. Unusual conditions or incidents shall be reported to the
immediate or on‑call supervisor immediately and a written report is to
be submitted to the ACO within 24 hours of the occurrence.

## 6.1.7 Emergencies

The risk of fire, explosion, or similar incidents shall be minimized and
such potentially hazardous conditions that could result in such an
incident shall be promptly reported to the Project Manager, Area
Engineer, and the Center's Safety & Health Manager. Monitor security and
systems monitoring equipment that are located in room 0019, the Service
Building (Boiler House) and the front lobby reception area.
Investigation of malfunctions is the responsibility of the person on
watch at the time of the malfunction. All malfunctions shall be reported
to the immediate supervisor or on‑call supervisor immediately and a
written report shall be submitted to the ACO within 24 hours after the
occurrence. If a spill or flood occurs in the building after normal
working hours because of broken pipes or other difficulties encountered,
the staff on duty will immediately notify the on‑call supervisor and
endeavor to clean the area of spill water and/or slippery floors. Floods
shall be reported immediately to the on‑call supervisor so corrective
action can be taken. If an acid and/or caustic spill control occurs,
apply control measures such as spill pads, dike snakes, etc. and notify
supervisor. Call 911 if out of scope of control. Assist government
personnel in containment and/or neutralization. The On-call supervisor
shall be notified when icing conditions occur at night or over weekends
so a remedial response can be put into affect to deice walks and parking
areas. A written report summarizing emergency responses are to be
submitted to the ACO within 24 hours of occurrence.

## 6.1.8 Security Personnel Qualifications

Staff shall be able to read, write, speak, and understand the English
language; meet and deal with the general public; understand and apply
various rules and regulations; and maintain poise and self‑control under
stress. Physical fitness, including vision and hearing, shall be
evidenced by a report of medical examination which is certified by a
licensed physician and submitted to the ACO prior to reporting for duty.
Newly hired personnel are required to pass a federal and state
background check.

## 6.1.9 Training Requirements

To protect the research mission of the Center, a security training
program shall be developed to include, but not be limited to, basic
training on the protection of personnel and property; building entry and
exit control procedures; fire prevention; safety indoctrination; first
aid; patrol methods; fundamental rules and practices governing search
and seizure; responding to the scene of an accident or disturbance; and
telephone and radio communications.

## 6.1.10 Flag Duties

Government flags and pennants shall remain at full staff at all times
since night time lighting is provided. If there is a malfunction with
the evening lighting system the flags and pennants shall be lowered at
dusk and raised at 7:00 am each day in accordance with the guidelines of
USDA Departmental Regulation No. 5160‑4 until the lighting system is
placed back in service. Notification will be furnished by the North
Atlantic Area Property Manager when flags are to be lowered to half
staff position as well as length of time before flags are raised to the
full staff position.

## 6.1.11 Vehicle Registration and Driver Licenses

Compile and maintain a listing of vehicle registration for all
Contractor, ERRC, and NAA employees for notification of necessity to
move the vehicle to another area for safety purposes, improper parking,
etc. Compile and maintain a list of all drivers licenses for all
Contractor, ERRC, and NAA employees for use of Government vehicles.
Maintain a log to register Government subcontractor vehicles which is to
include the following: employee name and employer, a drivers license
number, vehicle registration number, and make, model, and year of
vehicle.

## 6.1.12 Logs, Reports and Documentation

### **6.1.12.1 Daily logs.** The Contractor shall maintain daily logs and records in a bound‑book or binder at in the security office which shall include the following:

-   Date

-   Shift times

-   Name of personnel on watch

-   Building/Equipment conditions viewed on patrols

-   Malfunctions and unusual events

-   Data observed during rounds

-   Signature of Supervisor

### **6.1.12.2 Incident reports.** Reports of medical emergencies, hazardous conditions discovered, traffic accidents, security breaches, and any other unusual occurrences shall be made to the appropriate local authorities, Project Manager for action, and to the ACO for information within 24 hours of the occurrence.

### **6.1.12.3 Entry control report.** Printout card access recorder shall be submitted to the ACO or his/her designee upon request.

## 6.1.13 Government-Furnished Property to be supplied for use in operation of these services:

-   Space to serve as a security office/area, including office furniture

-   Security system for exterior doors and windows

-   Closed circuit television camera system

-   Fire alarm system for the entire facilities

-   Equipment such as base radio station, portable radio units, keys,
    flashlights, cellular telephone**,** etc.

-   Guard Key station system

# 6.2 Asbestos Abatement

Asbestos containing material (ACM) or suspected ACM may be discovered
during the course of routine maintenance or this service may be
requested for the removal of such material from old equipment. This work
shall be performed by an EPA certified contractor and the certification
shall be numbered by EPA. Air sampling shall be performed by an
independent 3^rd^ party industrial hygienist. Material sampling will be
performed by a National Institute of Standards and Technology Program
certified lab using EPA testing methods. Work is to be scheduled during
normal working hours unless otherwise directed by the ACO. If this work
will have an impact on research or normal operations at the Center,
sufficient advance notification to those affected is required.
Government notification is required at the start of the abatement or
testing work to allow for real time inspection and evaluation of work
performance.

## 6.2.1 Asbestos Abatement Reports

Contractors must submit copies of insurance, workers and supervisors
state certifications, removal and monitoring plans, re-occupancy air
sampling results, and the waste manifests for shipping and final waste
site for review and approval by the ACO with the request for additional
funds. This information shall also be sent to the QAS and the ERRC
Safety Officer. Final waste manifest will be sent to the ERRC's Safety
Officer so information is available to satisfy regulatory reporting
requirements.

## 6.2.2 Training

The contractor shall provide training to all maintenance personnel to
properly recognize potential ACM.

# 7.0 Modernization Support

With the Area Engineer, or his/her designated representative, the
Contractor shall coordinate services required to support renovation
activities performed throughout the Center. Modernization support
activities that exceed an estimated cost of \$2,500 will be separately
priced.

## 7.1 Utility Outage Support. The Contractor shall coordinate and schedule outage support for utilities upon notification of the Area Engineer or his/her designated representative. Utility shutdowns include, but not limited to, water, gas, nitrogen, vacuum, chilled water, hot water, compressed air, steam, electricity, telephone and computer (local area network) as required. Outage support includes:

Advance notification shall be provided to all Center personnel as to
what utilities will be disconnected and the duration of the shut down
period.

Provide temporary services when disconnection of required service would
disrupt research during the utility shutdown period.

Terminate utility services following logout/tagout procedures to assure
safety. Restore utility services when construction work is completed.

## 7.2. Relocation Support

The Contractor shall provide services required to relocate office and
scientific equipment to swing space, designated place of storage and/or
renovated spaces. Salvage equipment as noted by the resident scientists
and general office equipment such as blinds, door hardware, fire
extinguishers, cabinets and biological safety cabinetry.

## 7.3 Swing Space Renovations

The Contractor shall prepare space for interim use during modernization
as directed by the Area Engineer. Preparations may include cleaning,
painting and installation of required utilities for relocated scientific
equipment, computers and telephones.