Amendment 0002 Pre-Proposal Conference Slides.pdf

Pre-Proposal Conference

John Paul Hammerschmidt Federal Building and Courthouse (GSA Bldg. No. AR0084ZZ) located at 35 E. Mountain St., Fayetteville, AR 72701 (Full Maintenance) and

Judge Isaac C. Parker Federal Building and Courthouse (GSA Bldg. No. AR0021ZZ) located at 30 S. 6th St., Fort Smith, AR

72901 (Operations & Maintenance only)

General Services Administration Public Buildings Service (PBS) Solicitation 47PH0223R0004

June 22, 2023

Agenda

▪ Introductions

▪ Purpose of Conference

▪ Solicitation/Statement of Work Overview

▪ Key Dates

▪ Instructions for Questions

▪ Questions are allowed during this forum. If GSA can’t provide an answer, you will be asked to submit it in writing, and will be answered in writing, and posted via amendment to the solicitation.

Introductions

▪ Contracting Officer: Thomas Holguin

▪ Contracting Specialist: Kacy Johnson

▪ Contracting Officer’s Representative (COR): Dalia Ferry

▪ Building Manager: Chris Phillips

▪ Custodial Program Manager (Custodial): Andy Hudgins

▪ Equipment Specialist: Doug Martin

▪ Other Attendees

Purpose of Conference

▪ GSA, PBS Procurement for Operations & Maintenance (O&M)

▪ Provide clear understanding of the Solicitation and Performance Work Statement (PWS)

▪ Site Visits

Nothing said at this conference or during site visit can be interpreted as an amendment to the solicitation requirements.

Solicitation Overview

▪ Award of a Full Maintenance and Operation and Maintenance, and Ground Maintenance Open Service Disabled Veteran Owned Small Business Set Aside Performance-Based O&M/FM Services contract.

▪ North American Industry Classification System (NAICS) code 561210 – Facility Support Services, Small Business size standard is $47 million

Solicitation Overview

▪ 4 1/2 Year Period of Performance, Six-Month Base Period, Four (4) One‐year Options.

▪ Source Selection Acquisition Procedures will follow Federal Acquisition Regulation (FAR) 15.2

▪ Best-value procedures will be utilized

Region 7 FM Statement of Work

▪ Objective of this contract is to procure a holistic and integrated complete facilities management program that will meet the current and future needs of GSA and tenant agencies over the term of the contract

▪ Performance Based Acquisition (PBA)

▪ SOW defines GSA’s minimum requirements and expected outcomes

▪ Standard or Basic Services are the recurring contract requirements

▪ Above Standard Services/Additional Services will be ordered as needed via task order

▪ Section B Review (Entire Section)

Section C Review (Doug Martin, Andy Hudgins):

• C.1.1 Scope of Work Fayetteville is FM, Fort Smith is just O&M

• C.1.2.7 Certifications The Contractor shall provide to the CO or their designee documentation of the certificates of training, licenses, and permits for all new employees no later than seven business days prior to that person beginning work under the terms of this Contract. The Contractor shall ensure that all certificates of training, licenses, permits, and bonds are current and valid and are loaded in

NCMMS.

Section C Review (Doug Martin, Andy Hudgins):

• C.1.2.7.7 Submission of Resumes for New Employees

The Contractor shall submit to the CO or their designee the resumes of all personnel before they begin work during the performance periods of the Contract. Resumes for supervisory Key Personnel shall be submitted with the contractor’s proposal as described in Section L.12

Section C Review (cont’d):

• C.1.3.2.1 Inspection Program

The Contractor shall develop an inspection program that ensures a safe and efficient level of operation of all equipment and services required in this PBWS

• C.1.7.1 Normal Building Hours

Normal Building Hours are the hours the building is open to the public. These hours are listed for informational and planning purposes and shall not be construed as core coverage or cleaning hours.

• C.1.7.2 Core Coverage Hours

Core coverage hours are the hours when the Contractor is required to maintain Basic Services and shall maintain a staff presence during these hours.

The O&M Core Coverage Hours shall be the same as the Normal Working Hours for both locations (Fayetteville and Fort Smith, AR) 6:00 a.m. CST through 5:00 p.m. CST

The Cleaning Core Coverage Hours at the Fayetteville, AR location shall be 6:00 a.m. CST through 6:00 p.m. CST (Fort Smith, AR location has no cleaning hours)

• C.1.9.1 General (Use of NCMMS)

Contractor shall use the NCMMS for the capture of all work performed at all facilities covered by this Contract including sub-contract work, records documentation, equipment maintenance, locations and inventories, warranty information, job plans, preventive maintenance plans and tracking, O&M manuals, reports, systems inspection, tour sheets, operating logs, safety plans, quality control inspections, Work Orders, Work Order close out, miscellaneous hours information, Overtime Utilities information, all tests, equipment photos, certifications, meter readings, permits, existing deficiency reports, initial deficiency reports and other records required by current and future policies. This includes service requests, work orders, and inspections for work not under the scope of this Contract which includes Elevator Maintenance and Repair contractor (all locations), and AbilityOne contractor (currently, Abilities Unlimited in Fort Smith, AR AR0021ZZ location)

• C.5.3.1 Equipment Inventory The Contractor shall maintain and update as required the building equipment inventory, equipment labeling and maintenance records to ensure accurate data in the NCMMS for building operations.

● C.5.8.3.1 BAS Controls Systems and Upgrades The Contractor shall, via qualified 3rd party, (Ref C.1.2.7.5) to procure software maintenance agreements for all BAS equipment within 90 days of award, and on an annual basis during the entire contract term. The contractor will also ensure that 3rd party qualified vendor update firmware and cyber security patches within 90 days of award and every quarter thereafter within the term of the contract.

● C.5.8.3.1 BAS Controls Systems and Upgrades

The Contractor shall, via qualified 3rd party, (Ref C.1.2.7.5) to procure software maintenance agreements for all BAS equipment within 90 days of award, and on an annual basis during the entire BPA term.

The contractor will also ensure that 3rd party qualified vendor update firmware and cyber security patches within 90 days of award and every quarter thereafter within the term of the contract.

• C.5.8.3.2 BAS Alarms BAS alarms shall be treated as Work Orders and responded to accordingly.

• C.5.10 Tours The Contractor shall tour major building systems, equipment, tanks and anything requiring tours mandated by any acts, codes or regulations as contained in this contract or any state or local requirements. To accomplish this objective the Contractor shall develop a Tour Plan and submit it to the CO or designee for approval, no later than end of Startup or transition phase.

• C.5.10.2 Proactive Facility Tours The Contractor shall conduct periodic tours of the building to identify proactively and remedy any issues pertaining to lighting, bathroom fixtures, and other tenant environmental comfort concerns.

• C.5.10.3 Minimum Tour Frequencies

List of the minimum Daily, Weekly, Bi Weekly and Monthly are in this section.

• C.5.10.5 Operating Logs and Tour Check Sheets Contractor shall maintain Operating Logs and Tour Sheets as part of the data for major equipment. Documentation shall be completed at the time of tours.

• C.5.11.1 General (Repairs) 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.

This contract has a shared liability amount threshold which means the Contractor is responsible for the first $1,500 of the repair costs.

• C.5.11.2.1 Non Reimbursable Repair Non-reimbursable repairs shall be completed within (72) hours.

• C.5.11.2.2 Partially Reimbursable Repair Partially Reimbursable Repairs shall be identified as a single incident, not an accumulation of various repairs (bundling).

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

The contractor shall provide emergency call back (after hours) requests up to 40 hours per contract year.

• C.5.14.2 Miscellaneous Work

The Contractor shall provide a total of 40 hours and up to $200 of parts and supplies per calendar month

● C.5.14.5 Flag Procedures The Contractor shall raise, lower and place at half-staff the United States Flag, agency pennants, and other flags (ie.,POW flag).

Directions for flag actions (ie. half-staff) per the Flag Policy shall be accomplished regardless of the day of week and may fall outside of the normal working hours (ie. Saturday or Sunday, etc.). This section falls within Standard Services and no additional costs shall be charged to the government for these instances where it falls outside of the normal working hours. The contractor is responsible for replacing the Flags;

when flag(s) are worn and need to be replaced. The contractor shall have one extra of each flag per site in stock at all times.

• C.6.6.2 HVAC Water Management Plan

The Contractor shall prepare a comprehensive water treatment plan that includes operating, cleaning, maintenance corrosion monitoring, seasonal equipment layups, water treatment for both open and close loops and reporting on all related actions and analysis.

• C.6.9 Electrical Switchgear and Switchboards When such testing, maintenance or repair interferes with building operations, it shall be performed after Normal Working Hours without additional cost to the Government.

• C.6.13.1 General (Architectural and Structural Systems)

The Contractor must maintain, repair, replace, modify, and restore all of the architectural and structural components of the building up to $300 and up to 3 hours per repair in labor.

• C.6.13.3 Machinery Rooms The machinery rooms, including walls and the equipment located within the machinery rooms shall be painted to maintain the professional appearance of the room and equipment.

• C.6.13.7 Roofs Roof repairs and routine roof preventive maintenance are necessary to protect the structures from significant degradation.

Minor roof repair definition and cost thresholds of less than $500, and shall be discussed with the CO or designee as an important part of this work to be able to distinguish this work from construction projects. Roof repairs exceeding $500 will not be the responsibility of the contractor, however the contractor is responsible for immediately reporting the roof condition and need of repair roof to the CO or designee (ref. C.5.3.3).

● C.7.0.1 Initial Inspection The initial deficiency report shall not include any items that would be replaced, repaired or adjusted during the performance of normal preventive or predictive maintenance.

● C.7.1.2 Existing Deficiency Inspection/Initial Deficiency Report The Contractor shall submit an Initial Deficiency Report to the CO or designee for approval not later than 30 calendar days after contract Notice to Proceed.

▪ Section C Review (Custodial):

• Section C.9 Custodial and Related Services applies only to the John Paul Hammerschmidt Federal Building Location (AR0084ZZ) Fayetteville, AR

• C.9.2.1 Cleaning Hours- Cover on C.1.7.2

• C.9.2.2 Building Information Data Sheet

Estimates

• C.9.3 Qualifications of Personnel

• C.9.5.1.2 Floor Care

• Spray buffing (monthly), Stripping/finishing/Sealing (annually)

• C.9.5.1.3 Carpets and Rugs

• Carpet Extraction (Annually)

• C.9.5.1.5 Restrooms, Shower Rooms, Locker

Rooms and Holding Cells

• All areas shall be cleaned using disinfectant cleaner

• C.9.5.1.8 Interior Surfaces

• C.9.5.1.9 Walls (below 10 feet)

• C.9.5.1.15 Interior Plate Glass (below 10 feet)

• C.9.5.1.17 Blinds and Coverings (Not Including

Drapes, Curtains and Unique Coverings)

• Dusting (quarterly)

• C.9.5.2 Exterior Services

• C.9.5.2.2 Exterior Plate Glass (Ground Floor)

• C.9.5.2.3 Window Washing (all windows at every floor level cleaned annually)

• C.9.5.2.4 Canopies, Sally Ports, and

Overhangs (cleaned semi-annually)

• C.9.5.3 Snow and Ice Removal

• C.9.5.4 Grounds Maintenance

• C.9.5.4.4 Trees and Shrubs

– A certified arborist shall provide survey of trees and evaluation of condition

• C.9.5.4.6 Mowing and Edging

• C.9.5.4.14 Fence Lines

• C.9.5.4.19 Integrated Pest Management Plan

(IPM)

• C.9.6 Above Standard Services

• Contractor shall not divert workforce to accomplish above standard services

• Above Standard Services (Custodial) includes the following tasks:

– C.9.6.1. Carpet Extraction (Private Areas)

– C.9.6.2 Carpets and Rugs (Private Areas)

– C.9.6.3 Window Washing (Exterior Surfaces of

Windows)

– C.9.6.4 Washing Blinds and Coverings (Not

Including Drapes, Curtains, and Unique Coverings)

– C.9.6.5 Tree Thinning

• Above Standard Services (Custodial) includes the following tasks:

– C.9.6.6 Snow and Ice Removal for Areas Requiring

Heavy Equipment (After up to $15,000 per Contract year)

– C.9.6.8 High Cleaning Above 10 Feet

• C.9.7 Custodial Service Calls

– Historically, 15 hours per month (Address in QCP)

– Normal Service Calls During Business Hours (1

Hour Response, Remedy Within 12 Hours)

– Emergency Service Calls During Normal Working

Hours (30 Minute Response, Remedy Within 1 Hour

– Definitions of “Emergency” and “Normal”

• C.9.12 Integrated Pest Management

– C.9.12.1 Preventative Pest Management

– C.9.12.2 Initial Pest Assessment

– C.9.12.4 General

– C.9.12.5 Pests Included and Excluded

• C.9.15 Cleaning Schedules

• C.9.16 Communication Requirements

– Tenant Meetings

– Quality Control Meetings

– Partnering Meeting (Quarterly Sessions)

» Intent is that Contractor’s corporate leadership to participate

▪ Section E Review:

• E.1 Failure to Perform

• If the Contractor fails to promptly perform the services in conformity with the contract requirements or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may:

– By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or

– Terminate the contract for convenience or cancel the contract.

▪ Section F Review:

• F.4 Contract Deliverables

• See pages 184 - 194 of the Specifications

▪ Section G Review:

• G.1 Points of Contact for Contract

Administration

• Contracting Officer (CO): Thomas Holguin

• Contract Specialist (CS): Kacy Johnson

• Contracting Officer’s Representative (COR):

Daila Ferry

• G.5 Temporary Work Stoppage/Suspension

• G.6 Evaluating Contractor Performance

• Interim performance evaluated annually;

final evaluation upon completion of performance

▪ Section G Review (cont’d):

• G.7.14 Criteria for Deductions

Cause of Deduction Calculation of Deduction

NOTE: Hourly rates will be determined by the current DOL Wage Determination or CBA Agreement that applies to the personnel responsible for that task. This rate could change per Option Period. Administrative costs will be based on GS-12, Step 5 wage scale applicable to the area of location.

1. Failure of the Contractor to have adequate qualified personnel on-site as specified in the Contractor's technical proposal or CO revision.

1. Hourly rate per man hour will be deducted for each hour, or portion thereof, that the Contractor fails to have adequate qualified personnel on-site. The man hour calculation shall be based on qualified personnel position rate found in the DOL Wage Determination Spreadsheet or the CBA Wage Agreement, this sum multiplied by the number of hours that full staffing was not provided.

• G.7.14 Criteria for Deductions

2. Failure to use employees with required qualifications.

2. Hourly rate per hour will be deducted for each hour, or portion thereof, that an unqualified mechanic is used to perform contract work. Deduction hourly rate will be based on the DOL Wage Determination Spreadsheet or the CBA Wage Agreement for the qualified position.

3. Failure to provide prescribed environmental conditions in the building(s), or portion thereof, at all times.

3. The Contractor will be held liable for all costs, including administrative costs, incurred by the Government as a result of his/her failure to provide prescribed environmental conditions at all times.

Administrative costs will be based on GS-12, Step 5 wage scale.

4. Failure to perform, or satisfactorily perform, PM, tours, or watches required by the contract during the time period in which performance was scheduled.

4. The man-hours required to perform the omitted or unsatisfactory work will be determined by the COR, based on the standards in NCMMS. The total man hours required will be multiplied by the hourly rate, found on the DOL Wage Determination Spreadsheet or CBA Wage Agreement, to determine the total dollar amount deductible for the scheduled work, plus Administrative costs. Administrative costs will be based on GS-12, Step 5 wage scale.

• G.7.14 Criteria for Deductions

5. Failure to complete repairs of building equipment which the cost of supplies, materials, and parts is $2,500 or less, within the time limit or within 10 days for architectural/structural repairs, or approved extension thereof.

5. Beginning with the first hour following the expiration of the time limit or within 10 days respectively, or an approved extension thereof; the hourly rate will be deducted for every hour or portion thereof for every day that the repair remains incomplete, in addition to any costs incurred by the Government to complete the repair. Hourly rate is determined based upon the DOL Wage Determination Spreadsheet or the CBA Wage Agreement.

6. Failure to respond to and complete service calls within the prescribed time limits; or extension thereof.

6. Deductions will be made as follows for failure to complete service calls:

a. For those requiring immediate action, the Contractor will be held liable for all costs, including administrative costs, incurred by the Government, to complete the service call.

b. For all other service calls, beginning with the first hour following expiration of the appropriate time limit for completion (3 hours or 24 hours), the hourly rate will be deducted for every hour, or portion thereof, that the service call remains incomplete (based on the number of hours per day that the Contractor is required to be on-site, 250 day-per-year basis), including administrative costs.

Deduction hourly rate will be based on the DOL Wage Determination Spreadsheet or the CBA Wage Agreement for the qualified position. Administrative costs will be based on GS-12, Step 5 wage scale.

• G.7.14 Criteria for Deductions

7. Failure to respond within one (1) hour to a request for Emergency Call-Back Service, and/or failure to provide the required service.

7. The Contractor will be held liable for all costs incurred by the Government as a result of the Contractor's failure to respond within one (1) hour and/or provide the required service, including but not limited to:

a. All costs to repair damage to the building, equipment, or systems, and;

b. All costs associated with responding to the emergency, and;

c. All administrative costs. Administrative costs will be based on GS-12, Step 5 wage scale.

8. Failure to respond to a request for Overtime Services, and/or failure to provide the required services.

8. The Contractor will be held liable for all costs, including administrative costs, incurred by the Government as a result of the Contractor's failure to respond to, and/or provide, requested overtime services. Administrative costs will be based on GS-12, Step 5 wage scale.

• G.7.14 Criteria for Deductions

9. Failure to:

a. Properly operate and/or maintain equipment and/or systems or,

b. Make repairs, which results in damage to the building(s), equipment, or systems.

9. The Contractor will be held liable for all costs, including administrative costs, incurred by the Government to repair damage to the building, equipment, or systems which results from the Contractor's failure to perform any or all of the items listed as (a) or (b) adjoining. Administrative costs will be based on GS-12, Step 5 wage scale.

10. Failure to perform the miscellaneous hours specified in Section C, when requested

10. The hourly rate reflected by the DOL Wage Determination Spreadsheet or the CBA Wage Agreement, will be deducted for each hour or portion thereof that the miscellaneous services are not provided when requested by the COR or his/her designated representative.

11. Failure of the Contractor to make scheduled quality control inspections.

11. The hourly rate will be deducted for each inspection that the Contractor fails to make. The time required to perform the inspection will be based on the actual man-hours consumed by the Government. The hourly rate determined is reflected by the DOL Wage Determination Spreadsheet or the CBA Wage Agreement

• G.7.14 Criteria for Deductions

12. Failure to make inspections as outlined by the approved Quality Control Plan that accurately reflects the true conditions of the equipment.

12. The Contractor shall be liable for all costs associated with the Government re-inspection of deficiencies found by the Government. This applies to items that were to be inspected by the Contractor's Quality Control Plan.

13. Failure of the Contractor to submit required documentation, reports, plans, schedules, etc., within the specified time frame.

13. A payment retainage of a maximum of 10% of the contract price at the time of the deduction will be withheld until required documentation, reports, plans, schedules, etc., are submitted to and approved by the

COR

14. Failure to provide as necessary or requested adequate personnel to perform fire watch duties which may be required.

14. The total man-hours required will be multiplied by the hourly rate, determined by the DOL Wage Determination Spreadsheet or the CBA Wage Agreement, to determine the total dollar amount deductible for the services not provided, plus administrative costs. Administrative costs will be based on GS-12, Step 5 wage scale.

▪ Section H Review:

• H.1.1 Supervisors

• A supervisor is defined as a contractor employee who is one that has authority to act in full capacity for the contractor.

• H.1.3 Contractor Pandemic Plan

• See Section J, Attachment 4 Table of

Deliverables

• H.3 Removal from Contract Work

▪ Section H Review (cont’d):

• H.6 Additional Services (O&M) and Above

Standard Services (Custodial) Indefinite Quantity Provisions

• H.6.1 General

• H.6.2 Price Proposal for Additional Services and Above Standard Services Work

• H.6.3 Pricing

• H.6.4 Parts and Materials

• H.6.5 Labor

• H.6.6 Subcontracts

• H.6.7 Cost Documentation

• H.6.8 Competitive Quotes

• H.6 Additional Services (O&M) and Above

Standard Services (Custodial) Indefinite Quantity Provisions

• H.6.1 General

• H.6.2 Price Proposal for Additional Services and Above Standard Services Work

• H.6.3 Pricing

• H.6.4 Parts and Materials

• H.6.5 Labor

• H.6.6 Subcontracts

• H.6.7 Cost Documentation

• H.6.8 Competitive Quotes

• H.6 Additional Services (O&M) and Above

Standard Services (Custodial) Indefinite Quantity Provisions

• H.6.9.1 Government Purchase Card

• H.6.9.2 Task Orders

▪ Section I Review:

• Effective June 5, 2020, DoD, GSA, and

NASA issued a final rule amending the Federal Acquisition Regulation (FAR) to remove the FAR subpart on nondisplacement of qualified workers to implement Executive Order (E.O.) 13897 of October 31, 2019.

• FAR 52.222-17 does not apply

▪ Section J Review:

• Exhibits (Custodial and O&M)

• Building Library

• Attachments

• Figures

▪ Section J Review (cont’d):

• Attachment 4 – Table of Deliverables

• F.4.1 Custodial and Grounds Maintenance Services Related Contract Deliverables:

DELIVERABLE REFERENCE DELIVERABLE DUE POINT OF

CONTACT

Contractor Staffing Declaration (Figure B-1)

B.3 21 calendar days prior to the contract start date and when modifications to the contract by GSA result in changes in staffing

CO

Quality Control Plan C.1.3.1. Submitted with the initial offer CO

Green Cleaning Plan C.9.4.4 7 calendar days prior to start date

COR

Floor Maintenance Schedule

C.9.5.1.2 7 calendar days prior to start date of each year the contract is in effect.

COR

Blinds and Coverings Dusting Schedule

C.9.5.1.17 7 calendar days prior to start date of each year the contract is in effect.

COR

Window Washing Safety Plan

C.9.5.2.3 10 calendar days after contract start

COR

Snow and Ice Removal Plan with List of Chemical Products

C.9.5.3 10 calendar days after contract start

COR

Tree Survey and Evaluation (includes price list for any special treatment)

C.9.5.4.4 No later than April 30th each year the contract is in effect.

COR

Soil samples and analysis C.9.5.4.4 When plant health problems occur

COR

Initial Deficiency List for Irrigation System

C.9.5.4.16 15 calendar days prior to contract start date

Monthly Solid Waste & Recycling Report

C.9.11.1 5th of each month and upon request of the COR

COR

Green Purchase Reporting – Key Sustainable Product Proof of Compliance

C.9.11.3 Annually, no later than October 31 of each year during contract performance and at the end of contract performance

CO or COR

Green Purchase Reporting – Bio-based as required by FAR 52.223-2

C.9.11.3 Annually, no later than October 31 of each year during contract performance and at the end of contract performance https://www.sa m.gov/

Initial Pest Assessment C.9.12.2 Within 15 calendar days after the start of the contract

COR

Pest Control Plan C.9.12.7 Within 15 calendar days following the initial assessment

COR

Chemicals used for pest control C.9.12.8 Need approval prior to use CO or COR

Pest Control Log Book C.9.12.10 As requested, must be kept on government property

COR

Pesticide Control Plan C.9.12.10 Within 30 calendar days after contract start

COR

Cleaning Schedules C.9.15 7 calendar days prior to the contract start date of each year the contract is in effect.

Safety Data Sheets C.9.17 No later than 5 calendar days prior to contract start date and updated as necessary

COR

Inventory List of Products C.9.17 No later than 5 calendar days prior to the contract start date and updated as necessary

COR

List of telephone numbers for authorized contractor representatives (includes on-site representatives)

H.1.1 7 calendar days prior to contract start date. Changes shall be made when necessary.

COR

Supervisory Employee Resumes C.1.2.1, C.9.3 Resumes for supervisory key personnel shall be submitted within the initial offer;

Supervisory custodial employees prior to assignment

CO or COR

Strike contingency plan (SCP) submission.

C.5.2.1 5 calendar days prior to contract start and updated annually

CO or COR

Pandemic Plan H.1.3 30 calendar days prior to the start of the contract

COR

Certification and Estimate of Percentage of Recovered Material Content for EPA-Designated Items

H.1.5.1 Required certification and estimate at contract completion.

COR

Green Cleaning Training H.1.5.2 Within 60 calendar days after start of the contract.

CO or COR

Written Certification of Green Cleaning Training

H.1.5.2 Within 5 days after completion of Green Cleaning Training

CO or

COR

Asbestos Awareness Training

C.1.2.8.1 Within 60 calendar days of each employee’s commencement of employment on this contract

CO or

COR

Asbestos Awareness Training Certification

C.1.2.8.1 Within 5 days after the completion of the training

CO or

COR

Government Identification Credentials

C.1.2.13 Issued before the employee enters on duty; returned when employees leave contract

COR

Sensitive but Unclassified Information required lists and notices

H.5 As requested CO and

COR

Collect and submit GSA Form 139, Record of Time of Arrival and Departure from Building

C.1.2.11 Submit no later than Wednesday of the following week

Qualification of Employees (552.237-71 (May 1989)) paperwork

Section I As requested COR

Erosion and Sediment Control Plan (if required)

Section J, Exhibit C5

Prior to performing any activities that disturb existing grounds

COR

Solid Waste/Trash Audit Report

Section J, Exhibit C7

60 days after the start of the date.

▪ Section J Review (cont’d):

• Attachment 4 – Table of Deliverables

• F.4.2 Operations and Maintenance Services Related Contract Deliverables:

DELIVERABLE REFERENCE DELIVERABLE DUE

POINT OF

CONTACT

Qualification of employees C1.2.5 As requested. CO or designee.

State licensing – if required.

C.1.2.7 Within 7 business days prior to that person beginning work..

CO or designee.

Submission of resumes for new employees.

C.1.2.7.6 The Contractor must submit resumes for all personnel prior to personnel beginning work.

CO or designee.

Lead Awareness Training C.1.2.8.5 Training within 60 calendar days after start. Certify completion within 5 days of training.

CO or designee

NCMMS

Complete NCMMS audit

C.1.9.1 The Contractor shall use the NCMMS to validate and update the equipment inventory and all locations where Contractor work occurs on a continuous basis and shall provide an annual certification that the equipment inventory and location data in the NCMMS are up to date and complete.

CO or designee

List of key personnel and emergency contact information, which may include subcontractor contacts as applicable.

C.5.2.1 The BOP must be submitted as an electronic file (MS Word or Google.doc) with regular updates that reflect current personnel, subcontractors, equipment, systems, and operating procedures, and entered in the

NCMMS

CO or designee.

Radon mitigation program (if applicable).

C.5.2.1., Section J, Exhibit M4

Program must be described in the building operating plan.

CO or designee.

Strike contingency plan (SCP) submission.

C.5.2.1 60 calendar days prior to Contract start date and updated annually.

designee.

Equipment inventory update. C.5.3.2

C.5.3.3

Update equipment data when equipment is added, removed or retrofitted as part of a project, or discovered by GSA or the Contractor and log changes in accordance with provided NCMMS training.

Annually certify that the Maintained Equipment Inventory is up-to date

CO or designee.

Equipment condition assessment.

C.5.3.3 Develop and submit for approval annually

The equipment condition assessment reports shall be produced in NCMMS

CO or designee.

Workplace safety plan. C.5.4.2.1 30 days after the contract start date.

COR or designee.

Scheduling and recordkeeping of tests, certifications, permits, safety and environmental tests, and other records

C.5.4.3.1 Maintain copies. Shall be scheduled in the NCMMS Work Order system and documented into NCMMS

Confined space entry permit system.

C.5.4.7 Develop a confined space entry permit system for all permit-required confined spaces within 60 calendar days of Contract start.

COR or designee.

Facility Hazards C.5.4.8 Shall take immediate action to report accident and control hazards that present imminent danger

CO or designee

Safety Data Sheets (SDS) C.5.4.11.1 Available on request COR or designee.

Hazardous material inventory C.5.4.11.2 Submit as an appendix to the BOP and Hazardous Communication Plan. Inventory must be kept current and submitted annually by September 30 of each year and at the end of the Contract

COR or designee.

Labeling and signage. C.5.4.12 Labeling per OSHA standards shall be maintained throughout the Contract period.

CO or designee.

Electrical safety C.5.4.14 Any and all areas restricted to qualified personnel are secured and properly labeled. (NFPA 70

AND NFPA 70E)

COR or

Labeling electrical circuits C.5.4.15 Ensure added or modified circuits are labeled

COR

Bio-Based Products Reporting C.5.5.1 All required safety and environmental tests, certifications, permits, and other procedures required in the PBWS shall be scheduled in the NCMMS Work Order system

COR or designee

AQMD operating permits. C.5.5.3 Copies made available upon request.

CO or designee.

Polychlorinated biphenyl (PCB) control transformer leaks.

C.5.5.7 Immediate notification. CO or designee.

If the Contractor must disturb materials he suspects may contain ACM.

C.5.5.8 The Contractor must immediately report the condition.

CO or designee.

Backflow prevention devices – annual inspection certificate.

C.5.5.10 Annually. Certificates must be scanned in as an attachment to the Back flow PM work order in the NCMMS and provide certification of proper operation

Environmental Reporting C.5.5.12 Submit required reports CO or designee.

Energy and Water Efficiency Reporting

C.1.8 Monthly basis Contractor shall read and record all available utility and fuel meters and include in monthly report.

Contractor shall report monthly energy and water usage compared to previous year and explain usage trends. Report submitted by the 5th business day of the subsequent month.

COR or designee

Fuel Usage Log C.5.6.3 Monthly basis and included in monthly progress report

CO or designee

Fire protection systems on line at all times unless approval is given during maintenance periods.

C.5.9.1d Advance notification and approval per occurrence.

CO or designee.

Fire protection and life safety equipment or systems that are in a condition that may endanger life or property.

C.5.9.1e Immediate notification of the condition.

A written report detailing the hazardous condition and recommended corrective action shall be provided within 24 hours.

CO or designee.

Fire alarm system Inspections, tests, maintenance, or repairs shall comply with NFPA 72.

C.5.9.2 Documentation of the results of all inspections, tests, maintenance or repairs must be recorded on the applicable Inspection and Testing Form from NFPA 72.

GSA Facility Manager, CO or designee.

Fire alarm system central station monitoring

C.5.9.2 Provide and maintain UL-listed central station monitoring service. If central station monitoring is not operational, the contractor will provide a fire watch.

Facility Manager, CO or designee

Water-based fire suppression systems inspection, maintenance, and tests.

C.5.9.3 Documentation of the results of all inspections, tests, maintenance or repairs performed shall comply with

NFPA 25.

Facility manager, CO or designee.

Inspection, testing, and maintenance of fire-rated door assemblies:

C.5.9.4 All inspections, tests, and maintenance shall comply with NFPA 80 and NFPA 101.

CO or designee.

Inspection, testing, and maintenance of fire damper and combination fire/smoke dampers.

C.5.9.5 All inspections, tests, and maintenance shall comply with NFPA 80 and NFPA 105.

CO or designee.

Inspection, testing, and maintenance of smoke door assemblies.

C.5.9.6 All inspections, tests, and maintenance shall comply with NFPA 105.

CO or designee

Inspection, testing, and maintenance of smoke dampers.

C.5.9.7 All inspections, tests, and maintenance shall comply with NFPA 105.

Inspection, testing, and maintenance of portable fire extinguishers

C.5.9.8 All inspections, tests, and maintenance shall comply with NFPA 10.

CO or designee.

Inspections, testing, and maintenance of non-water based fire extinguishing systems.

C.5.9.9 All inspections, tests, and maintenance shall comply with NFPA 12, NFPA 12A, NFPA 17, NFPA 17A, NFPA 96, or NFPA 2001, depending on the type of extinguishing system.

CO or designee.

Inspections, testing, and maintenance, and repairs of smoke control systems.

C.5.9.10 All inspections, tests, maintenance, and repairs shall comply with NFPA 92.

CO or designee.

Inspections, testing, and maintenance, and exercising of equipment of emergency and standby power systems.

C.5.9.11 All inspections, tests, maintenance, and exercising of equipment shall comply with NFPA 110 or NFPA 111 depending on type of system.

CO or designee.

Inspections, testing, and preventive maintenance of emergency lighting systems, emergency lighting equipment, and exit signage.

C.5.9.12 All inspections, tests, maintenance, and exercising of equipment shall comply with

NFPA 101.

CO or designee.

Fire Resistance Rated Construction C.5.9.13 All inspections, maintenance, repair or installation shall comply with the International Fire Code and NFPA 221

Facility manager, CO or designee

Lightning Protection Systems C.5.9.14 All Inspections, testing, maintenance and repair shall be in accordance with NFPA

CO or designee

Chemical Sensors C.5.9.15 Al testing, maintenance and repair as required by manufacturers recommendations. All documentation of testing shall be documented in NCMMS within 48 hours of test conclusion

CO or designee

Repairs using subcontractors. C.5.11.1 Must provide justification for subcontract need in advance.

CO or designee.

Reimbursable repairs completion date.

C.5.11.2.2 Mutually agreed upon by the CO or their designee and the Contractor.

CO or designee.

Warranties not honored by manufacturer.

C.5.11.3 Contractor must immediately notify if an installer or manufacturer fails to comply with the terms of a warranty.

CO or designee.

Emergency service request or callback (after hours).

C.5.12.2.2 Written accounting of any emergency callback the morning of the next working day.

CO or designee.

Emergency callback (Beyond Core Coverage Hours)

C.5.12.2.2 Shall provide a written account of any emergency call back; including costs incurred and a plan of permanent correction of the problem no later than the morning of the next business day

Urgent service requests C.5.12.2.3 Respond to urgent service requests within 1 hour.

COR

Routine service request - response extension request.

C.5.12.2.4 Contractor must immediately submit a written extension request if correction will take over 120 hours after initial notification.

CO or designee.

Price proposal for additional services work.

C.5.13.2 Within 48 hours of the request. CO or designee

Building management support services.

C.5.14.1 Assist as requested. COR or designee.

Miscellaneous Work Report C.5.14.2 Monthly report submitted by the 5th Calendar of the subsequent month

COR

Review of design documents. C.5.14.3 Review as requested. CO or designee.

Inspection assistance for space build-outs

C.5.14.4 Assist as requested CO or designee

Monthly Progress Report C.5.15 Shall use GSA developed reports of monthly progress or other submittal requirements, using NCMMS data, to describe the status of maintenance and operations as of the last day of the performance month.

Refrigerant control and certification log.

C.5.15.1 i Refrigerant control logs must be updated as required and provided during the Monthly Progress Report

CO or designee.

Establish reference library C.5.16.1 Ongoing COR

Preventative maintenance system. C.6.0 10 work-days prior to Contract start date.

CO or designee

Boiler Inspections and Tests C.6.2.5 Boiler must be inspected annually and forms 349, 350 & 1034 completed as required. Must be annotated in the NCMMS and reported in the monthly report.

CO or designee

Initial report and development of water treatment program.

C.6.6.2 Within the 60 days of the Contract start date.

CO or designee.

Water samples. C.6.6.5 C.6.6.7

Water samples shall be analyzed and a monthly report submitted relative to conditions found and shall be submitted in the NCMMS as an attachment to the work order. The results will be made available in the monthly progress report.

Lamps and ballasts containing mercury record.

C.6.8.3 All handling, storage, labeling, reporting and disposal of mercury containing lamps shall be in compliance with Universal Waste Rule Guidelines. Waste not subject to Universal Waste Rule guidelines must be managed in accordance with 40 C.F.R. part 260

CO or designee.

3 Year Electrical Testing C.6.9 3 Year Electrical testing report is due 2 weeks after test is performed.

COR

Periodic oil analysis. C.6.11.4 Shall be performed prior to annual maintenance requirements so that results shall be considered in performing preventative maintenance. Where reports indicate corrective action, a Work Order is created in NCMMS and corrective action taken.

CO or designee.

If the Contractor must disturb materials he suspects may contain lead-based paint.

C.6.13.3 The Contractor must immediately report the condition.

CO or designee.

Existing deficiency inspection and List

C.7.1 30 days prior to contract start COR

Itemized estimate to correct existing deficiencies

C.7.1 45 days after contract start CO or designee

Building operating plan. C.7.2 Review and update with Property Management Staff within 60 days of start of contract.

CO or designee.

Transition phase. Complete CMMS training during transition phase.

C.7.2 60 days prior to contract start. CO or designee.

Phase out transition period C.7.2.1 60 prior to end of contract. On the last performance day of the Contract, Contractor must turn over keys and identification badges or cards.

CO or designee.

Contract closeout inspection and list

C.7.4 Mutually agreed upon date COR

▪ Section L Review:

• L.1 Type of Contract

• Firm Fixed Price, Indefinite Delivery Indefinite Quantity (IDIQ)

• L.8 Site Visit/Walk-Through Tours

• Thursday, June 22, 2023, 12:00 pm Central

– Site visit begins at John Paul Hammerschmidt Federal Building and Courthouse in Fayetteville, AR.

• Friday, June 23, 2023, 9:00 am Central

– Site visit begins at Judge Isaac C. Parker Federal

Building and Courthouse, Fort Smith, AR

▪ Section L Review (cont’d):

• L.8 Site Visit/Walk-Through Tours

• Must RSVP with Building Manager Dalia Ferry at dalia.ferry@gsa.gov.

▪ L.9 Questions

• All questions must be submitted in writing to the

Contract Specialist (CS) Kacy Johnson, kacy.johnson@gsa.gov not later than close of business on June 30, 2023.

mailto:dalia.ferry@gsa.gov mailto:kacy.johnson@gsa.gov

• L.10.2 Submittal Instructions

• Only electronic proposals will be accepted; submit proposals to the CS, Kacy Johnson kacy.johnson@gsa.gov.

– Hand carried or in person submission will not be accepted.

– The email subject line shall be titled PROPOSAL FOR Solicitation 47PH0223R0004. The email documents must include original completed versions of spreadsheets provided in Section J in the format provided.

• L.12 Technical Proposal Instructions

• The technical criteria, listed in descending order of importance, for this requirement, are as follows (Ref. Section L.12):

– Management Plan

» Management Approach » Quality Control Plan (QCP) » Management Plan Worksheet

– Past Performance

– Experience

• L.13 Price Proposal Instructions

• See Section J (Figure B-3)

– Pricing must be submitted for a five (5) year contract term. The award will be made based on the best overall value and period of performance determined to be in the best interest of the Government.

• L.14 Joint Ventures, Partnerships, and other teaming arrangements

• Must provide documentation supporting their arrangement to include name, address, and point of contact for each participant.

▪ Section M Review:

• M.1 Award

• M.4 Basis for Award

• For this solicitation, all evaluation factors other than price, when combined, are significantly more important than price.

• M.6 Price Evaluation

• Also stated in Section L, Pricing must be submitted for an five (5) year contract term.

• The award will be made based on the best overall value and period of performance determined to be in the best interest of the Government.

Key Dates

▪ Proposals must be submitted by 12:00 pm Central, Monday, July 17, 2023 to the Contracting Specialist electronically by email to kacy.johnson@gsa.gov

▪ Estimated Award of Contract is September 1, 2023

▪ 60 day Transition Period are anticipated to begin September 1, 2023

▪ Services are anticipated to begin on November 1, Questions & Answers

Note: All additional questions must be submitted officially in writing to the CS Kacy

Johnson by close of business on Friday, June 30, 2023 for incorporation via amendment. Only questions responded to in an amendment are considered applicable to this solicitation.

Questions

▪ The floor is now open to questions.

▪ All questions asked and all Sign-In sheets to the Fayetteville/Fort Smith Site Visit will be included in an amendment to Solicitation

Acquisition Points of Contact GSA Contracting Officer

Email: thomas.holguin@gsa.gov

GSA Contracting Specialist Email: kacy.johnson@gsa.gov

General Services Administration Public Buildings Service