Williams_&__McCormack__O&M_RFP_A0002(3-9-2018).pdf

SOLICITATION NUMBER: 47PB0018R0005

SERVICE: OPERATIONAL & MAINTENANCE AND RELATED SERVICES

LOCATION(S): CAPTAIN JOHN F. WILLIAMS COAST GUARD BUILDING, MA0011ZZ

408 ATLANTIC AVENUE

BOSTON, MA 02203

JOHN W. MCCORMACK BUILDING, MA0013ZZ

5 POST OFFICE SQUARE

BOSTON, MA 02203

SOLICITATION ISSUE DATE: February 16, 2018

PRE-PROPOSAL SITE VISIT: February 28, 2018

QUESTIONS DUE DATE: March 6, 2018

OFFER RECEIPT DATE AND TIME: March 20, 2018 at 2:00 PM EST

SOLICITATION TABLE OF CONTENTS

(Sections A through M)

A.SOLICITATION/CONTRACT FORM

A.1 STANDARD FORMS

B. SERVICES, ORDERING AND PRICES

B.1 DESCRIPTION OF SERVICES

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

C.1. SCOPE OF WORK

C.1.1 GENERAL

C.1.2 The Contractor Shall:

C.1.3 Excluded from this scope are:

C.2 DEFINITIONS

C.2.1 Acceptance C.2.2 Acts of God C.2.3 Additional Services C.2.4 Advanced Meters C.2.5 Advanced Metering Systems C.2.6 Approval C.2.7 Architectural and Structural C.2.8 Basic Services C.2.9 Building Automation System (BAS) C.2.10 GSAlink C.2.11 Building Operating Plan C.2.12 Commissioning C.2.13 Ongoing Commissioning C.2.14 National Computerized Maintenance Management System (NCMMS) C.2.15 Consumable Parts C.2.16 Contracting Officer (CO) C.2.17 Contracting Officer’s Representative (COR) or Designee C.2.18 Contractor C.2.19 Contractor’s Other Than Normal Working/Duty Hours

C.2.20 Controls and Control System C.2.21 Defective Service C.2.22 Emergency C.2.23 Emergency Callback C.2.24 Environmentally Sustainable C.2.25 Existing Deficiency List Report C.2.26 Exterior C.2.27 Federal Holidays C.2.28 Federal Executive Holidays, Unanticipated C.2.29 Fire Protection and Life Safety Systems C.2.30 Guiding Principles for Sustainable Existing Buildings C.2.31 GSA Green Purchasing Program (GPP) C.2.32 Indefinite Quantity

C.2.33 MAINTENANCE REPAIR

C.2.37 Non-Reimbursable Repair C.2.38 Normal Working Hours C.2.39 Occupant Emergency Plan (OEP) C.2.40 Open Systems C.2.41 Operations C.2.42 Performance Based Service Contracting C .2.43 Performance Work Statement (PWS) C.2.44 Predictive Maintenance C.2.45 Preventive Maintenance (Scheduled and Unscheduled) C.2.46 Product Preference C.2.49 Repair C.2.50 Reimbursable Repair C.2.51 Sequence of Operations C.2.52 Work Request / Work Order C.2.57 Vertical Transportation Systems C.2.58 Watch C.2.59 Unit Price Agreement or Structural Alterations Services C.3. References C.4. Existing Deficiency Inspection/Initial Deficiency List C.4.1 Initial Inspection C.4.2 Initial Deficiency List C.5 Startup Phase/Transition Phase C.5.1 Startup Phase

C.5.2 Startup Phase Schedule C.6 Phase-out Transition Period C.7 Deficiency List Completion and Withholding of Final Payment C.8 General and Administrative Requirements C.8.1 Minimum staffing and ability to contact and communicate with the CO or designee C.8.2 Communications Equipment C.8.4 Work Request / Work Order and Administrative Support C.8.5 Use of NCMMS C.8.6 Quality Control Program C.8.7 Government Quality Assurance Surveillance Program C.8.7.1 Contract Performance C.8.7.2 Methods C.8.7.3 Records and Files C.8.7.4 Cooperation – Inspections C.8.7.5 Contractor Performance Systems (CPARS) C.9.Building Operating Plan C.9.1 Building Operating Plan C.9.2 Components of the Building Operating Plan (BOP) C.10 Equipment Inventory C.11. Monthly Progress Reports C.12. Performance Review Meetings C.13. Equipment Condition Assessment C.14. Occupant Feedback Program C.15. Reference Library C.16 Review of Design Documents C.17. Building Management Support Services (miscellaneous and utility escort hours) C.19. Emergency Shutdown Instructions and Tour Checklists C.20. Labeling of Electrical Circuits C.21 Operational Requirements C.22. System Performance Standards or Procedures C.23. Work Request / Work Orders

C.24. TOURS

C.24.1 General C.24.2 Operating Logs and Tour Check Sheets C.24.3 Tour Frequencies C.24.4 Condensate Drip Pans C.24.5 Monitoring of Central Plant Equipment

C.25. DEMAND RESPONSE PROGRAMS

C.26 CURTAILMENT PROGRAM

C.27. BAS ALARM RESPONSE

C.28 ADVANCED METERING PROGRAM

C.28.1 Verification and Calibration

C.29. PROTECTION AND DAMAGE

C.30 NEGLIGENCE

C.31. KEY CONTROL

C.32. DISRUPTIVE OR HAZARDOUS TOOLS

C.33. SCHEDULED DISRUPTION TO UTILITIES, LIGHTING

C.34. PLUMBING AND RESTROOMS

C.35. MAINTENANCE PROGRAM

C.35.1 General C.35.2 Maintenance Standard C.35.3 Application of Diagnostic Software C.35.4 BAS Control Systems C.35.4.1 BAS Operating Standards C.35.4.1.1 GSA-hosted Systems Requirements C.35.4.1.2 Excepted Systems Requirements (not hosted on GSA’s system infrastructure) C.35.4.2 Reporting C.35.5 Smart Building Technology C.35.6 Ongoing Commissioning / Re-Tuning Technology

C.36. WATER TREATMENT

C.36.1 General C.36.2 Tolerances C.36.3 Initial Report and Development of Program C.36.4 Cooling Tower Water Management Plan C.36.5 Corrosion Monitoring C.36.6 Monthly Testing C.37. Oil Analysis and Oil Changes C.37.1 Periodic Oil Analysis C.37.2 Oil and Refrigerant Additives

C.38. LAMPS AND BALLASTS

C.39. ARCHITECTURAL AND STRUCTURAL SYSTEMS MAINTENANCE

C.39.1 General C.39.2 Maintenance and Repair C.39.3 Repair and Replacement Work

C.39.4 Painting C. 39.5 Interior Signage and Directories C. 39.6 Finishes Maintenance C. 39.7 Historic Building Preservation C.39.8 Vertical Transportation and Associated Equipment C.39.9 Flag Procedures

C.40. REPAIRS

C.40.1 General C.40.2 Non-reimbursable Repairs C.40.3 Reimbursable Repairs C.40.4 Miscellaneous Work C.40.5 Repair Shared Liability Example:

C.40.6 Approval of Work C.40.7 Invoicing C.40.8 Ordering Repairs from Outside Source C.40.9 Force Majeure (Uncontrollable events) C. 40.10 Warranties C.40.11 Quality of Materials and Replacement Parts C.41 Safety and Environment Management

C.42. FIRE PROTECTION AND LIFE SAFETY EQUIPMENT AND SYSTEMS

C.44 SUBMITTALS CHART (CONTRACTOR DELIVERABLES)

C.45 FEDERAL REQUIREMENTS

D. PACKAGING AND MARKING

E. INSPECTION AND ACCEPTANCE

F. DELIVERIES OR PERFORMANCE

G. CONTRACT ADMINISTRATION DATA

H. SPECIAL CONTRACT REQUIREMENTS

H.1 SECURITY

H-1.1 Security Requirements and Personal Identity Verification Procedures …………………………95

H.2. IDENTIFICATION CREDENTIAL

H.3. ESCORT REQUIREMENTS

H.4. STANDARDS OF CONDUCT

H.5. REMOVAL FROM CONTRACT WORK

H.6 SENSITIVE BUT UNCLASSIFIED (SBU) BUILDING INFORMATION

H-6.1 SENSITIVE BUT UNCLASSIFIED (SBU) BUILDING INFORMATION

H.7. RECORDING PRESENCE

H.8. GOVERNMENT FORMS

H.9. OTHER CONTRACTORS

H.10. ORDINANCES, TAXES, PERMITS, AND LICENSES

H.11. DISCREPANCY IN THE SPECIFICATIONS

H.12 AFFIRMATIVE PROCUREMENT PROGRAM (APP)

H.12.1 Standards H.12.2 Reporting H.12.3 Recycled Content Certification

H.13. ASBESTOS AWARENESS TRAINING

H.14. UNIFORMS

H.15 PERSONNEL QUALIFICATIONS

H.15.1 PERSONNEL TRAINING

H.15.1.1 Re-Tuning Training

H.15.2 QUALIFICATIONS OF PROJECT MANAGER AND ONSITE SUPERVISORY PERSONNEL

H.15.2.1 Qualifications of Project Manager H.15.2.2 Qualifications of Onsite Supervisor

H.15.3 QUALIFICATIONS OF TECHNICIANS GENERAL REQUIREMENTS

H.15.4 SUBMISSION OF RESUMES FOR NEW EMPLOYEES

H.15.5 STATE LICENSING

H.15.6 COMPLIANCE WITH FEDERAL, STATE, AND LOCAL CODES

H.16. GOVERNMENT-FURNISHED MATERIALS

H.16.1 REQUIREMENTS FOR NETWORK CONNECTION

H.17. CONTRACTOR-FURNISHED MATERIALS

H.18. ADDITIONAL SERVICES INDEFINITE QUANTITY PROVISIONS

H.18.1 General H.18.2 Price Proposal for Additional Services Work H.18.3 Pricing H.18.4 Parts and Materials H.18.5 Labor H.18.6 Subcontracts H.18.7 Cost Documentation H.18.8 Competitive Bids H.18.9 Method of Ordering and Invoicing

H.19. AWARD FEE

H.20. STRIKE CONTINGENCY PLAN (SCP)

H.21. OCCUPANT EMERGENCY PLAN (OEP)

H.22. CONTRACTOR PANDEMIC PLAN

CONTRACT CLAUSES

52.223-1 BIO-BASED PRODUCT CERTIFICATION (MAY 2012)

52.223-2 AFFIRMATIVE PROCUREMENT OF BIO-BASED PRODUCTS

52.223-3 HAZARDOUS MATERIAL IDENTIFICATION AND MATERIAL SAFETY DATA (JAN 1997) . 125

52.223-4 RECOVERED MATERIAL CERTIFICATION (MAY 2008)

52.223-5 POLLUTION PREVENTION AND RIGHT-TO-KNOW INFORMATION (MAY 2011)

52.223-7 NOTICE OF RADIOACTIVE MATERIALS (JAN 1997)

52.223-10 WASTE REDUCTION PROGRAM (MAY 2011)

52.223-19 COMPLIANCE WITH ENVIRONMENTAL MANAGEMENT SYSTEMS (MAY 2011)

J. LIST OF ATTACHMENTS (LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS) 128

EXHIBIT 1 KEY PERFORMANCE INDICATORS (KPIS)

EXHIBIT 2 GREEN PURCHASING REPORT

EXHIBIT 3 BUILDING INFORMATION SHEET……………………………………………………………..159

EXHIBIT 4 MONTHLY REPORT TEMPLATE……………………………………………………………….166

EXHIBIT 5 BUILDING OPERATING PLAN TEMPLATE……………………………………………………172

EXHIBIT 6 SMART BUILDING……………………………………………………………………

EXHIBIT 7 WATER TREATMENT……………………………………………………………………...…….194

EXHIBIT 8 ENERGY & WATER OPERATIONAL PERFORMANCE TARGETS

EXHIBIT 9 ENERGY & WATER EFFICIENCY USE PLAN

EXHIBIT 10 ENERGY AND WATER EFFICIENCY MONTHLY REPORT

EXHIBIT 11 ANNUAL ENERGY & WATER EFFICIENCY REPORT……………………………………..258

EXHIBIT 12 QUALIFICATIONS OF ELECTRICAL TESTINGTECHNICIANS……………

EXHIBIT 13 MISCELLANEOUS BEST PRACTICES

EXHIBIT 14 INVENTORY / NCMMS

EXHIBIT 15 PREVENTIVE MAINTENANCE SCHEDULE

EXHIBIT 16 SOLID WASTE AND RECYCLING REPORT

EXHIBIT 17 BEST PRACTICES FOR BUILDING AUTOMATION SYSTEM TECHNICIANS ………………

EXHIBIT 18 MEETING TEMPLATE

EXHIBIT 19 UNIT PRICE AGREEMENT OR STRUCTURAL ALTERATIONS SERVICES

EXHIBIT 20 CPARS FILLABLE FORM……………………………………………….. ………………

EXHIBIT 21 MEETING TEMPLATE

EXHIBIT 22 NCMMS WORK ORDER HISTORY

EXHIBIT 23 GOVERNING CBA

K. REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF BIDDERS/OFFERORS..291

L. INSTRUCTIONS, CONDITIONS, AND NOTICES TO BIDDERS/OFFERORS

M. EVALUATION FACTORS FOR AWARD

A. SOLICITATION/CONTRACT FORM

A.1 STANDARD FORMS

See attached SF1449.

B. SERVICES, ORDERING AND PRICES

B.1 DESCRIPTION OF SERVICES

RECURRING SERVICES

ITEM

NO.

SCHEDULE

OF

SERVICES

QUANTITY UNIT UNIT PRICE TOTAL AMOUNT

BASE OPT 1 OPT 2 OPT 3 OPT 4 6 mo.

Extend BASE OPT 1 OPT 2 OPT 3 OPT 4 6 mo.

Extend 1 Mechanical

Maint. & Repair Services at Williams Coast Guard Building

12 Mo.

2 Fire Protection & Life Safety Equipment & Systems Maint.

Services at Williams Coast Guard Building

12 Mo.

3 Mechanical Maint. & Repair Services at

12 Mo.

McCormac k Bldg.

4 Fire Protection & Life Safety Equipment & Systems Maint.

Services McCormac k Bldg.

12 Mo.

5 Solar Roof Maint./Rep.

Services at Williams Coast Guard Building

12 Mo.

ADDITIONAL SERVICES (Quantities for bidding purposes only)

ITEM

NO.

SCHEDULE OF

SERVICES

QUANTITY UNIT UNIT PRICE TOTAL AMOUNT

BASE OPT 1 OPT 2 OPT 3 OPT 4 6 mo.

Extend BASE OPT 1 OPT 2 OPT 3 OPT 4 6 mo.

Extend 0006 Additional

Services Rate – Fire Protection & Life Safety Equipment & Systems

15 Hour

Maintenance Services

0007 Emergency Callback/Overti me Rate – Fire Protection & Life Safety Equipment & Systems Maintenance Services

25 Hour

0008 Reimbursable Repair Rate – Normal Working Hours. Per hour rate for providing repair services

10 Hour

0009 Reimbursable Repair Rate – After Normal Working Hours.

Per hour rate for providing repair services

10 Hour

Administrative Fee – Percentage markup applies to all materials, equipment, and approved subcontractor costs under Additional Service, Emergency Callback/ OT and Reimbursable Repair requests.

0010 Administrative Fee for requests from $0k – $5k.

$2,500 %

0011 Administrative Fee for requests from $5k – 25k.

$20,000 %

0012 Administrative Fee for requests of $25k and up.

$50,000 %

0013 UPA Differential $397,426* %

*$198,713 for six-month extension

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

INTRODUCTION

This is a Performance Based Service Contract and the success of the Contract depends on the satisfaction of the requirements, but also the satisfaction of our shared customer. Rather than a mere list of activities, this is a written expression of the GSA’s expectation of the service to be performed by the Contractor. A higher level of effective communication between the Government and Contractor is essential for partnering and for the performance based service contract to succeed. The success of this Contract is shared between the Government and the Contractor.

More emphasis is placed on the Contractor’s self-management of quality, not the usual external inspection by Government Inspectors, although that is a part of this Contract as well. All parties should act proactively to reduce service cost, therein providing an incentive for the Contractor.

The Contractor, through innovation, technology, or other means, shall perform the required maintenance of these facilities by following the Guiding Principles for Sustainable Existing Buildings:

Employ Integrated Assessment, Operation and Management Principles\ In conjunction with the Contract Officer (CO) or designee establish operational performance goals for energy, water, material use and recycling, and indoor environmental quality, and ensure incorporation of these goals throughout the life of this Contract.

Ensure that operating decisions are carried out with regard to sustainable operations.

Meet ASHRAE standards as noted throughout the SOW for thermal comfort and indoor air quality.

Use low emitting materials Volatile organic compounds (VOC) or other for maintenance. In particular, use products that have low pollutant emissions, adhesives, sealants, and solvents.

Use products meeting or exceeding EPA’s recycled content recommendations for building maintenance. For other products such as ceiling tiles, use materials with recycled content. For more information, see EPA’s Comprehensive Procurement Guideline website.

Use materials with the highest content level per USDA’s bio-based content recommendations for maintenance of or use in the building.

Use environmentally sustainable products that have a lesser or reduced effect on human health and the environment. See the Green Products Compilation.

Provide salvage, reuse and recycling services for waste generated from building operations, maintenance, and repair and discarded equipment.

Eliminate the use of ozone depleting compounds where alternative environmentally sustainable products are available consistent with the Clean Air Act.

Optimize Energy Performance – GSA is in the process of optimizing energy performance through advance metering and monthly reporting. Operate all equipment to optimize efficiency to reduce energy use and otherwise seek operating costs reductions wherever possible.

Protect and Conserve Water where possible inside and outside. Metering systems may be already installed or will be installed in government buildings to aid in reducing consumption. Where available, use EPA’s Water Sense-labeled products or other water conserving products.

Be aware that the building(s) and management involved with this Contract may be in the process of establishing new initiatives, instituting plans, and operational procedures to meet energy efficiency goals either through receiving an ENERGY STAR rating, Smart Building/ GSA link technology, or comparable programs. The Contractor will play an integral part of obtaining these goals and should be aware of the programs and processes.

The purpose of partnering is to adopt procedures wherein the Scope of Work where the Contractor and Government can work together in achieving Contract objectives. Partnering involves the development of a cooperative management team that seeks to identify common goals and objectives.

This is a fixed-price Contract and while working with the Government in obtaining goals the Contractor is motivated to find improved methods of performance in order to increase its profits. Results of an effective partnership should reflect a “mutual win” situation.

C.1. SCOPE OF WORK

As indicated in the introduction, this is a Performance Based Service Contract and the success of the Contract depends on the satisfaction of the requirements, but also the satisfaction of our shared customer.

GSA seeks to establish a Partnering relationship with the Contractor to accomplish its program objectives in this Contract. The objective of the Partnering process is to provide effective problem-finding/problem-solving management team composed of personnel from both parties, thus creating a single culture with one set of goals and objectives. Partnering also requires the recognition that risks must be shared by both parties and that maintaining a healthy partnership is everyone's responsibility. The approach requires utilizing a facilities engineering and systems thinking approach to provide solutions from a global perspective. The outcome of this initiative is for GSA to leverage Contractor technical, managerial, and decision making expertise to assist GSA in accomplishing its goals and objectives.

Support from top management is essential with commitment to the concept and process. The partnering concept commences in the acquisition process by including key performance indicators as evaluation factors for award. The Contractor and GSA will select team members to participate in partnering activities including but not limited to brainstorming, planning, execution, monitoring, feedback, and refinement of strategies to achieve mutual goals. All Contractor resources including but not limited to subcontractors and vendors from various levels of the organization are encouraged to participate. The Partnering team should be balanced and of a size that will maximize efficiency. GSA and the Contractor will meet at the direction of the Contracting Officer (CO) or designee to evaluate the objective, potential course of action, risks, and expected outcomes associated with this Contract. The Partnering team is expected to implement all courses of action agreed upon. The nature of the action and the predefined terms of this contract will govern if additional reimbursement to the Contractor is warranted. Jointly, GSA and the Contractor are expected to monitor and evaluate the success of achieving the objective and make necessary adjustments over the long term. The Partnering team will assess the impacts of all actions and decisions agreed upon and incorporate this information into future standard operating procedures. Teamwork, trust, and open communication are critical to success of this program.

In addition to partnering with GSA, it is also expected that the Contract partner with other building services contractors and any construction contractors involved in work at the site where services are to be performance. The intent of this partnering is to provide a complete facilities management service that is seamless and smooth to all tenants and GSA.

Coordination and partnering with external stakeholders is also required for Public Realm initiatives, and these specific aspects are outlined in the General Additional Miscellaneous Services Requirements attachment.

In performance of all the requirements of this contract, the Contractor, through innovation, technology, or other means, shall perform maintenance and operations of these facilities in accordance with the Guiding Principles for Sustainable Existing Buildings.

C.1.1 GENERAL

The Contractor shall provide management, supervision, labor, materials, equipment, and supplies and is responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, and repair of equipment and systems located within the property line of the Captain John F. Williams Coast Guard Building (MA0011ZZ) & John W. McCormack Building (MA0013ZZ) building(s), to include the following:

a. Electrical systems and equipment.

b. Mechanical, plumbing, (where systems are connected to the GSA network, the Contractor’s employees will need to obtain a GSA ENT account to access systems) and heating, ventilation, exhaust systems and air conditioning (HVAC) systems and equipment.

c. Fire protection and life safety systems and equipment.

d. All Building Monitor and Controls system are within the scope of this contract. These BMC systems may include Building Automation Systems (BAS), Digital Lighting Systems and Public Address Systems, Energy Management Systems or other building controls systems. BMC systems will be connected to the GSA Network and access to these systems will require GSA ENT network credentials (see section C.35.4.1.1 for details).

e. Contractor will be responsible for hardware and software for listed systems excluding computerized operating systems (For example Windows Server 2008, Linux, etc.). Software maintenance must include security patching and minor revision updates as recommended by system installer. A minor revision is an incremental patch or update to the existing software or firmware version with low risk to existing interoperability.

f. Architectural and structural systems, fixtures, and equipment within the site (to the property line).

g. Work Request / Work Order desk operations as identified in Section C.8.4 to include record keeping using the National Computerized

h. Maintenance Management System (NCMMS) or by other means as well as other administrative functions.

i. Locks, keycard systems, vehicle barrier systems and static and dynamic bollard systems.

j. Dock levelers and roll-up and sliding garage doors.

k. Storm drainage systems - reduce storm water pollution by minimizing discharges and runoff to the storm sewer system and environment.

l. The Contractor shall complete roofing system investigations and repairs.

m. The Contractor shall maintain and repair U.S. flag pole, lighting and pulley system.

n. The Contractor shall maintain kitchen/concessions area drains if applicable.

o. The Contractor shall maintain conveying equipment, parking control equipment, and loading dock equipment.

p. The Contractor shall update software/firmware to latest revision and update software licenses for BAS

q. The Contractor shall provide the CO or their designee copies of all subcontracts to ensure subcontractors are qualified for performing the works

C.1.2 The Contractor Shall:

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

b. Use innovation, technology and other means and methods to develop and perform the most efficient services for the building.

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

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

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

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

g. Provide training to their employees that will stress stewardship in maintenance practices i.e., the proper use, disposal, recycling of chemicals, dispensing equipment and packaging. Provide documentation that their employees are completing training in the core competences and participating in continual educational training according to the Federal Building Personnel Training Act. Ensure that their employees are properly licensed and/or certified to operate necessary building systems or equipment for which licensed and/or certified personnel are required by federal, state or local law, codes or ordinances (H.15. Personnel Qualifications).

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

C.1.3 Excluded from this scope are:

a. Security systems (does not include mechanical components of the door, closers, keepers, hinges, etc.)

b. Telecommunication systems. All Government Furnished Equipment (including GSA switches, Routers, Workstations and peripherals)

c. Equipment owned and operated by tenant agencies.

d. Furnishings (not installed as fixtures).

e. Paper, soap, and hand-sanitizer dispensing equipment in restrooms.

f. Kitchen appliances and equipment (but ductwork above the ceiling, grease traps with associated piping, and any fire suppression or fire alarm equipment are included in the scope).

g. Equipment owned by servicing public utilities.

h. Upgrade of software and software licenses for NCMMS.

i. Contractor shall exclude any major revision upgrade of software (minor revision, security patching and firmware patching shall be included as system maintenance.

j. Fitness center equipment.

k. Lawn sprinklers/maintenance of landscape irrigation systems

l. Mechanical equipment for window washing (wall glider, tracks, davits, pedestals and associated equipment).

Additional services as needed by various agencies.

C.2 DEFINITIONS

C.2.1 Acceptance “Acceptance” means an authorized representative of the Government has inspected and agreed that the work meets all requirements of this contract, to include documentation requirements.

C.2.2 Acts of God These are unanticipated grave natural disasters or other natural phenomenon of an exceptional, inevitable, and irresistible character; the effects of which could not have been prevented or avoided by the exercise of due care or foresight.

C.2.3 Additional Services

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

C.2.4 Advanced Meters

Advanced meters are those that have the capability to measure and record interval data (at least hourly for electricity), and communicate the data to a remote location in a format that can be easily integrated into an advanced metering system.

C.2.5 Advanced Metering Systems

A system that collects time-differentiated energy usage data from advanced meters via a network system on either an on-request or defined schedule basis. The system is capable of providing usage information on at least a daily basis and can support desired features and functionality related to energy use management, procurement, and operations, U.S. Department of Energy, EERE: Guidance for Electric Metering in Federal Buildings, (February 3, 2006).

C.2.6 Approval “Approval” means the Government has reviewed submittals, deliverables, and administrative documents (e.g., insurance certificates, installation schedules, planned utility interruptions, etc.) and has determined the documents conform to contract requirements.

C.2.7 Architectural and Structural

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

C.2.8 Basic Services The Basic Services of the contract consist of the recurring contract requirements for which the Contractor is paid as a base price, i.e., the requirements established by the contract statement of work and related general and administrative requirements that do not contain provisions for separate reimbursement. Indefinite Quantity requirements (Additional Services and Reimbursable Repairs) are requirements outside of Basic Services, for which payment is made on a case-by-case basis.

C.2.9 Building Automation System (BAS) The “building automation system” is a system controlling and monitoring building HVAC, and possibly other systems, to include all device, field, and global controllers, instrumentation, networking infrastructure, computers and peripherals, software, programming, database files, and licenses. A System Integrator is the "BAS support vendor," or "BAS Dealer/Distributor," or a brand software company such as ,"JCI," "Siemens," "Honeywell," or a branch or independent BAS vendor.

C.2.10 GSAlink GSAlink - strategic platform to leverage automated building analytics technology to measure and substantially lower operational expenses in the existing owned building portfolio through ongoing commissioning. GSAlink is a hardware and software solution to capture real-time building systems point data, apply rules-based analytics software to the data, and spot trends and deficiencies while reporting actionable events to building operators, O&M contractors, and GSA Service Center property managers. This platform is provided to the O&M to help meet their contractual requirements to the GSA of running the building in the most efficient and energy savings way possible.

C.2.11 Building Operating Plan The “building operating plan” is a mandatory plan that the Contractor prepares for Government approval that describes the Contractor’s program for operating and maintaining the building, to include both normal circumstances and contingencies.

C.2.12 Commissioning

A practice used to optimize and verify performance of fundamental building systems.

C.2.13 Ongoing Commissioning

The practice of optimizing system performance by continuing to fine-tune equipment so will result in actively preventing problems for the lifetime of the building. GSA’s Ongoing Commissioning efforts will focus on maintaining the facility in the optimized state resulting from TBC and Re/Retro Commissioning efforts. GSA will achieve this through its relationship with its service providers (Operations and Maintenance/Custodial/Repair and Alterations/IT/Utilities) and the use of technology (networked systems/Advanced Meters/Smart Buildings/GSALink).

C.2.14 National Computerized Maintenance Management System (NCMMS) A “computerized maintenance management system” is a database and application software package that automates the O&M and repairs record keeping requirements. GSA’s National Computerized Maintenance System (NCMMS) is designed to enhance efficiency and effectiveness of maintenance activities. Typical features include planning, scheduling and monitoring of work orders and maintenance needs.

The National NCMMS (N-NCMMS) is a central repository (Database) for all maintainable GSA Assets. The N-NCMMS provides a mandatory, Agency-Wide means and method for processing and reporting all maintenance work done for GSA regardless of Region or Contractor.

C.2.15 Consumable Parts

“Consumable parts” or components are parts or components that customarily require regular replacement rather than repair in a maintenance program and shall be disposed of properly. Examples include, but are not limited to: oil, grease, belts, filters, ballasts, lamps, etc.

The Contractor is responsible for any consumables (including fuel) used during day-to-day operation of a generator, i.e., exercising the generator, testing, etc. Operation of a generator for an extended period (more than 4 hours per event) or due to a power loss would be treated as a reimbursable expense. If the operation of the generator is caused by Contractor negligence, the Contractor shall be liable for the full cost of refueling, any other provisions notwithstanding. The contractor shall not allow the fuel level to drop below 75%. The contractor shall provide fuel up to $900.00 per contract year. The contractor shall maintain a running log containing the amount of fuel used with associated costs and have available to the CO or designee upon request. GSA will pay for all fuel after the $900.00 limit is reached each year the contract is in effect.

C.2.16 Contracting Officer (CO)

Contracting Officer (CO) has the overall responsibility for the administration of this contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules. However, the CO may delegate certain other responsibilities to authorized Government representatives.

C.2.17 Contracting Officer’s Representative (COR) or Designee

Contracting Officer's Representatives (COR) or their designee shall be appointed by letter from the CO. CORs or designees will be the primary Government representatives for the administration of Contract, shall have proper training and experience in inspecting contracts, but will not have the authority to modify the contract.

C.2.18 Contractor “Contractor” as used in this document refers to the company or firm awarded this contract.

C.2.19 Contractor’s Other Than Normal Working/Duty Hours Hours other than those identified as Normal Working Hours.

C.2.20 Controls and Control System A “control system” is any pneumatic or low-voltage control, communication and monitoring system, including but not limited to stand alone devices, field and global controllers; instrumentation; networking infrastructure; computers and peripherals; software; programming; database files; and licenses. Examples are the BAS, Advance Metering System (AMS), and lighting control systems. Fire protection systems and security systems are excluded from this definition for purposes of this contract and are defined separately. Gateway devices and mapping software and files for data interchange between a control system and a fire protection or security system are considered part of the control system.

C.2.21 Defective Service A unit of service that does not conform with specified contract requirements.

C.2.22 Emergency The term “Emergency” includes bombings, and bomb threats, civil disturbances, fires, explosions, electrical failure, loss of water pressure, building flooding, sanitary and sewer line stoppage, chemical and gas leaks, medical emergencies, hurricanes, tornadoes, floods, and earthquakes. The term does not apply to civil defense matters such as potential or actual enemy attacks.

C.2.23 Emergency Callback An “emergency callback” is a Work Request / Work Order or other request for service placed outside of normal working hours and of such a nature that response cannot wait for the resumption of the next day’s normal working hours.

C.2.24 Environmentally Sustainable Products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, products and chemicals, packaging, distribution, reuse, operation, maintenance, or disposal of the product or service. Attributes of environmentally sustainable products include those that are energy efficient, water-efficient, biodegradable, environmentally preferable, non-ozone depleting, contain recycled content, non or less toxic, EPA-designated and biobased.

C.2.25 Existing Deficiency List Report

The “existing deficiency list report” or “existing deficiency list” is a list of deficiencies that may exist in the equipment and systems covered by this performance work statement, as well as the Contractor's itemized price (including, but not limited to, labor, materials, overhead, and profit) for correcting each deficiency.

C.2.26 Exterior

This includes entrances; landings; steps; sidewalks; parking areas; arcades; courts; planters; lawns; irrigation systems; fountains; security bollards;

gates; fences; flagpoles; building-mounted, pole, and ground lighting; etc. located adjacent to the facility extending to the legal property line.

C.2.27 Federal Holidays “Federal holidays” for the purposes of this contract are New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day. When Federal holidays fall on weekends, a weekday is typically designated as the holiday. Holidays that fall on Saturday are observed on the previous Friday and holidays that fall on a Sunday are observed on the following Monday. Veterans’ Day is always on the 11th of November and Thanksgiving is always the 3rd Thursday of November.

C.2.28 Federal Executive Holidays, Unanticipated Unanticipated holidays declared by the president will count as Federal holidays. As long as the Contractor pays employees as if it were an anticipated Federal holiday, the Contractor will be paid for the unanticipated holiday as if it were a normal Federal Holiday.

C.2.29 Fire Protection and Life Safety Systems “Fire protection and life safety systems “ are systems and equipment installed in the building to (1) detect fire and products of combustion, (2) notify building occupants and emergency responders, (3) initiate smoke control systems (4) initiate fire suppression systems, (5) control or suppress fires and (6) facilitate or enhance emergency egress. These systems also may communicate with other major building systems for fire and smoke control, elevator recall, and utilities control. Life safety systems and equipment includes emergency lighting, exit signage, special egress door locking arrangements, and exit stair markings.

C.2.30 Guiding Principles for Sustainable Existing Buildings A practice of using processes that is environmentally responsible and resource-efficient throughout a building's life-cycle. The goal is to minimize and offset consumption of energy, water, and other resources and to eliminate all waste and pollution in building operations and activities. The result is to reduce the environmental impact of the Federal government, which will expand and complement the building design economy, utility, durability, and comfort. The common objective is to reduce the overall impact of the building environment on human health and the natural environment.

C.2.31 GSA Green Purchasing Program (GPP)

The GPP specifies requirements to promote the purchase of environmentally sustainable products and services. Key Sustainable Product (KSP) Standards are those categories of products that the Government’s Contractor uses most frequently in the delivery of operations and maintenance facilities related services. The KSP standards are the minimal attributes that the KSPs shall meet. Use of the KSP’s in this contract is mandatory.

C.2.32 Indefinite Quantity “Indefinite quantity” provisions permit the Government to order work, in addition to the basic services, and upon acceptance permit additional payment to the Contractor.

C.2.33 MAINTENANCE REPAIR

Work required preventing a breakdown of a piece of equipment or system, or put equipment or systems back in service after a breakdown or failure.

C.2.34 MISCELLANEOUS WORK

“Miscellaneous work” is additional labor that is performed at the request of the agency (i.e., they are part of basic services). The Contractor may also have to provide consumable materials to complete the request. Miscellaneous work is treated as a Service Call and is included in the Basic Operations and Maintenance price quoted per month on the bid sheet. During normal duty hours minor tasks related to routine, day-to-day operational requirements requested by the which will consist of, but not be limited to: making door keys; changing locks; hanging pictures, maps and bulletin boards; trimming door bases; and other similar functions as directed. Miscellaneous work shall be accomplished in the same time frame as routine service calls unless otherwise directed by the CO or designee. The Contractor will be paid at the hourly rate quoted for after normal duty hours only if authorized by the CO or their designee in advance for specific activities.

C.2.35 MODIFICATION OF CONTRACT

Modification is a bilateral or unilateral change in the terms of a contract.

C.2.36 Negligence “Negligence” is the failure to use due care under the circumstances. It is the doing of some act which a person of ordinary prudence would not have done under similar circumstances or failure to do what a person of ordinary prudence would have done under similar circumstances.

C.2.37 Non-Reimbursable Repair

A “non-reimbursable repair” is a repair that is the Contractor’s responsibility with no additional reimbursement from the Government.

C.2.38 Normal Working Hours “Normal working hours” is the hours of building operations under most circumstances when all services shall be provided to all occupants.

C.2.39 Occupant Emergency Plan (OEP) The lead agency in each building is responsible for development and enforcement of the building’s “Occupant Emergency Plan” (OEP). The OEP details what the building tenants shall do in case of an emergency. The plan identifies floor wardens, shelter in place locations etc.

C.2.40 Open Systems

Open Systems: By purchasing a 'open system' the GSA is not restricted to a single source or product to control, maintain, update or replace any components of the system. Pressure from large customers of building automation systems has helped to drive the industry to adopt more of these open concepts, but the GSA must enforce these requirements to continue to drive the industry to complete open standardization. “Open” applies to communication protocols, software and business practices.

C.2.41 Operations “Operations” is the continual process of using building equipment systems to accomplish their function, optimize building performance, and improve energy efficiency. Operations includes analysis of requirements and systems capabilities, operating controls and control systems, responding to Work Request / Work Orders, touring and observing equipment performance and condition, adjusting equipment, identifying needed maintenance and repairs to equipment, and maintaining lubrication and chemical treatments, etc.

C.2.42 Performance Based Service Contracting The procurement strategy that seeks to issue technical requirements that set forth outcomes for performance instead of specific requirements on how to perform the service. This strategy shifts the risk of performance to the Contractor by allowing the Contractor to design the methods of achieving desired results as defined by the performance quality standards established by the Government.

C .2.43 Performance Work Statement (PWS)

The Performance Work Statement details the work requirement and can be referred to as the specification.

C.2.44 Predictive Maintenance “Predictive maintenance” is a program of maintenance activities in which scheduling of maintenance is derived from monitoring the operating condition, or changes in the operating condition, of equipment being maintained.

C.2.45 Preventive Maintenance (Scheduled and Unscheduled) “Scheduled preventive maintenance” is a program of maintenance activities performed based on a fixed schedule or on equipment runtimes.

“Unscheduled preventive maintenance” is all work performed including adjustments and procedures necessary to sustain the proper operation of all building equipment and systems pending a scheduled procedure. Examples are: ensuring sequences of operation; operational schedules; heating and cooling reset schedules; optimum start and stop procedures are utilized and ensuring that all equipment such as dampers and valves are kept fully functional, and repaired immediately should a failure occur.

C.2.46 Product Preference (See Exhibit 4 Summary of Environmentally Sustainable Product Attributes) Use of “environmentally sustainable” products is mandatory for performance of this contract. As such, products identified as “environmentally sustainable” will be selected over those which do not carry such designations. The following factors should be considered when selecting products:

environmental performance, cost performance, bio-based, recycled content, biodegradability, technical performance, and availability.

C.2.47 Key Performance Indicators (KPIs) The Contractor must articulate and detail specifics in their proposal of how they will accomplish every requirement and how the Contractor’s effort will support GSA’s mission of protecting and preserving real property assets while enhancing the level of comfort for tenants The Contractor must provide management, supervision, labor, materials, equipment, and supplies and shall be responsible for the efficient and effective operation, scheduled and unscheduled maintenance, repair of equipment and systems, and vertical transportation located within the property line. The purpose of O&M Partnering is not to add tasks or increase O&M costs, but to align KPIs more effectively.

C.2.48 Quality Control Plan The “quality control plan” (QCP), is the Contractor’s complete written system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. Preparation of this document is the responsibility of the Contractor.

C.2.49 Repair A “repair” is an act of restoring inoperable, dysfunctional or deteriorated equipment, systems, or material to a fully functional, non-deteriorated state.

Repairs usually involve some combination of labor and replacement parts, components or materials.

C.2.50 Reimbursable Repair

A “reimbursable repair” is a repair that is reimbursable to the Contractor, in whole or in part, in accordance with the provisions in this document.

C.2.51 Sequence of Operations A “sequence of operations” is the control logic used to operate a system normally put into effect through a control program.

C.2.52 Work Request / Work Order A “Work Request / Work Order” is a response to a GSA, tenant, or agency request or a response to an observation that some equipment, system or material covered by the contract is inoperable, dysfunctional, deteriorated, or not within normal operating parameters, or that performance standard of the contract is not being met. Work Request / Work Order response involves analysis of the problem and adjustment of operating or monitoring controls or other immediate corrective action. A requirement to perform a repair may result from the analysis stage of a Work Request / Work Order.

Work Request / Work Orders may be generated automatically from interfaces to BAS or diagnostic software.

C.2.53 Standard Services Standard services are defined as all services that are included in the monthly price or as defined in the Contract document. Prices are to include all applicable labor, materials, supplies, training/certifications, equipment (except as otherwise provided), supervision, and management.

C.2.54 Stewardship The act of stewardship is to take the responsibility for managing, conducting or supervising the quality, state or condition of a commercial building. A Stewardship program in addition to caring for the building, its occupants and visitors includes among other things a sense of shared responsibility, occupant participation and communications amongst building management, O&M personnel, cleaning personnel, occupants, contractors and others who have an impact on/in the building.

C.2.55 Supervisor, On-site The term “on-site supervisor” means a person designated in writing by the Contractor who has authority to act for the contract on a day-to-day basis at the work site.

C.2.56 Tour A “tour” is generally a scheduled walkthrough of equipment rooms and installations including computer rooms, restrooms, etc. by Contractor operating personnel for the purpose of ensuring that equipment is running properly, ensuring that equipment rooms are in good order and without safety hazards, and making any necessary adjustments to operating controls or to lubricate equipment. A tour may also involve a combination of such physical visits in addition to using automated systems for the monitoring of equipment and systems. Equipment log sheets are a part of the tour plan/program. All tours are "inspection" work orders in the NCMMS and will comply with all work order requirements.

C.2.57 Vertical Transportation Systems “Vertical transportation systems” include elevators, escalators, dumbwaiters, lifts, etc.

C.2.58 Watch A “watch” involves performing certain tasks required for the operation of the HVAC equipment (central systems over 300 tons), boilers, compressors, and related equipment in a centralized location. Watches include, but are not limited to starting equipment, checking at designated intervals all operating equipment in the area, recording readings, shifting equipment and loads, making adjustments at the central control center, taking water samples, making tests, and adding chemicals as required.

C.2.59 Unit Price Agreement or Structural Alterations Services The following clauses apply only to orders under the Unit Price Agreement (UPA) or structural alterations greater than $2000, but less than $100,000.

NOTE: UPA or Structural alteration work over $2000 is covered by Davis Bacon wages and is NOT subject to annual escalation. See Exhibit 19.

C.3. References The following publications are incorporated by reference as setting quality, performance, and design standards for work required in this document.

Unless a specific date is provided, references are for the current edition published at the time of issue of the solicitation, to include any addenda or errata published by the issuing organization. The Contractor is responsible for obtaining access to all referenced documents at their own expense, the exception of the Public Building Service Operations and Maintenance standards 2012, the Facilities Standards for the Public Buildings Service (PBS P100), and the U.S. Courts Design Guide, which will be provided by the Government.

Public Buildings Service Operations and Maintenance Standards 2012 Facilities Standards for the Public Buildings Service (PBS P100) U.S. Courts Design Guide SMACNA Sheet Metal and Air Conditioning Contractors National Association HVAC Systems Testing, Adjusting & Balancing AHERA Asbestos Hazard Emergency Response Act ASHRAE Guideline 1 HVAC Commissioning Process ASHRAE Guideline 4 Preparation of Operating and Maintenance Documentation for Building Systems ANSI/ASHRAE Standard 15 Safety Code for Mechanical Refrigeration ANSI/ASHRAE Standard 34 Number Designation and Safety Classification of Refrigerants ANSI/ASHRAE Standard 55,…