Amendment_Two_(02).pdf

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing items 8 and 15, and returning or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

E. IMPORTANT: Contractor is not is required to sign this document and return copies to the issuing office.

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NUMBER 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQUISITION NUMBER 5. PROJECT NUMBER (If applicable)

7. ADMINISTERED BY (If other than Item 6) CODE

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended. is not extended.

12. ACCOUNTING AND APPROPRIATION DATA (If required) copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NUMBER AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER

NUMBER IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15C. DATE SIGNED

15A. NAME AND TITLE OF SIGNER (Type or print)

16C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

PAGE OF PAGES

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (Number, street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

Previous edition unusable

Peggy Cobb

1. This amendment provides GSA's response to questions submitted by perspective vendors.

2. Please see attached pages for responses and applicable attachments.

End of Amendment 02.

General Services Administration Services Acquisition Branch (6P1QC) 2300 Main Street, 7NW Kansas City, MO 64108

See Block 6

47PG0118R0011

1 1

09/07/2018

08/10/2018

47PG0118R0011 – Amendment 02 (Q&A)

Q1: Section B, L.2 Submission of Proposals, 3rd Paragraph states: “Offerors may contact Terrance Cowley to verify receipt by the Contracting Office of their proposal and Past Performance Questionnaire(s). Offerors are responsible for ensuring their Past Performance Questionnaire(s) is received by the Contracting Office by the required due date.”; yet Section L.2.1 Past Performance Surveys state: “It is the Offeror’s responsibility to ensure that a survey response from each of the Offeror’s three references is included in the technical package”. Please clarify if the surveys are to be included in the proposal or to be sent to the Contracting Office.

A1: Clarification - The Past Performance Survey (Form M.9) shall be sent directly to terrance.cowley@gsa.gov from the reviewer chosen by the offeror -- Form M.9 should not be included with the technical package. However, Work Experience (Form M.8) should be submitted as part of the technical package by the offeror.

Q2: Pg 7, CLIN 0001. Please define “indirect maintenance and direct maintenance”.

A2: See Chapter 3 Direct Maintenance, Sections C.31-C.37

Q3: Pg 8, CLIN 0007. It is clear that CLIN 0007 refers only to the listed functions and not repairs, which, when ordered by the Contracting Officer, are reimbursable to the contractor. However, page 264, Exhibit J.17.3, SCOPE OF WORK, makes it clear that repairs for NARA equipment are under the fixed price portion of the contract if under the $2,500 threshold. Are we correct in assuming that the monthly price for CLIN 0007, Exhibit J.4.A.4. and J.18 – NARA should include repairs under $2,500, but that this does not apply to the other CLIN 0007 monthly prices?

A3: Yes, NARA is to include repairs under $2,500, the other equipment listed in CLIN 0007 does not include the $2,500 repair price.

Q4: Pg 10, CLIN 1010. Must the actual testing be performed during Option Year 1, or may the testing be done during the 2019 part of the Base Year as long as the test is completed before 01/08/2020. The Option Year 1 period from 12/01/2019 to 01/08/2020 does not leave much time for testing considering the possibility of inclement weather in December and January.

A4: Yes, the testing may be done during the 2019 part of the Base Year contract.

Q5: Pg 18, para B.4.I.F. There is no mention of Utility hours in the RFP. Please define “Utility Hours”. Are there minimum # of hours per month we are responsible for under basic services pricing?

mailto:terrance.cowley@gsa.gov

A5: Utility hours are hours used to cover “Miscellaneous Work.” Please direct attention to the references of Miscellaneous Work provided throughout the solicitation for more details on the # of hours (not to exceed 120) annually.

Q6: Pg 40, C.8.1 Staffing. Does GSA require backfill for employee absences?

A6: As a performance based contract, backfill is only required as needed to avoid any impact on the contract requirements. Examples would include (but not limited to) the need to staff the site from 6:00am to 6:00pm, clearly identifying emergency contacts, clearly identifying lead and on-site decision makers in case of absences in compliance with section H.10. Extended absences or deviations from contractor’s proposed management plan will require review from the CO and COR on a case-by-case basis.

Q7: Is the Contractor allowed to mark-up the cost of reimbursable repairs for G&A and Profit?

A7: The Contractor shall only apply overhead and profit or coefficient after the Contractor's shared liability has been subtracted. As for the subcontractor management fee and parts/materials handling fee, these shall include overhead, profit, and any other miscellaneous charges (ex. Credit card fees).

Q8: Pg 99, para C.39.2. The 5th paragraph (False Fire Alarm Charges) requires service contract personnel to visit the building for maintenance and inspections at least once per month. Does this refer to the subcontracted fire alarm specialty company? If so, this requirement far exceeds the NFPA standard. Please clarify.

A8: Yes, along with any maintenance/inspection schedule the contractor shall visit the site to check the status/reports of the equipment at a minimum, monthly.

Q9: Pg 100, para C.30.2.A. This paragraph refers to an inventory of critical fire alarm and detection parts and materials. We could not identify this list. Please clarify.

A9: We believe this is in reference to C.39.2.A. Where no list is provided, the contractor shall follow NFPA 13.

Q10: Pg 100, para C.39.3. The language under Outline of Work appears to apply to another contract and contradicts the language in the first two paragraphs. Please clarify.

A10: This page inadvertently includes reference to the Nebraska Field Office - this should state the “Kansas Field Office.”

Q11: Pg 189, Table J.2. The Table requires the anchor load test not later than 12/12/2021 and conflicts with CLIN 1010, page 10, which requires the test before 01/08/2020. Please clarify.

A11: Based on J.3.A.9 the last load test was done on 1/08/2010. Anchors must be tested every 10 years.

Q12: Pg 197, J.4.A.1 (Dole Equipment List). Please provide the test frequency for the R-15C (FLSF-MON-01) carbon dioxide/monoxide monitor system.

A12: FLFS-MON-01-01M: Monitor; Carbon Monoxide /Dioxide R15C-A Frequency: Monthly R15C-B Frequency: Annual

Q13: Pg 264, Exhibit J.18. The Stack Rooms are referred to as 5A, 58, and 78 in places and 5A, 5B, and 7B in others. Please validate the numbering system.

A13: Internal document conversion caused some “B” to change to “8”. The Archival Stack rooms that are included in this maintenance contract are numbered as follows:

5A, 5B, 7B.

Q14: Pg 287, para L.2. The language of this paragraph implies that proposals may be submitted electronically. Please confirm.

A14: Correct, proposals for this solicitation are only being accepted in electronic format via email.

Q15: Pg 287, para L.2. The language of this paragraph implies that the questionnaires must be submitted directly to the Contract Specialist. Please confirm.

A15: Correct, Past Performance Questionnaire (Form M.9) are to be submitted electronically from the reviewer (customer) directly to the Contract Specialist at terrance.cowley@gsa.gov.

Q16: Pg 287,para L.2.1. The paragraph states in part, “Three past performance surveys must be included (see M.08).” M.08 is the form for presentation of work mailto:terrance.cowley@gsa.gov experience. Believe the paragraph should refer to M.9, Past Performance Survey.

Please confirm.

A16: Correct, please see Question #1 above.

Q17: In the case of a Joint Venture, will the Government accept Past Performance Surveys from each of the individual Joint Venture Partners?

A17: Yes, the Government will accept Past Performance Surveys and Work Experience from either party of a Joint Venture. The Proposal and Past Performance Survey should indicate who the prime contractor is & also indicate the proposal is submitted on behalf of a Joint Venture per L.7.

Q18L H.10.3.E.1. Qualifications of Electrical Technicians -- it would appear that the only way a company can meet the qualification requirements is for the testing technicians to hold a level 3 or a level 4 certification. The only way to obtain either of these certifications is through NETA (as recognized by the GSA since both cited websites go to the NETA website). After due diligence, there is no certification company in existence independent of NETA. NETA will only certify technicians for NETA Member companies. Therefore, the offeror is forced to subcontract only with a NETA member company to provide electrical testing. This streaming negates the qualifications of many nationally recognized specialty companies providing electrical testing services exclusively for the commercial and public building environment, and has been consistently condemned by GAO as prejudicial to competition. Recommend the GSA modify this overly restrictive requirement. For instance, the GSA might achieve confidence in the quality of electrical testing by specifying that the testing technicians meet or exceed the training and experience requirements stated for level 3 and 4, rather than insisting on the formal certification. As currently written, the H.10.3.E.1.

requirement would not allow testing by a degreed electrical engineer with over 20 years of experience. It may also prevent the offeror from subcontracting with the specialty contractor performing the latest 3-year testing. Or that technicians and subcontractor companies provide written documentation of adherence to NETA standards and will follow all NETA requirements as required by the GSA 2012 PBS Guide Cards.

A18: GSA PM guides reference NETA therefore we believe that the requirement as stated is correct. It should be noted that there are several NETA certified inspectors in the Kansas City area. Of note, because this is Identified under qualification of Electrical Technicians, interested vendors may believe this as part of their staff requirements when it is identifying subcontract work.

Q19: Are there 2012 or region 6 guides for the following equipment? If so, please provide a copy.

Dole CH

HVAC-EXH-01

PLMB-DWV-07

KTCG-RFG-03

HVAC-CLR-10

HVAC-VLV-07 Replace with HVAC-VLV-01-01Y

HVAC-UHT-03

SSA

ARCS-RFS-04

HVAC-VLV-07

A19: A copy of the PM Guides is attached to the amendment.

Q20: Is there an anticipated date set for National Archive (NARA/Meritex Caves) site visit? If so, will there be a follow up opportunity for questions?

A20: The site visit will be held at the NARA location on September 7, 2018 at 10:00 AM CT. Vendors may meet with GSA at the top parking lot and be escorted down together due to the unique location. There may be an opportunity to answer additional questions or extend the due date for proposals, however, this is undetermined at this time.

Q21: Page 24, section C1.1.1 A, the solicitation notes requirements for “Maintenance and repair of landscape irrigation systems including pipes, valves, components, controls, and sprinkler heads”. Request clarification on requirements for the maintenance of landscape sprinkler systems and any annual preventative maintenance requirements?

A:21 PM Listings are provided in Exhibit J.4 & 2012 PM Guides.

Q22: Page 24, section C1.1.1 A, Flag lowering and raising, lighting and pulley system).

Please provide the last date of preventative maintenance on the flag pulley system?

A22: The Robert J. Dole Courthouse flagpole, pulley system was completely rebuilt in 2017. There is currently a project to replace the entire flagpole at the SSA building prior to this contract start date.

Q23: Will the Social Security building and supported systems/capabilities be in full working order prior to contract Performance Start Date (PSD)?

A23: GSA is not clear on the question. The systems are in full working order. The boiler is abandoned but the RTUs are fully functional.

Q24: Pages 286 and 295, section L.2, submitting proposals, performance questionnaires. Will CPARS suffice as adequate proof of past performance if government representatives do not provide surveys on a company’s behalf? Rationale

– While we can request response, potential contractors submitting proposals on this solicitation cannot force previous or current customers to submit surveys on our behalf.

A24: The Government’s evaluation of past performance is predicated upon receipt of the Past Performance Questionnaire (Form M.9) and submission in the format requested. Unfortunately, CPARS does not always provide the specific information that is being requested, therefore, we will not be accepting CPARS reports in lieu of the Form M.9.

Q25: Page 291 – 294, Factor 1, work experience time requirements for evaluation factor 1(a.). The government states a requirement of at least three years of continuous completed service for each past performance submitted. However, within BAS/EMCS, CMMS and Building Analytics Experience (factors 1 b-d) state a continuous period of at least two years of continuous experience is required. For consistency, would the government consider two years of continuous experience for factor 1(a), work experience for uniformity?

A25: No, in this instance the government requires three years experience in overall mechanical maintenance and service.

Q26: At the site on August 23, 2018, the contractors were not provided access to the NARA Facility for a walk through due to scheduling. Will there be a scheduled site visit for the NARA Facility?

A26: September 7, 2018 at 10 am. GSA (Jason Parker) will meet outside at the top parking lot (Meritex Caves, Lenexa, KS) at 10 am and vendors and GSA representatives will go down to the site together.

Q27: Section B, CLIN 0007, states; “Any and all repairs needed for this equipment are handled through the COR with the specific Agency.” Will the O&M Contractor be responsible for the repair threshold on any of these repairs?

A27: (See Q3) Of the tenant owned equipment under CLIN 0007, Only NARA requires the contractor to be responsible for providing, “...continual and complete maintenance, monitoring, mechanical or control(s) adjustments, and repairs (up to $2,500 per item, per instance, per location)...”. See Exhibit J.18, pg 264

Q28: Section B, Special CLIN 1010 for Roof Anchor Load Test at Dole Courthouse. Will GSA be able to provide the Building and/or shop drawings showing the locations, quantities and type of the roof anchor equipment needed to determine a price for the load test?

A28: Shop drawings will be provided. Attachment linked with Amendment.

Q29: B.3 Bid Sheet, 0006, Subcontractor Management Fee. States that “This fee includes labor for escorting Subcontractors, clean up, (etc.); therefore, the Contractor is not allowed to charge labor in addition to this fee.” Will the contractor be allowed to charge for labor if the subcontracted work occurs after hours?

A29: Yes, labor required by the contractor for Above Standard Services performed during “Other Than Normal Duty Hours” will be priced at the “Per Person Per Hour”

(CLIN X004).

Q30: The Note at CLIN 0007 states “Note: Any work mentioned in CLIN 0007 is considered “above standard” and will only be ordered by the Government if a Reimbursable Work Authorization is received from the respective agency. These rates shall also be proposed with escalation (if any) at time of initial proposal submission, and the prices will not be modified except for a change in the inventory associated with each CLIN.” Will the contractor be allowed to adjust the prices in this CLIN with a DOL wage change?

A30: No, for Agency-owned Equipment CLIN’s adjustments will not be made under the Service Contract Act. These should be priced fully-loaded with any escalation submitted at the time of initial proposal.

Q31: Are any of the prices from CLIN 0007 to be accounted for in the worksheet at B.4?

A31: No, the B.4 classification sheet should only account for the standard services work for the Dole Courthouse and SSA Building.

Q32: C.1.1.A. Please clarify the statement under mechanical equipment for window washing; “Maintain equipment to retain original vendor liability.”

A32: The fall protection equipment was recently inspected and did not pass inspection.

A construction project will be executed soon to get the equipment into condition so that it can be maintained in accordance with the annual PM’s.

Q33: C.2.19 Consumable Parts. On an annual basis, how much fuel does the emergency generator use for maintenance and testing purposes?

A33: Per C.2.19 contractor is to plan, in their basic service price, up to $400 worth of fuel annually. During normal testing the generator uses approximately 100 gallons per year when tested weekly. GSA will cover additional fuel oil expense above $400 annually if due to circumstances beyond the contractor’s control.

Q34: When was the last occurrence of the major multi-year PM’s (e.g. Electrical Switchgear Testing, Eddy Current Analysis, Obstruction Inspection, etc.)?

A34: See J.3.A.9 Anniversary Dates of Last Testing of Major Maintenance Items

Q35: C.4.2.B States that; “the Government defers final judgment of each piece of equipment deficiency status until the first complete PM inspection of each piece of equipment is accomplished. All complete PM inspections must be finished within the first 12 months of the contract.” Does this include the PM’s that are due less frequently than annual?

A35: While major components are tested/inspected at a specific level every five years, all shall have associated PM requirements annually. Therefore, it is highly unlikely that this could not be met. However; during any inspection the use of NCMMS is highly important to capture any information/remarks that may fall outside any parameters and it shall be brought to the attention of the COR at that time.

Q36: C.4.5, Please clarify the statement; “If the Contractor is selected to perform the Initial Deficiency correction, the Government, at its discretion, may fund the deficiency corrections through the monthly contract price, or separately through payments which would be made upon receipt of an invoice for additional work from the Contractor to the address listed on the GSA procurement document.” How does a deficiency get corrected through the monthly contract price?

A36: Please refer to section C.37 for work under this contract.

Q37: C.5.3. Startup Schedule and Staffing Plan. The section states; “all work performed during the startup phase must be recorded by the Contractor as work orders in the CMMS if applicable, to include recording hours of time and costs.” Will the incoming contractor have access to the NCMMS on site to create these work orders?

A37: GSA believes the incoming contractor will have access to the NCMMS to create the work orders.

Q38: C.8.6.A.2.b. Barcoding. Will GSA provide the equipment and materials for the barcoding or other labeling standard that GSA decides upon to support the NCMMS?

A38: No.

Q39: Will GSA provide equipment needed for scanning the barcode labeling system to the contractor?

A39: No.

Q40: C.8.7.d Will the contractor be required to take service calls and create work orders for services other than O & M, i.e. janitorial?

A40: No.

Q41: How long has the NCMMS been fully implemented?

A41: GSA is in the 7th year and it's still not 100% fully implemented.

Q42: Do any of the incumbent contractor employees have training with the NCMMS?

A42: Yes

Q43: Do any of the incumbent contractor employees have the required credential for accessing and operating the NCMMS?

A43: Yes

Q44: C.8.9.h Cooperation and Inspections. This section states “The Contractor must open and operate the equipment for observation by all inspectors at no additional cost to the Government provided the Government requests the service at least 48 hours in advance. Most inspections will be performed during normal working hours. However, the Contractor must provide personnel to enable access for inspectors who need to conduct observation and testing after normal hours to avoid possible disruption to tenants.” Will the contractor be paid for providing access after normal hours?

A44: Yes, if the after-hours access is required for the convenience of the Government inspectors.

Q45: C.20 Are all electrical circuits labeling and line diagrams currently up to date?

A45: Circuit labeling in both Robert J Dole Courthouse and the SSA Building are currently being done in a project scheduled for completion on 10/10/18. One-line diagrams are not currently up-to-date.

Q46: C.20 Section is unclear as to O&M contractors’ responsibility for updating changes to electrical circuits made by others.

A46: O&M Contractor is only responsible for updating changes made to electric circuits in projects and work they perform. Other government hired contractors are responsible for labeling and changing circuits in their respective projects.

Q47: Is there a CBA governing the wages and fringe benefits for the employees of this contract?

A47: No, there is not a CBA in place for this contract. Wages and Benefits are controlled under the Service Contract Act.

Q48: EMPTY

Q49: C.23.3 Service Request/Call Reporting. Does the NCMMS provide the type of reporting required by this section?

A49: Yes, Contractor is required to input the information and update as required.

Reports can be extracted from NCMMS

Q50: C.32.1.K. Section states, “Adequate substitute protection is required during normal duty hours.” Please describe what GSA would approve as “adequate substitute protection.”

A50: Please see C.39 i.e Fire Watch

Q51: C.32.2.F. PM Records. Are the records described in this section created from the

NCMMS?

A51: They are created and managed by the Contractor in NCMMS, PM guides are associated with equipment items and are identified in NCMMS. Any errors must be identified and corrected by the contractor.

Q52: C.32.4.A.4 UPS. Are there any large UPS systems that will be O&M contractor responsibility? If yes, how old are the batteries and will replacing them be a contractor expense?

A52: No

Q53: C.32.8, When was the last Commissioning/Re-Tuning process performed on the Dole USCH?

A53: During the American Recovery and Reinvestment Act in 2011.

Q54: C.32.8, Ongoing Commissioning/ Re-Tuning: The initial frequency of the Re- Tuning is semi-annually. According to the web site given in the solicitation, performing this program once would take years, not months to perform. We request GSA to reconsider the time frame required to perform this service.

A54: The purpose is to provide detail from BMS, tours conducted and PM. While it can be in-depth this is conducted through the 6-step process with the parameters given. The requirement is to collect info, Trend-data collection analysis, walk downs, reporting findings and impact within the parameters provided. Additionally, energy reduction measures to reduce waste.

Q55: C.35.2 Lamp Replacement Work Classification. The preceding section defines re-lamping as the group replacement of standard lamps. GSA moved away from this practice many years ago as it was proven to be more cost effective to spot re-lamp (spotlamping by contract definition).

Does GSA intend to have the contractor perform group re-lamping as part of the basic monthly services for this contract?

a. If yes, what size are the groups?

b. What would the re-lamping frequency be for any one group?

c. Once a group is “re-lamped” is the contractor still responsible to “spotlamp” any failed individual lamps from the re-lamped group?

A55: No, group relamping is not required as long as contractor matches bulbs that burn-out to the characteristics (color temperature, color rendering, foot candles, and lumens) of the other bulbs in the area.

Q56: C.36.9 Warranties. Are there any warranties currently in force for any of the equipment covered by this solicitation?

A56: 20 year warranty on roof membrane, metal paint finish, installed in 2009.

Q57: C.37.7 Works of Art. Section states ““Justice in the Prairie” by Richard Haas is a mural located in the main public lobby area.” What is the contractor’s responsibility in regards to this item?

A57: Data is provided for informational purposes only; no responsibility for the contractor.

Q58: C.38.4 Are there any AQMD operating permits required for this contract? And, what is the cost for the permits?

A58: No AQMD permit program in Kansas City, Kansas.

Q59: C.38.12 Powered Platforms and Powered Industrial Vehicles. Are there any permanently installed powered platforms or powered industrial vehicles at this location?

If yes please provide PM schedule and copies of the last time they were certified.

A59: GSA owns a man-lift at the Robert J. Dole Courthouse. It is a Workforce XLT2900 Scissor Lift. Its last PM was by Bublits Material Handling in May of 2013.

Q60: C.38.14 Confined Spaces. Are all the confined spaces identified and labeled at this facility?

A60: No known permit required confined spaces. Contractor’s responsibility to verify per J.5.G.1 however.

Q61: C.38.21 Can GSA provide a copy of the original commissioning report or the last ten year roof anchorage point inspection report to the incoming O&M contractor?

A61: The anchorage points were inspected annually since initial installation and certification in 2009; however, the last inspection was performed in May 2018 and none of the roof fall restraints passed inspection. They are tagged out-of-use. GSA will execute a separate project in the future to replace the fall restraint system. The date funding will be available to complete the project is unknown at this time.

Q62: C.39 Fire Protection Life Safety Equipment and Systems.

Fire Doors. Have the fire doors been maintained and tested in accordance with NFPA 80 & 101?

Fire/Smoke Dampers. Can GSA provide a list of the quantity and location of the fire/smoke dampers installed at these sites?

Fire/Smoke Dampers. Have they been maintained and tested in accordance with NFPA 80 & 105?

Smoke Doors. Have the smoke door assemblies been maintained and tested in accordance with NFPA 105?

Smoke Dampers. Can GSA provide a list of the quantity and location of the smoke dampers installed at these sites?

Smoke Dampers. Have the smoke dampers been maintained and tested in accordance with NFPA 105?

Have the sprinkler systems ever received 3 & 5 year stand pipe and internal inspection tests?

A62: There are 183 fire/smoke dampers - locations will be provided on documents after award. Fire/Smoke Dampers were maintained under the 1995 GSA PM Guide, F-18.

Sprinkler systems had the last inspection conducted on 8/2017.

Q63: H.10 Personnel Qualifications. The Project Manager and On-site Supervisor resumes have very specific experience and training requirements when it comes to the CMMS and EMCS. This will greatly limit the qualified candidates for these two positions. Will GSA consider the qualifications of having experience and training on systems that are similar with the understanding that the chosen candidates would receive training on the specific systems?

A63: GSA’s minimum requirements have been identified in the specification.

Q64: H.10 Personnel Qualifications. Do the current staff meet these qualifications?

A64: The current staff are meeting the requirements of the current contract with Urban Services Group.

Q65: H.10.3.I Qualifications of HVAC Technicians. Do any of the current maintenance staff have any of these certifications?

A65: The Government is not aware if the current maintenance staff have these certifications, however, the staff is meeting the requirements of the current contract with Urban Services Group.

Q66: Page 294, final sentence, states CMMS or similar system instead of Building Analytics System.

A66: Clarification - final sentence should read “The Building Analytics System or similar system shall be for a continuous period of at least two years completed in the past 5 years”

General Services Administration Preventive Maintenance Guide

HVAC-EXH-01-06M: Cafeteria Exhaust Hood, Frequency: Semiannual Duct System

Application:

This guide applies to duct systems attached to exhaust hoods and fans for food service and vending facilities in buildings under the jurisdiction of GSA or leased by GSA.

Special Instructions:

1. Have the systems serviced only by properly trained personnel or a qualified contractor.

2. The work required may set off an alarm or a supervisory signal. The Field Office Manager and control center, central station, and/or fire department that will receive the alarm and/or signal must be notified prior to start of work and at completion of work.

3. Schedule the work on exhaust ducts with food service operator to minimize disruption of food service.

4. Review manufacturer's instructions.

5. Perform the work before and during other scheduled maintenance. See Fire & Life Safety PM Guides on related equipment. The preventative maintenance on the hood and duct system may affect the functioning of related fire extinguishing and alarm systems.

6. This work applies to the first three floors of vertical duct above the cafeteria and at the fan on the roof.

Check Points:

1. Check and clean grease off of duct interiors at connections to the hood.

2. Check and clean grease from duct interiors at access panels.

3. Check access panels for tight seal to prevent air leaks and for grease leaks. Clean, repair, and tighten seals as required.

4. Check and clean grease from all visible and accessible duct seams or joints.

5. Check hood exhaust fans for grease including exterior surfaces, fan housing, blades and protective grills or screens. Clean as required.

6. Check and clean building surfaces at the discharge end of the exhaust duct or exhaust fan housing.

HVAC-EXH-01-06M: Cafeteria Exhaust Hood, Frequency: Semiannual Duct System

7. Remove grease from interior surfaces of exhaust system ducts, including but not limited to horizontal and vertical shafts, fan and fan housing, and fan motor exterior (fan motor interior excluded).

8. Check operation of exhaust blower on roof; lubricate bearings; adjust tension of fan belts and clean fan blades as required.

9. Check with the operator to ascertain whether the ventilation rate of the hood is being maintained at the design flow rate. Contact the regional S&EM office for assistance. A work order may need to be initiated to have this checked and adjusted if there is improper flow.

Recommended Tools, Materials, and Equipment:

1. Standard tools, basic

2. Cleaning materials - Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and proper personal protective equipment (PPE).

PLMB-DWV-07A-03M Frequency: Quarterly Sediment & Oil Trap for Sump Pumps

1. Use appropriate protective clothing, especially safety glasses.

Check points:

1. Clean out trap and sterilize.

2. Inspect for clogging, scale, and improper positioned or missing baffles.

3. Tighten loose parts as necessary.

4. Clean up work area and remove all trash.

1. Standard Tools - Basic

2. Gloves

3. Goggles

KTCH-RFG-03-06M: Kitchen Equipment, Frequency: Semiannual Residential Style Refrigerators/Freezers

This maintenance guide applies to residential style kitchen refrigerators/freezers that may be found in such locations as Child Care Centers.

1. Review manufacturer's instructions.

2. Notify kitchen operator and get permission prior to performing all maintenance.

3. If any safety deficiencies are found which could cause injury or damage, notify the kitchen operator immediately and secure the equipment from further operations.

4. Review the Standard Operating Procedure for "Controlling Hazardous Energy Sources".

5. De-energize, lock out, and tag electrical circuits.

6. Comply with the latest provisions of the Clean Air Act and Environmental

Protection Agency (EPA) regulations as they apply to protection of stratospheric ozone.

7. No intentional venting of refrigerants is permitted. During the servicing, maintenance, and repair of refrigeration equipment, the refrigerant must be recovered.

8. Whenever refrigerant is added or removed from equipment, record the quantities on the appropriate forms.

9. Recover, recycle, or reclaim the refrigerant as appropriate.

10. If appliance is disposed, follow regulations concerning removal of refrigerants and disposal of the appliance.

11. If materials containing refrigerants are discarded, comply with EPA regulations as applicable.

12. Refrigerant oils to removed for disposal shall be recovered and sent to a used oil reclaimer for disposal. This oil should never be mixed with any other type of waste oil, grease, solvent, and so on until it is in possession of the used oil reclaimer.

13. Closely follow all safety procedures described in the Material Safety Data Sheet (MSDS) for the refrigerant and to all labels on refrigerant containers.

KTCH-RFG-03-06M: Kitchen Equipment, Frequency: Semiannual Residential Style Refrigerators/Freezers

Check Points:

1. Check with operating or area personnel for any deficiencies

2. Verify cleaning program.

[Spills should be wiped up immediately. Scheduled cleaning shall be performed at least semiannually. During the thawing and cleaning of a unit, all contents shall be removed and placed in another unit where they will be chilled or frozen.

Shelves will be removed during cleaning. The outside and inside of the refrigerator, freezer, and the shelves and seal around the doors of the unit will be washed with a mild detergent solution. This will be followed by a rinse with a solution of 1:10 sodium hypochlorite (bleach) or other disinfectant and then potable water. Disinfectant contact time of one minute should reduce pathogenic bacteria to safe levels. The unit should be allowed to air dry before power is restored.]

3. Check compartment temperature(s). Freezers should be between (-40 to 140) Fahrenheit; (-200 to 100) Celsius. Refrigerator temperatures range between (360 to 430) Fahrenheit; (20 to 60) Celsius, depending on the contents.

4. For units that are not frost-free, defrost if ice condensation is over 1/4 inch thick.

5. Examine handles, hinges and tightness of door closure.

6. Check for level installation and alignment of doors. Adjust if necessary.

7. Inspect door gaskets for damage and proper fit; adjust gaskets as required and lubricate hinges with food grade oil.

8. Verify defrost cycle and timer operation.

9. Clean fan, condenser fins/plates/blower coils, and intake screens

10. Lubricate fan motor with a light machine oil (3-in1-type).

11. Clean evaporator drain pan and drain piping as required. Reinstall carefully.

12. Check power cord to ensure there is no fraying, damaged plug, or damaged wire insulation. Ensure the unit is properly grounded.

13. Inspect defrost systems for proper operation, including timer; adjust as required.

Adjust automatic defrosters so freezer will defrost during "Off Peak" hours.

14. Check operation of thermostats; calibrate as required.

15. Cardboard covers located in the rear or in other locations should be replaced after service. These covers force air to blow over refrigeration components to provide necessary component cooling. If damaged, cut a new cover from a cardboard box.

16. Assure that refrigerator/freezer has 2-3 inches of uncluttered air space above rear mounted condenser coils.

1. Standard Tools - Basic.

HVAC-UHT-03-01Y: Unit Heater (Electric) Frequency: Annual

Special Instructions:

1. Review the Standard Operating Procedure for "Controlling Hazardous Energy Sources."

2. Open and tag electric circuit.

3. Review manufacturer's instructions.

4. If materials to be worked on are known or suspected to contain asbestos, check the building's asbestos management plan to see if they have been tested for asbestos. If they are suspect but have not been tested, have them tested. Manage asbestos in accordance with the plan.

5. Except in emergencies, do not open any air disconnects while the heater is in operation. Any power interruption during normal heater operation will prevent the fan from running; residual heat remaining in the unit may cause the thermal cutouts to open.

1. Clean unit casing; repaint any rust spots on the casing

2. Adjust heater deflector fins and element.

2. Clean fan and lubricate motor.

3. Clean chamber, thermocouple and control. (Use a high suction vacuum and/or brush.)

4. Inspect vent and damper operation.

5. Electrical Circuitry - Inspect the control panel wiring once each year to ensure that the insulation is intact, and that all connections are tight. Be sure to examine all heater and relay contacts as well; if the contacts appear badly pitted or burned, replace the contactor/relay. Check thermostat operation and setting.

Note: To protect electrical circuits during operation, use only the correct size of over current protection.

6. Change air intake filters.

7. Clean up work site.

1. Tool Group C

2. Fin comb

3. Vacuum

4. Lubricants. Consult the Material Safety Data Sheets (MSDS) for hazardous

HVAC-UHT-03-06M: Unit Heater, Electric Frequency: Semiannual

1. Review manufacturer's instructions.

2. Disconnect, tag, and lock out electrical circuit.

1. Clean coils and other components with vacuum.

2. Change filter, if necessary.

3. Check for loose electrical connections in unit and tighten as necessary.

4. Clean and wipe any excess dust or dirt and oil as required.

5. Oil motor bearings as necessary.

6. Check operation of fan motor for excessive bearing wear.

7. Check operation of all controls, such as PE switches, dampers, damper operators, and thermostats.

1. Standard tools - basic

2. Vacuum

3. Lubricants. Consult the Material Safety Data Sheets (MSDS) for hazardous

ARCS-RFS-04-06M Frequency: Semiannual Roof Inspection, Membrane Type

Special Instructions:

1. Review manufacturer's or installer's instructions.

2. Before performing any physical maintenance inspection, explore the roof's history.

3. Perform inspections when roof is driest and most accessible.

4. Additional inspections should be performed after any severe winds or storms and after leaves have fallen if roof is low.

5. A maintenance check list and roof plan should be used at time of inspection, areas of concern should be clearly marked.

6. It is vitally important to identify and repair the cause of any problem to prevent further damage to the roofing system.

7. Use care when working in high places. Use safety belt if necessary.

Check Points:

1. Check ceilings and underside of roof if possible for signs of water entry. Note areas of concern on roof plan for comparison later on the roof.

2. Walk around the perimeter of the building. Check exterior drainage accessories such as downspout, scupper heads, and gutters for leakage. Mark the deficiencies on the roof plan and proceed to the roof.

3. Check general appearance. Remove all trash, debris, or unsecured material from roof and dispose of properly.

4. Check for exposed nails that may have worked loose from seams, shingles, and flashing.

5. Check membrane for cracking/alligatoring, loss of coating, brittleness, curling, granular loss, punctures, blisters, fishmouths, and ponding.

7. Check flashing for wind damage, lose seams, damaged caulking, curling, and exposed edges.

8. Check gutters, drains, and downspout that they are properly connected, sealed, and free of debris, Check if screens are installed and properly secured.

9. Check that any installed equipment such as (antennas, HVAC equipment, and flagpoles) are properly flashed and secured to the building.

Recommended Tools, Materials, and Equipment:

1. Standard Tools - Basic

2. Ladder - Check ladder for defects. Do not use defective ladders.

3. Safety line (if necessary).

ROOF INSPECTION CHECKLISTS

Building Location Maintenance Inspector's Name Date

General Appearance � Good � Fair � Poor Water Tightness � No Leaks � Leaks with Long Rain � Leaks with Every Rain Ballast (as applicable) � Even spread with out sharp edges.

MEMBRANE ROOF

REPORTED CAUSE OF LEAKS

� Weathering � Faulty Material � Wind � Traffic � Faulty Application � Hail Damage � Other

CONDITION OF ROOFING

� Unchanged � Buckled � Blistered

LOSS OF GRANULES

� Slight � Medium � Severe

OTHER PROBLEMS

� Coating Alligatored or Cracked � Other

FAILURE OF FASTENERS � No � Yes %

COMMENTS

ROOF DETAIL GRID*

* USE TO INDICATE LOCATION OF PROBLEM AREAS

ROOF INSPECTION WORKSHEET - COMMENTS

INSTRUCTIONS: This worksheet may be used to supplement other worksheets or as an alternate to other worksheets provided with the guide cards. Circle the response.

i.e., Y = yes, N = no or U = unknown or not observed. If Y (yes), circle the type of problem

A. EVALUATION OF INTERIOR CONDITIONS

1. Does the roof leak? Describe: Y N U

2. Are there water stains on: Y N U

a. walls c. deck e. structural elements

b. ceilings d. floor f. other:

3. Do structural elements show any of the following: Y N U

a. cracks d. alteration g. physical damage

b. splits e. rotting h. insect damage

c. spalling f. settlement i. other:

4. Does the underside of the deck show any of the following: Y N U

a. rusting c. spalling e. sagging

b. rotting d. cracks f. other:

B. EVALUATION OF EXTERIOR CONDITIONS

1. Do the exterior walls show any of the following: Y N U

a. cracks c. spalling e. water stains

b. rusting d. peeling f. other

2. Does the fascia or soffit show any of the following: Y N U

a. cracks c. spalling e. water stains

b. rusting d. movement f. other:

3. Do the gutters or downspouts show any of the following: Y N U

a. loose c. missing e. clogged

b. damaged d. disconnect f. other:

C. EVALUATION OF ROOFTOP CONDITIONS

1. Is there any unauthorized, unnecessary, or improperly installed Y N U installed equipment on the roof?

a. equipment c. antennas e. cables

b. signs d. platforms f. other:

2. Do adjacent parapet walls show any of the following: Y N U

a. cracks c. cap cracked e. sealant

b. spalling d. cap missing f. other:

D. REMARKS:

Effective Date: October, 1981

HVAC CLR-10 Refrigeration Controls, Frequency: Annual Central System

This guide card applies to those controls used to protect and control the operation of central refrigeration units. Included are electric, electronic, pneumatic or a combination of several or all of them. Including, but not limited to capacity controllers, demand controllers, and temperatures as well as pressure controls and safeties.

1. Read and understand the manufacturer's instructions.

2. Obtain "As Built" diagrams of the control and safety systems.

3. Replace defective control safeties found while performing preventive maintenance.

1. Check flow or pressure differential switches for proper operation. Calibrate or replace as necessary.

2. Check oil temperature control and safety for proper operation. Calibrate or replace as necessary.

3. Check set point of low temperature control and safety for proper operation. Calibrate or replace if necessary

4. Check capacity controller or demand limiter for proper operation. Calibrate or replace if necessary.

5. Check oil pressure control and safety for proper operation. Replace if necessary.

6. Check high pressure cutout for proper setting and operation. Adjust or replace if necessary.

7. Check and clean all electrical contacts and pneumatic orifices.

8. Check pneumatic tubing for leaks or damage. Repair or replace as required.

9. Check electrical wiring insulation and connections. Tighten or replace if necessary.

10. Check damper or unloader controller for proper operation.

Check position of damper for proper operation. Calibrate or replace if necessary.

11. Check all settings and set points with manufacturers instructions.

HVAC CLR-10 Refrigeration Controls, Frequency: Annual

Frequency: Annual

1. Tool Group B

2. Pneumatic Control Gauge

3. Volt Ohm Meter

4. Manufacturer's Control Kit

HVAC-VLV-07 Valve, Motor Operated Frequency: Annual

If materials to be worked on are known or suspected to contain asbestos, check the building's asbestos management plan to see if they have been tested for asbestos. If they are suspect but have not been tested, have them tested. Manage asbestos in accordance with the plan.

1. Clean unit and make visual examination of all parts.

2. Operate from limit to limit. Observe operation, look for binding, sluggishness, action of limits, etc.

3. Determine if valve seats and holds properly.

4. Check condition of packing.

5. Check condition of dials and positioners.

6. Apply graphite to moving parts of valve.

7. Lubricate motor and gear box as necessary.

8. Inspect contacts, brushes, motor, controls, switches, etc. Clean and adjust as necessary.

9. Clean up work site.

1. Tool Group C

2. Cleaning equipment and materials. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and proper personal protective equipment (PPE).

3. Lubricants. Consult the MSDS for hazardous ingredients and proper PPE.