SpringStDEAOMSOW-Sol_Rev1.pdf

||May 2015

Region 9 Operations & Maintenance Specification

SOLICITATION NUMBER: 47PK0219R0002

SERVICE: OPERATIONS & MAINTENANCE SERVICES

LOCATION(S): US Courthouse

312 N. Spring St, Los Angeles, CA (CA0041ZZ) Federal Building 1340 W. Sixth St, Los Angeles, CA (CA0149ZZ)

PERIOD OF PERFORMANCE: March 1, 2019 – February 29, 2020 with Four (4) One Year Option Periods

SOLICITATION ISSUE DATE: October 31, 2018

OFFER RECEIPT DATE/TIME: January 7, 2019 @ 12:00pm Pacific Time

SITE VISIT: November 29th, 2018 @ 11:00am Pacific Time 312 N. Spring St, Los Angeles, CA

TABLE OF CONTENTS

(Sections A through M)

Contents

A. SOLICITATION/CONTRACT FORMS

B. SERVICES, ORDERING AND PRICES

B.1 DESCRIPTION OF SERVICES

B.2 PERFORMANCE PERIOD & LIMITATION OF GOVERNMENT OBLIGATION (LoGO)

B.3 SERVICE CONTRACT ACT ASSUMPTIONS

B.4 ORDERING LIMITATIONS

B.5 PRICE ADJUSTMENTS FOR MINOR INVENTORY CHANGES

B.6 PRICE ADJUSTMENT FOR EQUIPMENT UPGRADES

B.7 PRICE SCHEDULE

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

C.1 SCOPE OF WORK

C.2 DEFINITIONS

C.3 REFERENCES

C.4 EXISTING DEFICIENCY INSPECTION AND REPORT

C.5 STARTUP / TRANSITION PHASE

C.6 PHASE OUT TRANSITION PERIOD

C.7 TERMINAL DEFICIENCY LIST INSPECTION

C.8 GENERAL AND ADMINISTRATIVE REQUIREMENTS

C.9 BUILDING OPERATING PLAN

C.10 EQUIPMENT INVENTORY

C.11 MONTHLY PROGRESS REPORTS

C.12 PERFORMANCE REVIEW MEETINGS

C.13 EQUIPMENT CONDITION ASSESSMENTS

C.14 OCCUPANT FEEDBACK PROGRAM

C.15 REFERENCE LIBRARY

C.16 REVIEW OF DESIGN DOCUMENTS

C.17 BUILDING MANAGEMENT SUPPORT SERVICES (ESCORTING)

C.18 INSPECTIONS AND ASSISTANCE FOR SPACE BUILDOUTS

C.19 EMERGENCY SHUTDOWN INSTRUCTIONS AND TOUR CHECKLISTS

C.20 LABELING OF ELECTRICAL CIRCUITS

C.21 OPERATIONAL REQUIREMENTS

C.22 SYSTEM PERFORMANCE STANDARDS & PROCEDURES

C.23 SERVICE REQUESTS

C.24 TOURS

C.25 DEMAND RESPONSE PROGRAMS

C.26 CURTAILMENT PROGRAM

C.27 BAS ALARM RESPONSE

C.28 ADVANCED METERING PROGRAM

C.29 PROTECTION AND DAMAGE

C.30 NEGLIGENCE

C.31 KEY CONTROL

C.32 DISRUPTIVE OR HAZARDOUS TOOLS

C.33 SCHEDULED DISRUPTIONS

C.34 PLUMBING AND RESTROOMS

C.35 MAINTENANCE PROGRAM

C.36 WATER TREATMENT

C.37 OIL ANALYSIS AND OIL CHANGES

C.38 LAMPS AND BALLASTS

C.39 ARCHITECTURAL AND STRUCTURAL MAINTENANCE

C.40 REPAIRS

C.41 SAFTEY AND ENVIRONMENTAL MANAGEMENT

C.42 FIRE PROTECTION SYSTEMS AND LIFE SAFTEY EQUIPMENT

C.43 VERTICAL TRANSPORTATION EQUIPMENT

C.44 SUBMITTALS CHART (CONTRACTOR DELIVERABLES)

C.45 FEDERAL REQUIREMENTS

D. PACKAGING & MARKING

D.1 PAYMENT OF POSTAGE AND FEES

D.2 MARKING

E. INSPECTION & ACCEPTANCE

E.1 INSPECTION & ACCEPTANCE CLAUSE 52.212-4 (JAN 2017)

E.2 QUALITY ASSURANCE

E.3 GOVERNMENT PERSONNEL

F. DELIVERIES OR PERFORMANCE

F.2 POST AWARD CONFERENCE

F.3 TERMINATION

G. CONTRACT ADMINISTRATION DATA

G.1 PAYMENT

G.2 PLACEMENT OF ORDERS FOR ABOVE STANDARD SERVICES

G.3 PAYMENT INFORMATION

G.4 SUBMISSION OF INVOICES

G.5 SUSPENSION OF WORK

G.6 COPIES OF THE CONTRACTOR'S PAYROLLS

H. SPECIAL CONTRACT REQUIREMENTS

H.1 GSAR 552.237-71 QUALIFICATION OF EMPLOYEES (MAY 1989)

H.2 PERSONNEL SECURITY REQUIREMENTS

H.3 STANDARDS OF CONDUCT

H.4 REMOVAL FROM CONTRACT WORK

H.5 SENSITIVE BUT UNCLASSIFIED (SBU) BUILDING INFORMATION

H.6 RECORDING PRESENCE

H.7 GOVERNMENT FORMS

H.8 OTHER CONTRACTORS

H.9 ORDINANCES, TAXES, PERMITS, AND LICENSES

H.10 DISCREPANCY IN THE SPECIFICATIONS

H.11 AFFIRMATIVE PROCUREMENT PROGRAM (APP)

H.12 ASBESTOS AWARENESS TRAINING

H.13 UNIFORMS

H.14 PERSONNEL QUALIFICATIONS

H.15 GOVERNMENT FURNISHED MATERIALS

H.16 CONTRACTOR FURNISHED MATERIALS

H.17 ADDITIONAL SERVICES INDEFINITE QUANTITY PROVISIONS

H.18 AWARD FEE

RESERVED

H.19 STRIKE CONTINGENCY PLAN (SCP)

H.20 OCCUPANCY EMERGENCY PLAN (OEP)

H.21 CONTRACTOR PANDEMIC PLAN

I. CONTRACT CLAUSES

J. EXHIBITS

J.1 Quality Assurance Surveillance Plan (QASP) J.2 Contract Deliverables Reference J.3 Green Purchasing Report J.4 Bio-Based Purchase Report J.5 Environmentally Sustainable Product Attributes J.6 Building Information Sheet J.7 Monthly Report Template J.8 Building Operating Plan Template J.10 Water Treatment J.11. Energy & Water Operational Performance Targets

APPENDIX A – BUILDING ENERGY USE HISTORY

APPENDIX A – BUILDING ENERGY USE HISTORY

APPENDIX B – BUILDING WATER USE HISTORY

J.12 Energy & Water Efficiency Use Plan J.13 Energy & Water Efficiency Monthly Report

J.14 Annual Energy & Water Efficiency Report Targets J.15 Qualifications of Electrical Testing Technicians (ETT) J.16 Inventory/NCMMS J.17 Preventative Maintenance Schedule (GSA PM Guide 2012) J.18 Procedures for Lost and Found Items

APPENDIX C – ATTACHMENT 4

K. REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS

L. INSTRUCTIONS, CONDITIONS AND NOTICES TO BIDDERS/OFFERORS

L.2 General Instructions to Offers L.2.1 General Submission Instructions L.2.2 Submission of Proposal Package L.3 Evaluation Factors

M. EVALUATION FACTORS FOR AWARD

M.1. Basis of Award M.2. Proposal Evaluation M.3 Evaluation Factors

A. SOLICITATION/CONTRACT FORMS

See attached.

B. SERVICES, ORDERING AND PRICES

B.1 DESCRIPTION OF SERVICES

This is a Performance Based Statement of Work (PBSOW). The Contractor shall provide management, supervision, labor, materials, equipment, and supplies and is responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, and repair of equipment and systems located within the property line of the buildings listed in Section C.1.

B.2 PERFORMANCE PERIOD & LIMITATION OF GOVERNMENT OBLIGATION (LoGO)

All performance periods shall be funded incrementally and be no longer than twelve (12) months. Only the first month of each line item will be obligated; the remaining 11 months of each line item shall be subject to the Limitation of Government Obligation clause (LOGO and be funded in one-month increments.

B.3 SERVICE CONTRACT ACT ASSUMPTIONS

Offerors shall price the contract by assuming the minimum hourly wages and fringe benefits established by the Administrator, Wage and Hour Division, U.S. Department of Labor, for the initial period of performance will apply to the entire performance period of the contract. The minimum wage rates and fringe benefits applicable to the initial period of performance are outlined in the incorporated wage determination.

Contract price(s) will be adjusted upward or downward effective on each anniversary date of the contract in accordance with the clause contained in Part II, Section I, FAR 52.222-43, FAIR LABOR

STANDARDS ACT AND SERVICE CONTRACT ACT - PRICE ADJUSTMENT (MULTIPLE YEAR

AND OPTION CONTRACTS) (Aug 2018), with the incorporation of an updated wage determination.

B.4 ORDERING LIMITATIONS

The annual maximum ordering limitation for Additional Services and Reimbursable Repairs is $500,000, with a $150,000 per order limitation.

B.5 PRICE ADJUSTMENTS FOR MINOR INVENTORY CHANGES

Existing Equipment No equipment inventories are being presented with this solicitation. The Government cannot guarantee the validity or completeness of the existing NCMMS equipment inventories. Offers are cautioned to use other means and/or a site visit to determine their offer; errors in assessment of the facility by the Contractor when developing the Contractor's offer are the responsibility of the Contractor and shall not result in price adjustment.

Equipment Inventory Changes If additions are made in the inventory of equipment covered by Section C.1.1 which require operation, preventive (scheduled) maintenance, or repairs during the period of performance of the contract

(including option periods), the Contractor shall include the new equipment within their scope of operations as soon as the equipment has been turned over to the GSA Property Management team. It is the Contractor’s responsibility to seek contract adjustment from the Contracting Officer before the equipment is placed into operation, if the added equipment requires additional funding to maintain and operate, as well as inform GSA of reduced operational costs as a result of reduced equipment responsibilities.

If the equipment inventory changes results in an addition, or reduction, to the equipment inventory, the Contractor may request a contract price adjustment. This adjustment shall be made from the "Preventive Maintenance" section of R.S. Means' Facilities Maintenance & Repair Cost Data as follows:

(1) For each item added or deleted, multiply the annualized man-hours standard for the most comparable item in the book by the appropriate hourly rates in the Price Schedule.

(2) To the value determined in (1) above, add the annualized material bare cost for the same item in the book.

(3) This process should be conducted for each item of equipment added or deleted. Deletions shall be treated as negative numbers.

(4) The summation of item values determined by steps (1) through (3) above shall produce the total change in contract price. This may be positive or negative.

In the event equipment is added for which there is a comparable or actual component in R.S. Means, And no preventative maintenance listed by R.S. Means, and preventative maintenance is required GSA, the Contractor shall use their own annualized man-hour estimate.

This adjustment only applies to actual physical changes in building equipment during the term of the contract. Errors in inventory or assessment of the facility by the Contractor when developing the Contractor's offer are the responsibility of the Contractor and shall not result in price adjustment.

Cumulative Adjustment Requests for contract adjustment made by the Contractor, due to new equipment installation, must be accompanied by the following information:

a.) Each item of new equipment listed for price adjustment shall be accompanied by each item of existing equipment being replaced (if applicable) as well as the associated maintenance costs of the existing equipment.

b.) All warranty specifications for each item of new equipment, along with the associated costs and coverage of the warranty.

B.6 PRICE ADJUSTMENT FOR EQUIPMENT UPGRADES

If the Government funds upgrades to Controls or equipment, the contract price is subject to a negotiated price reduction to reflect the decrease in operations and maintenance costs reasonably expected from the improvements.

B.7 PRICE SCHEDULE

This price schedule includes main building line item costs along with a separate section for specific costs relating to pay rates and other services. The line items below shall specify the total cost for all labor, materials, equipment, tools, supervision, management support, licenses, permits and any required fees to accomplish the relevant tasks in accordance with the specification. All proposed prices should be for the unit indicated.

The Base Year of the contract shall be for 12 months from effective date of the contract; the option years shall also be a total of 12 months each. The total contract shall be for five years (1 year base, four one-year options).

The costs listed below shall specify the total cost for all labor, materials, equipment, tools, supervision, management support, licenses, permits and any required fees to accomplish the relevant tasks in accordance with the specification. All proposed prices should be for the unit indicated and shall include the costs for electrical testing (note 3) and miscellaneous work hours (note 4).

BASE YEAR

2019-2020

1st OPTION 2020-2021

2nd OPTION 2021-2022

3rd OPTION 2022-2023

4th OPTION 2023-2024

CLIN: 1100 2100 3100 4100 5100

Federal Building (DEA)

CA0149ZZ

BASE YEAR

2019-2020

1st OPTION 2020-2021

2nd OPTION 2021-2022

3rd OPTION 2022-2023

4th OPTION 2023-2024

CLIN: 1000 2000 3000 4000 5000

312 N. Spring St Federal Building & US Courthouse

CA0041ZZ

Standard Coefficient

1. The Standard Coefficient is the markup (percent of cost) to be applied to the total cost of the O&M services in the base and option years of the contract, and may be applied to the final cost of projects classified as Additional Services work. The standard coefficient is not to be applied work being classified as a repair. (per Section C.40.4).

BASE YEAR 1st OPTION 2nd OPTION 3rd OPTION 4th OPTION 2019-2020 2020-2021 2021-2022 2022-2023 2023-2024

Monthly total, All Buildings:

BASE YEAR 1st OPTION 2nd OPTION 3rd OPTION 4th OPTION

2019-2020 2020-2021 2021-2022 2022-2023 2023-2024 Annual total, All Buildings:

CLIN 0001

Startup costs: (2)

2. Startup costs will only apply to the base year of the contract and shall be a separate, lump sum cost payable during the first month of the contract.

COST BREAKDOWNS:

The following costs are to be included within the costs listed above:

ELECTRICAL SWITCH GEAR TESTING

Every 36 months, including Servicing Utility Fees, temporary generators, and other associated costs:

May 2021 Federal Building

(DEA)

May 2021

312 NSS Federal Building & US

Courthouse

1. Electrical Testing is to be included within the firm fixed price of the contract. Electrical Testing is to be done per the PM Guide and NETA specifications; however the frequency of switchgear testing is to be done every three years including infrared scanning prior to testing and after testing. Building infrared scanning to be performed annually on equipment requiring the scanning per the 2012 PM Guides. Testing should be verified during the start-up phase; testing was last performed as follows: May 2018, 312 N. Spring St Federal Building & US Courthouse and Federal Building (DEA).

WINDOW WASHING EQUIPMENT MAINTENANCE/CERTIFCATION COSTS:

BASE YEAR 1st OPTION 2nd OPTION 3rd OPTION 4th OPTION 2019-2020 2020-2021 2021-2022 2022-2023 2023-2024 Monthly Cost Monthly Cost Monthly Cost Monthly Cost Monthly Cost

312 NSS Federal Building & US

Courthouse

If the window washing equipment is inoperable (not due to contractor neglect), the above maintenance costs will be deducted from the contractor’s base contract price.

MISCELLANEOUS WORK HOURS (Monthly)

BASE OPTION 1 OPTION 2 OPTION 3 OPTION 4

30 30 30 30 30

ENGINEER/TECHNICIAN HOURLY RATES:

Hourly rates listed below are proposed only once. These rates may, in the event of wage determination rate increases, be escalated in accordance with FAR 52-222.43. Overtime hourly rates shall be applied for work required to be performed after the Normal Working Hours of the buildings, but which is scheduled in advance. Work performed after Normal Working Hours, solely for the convenience of the Contractor, shall be paid for at the straight time rate. Emergency callback hourly rates shall be applied when a technician must be called in outside of Normal Working Hours, without advance scheduling, unless the callback was due to negligence or poor maintenance practices on the part of the contractor.

Straight time Overtime Emergency Callback Engineer, Stationary:

Engineer, Utility:

HVAC Technician:

General Mechanic :

ADDITIONAL SERVICES HOURLY RATES

These items are indefinite quantity (IQ) line items. These rates only apply to work which is reimbursable and for Additional Services covered by Section H.18 (Additional Services).

Straight time Overtime Engineer, Stationary

Engineer, Utility:

HVAC Technician

General Mechanic :

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

Introduction

This is a Performance Based Service Contract and the success of the Contract depends on the satisfaction of the requirements, but also the satisfaction of our shared customer. Rather than a mere list of activities, this is a written expression of the GSA’s expectation of the service to be performed by the Contractor. A higher level of effective communication between the Government and Contractor is essential for partnering, and the success of the performance based service contract. 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 external inspection by Government Inspectors, although that is a part of this Contract as well. All parties should act proactively to reduce service cost.

The Contractor, through innovation, technology, or other means, shall perform the required maintenance and repairs of these facilities by following our Guiding Principles for Sustainable Existing Buildings:

I. Government – Contractor Partnership and the Firm Fixed Price Contract

a. The goal of this contract is to achieve an effective partnership between the Government and the Contractor. The purpose of partnering is to adopt procedures wherein the Contract and Government work together in achieving Contract objectives. Partnering involves the development of a cooperative management team that seeks to identify compatible interests, and common goals and objectives.

b. This is a fixed-price Contract, and while working with the Government in obtaining the goals outlined below, the Contractor should be motivated to find improved methods of performance and efficiency in order to increase its profits without increasing the cost of the contract. An effective partnership should result in a “mutual win” situation.

II. Employ Integrated Assessment, Operation and Management Principles

a. In conjunction with the Contract Officer (CO) and Contracting Officer’s Representatives(s) or designee, the Contractor shall establish operational performance goals for energy, water, and material use, recycling, and indoor environmental quality, and ensure incorporation of these goals throughout the lifecycle of this Contract. It is expected that the Contractor, while partnering with the Government in obtaining these goals, will be motivated both by increased profits through greater efficiency, but also by playing a role in helping to protect and preserve the natural resources of the United States.

III. Optimize Energy Performance

a. Ensure that operating decisions are carried out with regard to sustainable operations whenever possible. GSA is in the process of optimizing energy performance through many means and processes. The Contractor shall operate all equipment to optimize efficiency and reduce energy use. The Contractor shall seek to reduce operating costs wherever possible.

b. Be aware that the building(s) and management involved with this Contract may be in the process of establishing processes, instituting plans, and operational procedures to meet energy efficiency goals either through receiving an ENERGY STAR rating, Smart Building/ Building Link technology, or comparable programs. The Contractor will play an integral part of obtaining these goals and should be aware of the programs and processes.

IV. Protect and Conserve Water

a. Protect and conserve water where possible inside and outside. Metering systems may be already installed or will be installed in government buildings to aid in reducing consumption. Where available, use EPA’s Water Sense-labeled products or other water conserving products.

V. Enhance Indoor Environmental Quality

a. The Contractor should make every attempt to use products that have low pollutant emissions (i.e., low-VOC adhesives, sealants, and solvents), or environmentally sustainable products that have a lesser or reduced effect on human health and the environment. See the Green Products Compilation.

b. Meet ASHRAE standards as noted throughout the SOW for thermal comfort and indoor air quality

VI. Reduce Environmental Impact of Materials

a. Use products and materials that meet or exceed the EPA’s recycled content recommendations for building maintenance. For other products such as ceiling tiles, use materials with recycled content. For more information, see EPA’s Comprehensive Procurement Guideline website.

b. Where possible, use materials with the highest bio-based content level available per USDA’s office building bio-based material content recommendations.

c. Use Provide salvage, reuse and recycling services for waste generated from building operations, maintenance, and repair and discarded equipment.

d. Eliminate the use of ozone depleting compounds where alternative environmentally sustainable products are available consistent with the Clean Air Act.

C.1 SCOPE OF WORK

The Contractor shall provide management, supervision, labor, materials, equipment, and supplies and is responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, and repair of the equipment and components of the systems listed in C.1.1 located within the property line of the building(s): 312 N. Spring St FB/USCH Los Angeles, CA and DEA Bldg. 1340 W. 6th St Los Angeles CA.

C.1.1 System Requirements

a. Electrical systems and equipment.

b. Mechanical, plumbing, and heating, ventilation, exhaust systems and air conditioning

(HVAC) systems and equipment.

c. Fire protection and life safety systems and equipment throughout the building(s), to include all kitchen and cafeteria space fire protection systems.

d. All Control systems that are within the scope of this Contract to include all Building

Automation Systems (BAS), and/or specific HVAC Control systems (BAS and Computerized software maintenance is excluded.

e. Architectural and Structural Systems, including fixtures and equipment within the site

f. Lighting Systems and associated computer control equipment (if applicable)

g. Service Desk operations per Section C.8.4

h. Public Address System

i. Equipment inventory system (if applicable)

j. Landscaping Irrigation systems. Below ground piping.

k. Window cleaning system equipment (wall glider, tracks, davits, pedestals and associated equipment)

l. Parking Control Equipment

m. Loading Dock equipment (dock levelers and dock bumpers)

n. Material Handling Equipment

o. Conveying Equipment

p. Roll-up and sliding garage doors and exterior fencing

q. U.S. flag pole, lighting and pulley system

r. Kitchen/concessions area, to include the drains and grease traps, and exhaust hood system

C.1.2 Additional Requirements

The Contractor shall:

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

b. Use innovation, technology and other means and methods to develop and perform the most efficient services for the building. Implement an effective Quality Control Plan (QCP).

c. Implement an effective service call system, as specified under the Special Requirements section of this contract that results in prompt, professional, and courteous resolution of tenant and Field Office concerns.

d. Keep the Contracting Officer (CO) or designee informed of current status of the work being performed in accordance with the specific provisions of this contract, provide work schedules, provide a major equipment and critical system break down or impairment form, and provide other pertinent information needed by the CO or designee as needed.

e. Reduce the environmental impact(s) of work performed under this contract by using, to the maximum extent, environmentally sound practices, processes, and products.

f. Ensure that their employees are properly licensed and/or certified to operate necessary building systems or equipment for which licensed and/or certified personnel are required by federal, state or local law, codes or ordinances (H.15. Personnel Qualifications).

g. Provide a Building Engineer Qualification Program that provides documentation of training of the engineers that is necessary to properly operate all systems as designed. This program shall also provide documentation that their employees are completing training in the core competences and participating in continual educational training according to the Federal Building Personnel Training Act. The Contractor shall also provide any necessary training to their employees that will stress environmental stewardship in maintenance practices i.e., the proper use, disposal, recycling of chemicals, dispensing equipment and packaging. In accordance with the specific provisions of this contract

h. Federal Requirements: The Contractor shall comply with all applicable Federal, state and local laws, regulations and codes, including any supplements or revisions. The Contractor shall obtain all applicable licenses training, and permits. If a change in law or regulation requires the Contractor to implement an action that will result in an increase or decrease in Contract price, the Contractor shall implement the required action and within 30 calendar days submit to the CO or their designee a price proposal for such change. If the CO or their designee determines an equitable adjustment is substantiated a modification to the Contract will be issued.

C.1.3 Excluded Systems:

The following systems are excluded from this scope of work:

a. Security systems (does not include mechanical components of the door ,closers, keepers, hinges, etc., unless these are security-related components specifically required by a tenant agency)

b. Telecommunication systems.

c. Equipment owned and operated by tenant agencies.

d. Furnishings (not installed as fixtures).

e. Paper, soap, and hand-sanitizer dispensing equipment in restrooms (except installation).

f. Kitchen appliances and equipment (but general plumbing equipment up to the faucets, ductwork above the ceiling, exhaust fans, and any fire suppression or fire alarm equipment are included in the scope).

g. Equipment owned by servicing public utilities.

h. Upgrade of software or software licenses (to include building automation systems (BAS) and

NCMMS).

i. Fitness center equipment.

j. Landscaping systems above ground components.

k. Additional services as needed by various agencies

l. VTE (Elevator services)

C.2 DEFINITIONS

Acceptance “Acceptance” means an authorized representative of the Government has inspected and agreed that the work meets all requirements of this contract, to include documentation requirements.

Additional Services “Additional services” are services that the Contractor will provide at an additional cost to the Government, to include all labor, supervision, supplies and materials specifically identified as being outside the provisions of the basic services and included in the offeror’s overall pricing. The CO or their designee will issue a separate delivery order before work may proceed.

Advanced Meters Advanced meters are those that have the capability to measure and record interval data (at least hourly for electricity), and communicate the data to a remote location in a format that can be easily integrated into an advanced metering system.

Advanced Metering Systems A system that collects time-differentiated energy usage data from advanced meters via a network system on either an on-request or defined schedule basis. The system is capable of providing usage information on at least a daily basis and can support desired features and functionality related to energy use management, procurement, and operations, U.S. Department of Energy, EERE: Guidance for Electric Metering in Federal Buildings, (February 3, 2006).

Approval “Approval” means the Government has reviewed submittals, deliverables, and administrative documents (e.g., insurance certificates, installation schedules, planned utility interruptions, etc.) and has determined the documents conform to contract requirements.

Architectural and Structural “Architectural and Structural” systems customarily included in R.S. Means Facility Construction Cost Data Divisions 3,4,5,6,7,8,9, and 10, to include all building structure, envelope, building improvements and finishes, and site improvements (e.g., paving, curbs, gutters, walkways, exterior lighting, fences and/or gates, etc.), to the property line, unless specifically listed as being excluded in Section C.1 of this contract.

Basic Services The Basic Services of the contract consist of the recurring contract requirements for which the Contractor is paid as a base price, i.e., the requirements established by the contract statement of work and related general and administrative requirements that do not contain provisions for separate reimbursement.

Indefinite Quantity requirements (Additional Services) are requirements outside of Basic Services, for which payment is made on a case-by-case basis.

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

Building Operating Plan The “Building Operating Plan” is a mandatory plan that the Contractor prepares for Government approval that describes the Contractor’s program for operating and maintaining the building, to include both normal circumstances and contingencies.

Commissioning A practice used to optimize and verify performance of fundamental building systems.

Commissioning (Ongoing) The practice of optimizing system performance by continuing to fine-tune equipment so will result in actively preventing problems for the lifetime of the building. GSA’s Ongoing Commissioning efforts will focus on maintaining the facility in the optimized state resulting from TBC and Re/Retro Commissioning efforts. GSA will achieve this through its relationship with its service providers (Operations and Maintenance/Custodial/Repair and Alterations/IT/Utilities) and the use of technology (networked systems/Advanced Meters/Smart Buildings).

Computerized Maintenance Management System (CMMS) A “computerized maintenance management system” is a database and application software package that automates the O&M and repairs record keeping requirements. A CMMS is designed to enhance efficiency and effectiveness of maintenance activities. Typical features include planning, scheduling and monitoring of work orders and maintenance needs.

The National CMMS (N-CMMS) is a central repository (Database) for all maintainable GSA Assets. The N-CMMS provides a mandatory, Agency-Wide means and method for processing and reporting all maintenance work done for GSA regardless of Region or Contractor.

Consumable Parts “Consumable Parts” or components are materials, parts or components that customarily require regular replacement rather than repair in a maintenance program and shall be disposed of properly. Examples include, but are not limited to: oil, grease, belts, filters, ballasts, lamps, etc.

This includes diesel fuel used during operation of a generator for any scheduled maintenance, i.e. monthly exercising the generator, switchgear testing, emergency power system, etc. Operation of a generator to provide utilities due to an unexpected or unplanned loss of normal electrical power would be treated as a reimbursable expense. If the operation of the generator is caused by Contractor negligence, the Contractor shall be liable for the full cost of refueling, any other provisions notwithstanding

Contracting Officer (CO) Contracting Officer (CO) 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/or delivery schedules. However, the CO may delegate certain other responsibilities to authorized Government representatives.

Contracting Officer's Representative (COR) or Designee Contracting Officer's Representatives (COR) or their designee shall be appointed by letter from the CO.

CORs or designees will be the primary Government representatives for the administration of Contract, shall have proper training and experience in inspecting contracts, but will not have the authority to modify the contract.

Contractor “Contractor” as used in this document refers to the company or firm awarded this contract.

Contractor’s Other Than Normal Working/Duty Hours Hours other than those identified as Normal Working Hours.

Controls and Control System A “control system” is any low-voltage control, communication and monitoring system, including but not limited to stand alone devices, field and global controllers; instrumentation; networking infrastructure;

computers and peripherals; software; programming; database files; and licenses. Examples are the BAS, Advance Metering System (AMS), and lighting control systems. Fire protection systems and security systems are excluded from this definition for purposes of this contract and are defined separately.

Gateway devices and mapping software and files for data interchange between a control system and a fire protection or security system are considered part of the control system.

Conveying Equipment All building and site systems of the types generally included in Divisions 14 and 41 in R.S. Means Facilities Construction Cost Data, with the exception of any equipment covered by the Vertical Transportation Equipment portion of this contract (if applicable).

Defective Service A unit of service that does not conform with specified contract requirements.

Electrical All building and site systems of the types generally included in Division 26, 28.31, 28.33, 33.71, in R.S.

Means Facilities Construction Cost Data, with the exception of Control Systems, Telecommunication Systems, Security Systems, and equipment owned by a servicing public utility.

Emergency The term “Emergency” involves serious and immediate threats to people or property resulting from both external and internal events, to include bombings and bomb threats, shootings, civil disturbances, fires, explosions, electrical failure, loss of water pressure, building flooding, sanitary and sewer line stoppage, chemical and gas leaks, medical emergencies, hurricanes, tornadoes, floods, and earthquakes. The term does not apply to civil defense matters such as potential or actual violent actions from foreign invaders.

Emergency Callback An “emergency callback” is a service request or other request 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 normal working hours.

Environmentally Sustainable Products or services that have a lesser or reduced effect upon human health and the environment when compared with competing products or services that serve the same purpose. This comparison may 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 include those that are energy efficient, water-efficient, biodegradable, environmentally preferable, non-ozone depleting, contain recycle content, non or less toxic, EPA-designated and bio-based.

Existing Deficiency List Report The “existing deficiency list report” or “existing deficiency list” is a list of deficiencies that may exist in the equipment and systems covered by this performance work statement, as well as the Contractor's itemized price (including, but not limited to, labor, materials, overhead, and profit) for correcting each deficiency.

Exterior This includes entrances; landings; steps; sidewalks; parking areas; arcades; courts; planters; lawns;

irrigation systems; fountains; security bollards; gates; fences; flagpoles; building-mounted, pole, and ground lighting; etc. located adjacent to the facility extending to the legal property line.

Federal Holidays “Federal holidays” for the purposes of this contract 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 weekday is typically designated as the holiday. Holidays that fall on Saturday are observed on the previous Friday and holidays that fall on a Sunday are observed on the following Monday. Veterans’ Day is always on the 11th of November and Thanksgiving is always the 3rd Thursday of November.

Federal Executive Holidays, Unanticipated Unanticipated holidays declared by the president will count as Federal holidays. As long as the Contractor pays employees as if it were an anticipated Federal holiday, the Contractor will be paid for the unanticipated holiday as if it were a normal Federal Holiday.

Fire Protection and Life Safety Systems “Fire protection and life safety systems “ are systems and equipment installed in the building to (1) detect fire and products of combustion, (2) notify building occupants and emergency responders, (3) initiate smoke control systems (4) initiate fire suppression systems, (5) control or suppress fires and (6) facilitate or enhance emergency egress. These systems also may communicate with other major building systems for fire and smoke control, elevator recall, and utilities control. Life safety systems and equipment includes emergency lighting, exit signage, special egress door locking arrangements, and exit stair markings.

Force Majure Natural or man-made serious disasters or other natural phenomenon of an exceptional, inevitable, and irresistible character that are not related to fluctuations of normal weather patterns, the effects of which could not have been prevented or avoided by the exercise of due care or foresight. Heavy rains alone do not constitute force majure, although extensive and unusual flooding may; in general, only events involving serious civil disturbances or those for which a National Disaster is declared by the President of the United States qualify as force majure.

Furnishings All equipment of the types generally included in Division 11, 12, and 13 in R.S. Means Facilities Construction Cost Data, with the exception of equipment that is either separately listed in Section C.1 ( e.g. Dock Levelers), is a fixture, or is covered in the Public Buildings Service Operation and Maintenance Standards (e.g. water supply equipment, hydraulic valves)

Guiding Principles for Sustainable Existing Buildings A practice of using processes that is 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 in 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. The common objective is to reduce the overall impact of the building environment on human health and the natural environment by:

a. Improving energy efficiency and reductions in greenhouse gas emissions.

b. Reducing water consumption intensity.

c. Acquiring green products and services.

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

e. Implementing cost-effective waste prevention and recycling programs.

f. Increasing diversion of solid waste.

GSALink The GSA -BuildingLink initiative is one of GSA’s strategic projects. The purpose of this initiative is to leverage automated building analytics technology to measure and substantially lower operational expenses in the existing owned building portfolio. GSALink is a hardware and software solution to capture real-time building systems point data, apply rules-based analytics software to the data, and spot trends and deficiencies while reporting actionable events to building operators, O&M contractors, and GSA Service Center property managers

GSA Green Purchasing Program (GPP) The GSA Green Purchasing Program which includes the Green Purchasing Plan specifies requirements to promote the purchase of environmentally sustainable products and services.

Heating, Ventilation, and Air-Conditioning (HVAC) HVAC includes all equipment of the types generally included in Division 23 in R.S. Means Facilities Construction Cost Data, to include all systems with the function of providing ventilation or temperature control to building spaces. HVAC equipment is a subset of Mechanical, Electrical, and Controls equipment and systems, and intersects the definitions of these.

Indefinite Quantity “Indefinite quantity” provisions permit the Government to order work, in addition to the basic services, and upon acceptance permit additional payment to the Contractor.

Kitchen appliances and equipment All appliances and equipment types listed in Divisions 11.26 and 11.41 thru 11.48 of R.S. Means Facility Construction Cost Data, or equipment that is directly related to food service operations and is not part of another building system, i.e. plumbing or electrical.

Landscape Irrigation Systems Landscape irrigation systems include all piping, tubing, hoses, sprinkler heads, valves, sensors, and controllers used to water landscaped areas. For purposes of this contract, landscape irrigation systems are to be divided into above-ground (e.g. sprinkler heads, drip hoses, or any other water distribution component above ground level) and below-ground (all remaining components of the system that deliver water to the above-ground components). System timing controls and sensors are to be considered part of the above-ground portion of the system.

Measurement and Verification (M&V) For purposes of this contract, Measurement and Verification is the quantifiable component of Quality Assurance. The Government may develop an M&V protocol which measures aspects of the efficiency and effectiveness of building systems using data from building controls, monitoring CMMS data, and other data sources. M&V data will be used to:

(1) Help verify whether the Contractor is achieving the performance standards set forth in the Quality Assurance Surveillance Plan, Part III;

(2) Provide assistance (or direction, if necessary) to the Contractor to improve maintenance or optimization of operation;

(3) compare the efficiency of the facility to other facilities;

(4) Provide data for planning future upgrades.

Mechanical All building and site systems of the types generally included in Division 33 and 44 in R.S. Means Facilities Construction Cost Data, with the exception of equipment owned by a servicing public utility.

Miscellaneous Work “Miscellaneous work” is additional labor that is performed at the request of the agency, at no additional cost to the Government (i.e., they are part of basic services). The Contractor may also have to 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.

Miscellaneous work typically consists of minor tasks requested by the CO or Designee, related to routine, day-to-day operational requirements and performed during normal working hours. These include, but are not limited to, 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.

Modification of Contract Modification is a bilateral or unilateral change in the terms of a contract.

Negligence “Negligence” is the failure to use due care under the circumstances. It is the doing of some act which a person of ordinary prudence would not have done under similar circumstances or failure to do what a person of ordinary prudence would have done under similar circumstances.

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

Normal Working Hours “Normal working hours” is the hours of building operations under most circumstances when all services shall be provided to all occupants. Normal work hours are 6:00am to 6:00pm.

Occupant Emergency Plan (OEP) The lead agency in each building is responsible for development and enforcement of the building’s

“Occupant Emergency Plan” (OEP). The OEP details what the building tenants shall do in case of an emergency. The plan identifies floor wardens, shelter in place locations etc.

Open Systems An “open systems” solution is based on industry standard open protocols. This environment and solution is typically designed, procured, installed and maintained in a manner that provides the building owner with as many competitive configuration options as possible while maintaining the integrity of the supported manufacture system. The solution must be procured and installed so that the result delivers device level interoperability amongst different manufactures residing on a common network. In addition, the solution must be maintained with no future need for the original (installing) contractor. Additions, modifications, and retrofits can easily, without significant additional cost, be made to the system without dependence on the original installing contractor nor require substantial engineering or other technical development. Contractors shall specify Open Systems solutions where feasible and reasonably possible.

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 service requests, touring and observing equipment performance and condition, adjusting equipment, identifying needed maintenance and repairs to equipment, and maintaining lubrication and chemical treatments, etc.

Parking Control Equipment All equipment included in Division 11.12 of R.S. Means Facilities Construction Cost Data, to include locks, keycard systems, and static and dynamic bollard systems.

Performance Based Service Contracting The 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.

Performance Work Statement (PWS) The Performance Work Statement details the work requirement and can be referred to as the specification.

Plumbing All building and site systems of the types generally included in Division 22 in R.S. Means Facilities Construction Cost Data., with the exception of equipment owned by a servicing public utility.

Predictive Maintenance “Predictive maintenance” is a program of maintenance activities in which scheduling of maintenance derives from monitoring the operating condition, or changes in the operating condition, of equipment being maintained.

Preventive Maintenance (Scheduled and Unscheduled) “Scheduled preventive maintenance” is a program of maintenance activities performed based on a fixed schedule or on equipment runtimes. “Unscheduled preventive maintenance” is all work performed including adjustments and procedures necessary to sustain the proper operation of all building equipment and systems pending a scheduled procedure.

Product Preference (See Exhibit J.6 Environmentally Sustainable Product Attributes) Use of “environmentally sustainable” products is mandatory for performance of this contract. As such, products identified as “environmentally sustainable” will be selected over those which do not carry such designations. The following factors should be considered when selecting products: environmental performance, cost performance, bio-based, recycled content, biodegradability, technical performance, and availability.

Quality Assurance Surveillance Plan (QASP) The QASP is the Government’s surveillance method of monitoring and evaluating the Contractor's performance under a Performance Based Statement of Work (PBSOW).

Quality Control Plan The “quality control plan” (QCP), is the Contractor’s complete written system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable.

Preparation of this document is the responsibility of the Contractor.

Repair A “repair” is an act of restoring inoperable, dysfunctional or deteriorated equipment, systems, or material to a fully functional, non-deteriorated state. Repairs usually involve some combination of labor and replacement parts, components or materials and require action above and beyond that which is covered during regular preventative maintenance.

Reimbursable Repair A “reimbursable repair” is a repair that is reimbursable to the Contractor, in whole or in part, in accordance with the provisions in this document.

Sequence of Operations A “sequence of operations” is the control logic used to operate a system normally put into effect through a control program.

Service Request A “service request” is a response to a GSA, tenant, or agency request or a response to an observation that some equipment, system or material covered by the contract is inoperable, dysfunctional, deteriorated, or not within normal operating parameters, or that performance standard of the contract is not being met.

Service request response involves analysis of the problem and adjustment of operating or monitoring controls or other immediate corrective action. A requirement to perform a repair may result from the analysis stage of a service request. Service requests may be generated automatically from interfaces to BAS or diagnostic software.

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

Stewardship The act of stewardship is to take the responsibility for managing, conducting or supervising the quality, state or condition of a commercial building. A Stewardship program in addition to caring for the building, its occupants and visitors includes among other things a sense of shared responsibility, occupant participation and communications amongst building management, O&M personnel, cleaning personnel, occupants, contractors and others who have an impact on/in the building.

Supervisor, On-site The term “on-site supervisor” means a person designated in writing by the Contractor who has authority to act for the contract on a day-to-day basis at the work site.

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