47PB0024Q0001 RFQ Amendment 03 RFQ Attach 07 Performance Work Statement 2023 12 22.pdf

Performance Work Statement

SOLICITATION NUMBER: 47PB0024Q0001

SERVICE: Operations & Maintenance and Related Services

LOCATION(S): Murphy Federal Records Center (MA0136ZZ) 380 Trapelo Road, Waltham, MA 02452

PERIOD OF PERFORMANCE: May 1, 2024 – April 30, 2025 and 9 One-Year Options

SOLICITATION ISSUE DATE: November 15, 2023

OFFER RECEIPT DATE/TIME: January 3, 2024

Table of Contents Table of Contents 1

SECTION 1 GENERAL CONTRACT REQUIREMENTS 13

C.1.0 General 13

C.1.1 Scope of Work 14

C.1.1.1 Discrepancy in the Specifications 14

C.1.2 Personnel 14

C.1.2.1 Contractor Key Personnel 14

C.1.2.2 Authority 15

C.1.2.3 Communication Equipment 15

C.1.2.4 Language 16

C.1.2.5 Employee Suitability 16

C.1.2.6 Employee Technical Qualifications 17

C.1.2.7 Certifications 17

C.1.2.7.1 Qualifications of Fire Alarm System Technicians 18

C.1.2.7.2 Qualifications of Water-Based Fire Suppression System Technicians 18

C.1.2.7.3 Qualifications of Technicians 18

C.1.2.7.4 Qualifications for Electrical Technician 18

C.1.2.8 Employee Training 19

C.1.2.8.1 Asbestos Awareness Training 19

C.1.2.8.2 Re-Tuning Training 19

C.1.2.8.3 Education Requirements and Certifications 19

C.1.2.8.4 NCMMS Training 20

C.1.2.8.5 Lead Awareness Training 20

C.1.2.9 Appearance 20

C.1.2.10 Standards of Conduct 21

C.1.2.11 Recording Presence 21

C.1.2.12 Personal Identity Verification Requirements 21

C.1.2.13 Credentials and Identification 21

C.1.2.14 Escorting 22

C.1.3 Quality Control Program 22

C.1.3.2.1 Inspection and Data collection Program 23

C.1.3.2.2 Methods 23

C.1.3.3.1 Data Collection and Analysis Program 23

C.1.3.3.2 Methods 23

C.1.4 Quality Assurance 23

C.1.4.1 Contracting Officer's Representative (COR) 24

C.1.4.2 Government Monitoring 24

C.1.4.3 Performance Evaluations 24

C.1.5 Physical Security 25

C.1.5.1 Key Control 25

C.1.5.2 Lock Combinations 25

C.1.6 Safeguarding Sensitive Data and Information Technology Resources 25

C.1.6.1 General 25

C.1.6.2 Safeguarding and Dissemination of Controlled Unclassified Information 26

C.1.6.2.1 General 26

C.1.6.2.2 Marking CUI 26

C.1.6.2.3 Authorized Recipients 26

C.1.6.2.4 Dissemination of CUI Building Information 27

C.1.6.2.4.1 By Electronic Transmission 27

C.1.6.2.4.2 By Non-electronic Form or on Portable Electronic Data Storage Devices 27

C.1.6.2.4.2.1 By Mail 27

C.1.6.2.4.2.2 In Person 27

C.1.6.2.5 Record Keeping 27

C.1.6.2.6 Safeguarding CUI Documents 28

C.1.6.2.7 Destroying CUI Building Information 28

C.1.6.2.8 Notice of Disposal 28

C.1.6.2.9 Incidents 28

C.1.6.2.10 Subcontracts 28

C.1.7 Hours of Operation 28

C.1.7.1 Normal Working Hours 28

C.1.7.2 Core Coverage Hours 28

C.1.7.3 Recognized Holidays 29

C.1.7.4 Extended Operating Hours 29

C.1.7.5 Building Access 29

C.1.8 Conservation of Utilities 29

C.1.9 Use of NCMMS 30

C.1.9.1 General 30

C.1.9.2 Operations 32

C.1.9.3 Reporting 33

C.1.10 Documentation and Records 33

C.1.11 Ordinances, Taxes, Permits, and Licenses 34

C.1.12 Other Contractors 34

C.1.13 Government Forms 34

C.1.14 Contractor Maintenance Performance Plans 34

SECTION 2 DEFINITIONS 35

C.2.0 General 35

C.2.1 Above-Standard Services 35

C.2.2 Acceptance 35

C.2.3 Additional Services 35

C.2.4 Advanced Meters 35

C.2.5 Advanced Metering Systems 35

C.2.6 Annual Child Care Facility Survey 35

C.2.7 Architectural and Structural 35

C.2.8 Basic Services 35

C.2.9 Building Automation System (BAS) 36

C.2.10 Building Operating Plan 36

C.2.11 National Computerized Maintenance Management System (NCMMS) 36

C.2.12 Consumable Parts 36

C.2.13 Contracting Officer (CO) 36

C.2.14 Contracting Officer's Representative (COR) 36

C.2.15 Contractor 37

C.2.16 Core Coverage Hours 37

C.2.17 Corrective Maintenance 37

C.2.18 Demand Response Program 37

C.2.19 Emergency Callback 37

C.2.20 Energy Conservation Measure (ECM) 37

C.2.21 Energy Savings Performance Contract (ESPC) 37

C.2.22 Environmentally Sustainable Products and Services 37

C.2.23 Exterior 38

C.2.24 Fire Protection and Life Safety Systems 38

C.2.25 GSAlink 38

C.2.26 Green Procurement Compilation (GPC) 38

C.2.27 Indefinite Quantity 38

C.2.28 Initial Deficiency Report 38

C.2.29 Miscellaneous Work 38

C.2.30 Modification of Contract 39

C.2.31 Non-Reimbursable Repairs 39

C.2.32 Normal Working Hours 39

C.2.333 Occupant Emergency Plan (OEP) 39

C.2.34 Ongoing Commissioning 39

C.2.35 Open Protocol Systems 39

C.2.36 Operations 40

C.2.37 Overtime Utilities 40

C.2.38 Partnering 40

C.2.39 Performance Work Statement (PWS) 40

C.2.40 Predictive Maintenance 40

C.2.41 Preventive Maintenance 40

C.2.42 Quality Assurance Surveillance Plan (QASP) 40

C.2.43 Quality Control Plan 41

C.2.44 Rapid Building Assessment Program 41

C.2.45 Repair 41

C.2.46 Reimbursable Repair 41

C.2.47 Tour 41

C.2.48 Utility Energy Service Contract (UESC) 41

C.2.49 Vertical Transportation Systems 41

C.2.50 Watch 42

C.2.51 Water Conservation Measure (WCM) 42

C.2.52 Work Order 42

SECTION 3 GOVERNMENT-FURNISHED PROPERTY 43

C.3.0 General 43

C.3.1 Electric Power 43

C.3.2 Water Source 43

C.3.3 Contractor Office Space and Furnishings 43

C.3.4 Storage Space 43

C.3.5 Network Equipment and Computer Hardware 43

SECTION 4 CONTRACTOR- FURNISHED PROPERTY SUPPLIES/MATERIAL/EQUIPMENT

C.4.0 General 45

C.4.1 Specific Requirements 45

SECTION 5 OPERATIONS-SPECIFIC REQUIREMENTS 46

C.5.0 General 46

C.5.1 Tenant Environment 46

C.5.1.1 Tenant Furniture 46

C.5.2 Building Operating Plan 46

C.5.2.1 Components of the Building Operating Plan 47

C.5.3 Equipment Inventory 49

C.5.3.1 General: 49

C.5.3.2 Operations 50

C.5.3.3 Reporting 51

C.5.4 Safety Management 51

C.5.4.1 General 51

C.5.4.2 Workplace Safety and Health Program 51

C.5.4.2.1 Reporting 51

C.5.4.3 Scheduling and Record Keeping 52

C.5.4.3.1 Reporting 52

C.5.4.4 Fall Protection 52

C.5.4.5 Powered Platforms 52

C.5.4.6 Lock Out/Tag Out 52

C.5.4.7 Confined Spaces 52

C.5.4.8 Facility Hazards and Accidents 52

C.5.4.8.1 Hazards 52

C.5.4.8.2 Accidents 53

C.5.4.9 Disruptive or Hazardous Equipment 53

C.5.4.9.1 Tools 53

C.5.4.9.2 Hooks, Cranes, Hoists Chains and Slings 53

C.5.4.10 Scheduled Disruption to Utilities, Lighting, Fire Protection & Life Safety Systems, or Space Conditioning 53

C.5.4.11 Safety Data Sheets and Hazard Communication Plan 53

C.5.4.11.1 Safety Data Sheets 53

C.5.4.11.2 Hazard Communication Plan 53

C.5.4.12 Labeling and signage 54

C.5.4.13 Emergency Shutdown Instructions 54

C.5.4.14 Electrical Safety 54

C.5.4.15 Labeling of Electrical Circuits and Panels 54

C.5.5 Environmental Management 54

C.5.5.1 General 54

C.5.5.2 Refrigerants 55

General 55

C.5.5.2.1 Operations 55

C.5.5.2.2 Maintenance (Refrigerant Recycling, Reclamation, and Disposal) 55

C.5.5.2.3 Testing/Inspections 55

C.5.5.2.4 Reporting 55

C.5.5.3 Local Air Quality Management Operating Permits 56

C.5.5.4 Stationary Engines 56

C.5.5.5 Fuel Storage Tank Management 56

C.5.5.6 Solid Waste 56

C.5.5.7 Polychlorinated Biphenyl (PCB) Control 57

C.5.5.8 Asbestos Management 57

C.5.5.9 Disposition of Hazardous Waste 57

C.5.5.10 Backflow Prevention Devices 57

C.5.5.11 Potable Water Systems 58

C.5.5.11.1 PBS Guidance to Maintain or Restore Water Quality 58

C.5.5.11.2 Inspection and Assessment 58

C.5.5.11.3 Repaired, Modified, Serviced or Breached 58

C.5.5.11.4 Reporting and Documentation 59

C.5.5.12 Reporting 59

C.5.5.13 Contractor Pandemic Plan 60

C.5.6 Energy and Water Efficiency 61

C.5.6.1 General 61

C.5.6.2 Operations 61

C.5.6.3 Reporting 61

C.5.7 Advanced Metering Systems 62

C.5.7.1 General 62

C.5.7.2 Operations 62

C.5.7.3 Maintenance 62

C.5.7.4 Reporting 62

C.5.8 Building Automation Systems and IT Controls 63

C.5.8.1 General 63

C.5.8.2 Operations 63

C.5.8.2.1 GSA-hosted Systems Requirements 64

C.5.8.2.2 Excepted Systems Requirements (not hosted on GSA’s system infrastructure)

C.5.8.3 Maintenance 66

C.5.8.3.1 BAS Control Systems and Upgrades 66

C.5.8.3.2 BAS Alarms 66

C.5.8.4 Testing/Inspecting 67

C.5.8.5 Reporting 67

C.5.8.6 Smart Building Technology 67

C.5.9 Fire Protection and Life Safety Equipment and Systems 68

C.5.9.1 General 68

C.5.9.2 Fire Alarm System Services and Emergency Communication Systems 68

C.5.9.3 Water-Based Fire Protection Systems 69

C.5.9.4 Fire-rated Door Assemblies 70

C.5.9.5 Fire Damper and Combination Fire/Smoke Dampers 70

C.5.9.6 Smoke Doors Assemblies 70

C.5.9.7 Smoke Dampers 70

C.5.9.8 Portable Fire Extinguishers 70

C.5.9.9 Non-Water-Based Fire Extinguishing Systems 71

C.5.9.10 Smoke Control Systems 71

C.5.9.11 Emergency and Standby Power Systems 71

C.5.9.12 Emergency Lighting Systems and Exit Signage 71

C.5.9.13 Fire Resistance Rated Construction 71

C.5.9.14 Lightning Protection Systems 72

C.5.9.15 Chemical Sensors 72

C.5.10 Tours 72

C.5.10.1 General 72

C.5.10.2 Proactive Facility Tours 72

C.5.10.3 Minimum Tour Frequencies 73

C.5.10.4 Monitoring of Central Plant Equipment 73

C.5.10.5 Operating Logs and Tour Check Sheets 73

C.5.10.6 Reporting 74

C.5.11 Repairs 74

C.5.11.1 General 74

C.5.11.2 Operations 75

C.5.11.2.1 Non-Reimbursable Repair 75

C.5.11.2.2 Partially Reimbursable Repairs 75

C.5.11.2.3 Fully Reimbursable Repairs 76

C.5.11.3 Warranties 76

C.5.11.4 Third-Party Contractors 76

C.5.12 Work Orders 76

C.5.12.1 General 76

C.5.12.2 Operations 77

C.5.12.2.1 Emergency Work Order 77

C.5.12.2.2 Emergency Call Back (Beyond Core Coverage Hours) 78

C.5.12.2.3 Urgent Work Order Response 78

C.5.12.2.4 Routine Work Order Response 78

C.5.12.3 Data Maintenance 79

C.5.12.4 Reporting 79

C.5.13 Additional Services Indefinite Quantity Provisions 79

C.5.13.1 General 79

C.5.13.2 Price Proposal for Additional Services Work Request 79

C.5.13.2.1 Parts and Materials 80

C.5.13.2.2 Labor 80

C.5.13.3 Additional (Non-Pricing Schedule) Subcontracts 80

C.5.13.4 Indirect Costs (Markup) 80

C.5.13.5 Proposal Review 80

C.5.13.6 Additional Services Work Request Ordering and Invoicing 80

C.5.13.7 Cost Documentation 81

C.5.13.8 Construction Services 81

C.5.14 Building Management and Support Services 81

C.5.14.1 General 81

C.5.14.2 Miscellaneous Work 82

C.5.14.3 Review of Design Documents 82

C.5.14.3.1 Reporting 82

C.5.14.4 Inspections Assistance for Space Build Outs 83

C.5.14.5 Flag Procedures 83

C.5.14.6 Overtime Utilities 83

C.5.15 Monthly Progress Report 83

C.5.15.1 General 83

C.5.16 Reference Library 84

C.5.16.1 General 84

SECTION 6 MAINTENANCE SPECIFIC REQUIREMENTS 85

C.6.0 General 85

C.6.1 Maintenance Standard 85

C.6.2 Boiler Systems 86

C.6.2.1 General 86

C.6.2.2 Operation 86

C.6.2.3 Boiler Maintenance 86

C.6.2.4 Testing and Inspecting 86

C.6.2.5 Reporting 87

C.6.3 Air Distribution Equipment 87

C.6.3.1 General 87

C.6.3.2 Operation 87

C.6.3.3 Maintenance 87

C.6.3.4 Replacement of Air Filters 88

C.6.3.5 Testing and Inspecting 89

C.6.3.6 Reporting 89

C.6.4 Chiller Systems 89

C.6.4.1 General 89

C.6.4.2 Operation 89

C.6.4.3 Maintenance 89

C.6.4.4 Testing/Inspecting 90

C.6.4.5 Reporting 90

C.6.5 Cooling Towers and Other Unique Water Features 90

C.6.5.1 General 90

C.6.5.2 Operations 90

C.6.5.3 Maintenance 90

C.6.5.4 Testing 91

C.6.5.4.1 Testing Instructions 91

C.6.5.5 Reporting 93

C.6.6 HVAC Water Management 93

C.6.6.1 General 93

C.6.6.2 HVAC Water Management Plan 93

C.6.6.3 Operation 94

C.6.6.4 Maintenance 94

C.6.6.5 Testing and Inspecting 94

C.6.6.6 Reporting 95

C.6.6.7 Chemical Free Water Treatment System 97

C.6.7 Domestic Plumbing Systems 98

C.6.7.1 General 98

C.6.7.1.1 Green Roof Maintenance 98

C.6.8 Lighting Systems 98

C.6.8.1 General 98

C.6.8.2 Operation 99

C.6.8.3 Maintenance 99

C.6.8.4 Testing and Inspecting 100

C.6.9 Electrical Switchgear and Switchboards 100

C.6.10 Emergency Power Equipment 101

C.6.10.1 General 101

C.6.10.2 Operation 101

C.6.10.3 Maintenance 101

C.6.10.4 Testing and Inspecting 102

C.6.10.5 Reporting 102

C.6.11 Oil Analysis and Oil Changes 103

C.6.11.1 General 103

C.6.11.2 Operations 103

C.6.11.3 Testing and Inspecting 103

C.6.11.4 Reporting 103

C.6.12 Vertical Transportation Systems 103

C.6.12.1 Elevator Associated Equipment Maintenance 103

C.6.13 Architectural and Structural Systems 103

C.6.13.1 General 103

C.6.13.2 Replacement Items and Painting 104

C.6.13.3 Machinery Rooms 104

C.6.13.4 Historic Buildings 104

C.6.13.5 Architectural Woodwork 105

C.6.13.6 Directories 105

C.6.13.7 Roofs 105

C.6.13.8 Roof Anchorages 105

C.6.14 Perimeter Access Control Systems (Security fixtures) 105

C.6.14.1 General 105

C.6.15 Child Care Center 106

C.6.16 Photo Voltaic Systems and Electrical Vehicle Support Systems 106

C.6.16.1 General 106

C.6.16.2 Operation 106

C.6.16.3 Maintenance 106

C.6.16.4 Testing and Inspecting 106

C.6.16.5 Reporting 106

SECTION 7 ADMINISTRATIVE INSTRUCTIONS 107

C.7.0 Initial Inspection 107

C.7.1 Initial Deficiency Inspection/Initial Deficiency Report 107

C.7.2 Transition Phase 108

C.7.2.1 Transition Phase Schedule 109

C.7.3 Phase-out Transition Period 109

C.7.4 Contract Closeout Examination and Withholding of Final Payment 109

SECTION 8 PUBLICATIONS AND CITED STANDARDS 111

C.8.0 Publications 111

SECTION 9 SNOW REMOVAL 114

C.9 Snow and Ice Removal 114

C.9.1 Snow and Ice Removal for Areas Requiring Heavy Equipment 115

SECTION 10 GROUNDS MAINTENANCE 116

C.10 Grounds Maintenance 116

C.10.1 Landscape Erosion Management 116

C.10.2 Grounds Maintenance Services 116

C.10.3 Composting 116

C.10.4 Trees and Shrubs 116

C.10.5 Mulching 117

C.10.6 Mowing and Edging 117

C.10.7 Leaf Removal 117

C.10.8 Overseeding, Dethatching and Plugging 117

C.10.9 Fertilization 118

C.10.10 Flowerbeds and Plants 118

C.10.11 Soil and Ground Covers 118

C.10.12 Unimproved Grounds 118

C.10.13 Fence Lines 118

C.10.14 Weeds 118

C.10.15 Irrigation 119

C.10.16 Watering 119

SECTION 11 LIST OF ATTACHMENTS (LIST OF DOCUMENTS, EXHIBITS AND OTHER

ATTACHMENTS) 120

Exhibit 1 Building Information Sheet (MA0136ZZ) - Mechanical Maintenance 120

Exhibit 2 Energy and Water Efficiency Monthly Report 127

Exhibit 3 Contractor Maintenance Performance Plans Submittal Schedule 133

Exhibit 4 Construction Services Forms 134

Exhibit 5 GSA Smart and Sustainable Buildings 141

Exhibit 6 Contract Deliverables Reference 144

Exhibit 7 Building Information Sheet (MA0136ZZ) - Grounds Maintenance 156

Exhibit 8 Asset Inventory / NCMMS (12/12/2023) 157

Exhibit 9 Snow / Ice Services Pricing 188

Exhibit 10 Quality Assurance Surveillance Plan (QASP) 189

Purpose of the QASP 189

Roles and Responsibilities of Government Officials 190

Methods of Surveillance 190

Inspections – Identified Deficiencies 191

Follow-up and Corrections of Deficiencies 191

Review of Contractor's Quality Control Program (QCP) 191

Records Retention 192

Training Records Review 192

Time of Surveillance 192

Deductions 192

Custodial QASP Standards 193

Mechanical QASP Standards 199

Exhibit 11 Contractor Submittals/Deliverables Chart 215

Exhibit 12 GSA Approved Devices 216

Exhibit 13 NCMMS Audit Tool Goals 218

Exhibit 14 Key Performance Indicators 219

Exhibit 15 NCMMS Asset Audit Tool Presentation 224

Exhibit 16 NCMMS Asset Audit Tool (Murphy) 2023 12 12 224

Exhibit 17 GSA Order PBS 1000.7A (Drinking Water Quality Management) 224

Exhibit 18 PBS Guidance to Maintain or Restore Water Quality 224

Exhibit 19 Water Sampling and Flushing Record Keeping Template 224

Exhibit 20 KPI Calculations Sample 2023 12 15 224

SECTION 1 GENERAL CONTRACT REQUIREMENTS

C.1.0 General

This is a Performance Work Statement (PWS) for Facilities Engineering: Operations, Maintenance, and Related Services defined under the scope of this contract. This PWS describes the minimum requirements of the U.S. General Services Administration (GSA) and acceptable outcomes to be performed by the Operations and Maintenance Contractor (known from here on as Contractor). All, or part of, the successful offeror’s various required maintenance and management plans shall be incorporated into the contract.

GSA seeks to establish a partnering relationship with the Contractor to accomplish the program objectives in this contract. The objective of the partnering process is to provide an 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 requires that both parties recognize and address those opportunities and challenges that shall be confronted to help maintain the health of the Contractor/GSA relationship. The relationship is based on trust, dedication to common goals, and an understanding of each other's individual expectations and values. The team shall consider utilizing a facility engineering and systems thinking approach to provide solutions from a global perspective. The outcome of this initiative is for GSA to leverage Contractor expertise to assist GSA in accomplishing these goals and objectives.

GSA intends to purchase Contractor provided technical and managerial expertise to assist in the holistic management of assets over the long term. This program strategy has taken the name “facilities engineering” and has proven to be a successful model resulting in efficient and effective management of assets while maintaining a lower overall cost of operations. The facilities engineering model is dependent upon an effective partnership with a highly skilled Contractor whose objectives are based on mutual understanding of the stated requirements and objectives.

A higher level of effective communication between the Government and Contractor is essential for partnering and for this performance-based service contract to succeed, whereas 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 inspection by Government inspectors, although that is a part of this contract as well. All parties shall act proactively to reduce service cost.

To establish a standard of facilities engineering practices, thought processes and problem solving throughout the model, GSA established a program philosophy rooted in “systems thinking” whereby the means and methods for providing building operations and maintenance are established through investigations, metrics, and feedback loops, and by establishing a partnership between the Government and Contractor to achieve joint performance objectives. The goal of applying systems thinking to facility management is to see that every action or decision in operating, maintaining, and retrofitting a building shall result in an impact (financial, environmental or, human resource, or any combination thereof), and to evaluate the “full circle” implications.

Long term application of systems thinking throughout GSA has resulted in both Contractor and Government joint command of short-term and long-term cohesive management of real property assets.

GSA is committed to Federal leadership in the design, construction, and operation of high-performance and sustainable buildings. A major element of this strategy is the implementation of common strategies for operating and maintaining buildings. As a result, this contract requires the Contractor to participate and partner with the Government in the initiative of obtaining high performance and sustainable operations, inclusive of initiatives to conserve energy and water consumption, recycling programs, meeting or exceeding specific environmental, regulatory, or performance standards, and the utilization of green products and services. The following sections detail the GSA minimum requirements and acceptable outcomes. The Contractor shall closely monitor all aspects of the work, identify deficiencies and implement corrective action, without reliance on Government oversight.

To the extent possible and consistent with EO 14005, the Contractor shall maximize the use of goods, products and materials that are produced in the United States.

C.1.1 Scope of Work

The Contractor shall provide management, supervision, labor, materials, equipment, and supplies (shipping & handling) and shall be responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, repair of equipment and systems, including vertical transportation and all related systems/ services located within the property line of the following locations:

Additional services may be ordered at the discretion of GSA for work relating to the operations, maintenance and repair or upgrade of the facilities listed above, but not covered in the basic services of the contract. Government furnished items are specifically excluded in this contract, except as specified in Section 3.

C.1.1.1 Discrepancy in the Specifications

In any cases of discrepancy in the specifications, the matter shall be immediately submitted to the Contracting Officer (CO). The decision of the CO as to the proper interpretation of the specifications shall be final in accordance with the Disputes Clause of this Contract.

C.1.2 Personnel The Contractor shall adhere to the submitted staffing plan and subcontracting plan that was submitted prior to award as part of the Bid proposal. Contractor shall submit staffing/subcontractor plan that provides sufficient numbers of staff at the various levels of expertise to ensure all scheduled and unscheduled services are performed and conditions are maintained to avoid any disruption to the tenant. Any changes to the proposed staffing levels, qualifications of proposed staff or key personnel, or the areas of expertise or disciplines of the proposed staff shall be submitted for review and approval from the CO or their designee.

C.1.2.1 Contractor Key Personnel

The Contractor shall designate a Contract Project Manager in writing and provide the name and contact information to the CO. The Contract Project Manager is considered essential to the work being performed under this Contract. Before removing, replacing, or diverting the Contract Project

Manager, the Contractor shall (1) notify the CO two weeks in advance and (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this Contract.

The Contract Project Manager shall possess at least five years of recent (within the past seven years) experience in the management and supervision of building mechanical operations and maintenance for buildings of the approximate size, complexity and characteristics of the buildings to be covered by this Contract. A detailed resume shall be submitted to the CO or their designee for approval prior to the assignment of the project manager to the Contract. Both new and replacement project managers shall meet these qualification standards. Minimally, the resume shall contain:

a. The full name of the proposed project manager.

b. A detailed description of the proposed project manager’s employment history for the previous five years. The names and addresses of the companies for whom the proposed project manager worked for the past five years, along with the names and telephone numbers of the immediate supervisors.

While submission of contact information for the immediate supervisors of proposed personnel is preferred, Offerors who are unwilling or unable to provide this contact information may provide alternate reference contact information. Be aware, however, that those references should be able to speak substantively to the proposed person’s recent and relevant performance, capabilities, and background.

The Contractor shall also submit resumes for additional key personnel (i.e., the Onsite Supervisor or any additional supervisory, non-SCA/CBA personnel assigned to the site, such as Assistant Project Manager, Quality Control, or Safety Manager).

C.1.2.2 Authority

The Contract Project Manager shall have complete authority to act for the Contractor in every detail during the term of the Contract and shall have the authority to exercise financial expenditures and controls, accept notices of deductions, inspection reports and all other correspondence on behalf of the Contractor. This Contract requires onsite managerial supervision. The Contractor can fulfill this requirement by having the Contract Project Manager located onsite or having an additional onsite Supervisor. If the Contractor decides that the requirement is to be filled with an onsite supervisor, the above requirements for Contract Project Manager shall be the same.

C.1.2.3 Communication Equipment

The Contractor shall provide key operational personnel (Managers, Supervisors, and Mechanical Engineers, Mechanical Supervisors, Operating Engineers, Heating, Ventilation and Air Conditioning (HVAC) Mechanics) with portable electronic means to communicate with GSA for all work covered under this Contract (Work Orders, emergencies, status of projects). Outside of normal working hours, the Contractor shall maintain some designated form of communication with on-call staff to allow the CO or their designee to contact such on-call staff at any time for emergency response. Electronic communication methods are the following:

● Phone/Emails/Text messaging smartphone or tablet devices. The Contractor is responsible for all initial and monthly costs associated with the device(s). In areas where cellular service is unavailable, or unreliable, special exceptions shall be made by the CO or designee on a case-by-case basis. Such devices shall be on the list of GSA- approved devices (see Exhibit 12) and are to be processed through GSA’s procedures for remote mobile management. This shall allow for mobile access to GSA email, the National Computerized Maintenance Management System (NCMMS) mobile environment and Building Automation Systems (BAS) alarms. The process for this and the list of currently approved devices is available upon request. Contractor personnel under this Contract must obtain and maintain an official GSA ENT account (this is your enterprise account for signing into systems administered by GSA) and monitor their GSA email account for all notifications.

● Fax. Receiving and sending faxes is acceptable as a secondary communication method for locations that have problems with wireless device signal strength. However, delaying faxes because of combined usage of voice and fax on the same line is not acceptable.

C.1.2.3.1 CIO 2100 IT Security Policy

The Contractor shall ensure compliance with GSA Order CIO 2100.1N. Contractor core personnel under this Contract must obtain an official GSA email account. Employees must have clearance before they shall access GSA email, NCMMS, or other Government systems. The GSA Order CIO 2100 prohibits an employee or Contractor supporting GSA from creating or sending information using a non-official GSA electronic messaging account (i.e., company or personal email account). The Contractor shall ensure compliance with the Department of Homeland Security ICS-CERT cyber security guidance and recommendations. Guidance can be found at the web site in document titled “Web Links” at: Operations and Maintenance Specification

C.1.2.4 Language

On-site personnel and the Contractor’s Point of Contact (POC) for GSA need to be proficient in English, and must be able to read, write, speak, and understand English.

C.1.2.5 Employee Suitability

The GSAR 552.237-71 Qualifications of Employees (1989) clause shall be followed at all times during the performance of this Contract.

a. All Contract employees requiring routine unescorted access to federally controlled facilities or information systems, or both, for more than six months (Regular Employees) shall be required to undergo a suitability determination before a personal identification verification (PIV) card is issued. After the request for suitability determination is sent to the determining authority, requested personnel may not enter the facility for work associated with the contract. They may enter to attend training or indoctrination activities only. After their initial favorable suitability determination is received, Contractor personnel may enter for work and shall comply with normal facility access control procedures, including recording presence, temporary badging, and escorted entry, as applicable. When a favorable final suitability determination is received and PIV card issued, entry will be allowed by presenting the PIV card.

b. Failure of a Regular Employee to receive a favorable suitability determination shall be cause for removal of the employee from the work site and from other work in connection with the Contract.

c. Contract employees working less than six months (Temporary Employees) shall, at the Government's option, be required to undergo a lesser form of suitability determination. Prior to the time that an identification card is issued, if at all, such Temporary Employees shall be required to comply with normal facility access control procedures, including recording presence, temporary badge, and escorted entry, as applicable.

d. The Government, at its sole discretion, may grant temporary suitability determinations to Regular or Temporary Employees. However, the granting of a temporary suitability determination to any such employee shall not be considered as assurance that a favorable suitability determination shall follow.

e. The CO or designee shall provide the Contractor with the required clearance procedures for obtaining necessary clearances. The Contractor shall comply with these clearance procedures.

f. The Contractor shall be responsible for planning and scheduling its work in such a manner as to account for facility access issues. Difficulties encountered by the Contractor in gaining access to facilities by its employees and subcontractors shall not be an excuse for any lack of Contractor performance under the Contract.

C.1.2.6 Employee Technical Qualifications

Employees or subcontractors performing Contract work involving the operation, maintenance or repair, inspection, or testing of any piece of equipment or system shall be trained and possess the knowledge, experience and skills pertinent to the equipment or system as demonstrated by a current training certificate from an equipment manufacturer or a certificate by an organization acceptable to the CO. Contractor personnel shall have NCMMS skills sufficient for “Use of NCMMS” as described in this subsection. All personnel or sub-contractor personnel shall possess all certifications and licenses required by Federal, state and local jurisdictions and National Fire Protection Association (NFPA) 72, National Fire Alarm Code, section 10.5, for equipment that they shall be operating, maintaining, repairing, inspecting or testing. All personnel under the team leader or sub-contractor personnel shall have the experience and skill set knowledge as described in the Service Contract Act (SCA) Directory of Occupations, Fifth Edition or later. For example, HVAC mechanics need to be as proficient as dictated by the 23410 and 23411 series and general maintenance mechanics shall be as proficient as dictated by the 23370 series.

C.1.2.7 Certifications

All certifications for Contractor employees shall be entered into NCMMS. The Contractor shall provide to the CO or their designee documentation of the certificates of training, licenses, and permits for all new employees not later than seven business days prior to that person beginning work under the terms of this Contract. The Contractor shall ensure that all certificates of training, licenses, permits, and bonds are current and valid and are loaded in NCMMS.

C.1.2.7.1 Qualifications of Fire Alarm System Technicians

a. Technicians performing contract work involving the inspection, testing, and preventive maintenance or repair of fire alarm systems shall be certified by the National Institute for Certification in Engineering Technologies (NICET) and possess at least a NICET Level 2 (Associate Engineering Technician) in Fire Protection Engineering Technology, Fire Alarm Systems. The Contractor shall submit to the CO or designee the NICET level certification number and expiration date for each field technician and inspector responsible for performing fire alarm system preventive maintenance and repair services required under the terms of this Contract.

b. Technicians modifying the programming software of the fire alarm system shall also be factory trained and certified by the system manufacturer for the specific type and brand of fire alarm system being serviced. The Contractor shall submit to the CO or designee the factory trained certification number and expiration date for each specific manufacturer’s equipment for each technician responsible for performing programming of the fire alarm system.

C.1.2.7.2 Qualifications of Water-Based Fire Suppression System Technicians

Technicians performing contract work involving the inspection, testing, and preventive maintenance or repair of water-based fire suppression systems shall be certified by the National Institute for Certification in Engineering Technologies (NICET) and possess at least a NICET Level 2 (Associate Engineering Technician) in Fire Protection Engineering Technology, Inspection, and Testing of Water-Based Systems. The Contractor shall submit to the CO or designee the NICET level certification number and expiration date for each field technician and inspector responsible for performing water-based fire suppression system PM and repair services required under the terms of this Contract.

C.1.2.7.3 Qualifications of Technicians

Technicians shall be trained and possess a current training certificate for inspecting, testing, and maintaining these components from an equipment manufacturer or a certificate by an organization acceptable to the CO. The Contractor shall submit to the CO or designee the certification document and expiration date, issued by the equipment manufacturer or organization confirming the technician has been trained, for each field technician and inspector responsible for performing the inspection, testing, and maintenance of such systems/equipment under the terms of this Contract.

C.1.2.7.4 Qualifications for Electrical Technician

Technicians performing Sub-Contract work involving inspections, testing, and maintenance for the electrical switchgear shall meet the qualifications by the American National Standards Institute/International (ANSI) Electrical Testing Association ETT-2015, Standard for Certification of Electrical Testing Technicians or qualifications by the National Institute for Certification in Engineering Technologies (NICET) and hold at least a Level 3 certification.

The Contractor shall provide documentation to the CO or designee on qualifications identified in this standard. Certification can be obtained through; the ANSI/NETA Certification program or Electrical Testing Technician Certification Institute. Guidance can be found at the web site in document titled “Web Links” at: Operations and Maintenance Specification

Alternate certifications presenting evidence of equal or greater skills and qualification may be substituted; however, the burden to evidence the quality of such certification falls fully upon the vendor.

C.1.2.8 Employee Training

The Contractor shall submit a training program to ensure employees working in a Federal building have the experience, knowledge, skills and abilities to perform the work required by this Contract.

The training program will be submitted by 30 calendar days after the contract start date. The Contractor shall document training and provide documentation to the CO or designee.

C.1.2.8.1 Asbestos Awareness Training

The Contractor shall ensure that all employees, including replacement workers, receive asbestos training and refresher training in accordance with 40 C.F.R part 763 and 29 C.F.R. part 1910. The Contractor shall follow all instructions for each asbestos class job as outlined in 29 C.F.R. part 1910. The training shall be conducted, at no additional expense to the Government, within 60 calendar days of Contract start date. The Contractor shall submit written certification to the CO or designee within five business days of the completion of training.

C.1.2.8.2 Re-Tuning Training

The Contractor shall ensure that all Mechanical Engineers, Mechanical Supervisors, Operating Engineers, HVAC Mechanics, and Control Technician employees, including replacement workers, receive Building Re-Tuning Training, (guidance can be found at the web site in document titled “Web Links” at: Operations and Maintenance Specification a five (5) to six (6) hour online course) and refresher training every two years. The training shall be conducted, at no additional expense to the Government, within 60 calendar days of the Contract start date. The Contractor shall submit written certification to the CO or designee within five (5) business days of the completion of training for each employee identified above.

C.1.2.8.3 Education Requirements and Certifications

All HVAC personnel designated to operate, maintain, or repair, or any combination of HVAC equipment or systems shall possess one or more of the following certifications:

a. North American Technician Excellence (NATE) HVAC Service Technician Certification

b. HVAC Excellence Professional Level Certification

c. UA Star HVAC Mastery Certification

All HVAC personnel designated to operate, maintain, and or repair, or any combination of HVAC equipment or systems shall maintain a minimum of 16 hours of continuing education per year from either NATE, HVAC Excellence, or UA Star recognized provider program.

The Contractor shall submit written certification annually to the CO or designee.

C.1.2.8.4 NCMMS Training

Contractor shall ensure that all staff using NCMMS complete Government provided new user training at a minimum. New user basic training curriculum, which takes approximately 6 hours, covers the following at a minimum:

● Basic Navigation

● Work Order Tracking

● Asset Management

● Preventive Maintenance

● Reports

Contractor shall identify and designate staff responsible for performing specific administrative tasks within NCMMS. In addition to NCMMS New User Training, designated staff shall complete NCMMS Contract Administration Training for Contractors which takes approximately 3 hours and covers the following at a minimum:

● Account Management

● People Records

● Labor Records

● Location Records

● Preventive Maintenance Work Orders

● Conduct Quality Control Inspections

● Generate Monthly Progress Reports

● Hazards and Precautions Management

Training will be provided Choose One: In-person by Regional NCMMS support staff. via webinar by National NCMMS staff. or online on demand training. Contractor shall work with COR to schedule and facilitate training during the start-up phase of the contract. Contractor shall request new user training for replacement staff from COR. Training shall be completed at no additional cost to the Government. Contractor may request a waiver for staff that have previously completed NCMMS training and can demonstrate knowledge and proficiency using the system. Contractor shall identify all previously trained staff and provide supporting documentation and records to the COR for waiver consideration. The Contractor shall submit written certification to the CO or designee within five (5) business days of completing training.

C.1.2.8.5 Lead Awareness Training

The Contractor shall ensure that all employees, including replacement workers, receive lead awareness training and refresher training in accordance with 29 CFR 1910.1025(l)(1)(i). The training shall be conducted, at no additional expense to the Government, within 60 calendar days of Contract start date. The Contractor shall submit written certification to the CO or designee within five (5) business days of the completion of training.

C.1.2.9 Appearance

Contractor personnel shall present a neat appearance and be easily recognized. This shall be accomplished by wearing uniforms bearing the name of the company and employee name.

Uniforms shall be regularly laundered, consistent among personnel classifications, and maintained presentable to tenant personnel during all working hours.

C.1.2.10 Standards of Conduct

The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking disciplinary action with respect to its employees, as necessary. The Contractor is responsible for ensuring that its employees do not disturb papers on desks, open desk drawers or cabinets, or use Government telephones, except as authorized. Each employee must adhere to standards of behavior that reflect favorably on his or her employer and the Federal Government. Smoking is only allowed in designated areas on the property and no smoking is allowed within the Facility.

C.1.2.11 Recording Presence

Each Contract employee shall sign in when arriving and departing the facility daily and follow card access requirements as directed by the CO or designee. The Contractor shall accumulate GSA Form 139 (Record of Time of Arrival and Departure from Building) or other designated form for use in recording presence each calendar week, and certify in writing on each form that the information shown is true and correct within 5 business days of the end of the work week. The Contractor shall provide copies of these records to the CO or designee upon request.

C.1.2.12 Personal Identity Verification Requirements

Contractor employees that require access to GSA-controlled facilities or information systems to perform Contract requirements shall comply with GSA personal identity verification requirements, guidance can be found at the website in a document titled “Web Links” at: Operations and Maintenance Specification. The Contractor shall insert this clause in all subcontracts when the subcontractor is required to have access to a GSA-controlled facility or access to a GSA-controlled information system.

C.1.2.13 Credentials and Identification

Contractor personnel with credentials shall be required to comply with all access security screening procedures applicable to Government or other personnel possessing similar credentials, or as determined by the building practices as defined by the Facility Security Committee. All Contractor personnel possessing credentials (PIV or otherwise) shall visibly display their credentials at all times while in the building(s) where work is being performed.

The Contractor shall be responsible for ensuring that all identification credentials are returned to the CO or designee whenever its employees leave the Contract (i.e., when the Contract has been completed, employees leave the company, employees are dismissed or terminated or the Government determines that the employee is to be removed from the contract). The Contractor shall notify the CO or designee whenever employee badges are lost.

The Contractor shall be responsible for paying the Government for replacement credentials at the current cost per badge.

C.1.2.14 Escorting

Temporary contract employees who do not have favorable preliminary or final suitability determinations and need to work in non-public federally controlled space must be escorted. In those cases, the Contractor shall comply with the security clearance procedures for Escort Only Contractors. All uncleared contract employees shall be escorted in non-public space by a Government employee or another responsible cleared contract employee who is approved by the CO or designee. Other Government agencies shall have specific agency security requirements for their own space that shall only allow escort by Government employees or those designated by their agency. Government employees or approved cleared contract employees who provide escorts for uncleared contract employees shall always be within eyesight of the uncleared contract employees. The Contract Government escort shall watch uncleared employees and remain with uncleared contract employees for the entire time they are in non-public federally controlled space. Any security violation of escort requirements by a cleared and approved contract employee shall result in the immediate removal from the Contract of all contract employees involved, i.e., escorts and uncleared escorted contract employees. Also, violations of escort requirements by subcontract employees in accordance with security requirements shall be grounds for loss of facility access for those individuals or grounds for termination of Contract, or both.

C.1.3 Quality Control Program

A Quality Control Program (QCP) shall be developed and implemented by the Contractor. The Contractor’s QCP shall ensure Contract compliance, and act to ensure that potential problems with building services, equipment and systems are identified, documented, and resolved prior to failure. The Contractor shall create and implement data collection and analysis plans to continually monitor and improve efficiency in operations, resource consumption, environmental impact and tenant satisfaction. In the event the Government Quality Assurance Program identifies deficiencies the Contractor shall implement progressively responsive quality control measures commensurate with the severity of the Government's deficiencies. Deficiencies identified by the QCP or shall be recorded in NCMMS as described in the ADVANCED GSA Process Flows Procedures Manu.

C.1.3.1 Quality Control Plan

The “Quality Control Plan” (QC plan) is the Contractor’s complete written system for identifying and correcting deficiencies and monitoring and improving efficiencies to continually improve the quality of services provided. Preparation of the QC Plan is the responsibility of the Contractor, and a QC Plan Outline is due with the Contractor’s quotation. The complete QC Plan is due within 30 days of Contract Award.

The QC plan, revisions or updates shall be submitted for approval by the CO or designee. A review of the QC Plan can be initiated by direction of the CO or designee.

C.1.3.2 Quality Control Plan Contents The QC plan shall detail the Contractor’s methods, frequencies, documentation, and remedies for ensuring that all aspects of contract work performed is of the highest quality. It shall describe procedures for correcting problems, data gathering, improving efficiencies, and addressing quality assurance findings by the Government. The Contractor shall further customize the QC plan to meet facility specific conditions. The QC plan shall describe the Contractor’s overall approach, methods, roles and responsibilities relating to Quality Control of all areas of contract work including service calls, preventive maintenance/inspection schedules, and operating data collection and analysis. The revised QC plan is to be submitted for review and approval to the CO or designee within 30 calendar days of Contract start date.

C.1.3.2.1 Inspection and Data collection Program

The Contractor shall develop inspection and data collection and analysis programs that ensure a safe, secure and efficient level of operation of all equipment and services required in this PWS.

The inspection program shall specify the areas to be inspected on a scheduled or unscheduled basis, how frequently inspections shall be accomplished, and the title of the individual(s) (third party or corporate) who shall perform the inspections. The inspection program shall provide for a written record of inspections and results. The inspection program plan shall be planned, scheduled, tracked, and reported via NCMMS.

C.1.3.2.2 Methods

The Contractor shall identify its methods for identifying, correcting, and preventing deficiencies in the quality of service performed before the level of performance becomes unacceptable.

C.1.3.3.1 Data Collection and Analysis Program

The Contractor shall collect and analyze any and all operational data including, BAS, NCMMS, Utility bills, installed meters, infrared scans, vibration analysis, and meteorological data to implement or recommend any operational changes to increase the buildings operational efficiency, reduce resource use, lower environmental impact, reduce costs and improve tenant satisfaction. The Contractor will verify expected results and report expected vs. actual results at least annually.

C.1.3.3.2 Methods

The contractor shall use NCMMS to the maximum extent possible to create and store analytic data. Meters used for analysis shall be asset based in NCMMS with meter readings recorded in NCMMS.

Partnering Meeting / Quality Control Meeting: While the Government does not seek to be prescriptive, it is noted that live, interactive meetings, including updates, reports and trend analysis on the varying contract programs areas have been shown to hold significant value in meeting the Government's desired performance levels in this area. Additionally, the use of electronic media and mobile platforms (such as google docs, Meeting Space and teleconferencing) function well with GSA’s mobile workforce.

The written minutes of these meetings will be prepared by the Contractor and delivered to the CO or their designee no later than 3 business days after the meeting(s.)

C.1.4 Quality Assurance

GSA’s role in quality assurance is to ensure that the Contractor is achieving the quality levels established in the operation and maintenance services contract and focuses on the Contractors’ QC plan. GSA periodically validates the execution of the Contractor's QCP by reviewing such areas as the Contractor's inspection forms, service request logs, tenant reports, tenant satisfaction surveys, NCMMS surveys, and the timeliness of corrective actions.

As part of the Government’s quality assurance program, the Government may:

a. Review and, if warranted, reject any reports or other submittals required from the

Contractor.

b. Review performance and service records, including monthly progress reports, BAS data, NCMMS data, and any computerized or hard copy records maintained by the Contractor documenting performance under this Contract, and require correction of any unsatisfactory conditions noted.

c. Determine the adequacy of the Contractor’s QCP and documentation and the overall success of this program. The Government shall order improvements, if it determines the program is insufficient or ineffective.

d. Obtain tenant satisfaction and NCMMS survey information and require improvements in service on the basis of such information to the extent such results correlate with deficiencies in Contract requirements.

e. Conduct physical inspections of facility equipment and systems, including programs and files maintained on computers in Contractor onsite offices and work areas, and require correction of deficiencies noted.

f. Perform inspections with Government personnel or independent third-party inspectors.

g. Review compliance or changes made to…