LPOE_Pre_Pro_Agenda.pdf

U.S. General Services Administration Northern Services Contracting Branch

Acquisition Management Division 230 S. Dearborn St, Suite 3500

Chicago, IL, 60604

Pre-Proposal Conference Agenda Solicitation: 47PF0019R0135

Consolidated Facilities Management Services October 29-31, 2019

Location 1 Grand Portage Land Port of Entry Complex

9403 E. Hwy 61 Grand Portage, MN 55605

Location 2 International Falls Land Port of Entry Complex

2 Second Avenue International Falls, MN 56649

Location 3 Baudette Land Port of Entry Complex Highway 72 and International Bridge

Baudette, MN 56623 Location 4

Warroad Land Port of Entry Complex 41781 State Hwy 313 Warroad, MN 56763

Location 5 Bemidji Federal Building 522 Minnesota Avenue

Bemidji, MN 56601

NOTICE: No oral or written statement made by a Government representative during this pre-proposal conference can add to, modify or otherwise vary from the written provisions of the solicitation and/or amendments. Any changes or clarifications made as a result of this meeting will be issued as a formal written amendment to the solicitation. If there are any inconsistencies between the pre-proposal briefing and the contract solicitation, the contract solicitation governs.

1. GENERAL

This procurement is a 100% 8(a) Small Business Set-Aside. The NAICS code for this requirement is 561210 with a Small Business Size Standard of $41.5 Million.

2. CURRENT CONTRACTOR

The current contractor is H&S Universal, LLC located in Columbia, MD.

3. PROJECT TEAM

Contracting Officer: Ronald P. Sieben Contract Specialist: Ann Bonis Contracting Officer’s Representative (COR): Julie Peterson Facilities Operations Team (FOT): Daniel Bartley

4. PERFORMANCE PERIOD/PRICE ADJUSTMENT

This is a firm fixed-price contract with the possibility of lasting five years (one year base and four option periods of one year each) OR ten years (one year base and nine option periods of one year each). Performance for the base year of the contract is expected to begin on or about May 1, 2020. The contract price may be adjusted at each option period in accordance with the Fair Labor Standards Act with the actual increase or decrease in wages and fringe benefits determined by any changes to the wage determination/Collective Bargaining Agreement. Therefore, all option year pricing must be based on the pricing in the current wage determination/Collective Bargaining Agreement.

5. LABOR

All the contractors’ labor hour prices must include expenses for overhead, General and Administrative (G&A) and profit. Thus no separate allowance for travel time, parking, overhead, G&A or profit will be applied when hourly services are ordered.

6. SCOPE

The Contractor as Facility Manager is fully responsible for providing total management and supervision for the following: facilities management, operations and maintenance, custodial and related services, and elevator maintenance in accordance with sections C.0 Facilities Management Scope of Work, C.1.0 Operations and Maintenance Scope of Work, C.2.0 Custodial Scope of Work, and C.3.0 Elevator Maintenance Scope of Work, by location as detailed in the RFP. Please refer to the RFP for the detailed scope of for each service detailed above.

At a minimum this includes:

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, an HSPD-12 card and complete all GSA online university required courses to access systems) and heating, ventilation, exhaust systems and air conditioning (HVAC) systems and equipment. If a contractor with ENT and/or Citrix access no longer needs that access (leaving the contract, contract terminating, etc.) the contractor must let the COR know immediately so IT can be contacted and access can be removed.

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 shall be connected to the GSA Network and access to these systems will require GSA ENT network credentials (see section C.1.35.4.1.1 for details). Contractor shall be responsible for hardware and software for listed systems excluding computerized operating systems (For example Windows Server 2008, Linux, etc.). Software maintenance shall 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.

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

f. Service request desk operations as identified in Section C.1.8.4 to include record keeping using a computerized maintenance management system (NCMMS) if available or by other means as well as other administrative functions.

g. Maintenance of landscape irrigation systems.

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

i. Security fixtures including but not limited to locks, keycard systems, vehicle barrier systems and static and dynamic bollard systems.

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

k. Reserved

l. Reserved

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

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

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

p. The Contractor shall maintain kitchen/concessions area drains.

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

7. THE CONTRACTOR SHALL

C.0 Facilities Management Scope of Work:

a. Ensure accountability and contract compliance for Operations and Maintenance, Custodial, and Elevator services described herein.

b. Provide all the management, administrative, technical functions, and supervision necessary for the effective and timely accomplishment of contract requirements. The Contractor shall develop appropriate management and operational plans for submission to GSA. The COR will inspect and audit the Contractor's activities to ensure compliance with the approved plans. The Contractor shall provide the necessary staff and training required to perform management and operational functions, including the planning, scheduling, and allocation of resources. The Contractor also shall provide a transition and training plan.

c. Provide all needed supplies, materials, equipment, vehicles and services not listed as Government-furnished property.

d. Utilize GSA National Computerized Maintenance Management System (NCMMS) to receive, record, respond, and track all service calls, trouble calls, or other operational problems.

e. Be responsible for estimating, planning, scheduling, budgeting, authorizing, controlling, and accumulating all costs and manpower associated with contract activities, including contractor procurement functions.

f. Develop and maintain a level of record keeping sufficient to accomplish the above functions and provide comprehensive, timely, and accurate reports to the Government for review and/or approval, as requested.

g. Furnish all personnel, labor, materials, tools, supplies, supervision, management, training/certifications, and services, except as may be expressly set forth as Government furnished, and otherwise accomplish all actions necessary to or incident to, perform and provide the work efforts described in the contract. This work shall be in accordance with all Federal, State and local standards as well as the most current version of all applicable consensus standards including any supplements or revisions.

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

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

j. Develop and implement an effective Quality Control Plan (QCP) encompassing Facilities Management, Operations and Maintenance, Custodial, and Elevator services. A complete QCP shall be accepted by the Contracting Officer (CO) prior to award of a contract.

k. Ensure that their employees are properly trained, 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 laws; codes, or ordinances.

l. Keep the CO or their designee informed of current status of the work being performed, provide work schedules and provide other pertinent information needed by the CO or their designee.

m. Provide all contract submittals.

C.1.0 Operations and Maintenance Scope of Work:

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 Section C.1.8.4 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 breakdown 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 and 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).

h. 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 notify the CO or their designee immediately and submit a price proposal. If the CO or their designee determines an equitable adjustment is substantiated, a modification to the Contract will be issued and the Contractor will implement the required action.

i. The Contractor shall maintain the machinery spaces, shops and storerooms in a clean and orderly manner.

When work is performed in these areas, the Contractor's personnel shall clean up all debris and leave the area in a presentable condition. The machinery rooms including floors and the equipment located within the machinery rooms shall be painted as necessary to maintain the appearance of the room and equipment.

j. Replacement Air Filters. The Contractor shall use high efficiency air filters when replacing the filters in air handlers and other equipment that utilize air filtration. The Contractor shall only use air filters with known Minimum Efficiency Reporting Value (MERV) as defined in the ANSI/ASHRAE Standard 52.2 and required in accordance with the most current GSA P100. Where available, filters must have a factory installed antimicrobial coating. If filter media without antimicrobial coating are the only ones available, the spray-on antimicrobial coating must be applied.

The Contractor shall replace air filters with air filters that generally have the highest MERV value consistent with the CFM of the fan. The Contractor must maintain minimum ventilation standards in ASHRAE Standard 62. Prior to installation, the COR must approve the filters to be used.

Filter Monitoring. The Contractor shall report on their procedure for monitoring to ensure that the filters are changed as recommended by the manufacturer.

Employee Protection. Employees changing filters shall comply with existing OSHA requirements regarding the use of appropriate protective clothing and respiratory protection.

Disposal of Used Filters. The Contractor shall dispose of used filters following routine maintenance procedures. The Contractor will be advised by the COR if additional precautions need to be taken regarding handling and disposal of filters. This determination will be made based the risk level associated with the facility and whether evidence exists of a previous contamination incident or credible threat to the facility. If there is a reasonable expectation that contamination has occurred, the COR will instruct the Contractor to handle and dispose of used filters as hazardous material. If the Contractor has reason to suspect the filters contain hazardous material, the Contractor shall notify the COR before disposing of the filters. In the event hazardous material disposal procedures are required, the Contractor shall request written approval from the COR and provide a cost estimate for disposal. The Contractor shall separately invoice for approved hazardous material disposals.

k. Tenant agency furniture and office equipment in the Contractor's immediate work area shall be moved and protected by the Contractor and returned to its original location once work is completed. If the Contractor's work will not allow furniture and office equipment to be replaced to its original location, new locations will be designated by the COR or the tenant agency head. The Contractor is responsible for repair or replacement due to damage as a result of moving agency furniture or office equipment.

C.2.0 Custodial Scope of Work:

-Furnish all personnel, labor, equipment, materials, tools, supplies, supervision, management, training/certifications, and services, except as may be expressly set forth as Government furnished, and otherwise accomplish all actions necessary to or incident to, perform and provide the work efforts described in the contract. This work shall be in accordance with all Federal, State and local standards as well as the most current version of all applicable consensus standards including any supplements or revisions. In addition to compliance with these laws, the Contractor shall follow all applicable standard industry practices including, but not limited to the Occupational Safety and Health Act (OSHA) and NIBS.

-Ensure that their employees are properly trained, 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 laws; codes, or ordinances.

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

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

-Implement an effective Quality Control Plan (QCP).

-Implement an effective service call system that results in prompt, professional, and courteous resolution of tenant concerns.

-Shall use NCMMS in accordance with provided training, standard operating procedures and processes established by GSA.

-Keep the CO or their designee informed of current status of the work being performed, provide work schedules and provide other pertinent information needed by the CO or their designee.

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

-Provide training/certifications for their employees that stress stewardship in cleaning practices i.e., the use, disposal and recycling of cleaning chemicals; and dispensing equipment and packaging. Current information on stewardship, training, educational materials and other issues can be found in ASTM E1971- 05 or at the ASTM web site. Information on these items is also available on the web site: Stewardship for the Cleaning of Commercial and Institutional Buildings (www.astm.org) and ISSA’s web site (www.issa.com).

C.3.0 Elevator Maintenance Scope of Work (LOCATIONS 2 and 5):

The Contractor shall provide full elevator maintenance service, in compliance with the ASME Safety Code requirements, manufacturer's recommendations, Elevator Industry Field Employees’ Safety Handbook, National Electrical Code, and all other applicable laws, regulations, rules, ordinances, codes, etc. Full maintenance service is defined as all services, repairs, inspections and testing necessary to maintain all elevators, appurtenances, and accessories in a fully operational mode at all times except for pre-scheduled downtime including all labor, parts and materials. In part, this includes maintenance and repair of door seals, light bulbs and lighting fixtures in elevator spaces (cars, hoistways, tops and bottoms of cars, and pits), and maintaining acceptable ride quality which may require periodic evaluation and adjustment of guide rails. Reference is made to Section 8.6 of the ASME A17.1 Safety Code for Elevators and Escalators which establishes requirements that must be adhered to.

The maintenance contractor must provide all tools, equipment, supplies and personnel necessary for safely performing all tests required by the ASME A17.1 Safety Code for Elevators and Escalators and the Authority Having Jurisdiction (AHJ). GSA is the AHJ. This includes inspections and tests required at six

(6) month, one (1) year, three (3) year and five (5) year intervals, and any other tests determined as necessary by the CO or designee. All tests required by code will be conducted at no additional cost to the government regardless of when the testing is performed.

8. EXCLUDED FROM THIS SCOPE ARE

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

b. Telecommunication systems.

c. Tenant agency owned equipment NOT specifically identified on the Tenant Agency Owned Equipment List.

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.

http://www.issa.com/

h. Upgrade of software and software licenses for NCMMS

i. Fitness center equipment.

j. Additional services as needed by various building tenant agencies

k. Reserved

9. C.1.46 CONSTRUCTION SERVICES

Construction Services valued at less than $50,000.00 per occurrence may be added to this Contract through a Task Order. Construction Services are indefinite delivery, indefinite quantity requirements that are related to the basic services provided under this Contract and that the Contractor shall provide at an additional cost to the Government.

The cost shall include all labor, supervision, equipment, supplies, and materials necessary to complete the Task Order on a firm fixed price basis. The CO or designee shall execute the requirements Order before the Notice To Proceed is issued for the Construction Services.

The Construction Services relate to the O&M of the facilities, the equipment detailed in the Contract, i.e., the basic services provided by the Contractor under this Contract, and tenant improvements. Examples of such Construction Services include O&M repairs, systems upgrades, or tenant services within the facilities covered under the basic services of the Contract.

At the request of the CO or designee, submitted as an NCMMS Work Order, the Contractor shall provide a price proposal to accomplish the Task Order within four days of the request using Pricing Option 1 or Pricing Option 2.

The Government requestor will specify which Pricing Option the contractor shall use for each Task Order.

Pricing Option 1 The price proposal shall be completed on the Construction Services Option 1 Form (see Exhibit 1.14), and the Contractor shall obtain three bids from potential subcontractors and include documentation of these bids with the price proposal.

Pricing Option 2 The price proposal shall be completed on the Construction Cost Proposal Option 2 Form (see Exhibit 1.15).

The Contractor shall provide a detailed basis of estimate for the total firm fixed price (cost and fee) for performing the Construction Services. If this Contract includes an Overhead and Profit (markup), the Contractor shall include the Overhead and Profit (markup) in its basis of estimate for Pricing Option 1. If this Contract includes a Unit Price Agreement, the Contractor shall propose the Unit Price for Construction Services for Pricing Option 2.

Construction Services valued at greater than $2,000.00 are subject to the Wage Rate Requirements in accordance with FAR subpart 22.4 and other specific regulatory supplements. Applicable regulatory requirements shall be identified by the CO and included in the Task Order.

Contractor shall update NCMMS to match any changes resulting from Construction Services.

10. C.1.4.1 INITIAL INSPECTION

The Contractor and the CO or designee shall make a complete and systematic initial inspection together during the startup or transition phase of the contract that will encompass all mechanical, electrical, fire protection and life safety systems, environmental systems, including but not limited to USTs and structural storm water BMPs (including drains, oil/water separators, etc.) and utility systems and equipment, windows, doors, and other structural features for which maintenance and repairs are covered by this performance work statement. The purpose of this inspection is for the Contractor to identify and existing deficiencies that 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. The Contractor must identify the individual items or components which are deficient and each item must be priced separately. The Contractor must demonstrate a solid basis for their determination and may not simply speculate on the condition. The Contractor also may not identify entire systems or features. The Government may elect to have all or any part of this work performed by the Contractor (at the price or prices quoted), by Government employees, or by other contractors. The existing deficiency report shall not include any items that would be replaced, repaired, or adjusted during the performance of normal preventive or predictive maintenance and operations

The Contractor must submit an initial deficiency list report not later than 60 days after award of the Contract.

The Contractor’s itemized estimates for correcting each deficiency shall remain in effect for 90 days after submission of the initial deficiency list report.

11. C.1.5.3 TRANSITION PHASE STARTUP

The Contractor shall provide 30 days of transition startup services prior to the Contract start date to assist transitioning between Contractors. The purpose of this phase is to permit a transition that is seamless to the tenants and to assess the condition of the building and incomplete maintenance work at the time of Contractor transition.

During this period the Contractor shall:

a. Revise and submit to the CO or their designee by the end of the startup phase an updated building operating plan.

b. Inspect the condition of all equipment and systems for which the Contractor will assume responsibility.

c. Review work order history and equipment inventory information.

d. Complete the government-furnished NCMMS training, if available.

e. Review and update the preventive maintenance schedule. The new preventive maintenance schedule shall be based off of the last time PMs were performed.

f. Develop and submit to the CO or their designee by the end of the transition phase the initial deficiency list report, including an itemized estimate for correcting each deficiency as described in Section C.1.4., Existing Deficiency Inspection /Initial Deficiency List.

g. Complete the Annual Energy and Water Efficiency Report as described in Section C.1.21.6 Energy and Water Efficiency.

12. STAFFING

C.1.8.1 Minimum staffing and ability to contact and communicate with the CO or designee. These specifications are a statement of the minimum level of work and services that are to be provided in certain areas under this contract.

They are not intended to be, nor shall they be construed as, limiting specifications or requirements.

This requirement is not intended to restrict the Contractor’s approach to successful performance of the contract work with maximum economy and effectiveness. This requirement is included strictly for the purpose of ensuring the Contractor will be available as specified at the site to respond to service calls. The determination of the actual resources to be utilized for the performance of all services specified herein is the sole responsibility of the Contractor.

The Contractor will be required to take all appropriate measures to maximize the life expectancy of the equipment, systems, infrastructure and property. At a minimum, the Contractor shall have a journeyman mechanic(s) on-site for a minimum of 4 hours per day for Location 1, for a minimum of 4 hours per day for Location 2, for a minimum of 3 hours per day for Location 3, for a minimum of 8 hours per day for Location 4 and a minimum of 8 hours per day for Location 5, during normal operating hours.

C.3.10 On Premise Requirements (Elevator Services) The specified on premise requirement is not to be construed as the time required to perform the work under this contract. The on premise requirement is intended only to establish minimum site visits and should not be construed as limiting or constraining performance. The Contractor must determine the number of hours and staffing necessary to fulfill the contract requirements.

The Contractor shall have qualified personnel visit the site monthly during normal working hours, Monday through Friday, excluding Federal holidays, to provide all required preventive maintenance, monitor the operational status of the elevator system and respond to all types of service calls. Site visit shall be no more than 31 days apart.

The Contractor shall have qualified personnel onsite monthly for Location 2 and weekly for Location 5, during normal working hours, Monday through Friday, excluding Federal holidays, to provide all required preventive maintenance, monitor the operational status of the elevator system and respond to all types of service calls.

13. HOURS

C.1.2.39/C.2.2.2 Normal Building Operating Hours “Normal Building Operating Hours” are the hours the building is open for tenant occupancy.

C.1.2.40/ C.2.2.3 Normal Working Hours “Normal working hours” are the hours of building operations under most circumstances when all services shall be provided to all occupants.

C.1.21.2 Extended Operating Hours The following areas of the building regularly operate during hours outside of normal working hours; supporting equipment shall be operated and maintained by the Contractor so as to support these extended operating hours.

Some agencies/locations in the building require 24/7 power and temporary power must be provided for any preventive maintenance that interrupts this service. See Building Information Data Sheets (Exhibit J.1.5).

Location 1: Entire Building Location 2: Entire Building Location 3: Entire Building Location 4: Entire Building

Areas of the building with extended operating hours may change during the performance period of the Contract. The Contractor will be notified of these changes as soon as possible.

C.2.2.1 Cleaning Hours:

The performance of the majority of the cleaning at Locations 1, 2, 3 and 4 shall take place between the hours of 7:00 p.m. and 7:00 a.m. during which time the contractor must have adequate staff onsite. The performance of the majority of the cleaning at Location 5 shall take place between the hours of 5:00 p.m. and 7:00 a.m. during which time the contractor must have adequate staff onsite. Some daytime cleaning is required (trash, rest-rooms, service calls, etc.) between the hours of 7:00 a.m. and 7:00 p.m. for Locations 1,2,3 and 4, and between the hours of 7:00 a.m. and 5:00 p.m. for Location 5, but the majority of the cleaning will be accomplished after 7:00 p.m. at Locations 1, 2, 3 and 4, and after 5:00 p.m. at Location 5. Specific rooms and areas requiring other than daytime cleaning will be furnished by the CO or their designee before award and updated as needed. The cleaning hours shall not be changed unless authorized by the CO or their designee.

14. C.1.23 SERVICE REQUESTS

C.1.23.1 General The Contractor shall respond to all types of service requests during normal working hours. The Contractor shall respond to emergency service requests 24 hours per day, 7 days per week. The Government (or, where applicable, the tenant Agency) may transmit work orders to the Contractor for service request verbally, by email, creation of a work order or by generating an automated work order. The Contractor shall respond promptly and in accordance with the response times specified herein. For Location 5, requests that involve emergency call back outside of normal working hours must be authorized in advance by the CO or designee.

15. EMERGENCY CALL BACK

C.1.23.3 Emergency Call Back (after hours) – Location 5 Only Emergency call back requests are service requests where the work consists of correcting failures that constitute an immediate danger to personnel or property, including, but not limited to: broken water pipes, electrical power outages, electrical problems that may cause fire or shock, gas or oil leaks, major air conditioning, heating problems or fire alarm malfunctions, etc., or any work considered by the CO or their designee to be of an emergency nature.

The Contractor shall respond to the emergency service request immediately but no more than thirty (30) minutes from the time of notification. The Contractor shall remain on the job until the emergency situation has been secured and adequate temporary repairs have been made. Permanent repair shall be governed by the repairs provisions in this document. The Contractor shall provide a written accounting of any emergency call back, to include costs incurred and plan for permanent correction of the problem, to the CO or their designee the morning of the next working day. If additional labor is required when emergency call-back services are provided during other than normal operating times, the Contractor will be paid at the hourly rate specified in Section B of this contract.

C.3.12.1 Emergency Call-Back Service (Elevators) Emergency call-back service consists of promptly responding to requests for emergency service 24 hours per day, 7 days per week. The contractor shall report to the site of the emergency within sixty (60) minutes of the time of notification and shall remain on the job until the emergency has been resolved. If the situation cannot be resolved immediately, the Contractor shall promptly notify the CO or their designee of the time and date corrective action will be taken. Requests for service may be made by the CO or their designee by telephone or other means.

Emergency service consists of freeing individuals trapped in a stalled car, restoring inoperative elevators which are causing disruption to the arrival and departure of building occupants, or other situations determined by the CO or their designee to be an emergency nature.

16. C.1.23.5 ROUTINE SERVICE REQUEST

The Contractor shall respond promptly to routine service requests (i.e. light out, hot/cold space temperature) and complete the required work within two (2) hours of the time of notification during normal working hours. The Contractor shall immediately notify the CO or their designee if the routine service call cannot be completed within the specified timeframe. If the service call is of an incidental nature, such as a light out, and the service call cannot be resolved within two (2) hours due to other priority work or due to the fact the Contractor is not on-site, the Contractor will complete the call the following business day.

17. C.1.40 REPAIRS

C.1.40.1 General The Contractor shall perform reimbursable and non-reimbursable repairs as described in this document. Repairs are handled on a shared liability basis (See shared liability math example in C.1.40.5 Repair Shared Liability Example).

Relatively small value repairs (non-reimbursable repairs) are the responsibility of the Contractor in their entirety, and larger repairs (reimbursable repairs) shall be approved and funded by the Government for the cost amount above the Contractor threshold. If damage is caused by Contractor negligence, the Contractor shall be liable for the full cost of repair, any other provisions notwithstanding.

18. C.1.40.2 NON-REIMBURSABLE REPAIRS

A non-reimbursable repair is a repair requiring no more than $2,500.00. The cost of consumable parts and materials shall not be calculated as part of the Contractor’s repair parts and material costs. Non- reimbursable repairs are entirely the Contractor’s responsibility with no reimbursement from the Government.

Non-reimbursable repairs shall be completed within twenty-four (24) hours. The work order shall be put into a status field to indicate the nature of any delay, with appropriate remarks.

19. C.1.40.3 REIMBURSABLE REPAIRS

Reimbursable repairs will be identified as single incident, not an accumulation of various repairs (bundling). If a repair exceeds the non-reimbursable repair cost threshold established above and has been approved and verified by the CO or designee, it becomes a reimbursable repair. Reimbursable repairs are reimbursable to the Contractor, once approved by the CO or designee, for the portion (shared liability) of the cost exceeding the non-reimbursable threshold of $2,500.00. (See repair shared liability example in RFP).

20. C.1.40.4 MISCELLANEOUS WORK

The Contractor shall provide ten (10) hours and up to $250.00 for parts and supplies. No labor cost shall be included. The Contractor shall furnish the labor, tools and consumable materials as necessary to perform the work.

Miscellaneous work may be required for work that makes use of any of the trades normally employed in performing operations and maintenance services under this Contract and does not include tasks associated with the performance of services covered under the scope of this Contract. The Contractor shall create and process NCMMS work orders for all miscellaneous work, and accurately record hours of labor expended.

21. DEDUCTIONS

Please refer to the RFP for the deduction specifics, by Service Area (O&M, Custodial, Elevators)

It is the objective of the Government to obtain complete and satisfactory performance in accordance with the terms of the specifications and requirements in this contract. To this end, the Government is contracting for the complete performance of each task identified in the specifications, and deductions may therefore, be made as stipulated in this Section. Deductions for work performed improperly may be made as though the work has not been performed. As it relates to this contract, the term "deduction" is being used to refer to any reduction in contract price (regardless of the methodology invoked to determine the monetary figure) that is being assessed due to performance related matters.

22. SECTION B PRICING

Offerors shall price all Section B Pricing, for both the five year AND the ten year.

Section B Pricing Table Notes B.1. Description of Services (Operations & Maintenance) Note 1. These quantities are for evaluation purposes only and are based on an estimate of the Government’s anticipated need for such service.

Note 2. Offerors are cautioned not to confuse overtime services with additional services. Additional services are defined as any work requested by the Government that is within the scope of this contract but in addition to the contract requirements. Overtime services are defined as work within the scope of the contract originally intended to be performed during normal working hours, where the Government requests the work be performed outside of normal working hours to expedite the return of a piece of equipment to operating condition or to minimize disruption to tenants.

Note 3. Preventive maintenance of tenant owned equipment specifically identified on the Tenant Owned Equipment List is included as part of the standard services. Do not include any cost to repair tenant owned equipment identified on the Tenant Owned Equipment List. Repair of tenant owned equipment when ordered by the CO or designee will be priced in accordance with the Additional Services pricing.

Note 4. The GSA Form 300 will describe the service (for orders of $2,500.00 or more) to be provided and will establish, excluding emergencies as determined by the Contracting Officer (CO) or the Contracting Officer’s Representative (COR), the maximum number of hours for which the contractor will be compensated. Orders of $2,500.00 or less may be processed using the Government wide commercial purchase card, which is the preferred method to purchase and to pay for micropurchases. Individual orders for additional services involving more than forty (40) hours will only be issued with the assent of the contractor.

Note 5. The Government will not require the Contractor to perform preventive maintenance (PM) on Fluorescent Lighting Fixtures as part of the basic monthly service; therefore, the Contractor shall not include any costs for this service in the basic monthly price. The Contractor is still required to perform lighting services as indicated in Section C, Paragraph C.1.23.Service Requests.

Note 6. Pricing for this contract will be based upon the 2018 Facilities Construction Cost with RSMeans Data (hereafter referred to as the RSMeans data). The RSMeans data will be used for the duration of this contract unless otherwise directed by the CO or designee. The Government reserves the right to change from RSMeans data to an equivalent matrix. Compensation may be negotiated if an equivalent matrix is required.

B.2. Description of Services (Custodial):

Note 1: Manual snow removal includes the use of snow blowers, shovels, etc. and application of snow melt or sand for building entrances, steps, landing, sidewalks, plaza and parking areas is included in the basic monthly price. DO NOT include manual snow removal in the hourly line item prices for snow removal and hauling.

Note 2: Quote a per hour price for providing Above Standard Services that are in addition to the services specified herein as standard services. A laborer is a worker with responsibilities covered by the Department of Labor Wage Determination under the category of Laborer. Laborer work may include all miscellaneous jobs requested by the CO or their designee which will consist of, but not be limited to the following: 1) loading, unloading or moving of supplies and materials; 2) recurring set-up and breakdown of conference spaces; 3) miscellaneous tasks not included in the base contract services.

Note 3: Quote a price per hour for providing Above Standard Services when ordered that are in addition to the services specified herein for the standard services. Orders for above standard service may be placed orally when the amount of the order totals $2,500.00 or less or in the event of an emergency. All orders which exceed $2,500.00 must be placed or confirmed by issuance of a GSA Form 300, Order for Supplies or Services and will be paid by GSA Finance. The GSA Form 300 will describe the service to be provided and will establish, excluding emergencies as determined by the Contracting Officer (CO) or the Contracting Officer’s Representative (COR), the maximum number of hours for which the contractor will be compensated. Orders of $2,500.00 or less may be processed using the Government wide commercial purchase card, which is the preferred method to purchase and to pay for micro purchases.

B.3. Description of Services (Elevator) Note 1. Include all costs for emergency call-back service during normal working in the price per month for standard services. Also include in the price per month for standard services, the cost for overtime associated with the maintenance and testing specifically identified in the solicitation to be performed outside normal working hours.

Additional overtime services that may be required will be ordered using the hourly rate specified in B.3.1.

Note 2. Quote single per hour prices for emergency call-back during other than normal working hours, overtime and additional services (see Exhibit 4 Definitions) regardless of any commitments on the part of the offeror to pay varying salary rates or travel expenses to its employees. These prices must include all expenses for overhead, General and Administrative (G&A) and profit. No separate allowance for travel time, parking, overhead, G&A or profit will be applied when hourly services are used.

Note 3. Offerors are cautioned not to confuse overtime services with additional services. Additional services are defined as any work requested by the Government that is within the scope of this contract but in addition to the contract requirements. Overtime services are defined as work within the scope of the contract originally intended to be performed during normal working hours, where the Government requests the work be performed outside of normal working hours to expedite the return of a piece of equipment to operating condition or to minimize disruption to tenants.

Note 4. The number of hours shown for hourly services represents an estimate of the Government’s anticipated need and is for evaluation purposes only.

Note 5. The term “elevator” is intended to include all elevator, escalator, dumbwaiter, handicapped lift, courtroom lift and wall glider equipment, if applicable, at the location.

Note 6. Offerors should visit the building and become familiar with existing conditions; examine all contract documents relating to this work, and carefully review the requirements contained in this specification. Offerors shall determine any conditions which affect the work and make a thorough site investigation before submitting an offer.

No allowances will be made for failure of an offeror to avail themselves of such information.

Note 7. The GSA Form 300 will describe the service (for orders of $2,500.00 or more) to be provided and will establish, excluding emergencies as determined by the Contracting Officer (CO) or the Contracting Officer’s Representative (COR), the maximum number of hours for which the contractor will be compensated. Orders of $2,500.00 or less may be processed using the Government-wide commercial purchase card, which is the preferred method. Individual orders for additional services involving more than forty (40) hours will only be issued with the assent of the contractor.

23. SECURITY CLEARANCE PROCESS (H.1)

An overview of the process to obtain federal security clearances can be found in Section H.1. It will be your responsibility, should you be awarded this contract, to initiate security clearances within the required timeframe.

Unnecessary delays could prevent this contract from starting and could result in termination.

24. PERSONNEL QUALIFICATIONS (H.15)

Refer to section H.15 for specific information related to personnel qualifications. See Section L.6. for Instructions for submitting proposed personnel qualifications in the technical proposal.

25. L.1 Bid Guarantee Requirement A bid guarantee is required in an amount representing 20 percent of the bid for the aggregate amount of the initial base period.

26. L.2 Performance Bond Requirement A performance bond is required within 15 calendar days after award equal to 20 percent of the contract price for the initial term of the contract.

27. L.6 Instructions for Submitting Proposals Technical Evaluation Factors:

1.) Management Plan and Approaches

a) Management Plan

b) Quality Control and Staffing b.1) Quality Control Plan b.2) O&M Work and Staffing Plan b.3) Service Call (NCMMS) Plan

2) Past Performance

Past performance will be considered relevant if it meets all of the following criteria:

1) The contract was for Consolidated Facilities Management Services (at a minimum Mechanical O&M AND either janitorial or elevator service) in a commercial or government owned facility.

2) The contract is/was in place for at least two consecutive years.

3) For previous contracts, the contract was completed within five years from the closing date of this solicitation.

4) The offeror served as the prime contractor under the contract.

5) The contract was for a “comparable” facility. A facility is considered to be “comparable’ if the total square footage from multiple commercial or governmental buildings serviced under one (1) contract is 90,000 gross square feet or if it is a single commercial or federal office building of at least 90,000 gross square feet. (Example: A contractor has a contract that services three separate buildings, none of which meet the minimum requirements when looked at individually, however when totaled they do meet the minimum. Building “A” is 40,000 gross square feet, building “B” is 30,000 gross square feet, and building “C” is 20,000 gross square feet. When this is totaled it comes to 90,000 gross square feet and would then meet the minimum square footage requirement).

And has/had complex central systems consisting (at a minimum) of the following:

• Fire alarm systems

• HVAC systems

• Domestic water systems

• Plumbing systems

• Sewage and drainage systems

Offerors shall submit Attachment A – Past Performance References to include all of the following information for at least 3, but not more than 5, buildings, “comparable” to the location contained within the solicitation, in which full mechanical operations and maintenance services, similar to those described in the solicitation, were provided (within the last 5 years) . The offeror cannot use the same reference (i.e., same project and same contact person) more than once. A facility is considered to be “comparable’ if the total square footage from multiple commercial or governmental buildings serviced under (1) contract is 90,000 gross square feet or if it is a single commercial or federal office building of at least 90,000 gross square feet. (Example: A contractor has a contract that services three separate buildings, none of which meet the minimum requirements when looked at individually, however when totaled they do meet the minimum.

Building “A” is 40,000 gross square feet, building “B” is 30,000 gross square feet, and building “C” is 20,000 gross square feet. When this is totaled it comes to 90,000 gross square feet and would then meet the minimum square footage requirement). AND has/had complex central systems consisting (at a minimum) of the following:

• Fire alarm systems

• HVAC systems

• Domestic water systems

• Plumbing systems

• Sewage and drainage systems

28. M.1 BASIS OF AWARD

A. The Government will make award to the responsible offeror who represents the best value to the Government in terms of the evaluation factors stated in the solicitation and Total Evaluated Price (TEP). The Government reserves the right to award a contract to other than the lowest priced offeror, if the cost involved in awarding to the higher priced, technically superior offeror is warranted.

B. The tradeoff process will be used in selecting the contractor for award. The tradeoff process is a method of evaluating the offeror's price and technical capability, with the goal being to select the proposal that offers the best value to the Government in terms of technical factors, and TEP. In evaluating this tradeoff, Management Plan and Approaches is slightly more important than Past Performance. The combination of Management Plan & Approaches and Past Performance will be considered significantly more important than TEP.

Proposals will be evaluated in accordance with the following technical factor, based on the weights assigned to each:

Technical factors Weight Max Raw Points A. Management Plan & Approaches

i. Management Plan 20% 20

ii. Quality Control and Staffing

a. Quality Control Plan 20% 20

b. Work and Staffing Plan 10% 10

c. Service Call (NCMMS) Plan 10% 10

B. Past Performance 40% 40

Total 100% 100

Note: The Government intends to evaluate proposals and award a contract without discussions with offerors.

Therefore, the offeror's initial proposal should contain the offeror's best terms. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. The Government reserves the right to make an award to other than the lowest priced offer if it is determined that to do so would result in the best value to the Government.

29. M.2 PAST PERFORMANCE

The relevant past performance references contacted will be evaluated with an adjectival rating, which in turn will be translated into a numerical score, as indicated in the chart below. The numerical scores will then be averaged for a composite score. The composite score may fall anywhere along this scale, for example, a 4.5.

Adjectival Rating

Numerical Rating

Description Points Awarded

Excellent 4.6-5.0 Past Performance significantly exceeds in all aspects of requirements, high probability of success, no significant weaknesses.

33-40

Very Good 3.6-4.