RFI_ASD06222018-_National_Operations&MaintenanceSpec_-Draft.pdf

National Operations & Maintenance Specification

NOTE TO SPEC WRITER: to be filled out by the Region

SOLICITATION NUMBER: G S - P - - -

SERVICE: OPERATIONS & MAINTENANCE AND RELATED SERVICES

LOCATION(S):

PERIOD OF PERFORMANCE:

SOLICITATION ISSUE DATE: xxxx xx, 2018

OFFER RECEIPT DATE/TIME: XXXX 00, 2018

NOTES TO SPEC WRITER

Please remove this page after reviewing

Remove this Section when finished with Performance Based Work Statement (PBWS)

NOTES TO SPECIFICATION WRITER

General Instructions

The specifications listed constitute the standard for Operations and Maintenance services (O&M) for all PBS facilities. Regions will not reduce specification provisions, but may incorporate building specific requirements or adjustments as required. Regions are encouraged to aggregate the services in the national specification across multiple building locations to help further reduce their contract costs. The region shall conduct a comparative analysis of the tasks required in the specification to determine those benefits through ‘economies of scale’ and the best approach for successful implementation. Additionally, the document has been designed to be flexible and includes editor’s notes in blue and contained within square brackets “[[[ ]]]” to clarify the intent in these Sections.

Functional Guidelines:

● Each Section and Subsection has a specific numbering system, if your building does not require a certain subsection you should delete it from the Specification and continue to use the numbering system as used in the national spec. For example(,) if your building does not have need of subsection 5.5.8 delete and continue the next subsection as 5.5.9 “This should be minimal in both the text and Table of Contents items that are not applicable to the particular site covered under the provisions of this scope.

● Add regional-specific information and additional requirements

● Use care when determining what material should be Contractual and what material should be provided as informational only.

● Do not insert page numbering until you have completed the scope to avoid confusion

● Delete all blue editor’s notes and paragraphs when the specifications are finalized.

● Some exhibits are intended for editor and should be deleted before sending to the Contractor.

● Be sure to complete the Building Information Sheet (See Exhibit 1) for each building that is covered under the Contract.

● Contractor prices are to include labor, equipment, tools, supplies, supervision, management, and subcontracted services, except as may be expressly set forth as Government-furnished, and otherwise to perform and provide the work described in Performance Based Work Statement.

● Tenants that delay Contractor access to the space they occupy shall reimburse GSA for the cost of delay. The CO or their designee shall specify in the contract what constitutes timely access to tenant’s space.

● Prior to sending out the specifications for Contractor’s bid, check with the tenant’s occupancy agreement and /or reach out to the appropriate tenant representative (s) to ensure the PBWS meets the tenant’s services requirements.

Tenant requirements that exceed the standard services are reimbursable to

GSA.

TABLE OF CONTENTS

Section 1 General Contract Requirements

1.0 General

1.1 Scope of Work

1.1.1 Discrepancy in the Specifications

1.2 Personnel

1.2.1 Contractor Key Personnel

1.2.2 Authority

1.2.3 Communication Equipment

1.2.3.1 CIO 2100 IT Security Policy

1.2.4 Language

1.2.5 Employee Suitability

1.2.6 Employee Technical Qualifications

1.2.7 Certifications

1.2.8 Employee Training

1.2.8.1 Asbestos Awareness Training

1.2.8.2 Re-Tuning Training

1.2.8.3 HVAC Continuing Education Requirements and Certifications

1.2.9 Appearance

1.2.10 Standards of Conduct

1.2.11 Recording Presence

1.2.12 Personal Identity Verification Requirements

1.2.13 Credentials and Identification

1.2.14 Escorting

1.3 Quality Control

1.3.1 Quality Control Plan

1.3.2 Quality Control Plan Contents

1.3.2.1 Inspection System

1.3.2.2 Methods

1.3.3 Government Review

1.4 Quality Assurance

1.4.1 Contracting Officer's Representative

1.4.2 Government Monitoring

1.4.3 Performance Evaluations

1.5 Physical Security

1.5.1 Key Control

1.5.2 Lock Combinations

1.6 Safeguarding Sensitive Data and Information Technology Resources

1.6.1 General

1.6.2 Safeguarding and Dissemination of Sensitive But Unclassified (SBU)

Building information

1.6.2.1 General

1.6.2.2 Marking SBU

1.6.2.3 Authorized recipients

1.6.2.4 Dissemination of SBU Building Information

1.6.2.4.1 By Electronic Transmission

1.6.2.4.2 By Nonelectronic form or on portable electronic data storage devices

1.6.2.4.2.1 By Mail

1.6.2.4.2.2 In Person

1.6.2.5 Record Keeping

1.6.2.6 Safeguarding SBU Documents

1.6.2.7 Destroying SBU Building Information

1.6.2.8 Notice of Disposal

1.6.2.9 Incidents

1.6.2.10 Subcontracts

1.7 Hours of Operation

1.7.1 Normal Hours

1.7.2 Recognized Holidays

1.7.3 Extended Operating Hours

1.8 Emergency Services

1.9 Conservation of Utilities

1.9.1 Controls

1.10 Use of NCMMS

1.10.1 General

1.10.2 Operations

1.10.3 Reporting

1.11 Documentation and Records

1.12 Ordinances, Taxes, Permits, and Licenses

1.13 Other Contractors

1.14 Government Forms

1.15 Contractor Maintenance Performance Plans

Section 2 Definitions

2.0 General

2.1 Above Standard Services

2.2 Acceptance

2.3 Additional Services

2.4 Advanced Meters

2.5 Advanced Metering Systems

2.6 Architectural and Structural

2.7 Basic Services

2.8 Building Automation System (BAS)

2.9 Building Operating Plan

2.10 Computerized Maintenance Management System (NCMMS)

2.11 Consumable Parts

2.12 Contracting Officer (CO)

2.13 Contracting Officer's Representative (COR)

2.14 Contractor

2.15 Core Coverage Hours

2.16 Corrective Maintenance

2.17 Demand Response Program

2.18 Emergency Callback

2.19 Environmentally Sustainable Products and Services

2.20 Exterior

2.21 Fire Protection and Life Safety Systems

2.22 GSALink

2.23 Guiding Principles for Sustainable Existing Buildings

2.24 Green Procurement Compilation (GPC)

2.25 Indefinite Quantity

2.26 Initial Deficiency Report

2.27 Miscellaneous Work

2.28 Modification of Contract

2.29 Non-Reimbursable Repairs

2.30 Normal Working Hours

2.31 Occupant Emergency Plan (OEP)

2.32 Ongoing Commissioning

2.33 Open Systems

2.34 Operations

2.35 Overtime Utilities

2.36 Partnering

2.37 Performance Work Statement (PWS)

2.38 Predictive Maintenance

2.39 Preventive Maintenance

2.40 Quality Assurance Surveillance Plan (QASP)

2.41 Quality Control Plan

2.42 Rapid Building Assessment Program

2.43 Repair

2.44 Reimbursable Repair

2.45 Work Order

2.46 Tour

2.47 Vertical Transportation Systems

2.48 Watch

Section 3 Government Furnished Property

3.0 General

3.1 Electric Power

3.2 Water Source

3.3 Contractor Office Space

3.4 Storage Space

3.5 Network Equipment and Computer Hardware

Section 4 Contractor Furnished Property/Supplies/Material/Equipment

4.0 General

4.1 Specific Requirements

Section 5 Operations Specific Tasks

5.0 General

5.1 Tenant Environment

5.1.1 Tenant Furniture

5.2 Building Operating Plan

5.2.1 Components of the Building Operating Plan (BOP)

5.3 Equipment Inventory

5.3.1 General

5.3.2 Operations

5.3.3 Reporting

5.4 Safety Management

5.4.1 General

5.4.2 Workplace Safety

5.4.2.1 Reporting

5.4.3 Scheduling and Record Keeping

5.4.3.1 Reporting

5.4.4 Fall Protection

5.4.5 Powered Platforms

5.4.6 Lock Out/Tag Out

5.4.7 Confined Spaces

5.4.8 Facility Hazards

5.4.8.1 Reporting

5.4.9 Disruptive or Hazardous Tools

5.4.10 Scheduled Disruption to Utilities, Lighting, Fire Protection & Life Safety Systems, or Space Conditioning

5.4.11 Safety Data Sheets

5.4.11.1 Reporting

5.4.12 Labeling and Signage

5.4.13 Emergency Shutdown Instructions

5.4.14 Electrical Safety

5.4.15 Labeling of Electrical Circuits

5.5 Environmental Management

5.5.1 General

5.5.2 Refrigerants

5.5.2.1 Operations

5.5.2.2 Maintenance (Refrigerant Recycling, Reclamation, and Disposal)

5.5.2.3 Testing/Inspections

5.5.2.4 Reporting

5.5.3 Local Air Quality Management Operating Permits

5.5.4 Stationary Engines

5.5.5 Fuel storage Tank Management

5.5.6 Solid Waste

5.5.7 Polychlorinated Biphenyl (PCB) Control

5.5.8 Asbestos Management

5.5.9 Disposition of Hazardous Waste

5.5.10 Backflow Prevention Devices

5.5.11 Potable Water Systems

5.5.12 Reporting

5.6 Energy and Water Efficiency

5.6.1 General

5.6.2 Operations

5.6.3 Reporting

5.7 Advanced Metering Systems

5.7.1 General

5.7.2 Operations

5.7.3 Maintenance

5.7.4 Reporting

5.8 Building Automated Systems and IT Controls

5.8.1 General

5.8.2 Operations

5.8.2.1 GSA-hosted Systems Requirements

5.8.2.2 Excepted Systems Requirements (not hosted on GSA’s system infrastructure)

5.8.3 Maintenance

5.8.3.1 BAS Control Systems and upgrades

5.8.3.2 BAS Alarms

5.8.4 Testing/Inspecting

5.8.5 Reporting

5.8.6 Smart Building Technology

5.9 Fire Protection and Life Safety Equipment and Systems

5.9.1 General

5.9.2 Fire Alarm System Services

5.9.3 Water-Based Fire Suppression Systems

5.9.4 Fire-rated Door Assemblies

5.9.5 Fire Damper and Combination Fire/Smoke Dampers

5.9.6 Smoke Doors Assemblies

5.9.7 Smoke Dampers

5.9.8 Portable Fire Extinguishers

5.9.9 Non-Water-Based Fire Extinguishing Systems

5.9.10 Smoke Control Systems

5.9.11 Emergency and Standby Power Systems

5.9.12 Emergency Lighting Systems and Exit Signage

5.9.13 Fire Resistance Rated Construction

5.10 Tours

5.10.1 General

5.10.2 Proactive Facility Tours

5.10.3 Minimum Tour Frequencies

5.10.4 Monitoring of Central Plant Equipment

5.10.5 Operating Logs and Tour Check Sheets

5.10.6 Reporting

5.11 Repairs

5.11.1 General

5.11.2 Operations

5.11.2.1 Non Reimbursable Repairs

5.11.2.2 Partially Reimbursable Repair (Shared Liability)

5.11.2.3 Fully Reimbursable Repairs

5.11.3 Warranties

5.11.4 Third Party Contractors

5.12 Work Orders

5.12.1 General

5.12.2 Operations

5.12.2.1 Emergency Work Order

5.12.2.2 Emergency Call Back (after hours)

5.12.2.3 Urgent Work Order Response

5.12.2.4 Routine Work Order Response

5.12.3 Maintenance

5.12.4 Reporting

5.13 Additional Services Indefinite Quantity Provisions

5.13.1 General

5.13.2 Price Proposal for Additional Services Work

5.13.2.1 Parts and Materials

5.13.2.2 Labor

5.13.3 Additional (Non-Pricing Schedule) Subcontracts

5.13.4 Indirect Costs (Markup)

5.13.5 Proposal Review

5.13.6 ASWR Ordering and Invoicing

5.13.7 Cost Documentation

5.13.8 Construction Services

5.14 Building Management and Support Services

5.14.1 General

5.14.2 Miscellaneous Hours

5.14.3 Review of Design Documents

5.14.3.1 Reporting

5.14.4 Inspections Assistance for Space Build Outs

5.14.4.1 Reporting

5.14.5 Flag Procedures

5.14.6 Overtime Utilities

5.15 Monthly Progress Reports

5.15.1 General

5.16 Reference Library

5.16.1 General

Section 6 Maintenance Specific Tasks

6.0 General

6.1 Maintenance Standard

6.2 Boiler Systems

6.2.1 General

6.2.2 Operation

6.2.3 Maintenance

6.2.4 Testing and Inspecting

6.2.5 Reporting

6.3 Air Distribution Equipment

6.3.1 General

6.3.2 Operation

6.3.3 Maintenance

6.3.4 Replacement of Air Filters

6.3.5 Testing and Inspecting

6.3.6 Reporting

6.4 Chiller Systems

6.4.1 General

6.4.2 Operation

6.4.3 Maintenance

6.4.4 Testing and Inspecting

6.4.5 Reporting

6.5 Cooling Towers

6.5.1 General

6.5.2 Operation

6.5.3 Maintenance

6.5.4 Testing and Inspecting

6.5.5 Reporting

6.6 HVAC Water Management

6.6.1 General

6.6.2 HVAC Water Management Plan

6.6.3 Operation

6.6.4 Maintenance

6.6.5 Testing and Inspecting

6.6.6 Reporting

6.6.7 Chemical Free Water Treatment System

6.7 Domestic Plumbing Systems

6.7.1 General

6.8 Lighting Systems

6.8.1 General

6.8.2 Operation

6.8.3 Maintenance

6.8.4 Testing and Inspecting

6.8.5 Reporting

6.9 Electrical Switchgear and Switchboards

6.10 Emergency Power Equipment

6.10.1 General

6.10.2 Operation

6.10.3 Maintenance

6.10.4 Testing and Inspecting

6.10.5 Reporting

6.11 Oil Analysis and Oil Changes

6.11.1 General

6.11.2 Operation

6.11.3 Testing and Inspecting

6.11.4 Reporting

6.12 Vertical Transportation Systems

6.12.1 Maintenance

6.13 Architectural and Structural Systems

6.13.1 General

6.13.2 Replacement Items and Painting

6.13.3 Machinery Rooms

6.13.4 Historic Buildings

6.13.5 Architectural Woodwork

6.13.6 Directories

6.13.7 Roofs

6.13.8 Roof Anchorages

6.14 Perimeter Access systems

6.14.1 General

Section 7 Administrative Instructions

7.0 Initial Inspection

7.1 Existing Deficiency Inspection/Initial Deficiency Report

7.2 Startup Phase/Transition Phase

7.3 Startup Phase

7.3.1 Startup Phase Schedule

7.3 Transition Phase

7.3.1 Transition Phase Schedule

7.4 Phase-out Transition Period

7.5 Contract Closeout Examination and Withholding of Final Payment

Section 8 PUBLICATIONS AND CITED STANDARDS

8.0 Publications

Section 1

General Contract Requirements

1.0 GENERAL

This is a Performance Work Statement (PWS) for Facilities Engineering: Operations, Maintenance, and Related Services covered under the scope of this contract. This PWS describes the General Services Administration’s minimum requirements and expected outcomes to be performed by the Operations and Maintenance Contractor (known from here on as Contractor). All, or part of, the successful offeror’s Management Plan may be incorporated into the contract.

The General Services Administration (GSA) seeks to establish a partnering relationship with the contractor to accomplish the program objectives in this contract. The objective of the partnering process is to provide an effective problem-finding/problem-solving management team composed of personnel from both parties, thus creating a single culture with one set of goals and objectives. Partnering requires that both parties recognize and address those opportunities and challenges that will be confronted to help maintain the health of the partnership. The relationship is based on trust, dedication to common goals, and an understanding of each other's individual expectations and values. The team may consider utilizing a facilities engineering and systems thinking approach to provide solutions from a global perspective. The outcome of this initiative is for GSA to leverage contractor expertise to assist GSA in accomplishing these goals and objectives.

GSA intends to purchase contractor provided technical, managerial, and decision making expertise to assist in the holistic management of assets over the long term. This program strategy has taken the name ‘facilities engineering’ and has proven to be a successful model resulting in efficient and effective management of assets while maintaining a lower overall cost of operations. The facilities engineering model is dependent upon an effective partnership with a highly skilled contractor whose objectives are fully aligned with the Government to work successfully. A higher level of effective communication between the Government and Contractor is essential for partnering and for this performance based service contract to succeed, whereas the success of this contract is shared between the Government and the Contractor. More emphasis is placed on the Contractor’s self-management of quality, not the usual 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 effectiveness of this partnership will be demonstrated in GSA attaining its goals.

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

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

1.1 Scope of Work

The Contractor shall provide management, supervision, labor, travel costs, materials, equipment, and supplies (plus any associated costs for obtaining supplies, for example parking, shipping & handling costs, etc.) and shall be responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, repair of equipment and systems, including vertical transportation and all related services located within the property line of the following locations:

Note to spec writer remove reference to vertical transportation systems if your region has a separate contract for vertical transportation systems. ]]]

(List locations: Building Number, Building Name, and Building Address)

Additional services may be ordered at the discretion of GSA for work relating to the operations, maintenance and repair or upgrade of the facilities listed above, but not covered in the basic services of the contract. Government furnished items are specifically excluded in this contract except as specified in section 3.

1.1.1 Discrepancy in the Specifications

In any case of any discrepancy in the specifications, the matter shall be immediately submitted to the CO. The decision of the CO as to the proper interpretation of the specifications shall be final in accordance with the Disputes Clause of this Contract.

1.2 Personnel

The Contractor shall adhere to a staffing plan and subcontracting plan that provides sufficient numbers of staff at the various levels of expertise to ensure all scheduled and unscheduled services are performed and conditions are maintained to avoid any disruption to the tenant. Any changes to the proposed staffing levels, qualifications of proposed staff or key personnel, or the areas of expertise or disciplines of the proposed staff shall be approved by the CO or their designee.

1.2.1 Contractor Key Personnel

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

The Contract Project Manager shall possess at a minimum at least 5 years of recent (within the past 7 years) experience in the management and supervision of building mechanical operations and maintenance for buildings of the approximate size, complexity and characteristics of the buildings to be covered by this Contract. A detailed resume shall be submitted to the CO or their designee for approval prior to the assignment of the project manager to the Contract. Both new and replacement project manager’s shall meet these qualification standards. Minimally, the resume shall contain:

a. The full name of the proposed project manager.

b. A detailed description of the previous 7 years’ employment history of the proposed project manager.

c. The names and addresses of the companies for whom the proposed project manager worked for the past 7 years, along with the names and telephone numbers of the immediate supervisors.

This Contract requires onsite managerial supervision. The Contractor can fulfill this requirement by having the Contract Project Manager located on site or having an additional onsite Supervisor. If the Contractor decides that the requirement is to be filled with an onsite supervisor, the Onsite Supervisor shall also possess at least 5 years of recent (within the past 7 years) experience in directing operations and maintenance of equipment in a supervisory capacity for equipment of the approximate size, complexity, and other characteristics of the equipment to be operated and maintained under this Contract. A detailed resume containing the information specified in this document shall be submitted to the CO or their designee for approval prior to the assignment of any supervisor to the Contract. Both new and replacement onsite supervisors shall meet these qualification standards. Minimally the resume shall contain:

a. The full name of the proposed supervisor.

b. A detailed description of the previous 7 years’ employment history of the proposed supervisor.

c. The names and addresses of the companies for whom the proposed supervisor worked for the past 7 years, along with the names and telephone numbers of the immediate supervisors.

1.2.2. Authority

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

1.2.3 Communication Equipment

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

● Phone/Emails/Text messaging smartphone or tablet devices. The Contractor is responsible for all initial and monthly costs associated with the device(s). In areas where cellular service is unavailable, or unreliable, special exceptions may be made by the CO or designee on a case by case basis. Such devices shall be on the list of GSA approved devices and are to be processed through GSA’s procedures for remote mobile management. This will allow for mobile access to GSA email, and the NCMMS mobile environment. The process for this and the list of currently approved devices is available upon request. The Contractor shall maintain current ENT account and monitor their GSA email account for training notifications.

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

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

1.2.3.1 CIO 2100 IT Security Policy: The Contractor shall ensure compliance with GSA Order CIO 2100.1K. Contractor personnel under this contract must obtain an official GSA email account. The GSA Order CIO 2100 prohibits an employee or contractor supporting GSA from creating or sending information using a non-official GSA electronic messaging account (i.e., company or personal email account). The Contractor will ensure compliance with the Department of Homeland Security ICS-CERT cyber security guidance and recommendations.

Guidance can be found at the DHS ICS-CERT web site at: https://ics-cert.us-cert.gov/Recommended-Practices.

1.2.4 Language

The contractor personnel shall be able to read, write, speak, and understand English.

1.2.5 Employee Suitability

The GSAR 552.237-71 Qualifications of Employees (MAY 1989) clause shall be followed at all times during the performance of this contract.

a. All Contract employees requiring routine unescorted access to Federally-controlled facilities and/or information systems for more than 6 months (Regular Employees) will be required to undergo a suitability determination before a Personal Identification Verification card is issued. Prior to the time that an identification card is issued, such Regular Employees will be required to comply with normal facility access control procedures, including recording presence, temporary badging, and escorted entry, as applicable.

b. Failure of a Regular Employee to receive a favorable suitability determination shall be cause for removal of the employee from the work site and from other work in connection with the Contract.

c. Contract employees working less than 6 months (Temporary Employees) may, at the Government's option, be required to undergo a lesser form of suitability determination.

Prior to the time that an identification card is issued, if at all, such Temporary Employees will be required to comply with normal facility access control procedures, including recording presence, temporary badge, and escorted entry, as applicable.

d. The Government, at its sole discretion, may grant temporary suitability determinations to Regular or Temporary Employees. However, the granting of a temporary suitability determination to any such employee shall not be considered as assurance that a favorable suitability determination will follow.

e. The CO or their designee shall provide the Contractor with required forms for obtaining necessary clearances. The Contractor shall be required to cause such forms to be returned to the Government for processing not later than 14 days following being provided by the Government.

f. The Contractor shall be responsible for planning and scheduling its work in such a manner as to account for facility access issues. Difficulties encountered by the Contractor in gaining access to facilities by its employees and subcontractors shall not be an excuse to any lack of contractor performance under the contract.

1.2.6 Employee Technical Qualifications

Employees or subcontractors performing contract work involving the operation, maintenance or repair, inspection, or testing of any piece of equipment or system shall be trained and possess the knowledge, experience and skills pertinent to the equipment or system as demonstrated by a current training certificate from an equipment manufacturer or a certificate by an organization acceptable to the CO. All personnel or sub-contractor personnel shall possess all certifications and licenses required by Federal, State and local jurisdictions for equipment that they will be operating, maintaining, repairing, inspecting or testing. All contract staff shall have the experience and skill set knowledge as described in the Service Contract Act (SCA) Directory of Occupations, Fifth Edition or later. For example, HVAC mechanics need to be as proficient as dictated by the 23410 and 23411 series.

1.2.7 Certifications

Copies of all certifications shall be kept on-site and provided to the Government upon request.

The Contractor shall provide to the CO or their designee documentation of the certificates of training, licenses, and permits for all new employees not later than 7 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.

1.2.8 Employee Training

The Contractor shall adhere to a training program to ensure employees working in a Federal building have the experience, knowledge, skills and abilities to perform the work required by this Contract. The Contractor shall document training and provide documentation to the CO or designee, upon request.

1.2.8.1 Asbestos Awareness Training

Include for buildings that contain asbestos or where it has been presumed. If no asbestos could possibly be found in your facility, remove language.

The Contractor shall ensure that all employees, including replacement workers, receive asbestos training and refresher training in accordance with CFR 40-763 and 29 CFR 1910. The Contractor shall follow all instructions for each asbestos class job as outlined in 29 CFR 1910.

The training shall be conducted, at no additional expense to the Government, at least 60 calendar days after the start date of the Contract. The Contractor shall submit written certification to the CO or their designee within 5 days of the completion of training.

1.2.8.2 Re-Tuning Training

The Contractor shall ensure that all Mechanical Engineers, Mechanical Supervisors, Operating Engineers, HVAC Mechanics, and Control Technician employees, including replacement workers, receive Building Re-Tuning Training, (http://retuningtraining.labworks.org/training/lms/), a 5-6 hour online course and refresher training every two years. The training shall be conducted, at no additional expense to the Government, at least 60 calendar days after the start date of the Contract. The Contractor shall submit written certification to the CO or their designee within 5 days of the completion of training for each employee identified above.

1.2.8.3 HVAC Continuing Education Requirements and Certifications

All HVAC personnel designated, to operate, maintain, and (or) repair HVAC equipment or systems shall maintain a minimum of 16 hours of continuing education per year from either a NATE, HVAC Excellence, or UA Star recognized provider program. All HVAC personnel designated to operate, maintain, and (or) repair HVAC equipment or systems shall possess one or more of the following certifications:

a. North American Technician Excellence (N.A.T.E.) HVACR Service Technician Certification

b. HVAC Excellence Professional Level Certification

c. UA Star HVACR Mastery Certification

1.2.9 Appearance

Contractor personnel shall present a neat appearance and be easily recognized. This may be http://retuningtraining.labworks.org/training/lms/ accomplished by wearing distinctive clothing bearing the name of the company and employee name. Uniforms shall be regularly laundered, consistent among personnel classifications, and maintained presentable to tenant personnel during all working hours.

1.2.10 Standards of Conduct

The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking disciplinary action with respect to their employees as necessary. The Contractor is responsible for ensuring that their employees do not disturb papers on desks, open desk drawers or cabinets, or use Government telephones, except as authorized. Each employee is expected to adhere to standards of behavior that reflect favorably on his or her employer and the Federal Government.

Smoking is only allowed in designated areas on the property and no smoking is allowed within the Facility.

1.2.11 Recording Presence

Each Contract employee shall sign in when reporting for duty and sign out when leaving at the end of the workday and follow card access requirements as directed by the CO or designee.

The Contractor shall accumulate GSA Form 139 (Record of Time of Arrival and Departure from Building) or other designated form for use in recording presence each calendar week, certify in writing on each form that the information shown is true and correct and, within ____ [Insert timeframe] calendar days of week’s end. The Contractor will provide copies of these records to the CO or designee when requested.

1.2.12 Personal Identity Verification Requirements

The contractor shall comply with GSA personal identity verification requirements, identified at http://www.gsa.gov/hspd12, if contractor employees require access to GSA controlled facilities or information systems to perform contract requirements. The Contractor shall insert this clause in all subcontracts when the subcontractor is required to have access to a GSA-controlled facility or access to a GSA-controlled information system.

1.2.13 Credentials and Identification

Contractor personnel with credentials shall be required to comply with all access security screening procedures applicable to Government or other personnel possessing similar credentials, or as determined by the building practices as defined by the Facility Security Committee. All Contractor personnel possessing credentials (PIV or otherwise) shall visibly display their credentials at all times while in the building(s) where work is being performed.

The CO or designee, Government law enforcement, or security person shall periodically verify passes of Contractor employees with their personnel identification. Contractor employees shall comply with security verification procedures at all times.

The Contractor shall be responsible for ensuring that all identification credentials are returned to the CO or their designee whenever their employees leave the Contract (when the Contract has been completed, employees leave the company, or employees are dismissed or terminated).

The Contractor shall notify the CO or their designee whenever employee badges are lost.

http://www.gsa.gov/hspd12

The Contractor will be responsible for paying the Government for replacement credentials at the current cost per badge.

1.2.14 Escorting

It may be necessary to escort temporary Contract employees who do not have favorable preliminary or final suitability determinations and need to work in nonpublic federally controlled space. In those cases, all uncleared Contract employees shall be escorted in non-public space by a Government employee or another responsible cleared Contract employee who is approved by the CO or designee. Other Government agencies may have specific Agency security requirements for their own space that may only allow escort by Government employees or those designated by their Agency. Government employees or approved cleared Contract employees who provide escorts for uncleared Contract employees shall always be in close proximity and within eyesight of the uncleared Contract employees. The Contract government escort shall watch uncleared employees and remain with uncleared Contract employees for the entire time they are in nonpublic federally controlled space. Uncleared employees cannot be left alone or out of eyesight at any time they are in nonpublic space. Any security violation of escort requirements by a cleared and approved Contract employee will result in the immediate removal from the Contract of all Contract employees involved, i.e., escorts and uncleared escorted Contract employees. Also, violations of escort requirements by Contract employees in accordance with security requirements may be grounds for termination of the Contract.

1.3 Quality Control

A Quality Control Program (QCP) shall be developed and implemented by the Contractor. The Contractor’s QCP shall ensure contract compliance, and act to ensure that potential problems with building services, equipment and systems are identified, documented, and resolved prior to failure. In the event of findings by the Government Quality Assurance Program, the Contractor shall implement progressively responsive quality control measures commensurate with the severity of the Government's findings.

Note: This section needs to be coordinated with the proposal submission requirements.

1.3.1 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 and is due with the Contractor’s proposal

Revisions or updates to the submitted QC plan shall be submitted in the same manner as the original plan for approval by the CO or designee.

1.3.2 Quality Control Plan Contents

The Quality Control Plan should detail the Contractor’s methods, frequencies, documentation, and remedies for ensuring that work performed is of the highest quality. It should describe procedures for correcting problems and addressing Quality Assurance findings by the Government. The Contractor shall further customize the Quality Control Plan to meet facility specific conditions, describing the Contractor’s overall approach, schedule, roles and responsibilities as it relates to quality control.

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 performance work statement (PWS). It shall specify the areas to be inspected on either a scheduled or unscheduled basis, how frequently inspections will be accomplished, and the title of the individual(s) who will perform the inspections. The inspection system shall provide for a written record of inspections and results.

1.3.2.2 Methods

The contractor shall identify their methods for identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable.

1.4 Quality Assurance

GSA’s role in quality assurance is to ensure that the Contractor is achieving the quality levels established in the operation and maintenance services contract and focuses on the Contractor's’ QCP. GSA periodically validates the execution of the Contractor's quality control programs by reviewing such areas as the Contractor's inspection forms, service request logs, tenant reports, tenant satisfaction surveys, NCMMS surveys, and the timeliness of corrective actions.

As part of the Government’s quality assurance program, the Government may:

a. Review and, if warranted, reject any reports or other submittals required from the Contractor.

b. Review performance and service records, including but not limited to monthly progress reports, BAS data, NCMMS data, and any computerized or hard copy records maintained by the Contractor documenting performance under this contract, and require correction of any unsatisfactory conditions noted.

c. Determine the adequacy of the Contractor’s quality control program and documentation and the overall success of this program. The Government may order improvements, if it determines the program is insufficient or ineffective.

d. Obtain tenant satisfaction and NCMMS survey information and require improvements in service on the basis of such information to the extent such results correlate with deficiencies in contract requirements.

e. Conduct physical inspections of facility equipment and systems, to include programs and files maintained on computers in Contractor onsite offices and work areas, and require correction of deficiencies noted.

f. Perform inspections with Government personnel or independent third party inspectors.

1.4.1 Contracting Officer's Representative

Contracting officer's representatives (CORs) will be appointed to monitor contractor performance, and they have the right to inspect and accept or reject defective services. The name and telephone number of each COR under the contract will be furnished to the contractor in writing by the CO.

1.4.2 Government Monitoring

The Government will inspect the Contractor’s performance using a quality assurance program through random inspections, scheduled inspections, or any other method of inspection that the Government determines reflects the actual successful performance of this contract. Contractor performance will be evaluated on the basis of the performance success or deficiencies, success or failure in meeting other contract requirements, and the Contractor’s record of correcting deficiencies when noted. While corrective actions will be noted, a record of significant performance deficiencies may lead to a performance evaluation that is less than satisfactory even if the Contractor takes corrective action. The Contractor shall meet with the CO or their designee and other Government representatives, at the discretion of the CO or designee, to review Contract performance.

1.4.3 Performance Evaluations

Contractor performance will be evaluated on the basis of the performance success or deficiencies, success or failure in meeting other contract requirements, and the Contractor’s record of correcting deficiencies when noted. A mutual good faith effort shall be made by all parties to resolve all issues. While corrective actions will be noted, a record of significant performance deficiencies may lead to a performance evaluation that is less than satisfactory even if the Contractor takes corrective action.

GSA uses the Contractor Performance Assessment Reporting System (CPARS) to formally evaluate the Contractor's performance. Evaluations are generally conducted annually or more frequently on or about the anniversary date of the contract and also at the end of the contract period.

1.5 Physical Security

The contractor shall be responsible for safeguarding all government property provided for contractor use in accordance with the Government Property (GP) clause, FAR 52.245-1.

1.5.1 Key Control

The Contractor shall follow the building’s key control program. Keys issued to the Contractor or the Contractor’s personnel or subcontractors shall be signed for and not transferred to other personnel unless recorded in the key control log. The Contractor shall be financially liable and shall furnish locksmith services and key blanks for routine installation and removal of lock-sets and tumblers, costs associated with re-keying due to the loss of a Master, duplication of keys;

repair of defective lock-sets; and opening doors in the event of lost keys or keys not recovered from terminated employees or subcontractors. All new locks shall fit existing Grand Master key system. The contractor shall develop procedures covering key control that shall be included in the QC plan.

1.5.2 Lock Combinations

[[[Note to Spec Writer: This section is optional depending on local requirements.]]]

The contractor shall establish and implement methods of ensuring all lock combinations are not revealed to unauthorized persons. These procedures shall be included in the contractor's QC plan.

1.6 Safeguarding Sensitive Data and Information Technology Resources

1.6.1 General: The contractor is responsible to safeguard sensitive government data, personal information and the integrity of government information technology resources. This section applies to all users of sensitive data and information technology (IT) resources, including awardees, contractors, subcontractors, lessors, suppliers and manufacturers. Contractor personnel requiring access to GSA’s Network shall comply with all Federal Information Technology (IT) regulations regarding Trusted Internet Connection (TIC) in conjunction with PBS and GSA Chief Information Officer (CIO) IT policies, i.e., all PBS IT systems needing network connectivity shall reside on the GSA network. The following GSA policies shall be followed.

a. CIO P 2100.1 GSA Information Technology (IT) Security Policy

b. CIO P 2100.2B GSA Wireless Local Area Network (LAN) Security

c. CIO 2100.3B Mandatory Information Technology (IT) Security Training Requirement for

Agency and Contractor Employees with Significant Security Responsibilities

d. CIO 2104.1A GSA Information Technology IT General Rules of Behavior

e. CIO 2105.1 B GSA Section 508: Managing Electronic and Information Technology for

Individuals with Disabilities

f. CIO 2106.1 GSA Social Media Policy

g. CIO 2107.1 Implementation of the Online Resource Reservation Software

h. CIO 2160.4 Provisioning of Information Technology (IT) Devices

i. CIO 2162.1 Digital Signatures

j. CIO P 2165.2 GSA Telecommunications Policy

k. CIO P 2180.1 GSA Rules of Behavior for Handling Personally Identifiable Information (Pll)

l. CIO 2182.2 Mandatory Use of Personal Identity Verification (PIV) Credentials

m. CIO P 1878.2A Conducting Privacy Impact Assessments (PIAs) in GSA

n. CIO IL-13-01 Mobile Devices and Applications

o. CIO IL-14-03 Information Technology (IT) Integration Policy

p. HCO 9297.1 GSA Data Release Policy

q. HCO 9297.2B GSA Information Breach Notification Policy

r. ADM P 9732.1 D Suitability and Personnel Security The contractor and subcontractors shall insert the substance of this section in all subcontracts.

These policies can be found at http://www.gsa.gov/directives or https://insite.qsa.qov/directives.

1.6.2 Safeguarding and Dissemination of Sensitive But Unclassified (SBU) Building Information

1.6.2.1 General: This clause applies to all recipients of SBU building information, including offerors, bidders, awardees, contractors, subcontractors, lessors, suppliers and manufacturers.

Dissemination of sensitive but unclassified paper and electronic building information shall be made on a need to know basis in accordance with GSA Order PBS P 3490.2, a copy of which will be made available upon request.

1.6.2.2 Marking SBU.

Contractor-generated documents that contain building information shall be reviewed by GSA to identify any SBU content, before the original or any copies are disseminated to any other parties. If SBU content is identified, the Contracting Officer (CO) may direct the contractor, as specified elsewhere in this contract, to imprint or affix SBU document markings to the original documents and all copies, before any dissemination.

1.6.2.3 Authorized recipients.

Building information designated SBU shall be protected with access strictly controlled and limited to those individuals having a legitimate business need to know such information. Those with a need to know may include Federal, State and local government entities, and non-government entities engaged in the conduct of business on behalf of or with GSA. Non government entities may include architects, engineers, consultants, contractors, subcontractors, suppliers, utilities, and others submitting an offer or bid to GSA, or performing work under a GSA contract or subcontract. Recipient contractors shall be registered as “active” in the System for Award Management (SAM) database at www.sam.gov. If a subcontractor is not registered in the SAM and has a need to possess SBU building information, the subcontractor shall provide to the contractor its DUNS number or its tax ID number, a copy of its business license and a valid State driver’s license with photograph. The contractor shall keep this information related to the subcontractor for the duration of the contract and subcontract.

All GSA personnel and Contractors shall be provided SBU building information when needed for the performance of official Federal, State, and local government functions, such as for code compliance reviews and for the issuance of building permits. Public safety entities such as fire and utility departments may require access to SBU building information on a need to know basis. This clause shall not prevent or encumber the dissemination of SBU building information to public safety entities.

1.6.2.4 Dissemination of SBU building information:

1.6.2.4.1 By electronic transmission. Electronic transmission of SBU information outside of the GSA network shall use session encryption (or alternatively, file encryption). Encryption shall be via an approved NIST algorithm with a valid certification, such as Advanced Encryption Standard (AES) or Triple Data Encryption Standard (3DES), in accordance with Federal Information Processing Standards Publication (FIPS PUB) 140-2, Security Requirements for Cryptographic Modules per GSA policy.

1.6.2.4.2. By nonelectronic form or on portable electronic data storage devices. Portable electronic data storage devices include, but are not limited to CDs, DVDs, and USB drives.

Nonelectronic forms of SBU building information include paper documents, among other formats.

1.6.2.4.2.1. By mail. Contractors shall utilize only methods of shipping that provide services for monitoring receipt such as track and confirm, proof of delivery, signature confirmation, or return receipt.

1.6.2.4.2.2 In person. Contractors shall provide SBU building information only to authorized recipients with a need to know such information. Further information on authorized recipients is found in Section 2 of this clause.

http://www.sam.gov/

1.6.2.5. Record keeping.

Contractors shall maintain a list of all entities to which SBU is disseminated. This list shall include at a minimum: (1) the name of the State, Federal, or local government entity, utility, or firm to which SBU has been disseminated; (2) the name of the individual at the entity or firm who is responsible for protecting the SBU building information, with access strictly controlled and limited to those individuals having a legitimate business need to know such information; (3) contact information for the named individual; and (4) a description of the SBU building information provided. Once “as built” drawings are submitted, the contractor shall collect all lists maintained in accordance with this clause, including those maintained by any subcontractors and/or suppliers, and submit them to the CO. For Federal buildings, final payment may be withheld until the lists are received.

1.6.2.6. Safeguarding SBU Documents.

SBU building information (both electronic and paper formats) shall be protected. GSA contractors and subcontractors shall not take SBU building information outside of GSA or their own facilities or network, except as necessary for the performance of that contract. Access to the information shall be limited to those with a legitimate business need to know.

1.6.2.7. Destroying SBU building…