47PH0220R0007 Generated PDF with TOC.pdf

PUBLIC BUILDING SERVICES, REGION 7

FULL MAINTENANCE STATEMENT OF WORK

Adapted from the National Custodial Specification and the National Operations &

Maintenance Specification

SOLICITATION NUMBER: 47PH0220R0007

SERVICE: FULL MAINTENANCE SERVICES

LOCATION(S): VA Austin Information Technology Center (TX11128AT), 1615 Woodard St., Austin, TX

U.S. Treasury Building (TX1618AT), 1619 Woodard St., Austin, TX

PERIOD OF PERFORMANCE:

Base: 1 Jul 2020 through 30 Jun 2021 Option I: 1 Jul 2021 through 30 Jun 2022

Option II: 1 Jul 2022 through 30 Jun 2023 Option III: 1 Jul 2023 through 30 Jun 2024 Option IV: 1 Jul 2024 through 30 Jun 2025

*NOTES:

1. This is a 100% set-aside for Service Disable Veteran Owned Small Business.

2. Refer to Section L.3 for Site Visit information

OFFER RECEIPT DATE/TIME: March 30, 2020/3:00 CDT

SOLICITATION ISSUE DATE: February 27, 2020

Table Of Contents

Section Description Page Number

Section A Solicitation Form 1 Section B Schedule 2 Section C Clauses 5 Section D Packaging and Marking 126 Section E Representations and Instructions 127 Section F Deliveries or Performance 130 Section G Contract Administration Data 131 Section H Special Contract Requirements 137 Section I Contract Clauses 158 Section J - Appendix

List of Attachments 167

Section K Representations, certifications, and other statements of offerors or respondents

Section L Instructions, conditions, and notices to offerors or respondents

SOLICITATION, OFFER AND AWARD 1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING PAGE OF PAGES

2. CONTRACT NUMBER 3. SOLICITATION NUMBER 4. TYPE OF SOLICITATION 5. DATE ISSUED 6. REQUISITION/PURCHASE NUMBER

CODE7. ISSUED BY 8. ADDRESS OFFER TO (If other than item 7)

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

9. Sealed offers in original and copies for furnishings the supplies or services in the Schedule will be received at the place specified in item 8, or if hand carried, in the depository located in until local time

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR

INFORMATION

CALL:

A. NAME B. TELEPHONE (NO COLLECT CALLS)

AREA CODE NUMBER EXTENSION

C. E-MAIL ADDRESS

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. PAGE(S)DESCRIPTION

A B C D E F G H

I

J

K

L

M EVALUATION FACTORS FOR AWARD

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

PART IV - REPRESENTATIONS AND INSTRUCTIONS

LIST OF ATTACHMENTS

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

CONTRACT CLAUSESSOLICITATION/CONTRACT FORM

SUPPLIES OR SERVICES AND PRICES/COSTS

DESCRIPTION/SPECS./WORK STATEMENT

PACKAGING AND MARKING

INSPECTION AND ACCEPTANCE

DELIVERIES OR PERFORMANCE

CONTRACT ADMINISTRATION DATA

SPECIAL CONTRACT REQUIREMENTS

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

14. ACKNOWLEDGMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS(%)

DATEAMENDMENT NO.AMENDMENT NO. DATE

15A. NAME AND

ADDRESS

OF OFFER-

OR

CODE FACILITY 16. NAME AND THE TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

15B. TELEPHONE NUMBER

AREA CODE NUMBER EXTENSION

15C. CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE - ENTER SUCH

ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL OPEN COMPETITION:

10 U.S.C. 2304 (c) ( )41 U.S.C. 3304(a)

24. ADMINISTERED BY (If other than Item 7)

26. NAME OF CONTRACTING OFFICER (Type or print)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

25. PAYMENT WILL BE MADE BY

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

CODE

ITEM

STANDARD FORM 33 (REV. 6/2014)

Prescribed by GSA - FAR (48 CFR) 53.214 (c)

SEALED BID (IFB)

NEGOTIATED (RFP)

(Hour) (Date)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

2/27/2020

3/30/2020

Amy Powell

47PH0220R0007

amy.powell@gsa.gov

7PQB

8505545

ACQUISITION MANAGEMENT DIVISION

ACQUISITION SERVICES BRANCH

819 TAYLOR ST 12B01

FORT WORTH, TX 76102 USA

3:00 PM (CST)

7PQB

ACQUISITION MANAGEMENT DIVISION

ACQUISITION SERVICES BRANCH

819 TAYLOR ST 12B01

FORT WORTH, TX 76102 USA

Section A Page 1

PAGE

GENERAL SERVICES ADMINISTRATION

OF

ITEM NO.

(a)

SUPPLIES OR SERVICES

(b)

QUANTITY

ORDERED

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

This requirement is for Full Maintenance Services, Austin VA

PSC: Z1AA -- MAINTENANCE OF OFFICE BUILDINGS

Deliverable

PoP: 07/01/2021 - 06/30/2022

Deliverable

This requirement is for Full Maintenance Services, Austin VA

Building, Austin TX - Option 2

12 __________

PoP: 07/01/2020 - 06/30/2021 and U.S. Treasury Building, Austin TX.

Contract Type: Firm Fixed Price

2001 Full Maintenance Services, Austin VA and U.S. Treasury

Building, Austin TX

MO

and U.S. Treasury Building, Austin TX.

Contract Type: Firm Fixed Price

This requirement is for Full Maintenance Services, Austin VA

PSC: Z1AA -- MAINTENANCE OF OFFICE BUILDINGS

This requirement is for Full Maintenance Services, Austin VA

Full Maintenance Services, Austin VA and U.S. Treasury

MO

Building, Austin TX - Option 3

PSC: Z1AA -- MAINTENANCE OF OFFICE BUILDINGS

Deliverable

MO

PoP: 07/01/2021 - 06/30/2022

Contract Type: Firm Fixed Price

Full Maintenance Services, Austin VA and U.S. Treasury

Contract Type: Firm Fixed Price

Deliverable

MO

Building, Austin TX - Option 1 and U.S. Treasury Building, Austin TX.

Full Maintenance Services, Austin VA and U.S. Treasury

PSC: Z1AA -- MAINTENANCE OF OFFICE BUILDINGS

and U.S. Treasury Building, Austin TX.

Section B Page 2

PAGE

GENERAL SERVICES ADMINISTRATION

OF

ITEM NO.

(a)

SUPPLIES OR SERVICES

(b)

QUANTITY

ORDERED

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

Contract Type: Firm Fixed Price

Full Maintenance Services, Austin VA and U.S. Treasury 12

PSC: Z1AA -- MAINTENANCE OF OFFICE BUILDINGS

4001 MO

Deliverable

PoP: 07/01/2021 - 06/30/2022 and U.S. Treasury Building, Austin TX.

This requirement is for Full Maintenance Services, Austin VA

PoP: 07/01/2021 - 06/30/2022

Building, Austin TX - Option 4

Section B Page 3

B. SERVICES, ORDERING AND PRICES

B.1. Pricing of Services. Figure B-3, Pricing of Services, must be completed by the contractor and submitted to the Contracting Officer (CO) as part of the Price Proposal. At time of award, Figure B-3 will be incorporated into the contract.

B.1.1. Basic Services :

The price listed in Figure B-3 shall include pricing for services specified in the solicitation. This is a Firm Fixed Priced contract and will not be changed unless there is a change in the scope of work.

B.1.2. Markup Coefficient Markup coefficient includes all material handling fees, including General and Administrative (G&A) fees, and profit. No additional markup coefficient is allowable under this contract. The markup coefficient rate is fixed and applies to supplies, materials, equipment, and subcontractors only on reimbursable repairs or when additional services are ordered. The markup coefficient does not apply to in-house labor .

B.2. Contractor Staffing Declaration Figure B-1, Contractor Staffing Declaration, must be completed by the contractor and submitted to the Contracting Officer (CO) 21 calendar days prior to the contract start date. This form must also be submitted to the CO when any modifications to the contract by GSA result in changes in staffing. A blank Figure B-1 is included as part of the solicitation.

B.3. Wage Adjustment Wage adjustments will be considered at the beginning of each renewal option period, if exercised, in accordance with FAR 52.222-43 Fair Labor Standards Act and Service Contract Act – Price Adjustment (Multi-year and Option Year).

Figure B-2, SCA DOL/CBA Combination Wage Adjustment Spreadsheet is a sample worksheet to illustrate how wage adjustments will be calculated as a result of changes in wages that result from Department of Labor Wage Determinations or Collective Bargaining Agreements. A blank Figure B-2 is included as part of the solicitation.

B.4. Addition/Removal of Building GSA may add or remove buildings from this contract at any time. For a building to be added to the contract, GSA will provide the building information to the Contractor and request a price proposal from the Contractor for the requested services in line with the current pricing. At this time, there is no anticipation to add or delete any additional facilities to this contract. However, if there are any facilities added, they will not exceed 25% of the total contract dollar value, including options.

B.5. Addition/Reduction of Staffing Staffing levels proposed and accepted at the time of award shall not be reduced through the life of the contract. At the end of each contract year, and at the request of the contractor, GSA will consider a request from the contractor for a reduction in staffing, and will be based on contractor performance.

Section B Page 4

C. DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

GENERAL INFORMATION

Introduction This is a Performance Based Work Statement (PBWS) for Services which may include Custodial and Facilities Engineering: Operations, Maintenance, and Related Services defined under the scope of this contract. This PBWS describes the minimum requirements of the U.S. General Services Administration (GSA) and acceptable outcomes to be performed by the Contractor. All, or part of, the successful offeror’s Management Plan shall be incorporated into the contract.

GSA seeks to establish a partnering relationship with the Contractor to accomplish the program objectives in this contract. The objective of the partnerinyz'ig process is to prov. ide an effective problem-finding/ up

8. problem-xsolving management team composed of personnel from both parties, thus creating a single culture with one set of goals and objectives. Partnering requires that both parties recognize and address those opportunities and challenges that shall be confronted to help maintain the health of the Contractor/GSA relationship. The relations relationse 'ip is based on trust, dedication to common goals, and an understanding of each tother's individual expectations and values. The team shall consider utilizing a f acilities engineering Zaza thinking approach to provide solutions from a global perspective. The outcome of this initiative is for GSA zto leverage Contractor expertise to assist GSA in accomplishing these goals and objectives.

GSA intends to purchase Contractor provided technical and managerial expertise to assist in the holistic management of assets over the long term. This program strategy has taken the name “ facilities engineering ” and has proven to be a successful model resulting in efficient and effective management of assets while maintaining a lower overall cost of operations. The facilities engineering model is dependent upon an effective partnership with a highly skilled Contractor whose objectives are based on mutual understanding of the'77z4'xd5 '''zdx xzfz5x5z6zxt stated requirements and objectives. A higher level of effective communication between the Government and Contractor is essential for partnering and for this performance based service contract to succeed, whereas the success of this contract is shared between the Government and the Contractor. More emphasis is placed on the Contractor’s self-management of quality, not the usual inspection by Government inspectors, although that is a part of this contract as well.

All parties shall act proactively to reduce servicup i xss I xdr seee cost.

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

Section C Page 5

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

The work specified in this specification shall be in accordance with all Federal, State, county and city laws, codes, and ordinances and shall follow the more stringent of them. 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.

To the extent possible and consistent with EO 13788, the Contractor shall maximize the use of goods, products and materials that are produced in the United States .

C.1 SCOPE OF WORK

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

➢ VA Austin Information Technology Center (TX11128AT), 1615 Woodard St., Austin, TX

➢ U.S. Treasury Building (TX1618AT), 1619 Woodard St., Austin, TX

Additional services (or Above Standard Services) may be ordered at the discretion of GSA for work relating to the scope of the facilities listed above, but not covered in the basic services of the contract. Government furnished items are specifically excluded in this contract, except as specified in Sections CC and CM.

C.1.1 Discrepancy in the Specifications In any case of discrepancy in the specifications, the matter shall be immediately submitted to the Contracting Officer (CO). The decision of the CO as to the proper interpretation of the specifications shall be final in accordance with the Disputes Clause of this Contract.

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

Section C Page 6

C.1.2.1 Contractor Key Personnel

The Contractor shall designate a Contract Project Manager in writing and provide the name and contact information to the CO. The Contract Project Manager is considered essential to the work being performed under this Contract. Before removing, replacing, or diverting the Contract Project Manager, the Contractor shall (1) notify the CO two weeks in advance and (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this Contract.

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

a. The full name of the proposed project manager.

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

C.1.2.2 Authority The Contract Project Manager shall have complete authority to act for the Contractor in every detail during the term of the Contract, and shall have the authority to exercise financial expenditures and controls, accept notices of deductions, inspection reports and all other correspondence on behalf of the Contractor.

This Contract requires onsite managerial supervision. The Contractor can fulfill this requirement by having the Contract Project Manager located onsite or having an additional onsite Supervisor. If the Contractor decides that the requirement is to be filled with an onsite supervisor, the above requirements for Contract Project Manager shall be the same.

C.1.2.3 Communication Equipment The Contractor shall provide key operational personnel (Managers, Supervisors, and Mechanical Engineers, Mechanical Supervisors, Operating Engineers, Heating, Ventilation and Air Conditioning (HVAC) Mechanics) with portable electronic means to communicate with GSA for all work covered under this Contract (Work Orders, emergencies, status of projects). Outside of normal working hours, the Contractor shall maintain some designated form of communication with on-call staff to allow the CO or their designee to contact such on-call staff at any time for emergency response. Electronic communication methods are the following:

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

Section C Page 7

Contract must obtain and maintain an official GSA ENT account (this is your enterprise account for signing into systems administered by GSA) and monitor their GSA email account for all notifications.

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

● Administrative Station – Government shall provide at least one Desktop/Laptop device per each contract group of buildings for NCMMS. Contractor shall maintain the device per GSA IT requirements, including patching and security software. Contractor shall provide and maintain core Operating Systems, updates, revisions and Microsoft Office (MS Office) tools.

C.1.2.3.1 CIO 2100 IT Security Policy The Contractor shall ensure compliance with GSA Order CIO 2100.1K. Contractor core personnel under this Contract must obtain an official GSA email account. Employees must have clearance before they shall access GSA email, NCMMS, or other Government systems. The GSA Order CIO 2100 prohibits an employee or Contractor supporting GSA from creating or sending information using a non-official GSA electronic messaging account ( i.e ., company or personal email account). The Contractor shall ensure compliance with the Department of Homeland Security ICS-CERT cyber security guidance and recommendations. Guidance can be found at the web site titled “Web Links” at: Operations and Maintenance Specification .

C.1.2.4 Language On-site personnel and the Contractor’s Point of Contact (POC) for GSA need to be proficient in English, and must be able to read, write, speak, and understand English.

C.1.2.5 Employee Suitability Reserved

C.2 Definitions This section is a list of definitions to certain terms used in this PBWS.

C.2.1 Above-Standard Services Above-Standard Services are services such as Overtime Utilities or Agency equipment repair and maintenance not covered in the monthly price of the Contract and is normally funded by the agency requesting such services.

C.2.2 Acceptance “Acceptance” means an authorized representative of the Government has inspected and agreed that the work meets all requirements of this Contract, including all documentation requirements. Government acceptance shall not relieve the Contractor of responsibility for complying with Federal, State, and local laws and regulations.

C.2.3 Additional Services “Additional services” are services that the Contractor shall provide at an additional cost to the Government, including all labor, supervision, supplies and materials specifically identified as being outside the provisions

Section C Page 8 https://www.gsa.gov/real-estate/facilities-management/facilities-operations/om-specification https://www.gsa.gov/real-estate/facilities-management/facilities-operations/om-specification of the basic services and pricing. The CO or designee shall issue a separate delivery order before work shall proceed.

C.2.4 Advanced Meters Advanced meters are deployed in a building in addition to utility meters to measure and record interval data and communicate the data in a format that can be easily integrated into an advanced metering system.

C.2.5 Advanced Metering Systems A system that collects time-differentiated energy usage data from advanced meters via a network system on a request or defined schedule basis. The system is capable of providing usage information on a daily basis and can support desired features and functionality related to energy use management, procurement and operations.

C.2.6 Annual Child Care Facility Survey Annual Child Care Facility Survey is an occupant safety inspection performed annually by the GSA Child Care Program Manager and Facility Manager (and sometimes the O&M contractor - that is the Facility Managers decision.)

C.2.7 Architectural and Structural “Architectural and structural” systems include all building structure, envelope, building improvements and finishes, and site improvements ( e.g. , paving, walkways and asphalt) to the property line.

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

C.2.9 Building A reference to ‘facility’ and ‘site’ is interchangeable with ‘building.’ A man-made structure or edifice which services are performed within or on the exterior of the formation and is intended to support or shelter any use or continuous occupancy.

C.2.10 Building Automation System (BAS) The “building automation system” is a system controlling and monitoring building HVAC, and possibly other systems, including all BAS device, field and global controllers, instrumentation, networking infrastructure, computers and peripherals, software, programming, database files, and licenses.

C.2.11 Building Operating Plan The “Building Operating Plan” (BOP) is a mandatory plan requiring Government approval that the Contractor either develops for new buildings or reviews and updates for existing facilities that documents the procedures for the operation of all the mechanical and electrical equipment and systems covered by this Contract under normal circumstances and emergency contingencies.

Section C Page 9

C.2.12 Consumable Parts “Consumable parts” are parts or components that customarily require regular replacement rather than repair in a maintenance program and shall be disposed of properly. Examples include: oil, grease, belts, filters, ballasts, and lamps.

C.2.13 Contracting Officer (CO) Contracting Officer (CO) is a GSA employee who has the overall responsibility for the administration of this Contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify or deviate from the Contract terms, conditions, requirements, specifications, details and delivery schedules. The CO shall delegate administration of the Contract to a Contracting Officer’s Representative.

C.2.14 Contracting Officer's Representative (COR) Contracting Officer's Representatives (COR) shall be appointed by letter from the CO. CORs or designees shall be the primary Government representatives for the administration of Contract, shall have proper training and experience in inspecting contracts, but shall not have the authority to modify the Contract.

C.2.15 Contractor “Contractor” as used in this PBWS refers to the company or firm awarded this Contract.

C.2.16 Core Coverage Hours “Core coverage hours” are the hours when the Contractor is required to maintain Basic Services.

C.2.17 Corrective Maintenance Corrective Maintenance is a term from the NCMMS tool that refers to any activity that is not previously scheduled per industry standards, the PBS-P100 Design Standard, PBS 2012 (or most current) Preventive Maintenance Standards, or other referenced standards. The term includes service calls, equipment problems, minor repairs or unscheduled maintenance activities.

C.2.18 Custodial A reference to ‘custodial’ is interchangeable with ‘janitorial’. Custodial and related services can include cleaning, window washing, trash removal, recycling, snow and ice removal, landscaping, and maintaining a building or area.

C.2.19 Custodial Service Calls Custodial service calls are considered standard service requirements, such as non-recurring requests to replenish restroom supplies, police, spot cleaning, reported spills, biohazard cleaning, etc.

C.2.20 Demand Response Program Demand Response Program is a load management program that usually offers the Government incentives to curtail energy demand during peak use periods to protect system reliability or respond to market conditions. This program requires that the Contractor perform specific requirements to satisfy the curtailment request ( e.g., using onsite generation, switching to different fuels, or turning off excess equipment).

Section C Page 10

C.2.21 Emergency Callback An “emergency callback” is a Work Order for service placed outside of Normal Working Hours and of such a nature that response cannot wait for the resumption of the next day’s a Normal Working Hours. An emergency creates a life/safety hazard or immediate loss or damage of Government property and the event can disrupt the routine operation of the building, thereby preventing the tenants from working or the building from being secured.

C.2.22 Environmentally Sustainable Products and Services Products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison shall consider raw materials acquisition, production, manufacturing, products and chemicals, packaging, distribution, reuse, operation, maintenance, or disposal of the product or service. Attributes of environmentally sustainable products or services include those that are energy efficient, greenhouse gas reducing, water-efficient, biodegradable, environmentally preferable, non-ozone depleting, contain recycled content, non or less toxic, EPA-designated and bio-based. Refer to Section ( CC.17 ) ‘Federal Requirements’ for a list of environmentally sustainable attributes and certifying entities.

C.2.23 Exterior The exterior is the area from the building or facility extending to the legal property line.

This includes but not limited to entrances, landings, steps, sidewalks, parking areas, arcades, courts, planters, lawns, irrigation systems, fountains, playground, security bollards, guard booths, gates, fences, flagpoles, building-mounted poles, and ground lighting located adjacent to the facility.

C.2.24 Federal Holidays Federal holidays are New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day.

When Federal Holidays fall on weekends, a week day is typically designated as the holiday.

C.2.25 Fire Protection and Life Safety Systems “Fire protection and life safety systems“ are systems and equipment installed in the building to: detect fire and products of combustion, notify building occupants and emergency responders, initiate smoke control systems, initiate fire suppression systems, control or suppress fires and facilitate or enhance emergency egress. These systems also shall communicate with other major building systems for fire and smoke control, elevator recall and utilities control.

C.2.26 Green Procurement Compilation (GPC) The GPC specifies requirements to use env ironmentally sustainable products and services.

C.2.27 Green Cleaning Green Cleaning is a planned and organized approach to cleaning specifically designed to protect building occupant s’ and workers’ health, while at the same time reducing environmental impacts.

C.2.28 GSAlink GSAlink is a strategic software analysis platform to leverage automated building analytics technology to capture real-time building systems point data, apply rules-based analytics software to the data and spot

Section C Page 11 trends and deficiencies while reporting actionable events via the NCMMS as a Work Order to building operators, O&M Contractors, and GSA Service Center Facility Managers.

C.2.29 Guiding Principles for Sustainable Existing Buildings A practice of using processes that are environmentally responsible and resource-efficient throughout a building's life-cycle. The goal is to minimize and offset consumption of energy, water, and other resources and to eliminate all waste and pollution from building operations and activities. The result is to reduce the environmental impact of the Federal Government, which will expand and complement the building design economy, utility, durability, and comfort. See https://www.sustainability.gov/resources.html

The common objective is to reduce the overall impact of the built environment on human health and the natural environment by:

-Improving energy efficiency and reductions in greenhouse gas emissions.

-Reducing water consumption intensity.

-Acquiring green products and services.

-Implementing pollution prevention measures, including reduction or elimination of the use of toxic and hazardous chemicals and materials.

-Implementing cost-effective waste prevention and recycling programs.

-Increasing diversion of solid/trash waste.

C.2.30 Indefinite Quantity “Indefinite quantity” provisions in a Contract permit the Government to order work, in addition to the Basic Services, and upon acceptance permit additional payment to the Contractor.

C.2.31 Initial Deficiency Report The “Initial Deficiency Report” is a listing of the deficiencies that exist in the equipment and systems covered by this PBWS, as well as the Contractor's itemized price (including, labor, materials, overhead, and profit) for correcting each deficiency. Initial Deficiency Report findings are logged in NCMMS.

C.2.32 Key Sustainable Product (KSP) Standards KSP are those categories of products that the Government’s Contractor uses most frequently in the delivery of custodial and facilities related services. The KSP standards are the minimal attributes that the KSPs shall meet. Use of KSP’s in this contract is mandatory.

C.2.33 LEED-EB

The rating system encourages owners and operators of existing buildings to implement sustainable practices and reduce the environmental impacts of their buildings, while addressing the major aspects of ongoing building operations.

C.2.34 Miscellaneous Work “Miscellaneous work” is additional labor, in addition to PM and equipment maintenance, that is performed at the direction of t he COR or CO ( i.e., they are part of Basic Services). The Contractor shall also provide consumable materials to complete the request. Miscellaneous work is treated as a Service Call and is included in the Basic Operations and Maintenance price quoted per month on the bid sheet. During normal

Section C Page 12 https://www.sustainability.gov/resources.html duty hours, minor requirements are considered "miscellaneous work" as it relates to routine, day-to-day operational requirements requested by the tenant in making door keys, changing locks, hanging pictures, maps and bulletin boards, trimming door bases, and other similar functions, as directed. Miscellaneous work shall be accomplished in the same time frame as routine service calls, unless otherwise directed by the CO or designee.

C.2.35 Modification of Contract A modification is a change to the terms and conditions of the Contract. In accordance with FAR 52.212-4(c) – Changes, the parties must agree to any changes to the terms and conditions of the Contract via a written modification to the Contract signed by the Contractor and the CO. Notwithstanding the foregoing, the CO may modify the period of performance of the Contract via a unilateral modification, i.e., without the consent of the Contractor, in accordance with FAR clause 52.217-8, Option to Extend Services, and FAR clause 52.219-9, Option to Extend the Term of the Contract, both of which are included in this Contract.

C.2.36 National Computerized Maintenance Management System (NCMMS) A “computerized maintenance management system” is a database and application software package that automates the O&M and repairs record keeping requirements. GSA’s National Computerized Maintenance System (NCMMS) is designed to enhance efficiency and effectiveness of service and maintenance activities. Typical features include planning, scheduling and monitoring of service Work Orders and maintenance. The NCMMS is a central repository (Database) for all service requests and maintainable GSA assets. The NCMMS provides a mandatory, agency-wide means and method for processing, analyzing and reporting all service and maintenance work, equipment, costs, and labor hours for all of

GSA.

C.2.37 Non-Reimbursable Repairs A “non-reimbursable repair” is a repair that is the Contractor’s responsibility with no additional reimbursement from the Government.

C.2.38 Normal Working Hours “Normal Working Hours” are the hours of building occupancy by the tenants (typically 10 hours) when all services shall be available to occupants.

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

C.2.40 Ongoing Commissioning A facilities management and technical approach designed to resolve operating problems, improve comfort, optimize energy use, and identify retrofits for existing buildings using data from multiple systems ( e.g., BAS, advance meters and GSAlink). This process can identify equipment inefficiencies as they occur and allow for quick remediation and greater energy and cost savings.

C.2.41 Open Protocol Systems

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The Contractor shall use an open source computer operating system typically composed of coordinated modular components f rom a number of sources and not reliant upon any proprietary elements.

Characteristics of open protocol systems include the exposure of the source code, which is thus available for understanding and possible modification and improvement, portability, which allows the system to be used in a variety of environments, and interoperability, which allows the system to function with other systems. “Open” applies to communication protocols, software and business practices.

C.2.42 Operations “Operations” is the continual process of using building equipment systems to accomplish their function, optimize building performance and improve energy efficiency. Operations includes analysis of requirements and systems capabilities, operating controls and control systems, responding to Work Orders, touring and observing equipment performance and condition, adjusting equipment, identifying needed maintenance and repairs to equipment, and maintaining lubrication and chemical treatments.

C.2.43 Ordering Official Ordering Officials are appointed by letter from the CO. Ordering Officials shall be the Government’s representative for the ordering of supplies and services.

C.2.44 Overtime Utilities “Overtime Utilities” (OTU) are utilities and services that are outside Normal Working Hours and are funded by tenant agencies. Contractor support for OTU shall be considered an Additional Service and shall be on a separate requirements Order. OTU are scheduled and approved in advance to provide lights and, HVAC beyond Normal Working Hours.

C.2.45 Partnering Partnering is a formal management process in which all parties to an endeavor agree at the outset to provide an effective problem-finding/problem-solving management team, composed of personnel from both parties, thus creating a single culture with one set of goals and objectives. Partnering also requires the recognition that risks and accountability shall be shared by both parties and that maintaining a healthy partnership is everyone's responsibility. The outcome of this initiative is for GSA to leverage Contractor technical, managerial and decision making expertise to assist GSA in accomplishing the Contracts performance goals and objectives.

C.2.46 Performance Based Service Contracting This is a procurement strategy that seeks to issue technical requirements that set forth outcomes for performance instead of specific requirements on how to perform the service. This strategy shifts the risk of performance to the Contractor by allowing the Contractor to design the methods of achieving desired results as defined by the performance quality standards established by the Government.

C.2.47 Performance Based Work Statement (PBWS) The Performance Based Work Statement details the work requirement and can be referred to as the specification.

C.2.48 Predictive Maintenance

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Predictive maintenance is a program of maintenance activities in which scheduling of maintenance is derived from monitoring the operating condition (or changes in the operating condition) of equipment being maintained.

C.2.49 Preventive Maintenance Preventive maintenance is a program of scheduled maintenance activities performed based on a fixed schedule or on equipment runtimes.

C.2.50 Product Preference Products that are identified as environmentally sustainable shall be selected over those which do not carry such designations. The following factors to consider when selecting products include: environmental performance, cost performance, bio-based, recycled content, biodegradability, technical performance, and availability.

C.2.51 Quality Assurance Surveillance Plan (QASP ) The QASP is the Government’s surveillance and assessment method of monitoring and evaluating the Contractor's performance.

C.2.52 Quality Control Plan The Quality Control Plan (QC plan) is the Contractor’s complete written system for identifying and correcting deficiencies in the quality of services to prevent the level of performance in operations from becoming unacceptable or negligent.

C.2.53 Rapid Building Assessment Program The Rapid Building Assessment Program is an electricity and water assessment program conducted by a third party, which provides features that allow GSA staff to improve electricity and water efficiency for assets that have access to interval electricity and water metering. It uses proprietary statistical methods and advanced data analytics to provide building-specific performance benchmarks for electricity and water savings.

C.2.54 Repair A “repair” is an act of restoring inoperable, dysfunctional or deteriorated equipment, systems or material to a fully functional, non-deteriorated state. Repairs involve some combination of labor and repair or replacement of the equipment, parts, components or materials.

C.2.55 Reimbursable Repair A reimbursable repair is a repair that is reimbursable to the Contractor, in whole or in part, in accordance with the provisions of the PBWS.

C.2.56 Sanitize This is the process of removing dirt and certain bacteria so that the number of germs is reduced to a level that the spread of disease is unlikely.

C.2.57 RESERVED

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C.2.57.1 RESERVED

C.2.57.2 RESERVED

C.2.57.3 RESERVED

C.2.57.4 RESERVED

C.2.57.5 RESERVED

C.2.57.6 RESERVED

C.2.57.7 RESERVED

C.2.57.8 RESERVED

C.2.57.9 RESERVED

C.2.58 Spray Buffing The liquid spray buff is applied to the floor using a floor machine or burnisher, which helps to remove dirt from the floor and revive a glossy “wet look” in the floor, repairing any scuffs or minor scratches at the same time.

C.2.59 Standard Services A standard service is defined as all the services that are included in the monthly price or are defined in the contract document. Prices are to include all applicable labor, materials, supplies, training/certifications, equipment (except as otherwise provided), supervision, and management.

C.2.60 Stewardship This is the responsibility for managing, conducting or supervising the quality, state or condition of a commercial or institutional building.

C.2.61 Vertical Transportation Systems Vertical transportation systems are designed to transport persons or materials between two or more levels in a vertical direction, which commonly includes elevators, escalators, dumbwaiters, and lifts.

C.2.62 Watch A watch involves performing certain requirements required for the operation of the HVAC equipment (central systems over 300 tons), boilers, compressors, and related equipment in a centralized location.

Watches include, starting equipment, checking at designated intervals all operating equipment in the area, recording readings, shifting equipment and loads, making adjustments at the central control center, taking water samples, making tests, and adding chemicals, as required.

C.2.63 Work Order

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A Work Order (Work Request/Work Order) is a documented response entered into the NCMMS to a request by GSA, the tenant or a Contractor’s observation that some equipment, system or material covered by the Contract is inoperable, dysfunctional, deteriorated, or not within normal operating parameters, or that the performance standard of the Contract is not being met. Work Order response involves analysis of the problem and adjustment of operating or monitoring controls or other immediate corrective action. Work Orders may be generated automatically from interfaces to BAS, central communications service or diagnostic software.

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CC. DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

CUSTODIAL AND RELATED SERVICES

CC.1 General This portion on the Statement of Work relates to the Custodial and Related Services. As a performance-based contract, the requirements are stated in terms of desired results with associated quality standards. The contract consists of two major functional areas: standard services and above standard services.

Custodial and related services provided by the Contractor are arranged and oversight is provided through one or more of the following entities: GSA’s Regional Office, Service Centers, Field Offices, or Local Offices. These entities represent the Property Management organizations that have been adopted by GSA’s regional leadership.

All references incorporated herein as Web sites (URL’s) are accurate as of February 2020, and may be subject to change by their web publisher. Web pages are provided to the Contractor for additional clarity.

A change to any Web site specified in this contract does not change or alter the contract requirements and objectives identified herein.

CC.2 Contractor Shall

● 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.

● 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.

● Keep the CO or their designee informed of the 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 E1971-19 or at the ASTM web site. Information on these items is also available on the

Section C Page 18 web site: Stewardship for the Cleaning of Commercial and Institutional Buildings ( www.astm.org ) and ISSA’s website ( www.issa.com ).

CC.2.1 Cleaning Hours The performance of the cleaning at building(s) shall take place as follows:

➢ VA Automated Data Center, 1615 Woodward St, Austin, TX 7874 ( TX1128AT) between the hours of 7:00 a.m. and 10:00 p.m. , Monday through Friday, excluding Federal holidays.

➢ Treasury Finance Center, 1619 Woodward St, Austin, TX 78772 ( TX1618AT ) between the hours of 7:00 a.m . and 10:00 p.m ., Monday through Friday, excluding Federal holidays.

The hours shall not be changed unless authorized by the CO or their designee.

CC.2.2 Building Information Data Sheet Estimates The figures contained in the Building Information Data Sheet are estimates. It is the Contractor's responsibility to notify the CO or their designee if it is believed that the information provided is incorrect.

CC.3 Green Cleaning The Contractor is required to conduct custodial and related services in a manner as to utilize industry best practices and guiding principles to minimize the Government’s Environmental Footprint. This requires annual reporting of non-bio-based, bio-based, sustainable, and green products and materials.

The policy of GSA is to bring most, but not all, of its owned buildings into conformity with the most current and Government-accepted version of LEED for Existing Buildings (LEED-EB) current rating system by the U.S. Green Building Council (www.usgbc.org). Only in those instances where GSA is pursuing LEED-EB certification will additional LEED-EB scope requirements be added to this specification as specified in Section H.8 ‘LEED-EB.’

CC.4 Sustainable Purchasing The Contractor shall use safe and environmentally friendly products as referenced throughout this specification. Green cleaning products and processes include those meeting government and third party certified sustainability standards, other environmentally protective products and services as well as those that conserve energy, water, and other resources.