Draft Section C -.pdf

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PART I

Section C

Description/Specifications/Work

Statement

DRAFT

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Table of Contents

Table of Contents

C.1. RRB/ITC Background and Scope 10

C.1.1 Background Of The Ronald Reagan Building & International Trade Center 10

C.1.1.1 The International Trade Center 10

C.1.1.2 The Ronald Reagan Federal Building 11

C.1.1.3 RRB/ITC Security 11

C.1.2 The ITC Planning Goals 11

C.1.3 Summary of the ITC 13

C.1.3.1 ITC Related Spaces 14

C.2. SCOPE OF THE INTERNATIONAL TRADE CENTER MANAGER (ITCM) EFFORT 15

C.3. Contract Overview 15

C.3.1 Key Program Areas 16

C.3.1.1 International Trade Promotion 16

C.3.1.2 ITC Conference Center Support 16

C.3.1.3 Parking Garage Operation 16

C.3.1.4 Construction Management 16

C.3.1.5 Licensing 16

C.3.1.6 License Administration 16

C.3.1.7 Marketing 16

C.3.1.8 Security-Related Services/Law Enforcement Interaction 17

C.3.1.9 Information Technology and Electronic Systems 17

C.3.1.10 Budget and Finance 17

C.3.1.11 Complete Facilities Maintenance (CFM) Type Services 17

C.3.1.12 Miscellaneous Program Support 17

C.3.1.13 Activation 17

C.4. Transition and Base Period 18

C.4.1 Deliverables 18

C.4.1.1 Weekly Meeting Notes 19

C.4.1.2 Monthly Progress Reports 19

C.4.1.3 Quarterly Contract Management Review (CMRs) 19

C.4.1.4 Detailed Transition Period and Contract Operational Plans 19

C.4.2 Operational Plan Aspects 20

C.4.2.3 Contract Deliverables Per Key Program Area 21

C.5. Implementation 24

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C.5.1 International Trade Program: 24

C.5.1.1 International Trade Program Overview Functions 24

C.5.1.2 International Trade Program Functions to be Performed 24

C.5.1.3 International Trade Program Deliverables 25

C.5.2 ITC Conference Center: 25

C.5.2.1 ITC Conference Center Overview Functions 26

C.5.2.2 ITC Conference Center Specific Functions to be Performed 26

C.5.2.3 ITC Conference Center Deliverables 28

C.5.3 Parking Garage Operation: 30

C.5.3.1 Parking Garage Operation Overview 30

C.5.3.2 Parking Garage Program Functions to be Performed 30

C.5.4 Construction Management Operation: 34

C.5.4.1 Construction Management Operation Overview Functions 34

C.5.4.2 Construction Management Functions to be Performed: 34

C.5.4.3 Construction Management Operation Deliverables 36

C.5.5 Licensing Activity: 37

C.5.5.1 Licensing Activity Overview Functions 37

C.5.5.2 Licensing Activity Functions to be Performed 37

C.5.5.3 Licensing Activity Deliverables 38

C.5.6 License Administration: 39

C.5.6.1 License Administration Overview Functions 39

C.5.6.2 License Administration Functions to be Performed 39

C.5.6.3 License Administration Deliverables 40

C.5.7 Marketing Program: 40

C.5.7.1 Marketing Program Overview Functions 40

C.5.7.2 Marketing Program Functions to be Performed 41

C.5.7.3 Marketing Program Deliverables 41

C.5.8 Security Related Services: 42

C.5.8.1 Security Related Services Overview Functions 42

C.5.8.2 Security Related Services Functions to be Performed 42

C.5.8.3 Security Related Services Deliverables 43

C.5.9 Information Technology and Electronic Systems 43

C.5.9.1 Information Technology and Electronic Systems Functions to be Performed 43

C.5.9.2 Information Technology and Electronic Systems Deliverables 44

C.5.10 Budget and Finance: 44

C.5.10.1 Budget and Finance Overview Functions 44

C.5.10.2 Budget and Finance Functions to be Performed 44

C.5.10.3 Budget and Finance Deliverables 45

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C.5.11 CFM-Type Services: (FIRM FIXED PRICE) 45

C.5.11.1 CFM-Type Services Overview Functions 45

C.5.11.2 RRB/ITC 55

C.5.11.3 CFM-Type Services Deliverables 71

C.6. PERFORMANCE WORK STATEMENT 73

C.6.1 Scope of Work 74

C.7. DEFINITIONS 76

C.7.1 Acceptance 76

C.7.2 Additional Services 76

C.7.3 Approval 76

C.7.4 Architectural and Structural 76

C.7.5 Basic Services 76

C.7.6 Building Automation System (BAS) 77

C.7.7 Building Information Modeling (BIM) 77

C.7.8 Building Operating Plan (BOP) 77

C.7.9 Computerized Maintenance Management System (CMMS) 77

C.7.10 Consumable Parts 77

C.7.11 Contracting Officer (CO) 77

C.7.12 Contracting Officer's Representative (COR) or Designee 78

C.7.13 Contractor 78

C.7.14 Controls and Control System 78

C.7.15 Emergency Callback 78

C.7.16 Existing Deficiency List Report 78

C.7.17 Facilities Engineering 78

C.7.18 Federal Holidays 78

C.7.19 Fire Protection and Life Safety Systems 79

C.7.20 Indefinite Quantity 79

C.7.21 Miscellaneous Work 79

C.7.22 Normal Working Hours 79

C.7.23 Occupant Emergency Plan (OEP) 79

C.7.24 Operations 79

C.7.25 Predictive Maintenance 79

C.7.26 Preventive Maintenance (Scheduled and Unscheduled) 80

C.7.27 Quality Control Plan 80

C.7.28 Repair 80

C.7.29 Non-Reimbursable Repair 80

C.7.30 Reimbursable Repair 80

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C.7.31 Service Request 80

C.7.32 Systems Thinking 80

C.7.33 Tour 81

C.7.34 Watch 81

C.8. FACILITIES ENGINEERING, OPERATIONS AND MAINTENANCE SERVICES 81

C.8.1 Overview 81

C.8.2 Background 82

C.8.3 Performance Work Statement and Proposal Process 82

C.9. REFERENCES AND PUBLICATIONS 83

C.10. EXISTING DEFICIENCY INSPECTION/INITIAL DEFICIENCY LIST 83

C.11. TRANSITION PHASE 84

C.12. PHASE OUT TRANSITION PERIOD 84

C.13. PUNCH LIST COMPLETIONS AND WITHHOLDING OF FINAL PAYMENT 84

C.14. GENERAL AND ADMINISTRATIVE REQUIREMENTS 85

C.14.1 Staffing and Ability to Communicate 85

C.14.2 Communication Equipment 85

C.14.3 Service Request and Administrative Support /Customer Service Desk - Reserved 86

C.14.4 Use of Government Furnished CMMS 86

C.14.5 Quality Control Program 87

C.15. PERFORMANCE REVIEW MEETINGS 88

C.16. MONTHLY PROGRESS AND COMMUNICATION PROGRAM 88

C.17. SITE SPECIFIC REFERENCE LIBRARY AND RECORDS MANAGEMENT 89

C.18. BUILDING MANAGEMENT SUPPORT SERVICES 89

C.19. RESERVED 89

C.20. EQUIPMENT INVENTORY 89

C.21. EQUIPMENT REPAIR ASSESSMENT 90

C.22. BUILDING OPERATING PLAN 90

C.22.1. Components of the Building Operating Plan 90

C.23. EMERGENCY SHUTDOWN INSTRUCTIONS AND TOUR CHECKLISTS 92

C.24. LABELING OF ELECTRICAL CIRCUITS AND EQUIPMENT 92

C.25. OPERATIONAL REQUIREMENTS 93

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C.25.1 General 93

C.25.2 Extended Operating Hours 93

C.25.3 Continuity of Operations (COOP) 93

C.25.4 Tenant Environment 94

C.25.5 Energy Conservation Plan 94

C.25.6. Healthy Building Commissioning, Recommissioning Services 95

C.25.7. Above-Standard Coverage Requirement - Reserved 96

C.26. SERVICE REQUESTS 96

C.26.1 General 96

C.26.2 Emergency Service Request and Callback Response 96

C.26.3 Urgent Service Request Response 97

C.26.4 Routine Service Request Response 97

C.26.5 Reimbursable Response 97

C.27. TOURS 97

C.27.1 General 97

C.27.2 Operating Logs and Tour Check Sheets 98

C.27.3 Condensate Pans 98

C.27.4 Proactive Facility Tours 98

C.27.5 Typical Tour Frequencies may include: 98

C.28. DEMAND RESPONSE PROGRAMS 99

C.29. PROTECTION AND DAMAGE 99

C.30. KEY CONTROL AND FLAG RESPONSIBILITIES 100

C.31. DISRUPTIVE OR HAZARDOUS TOOLS 100

C.32. DISRUPTION TO UTILITIES, LIGHTING, OR SPACE CONDITIONING 100

C.33. PLUMBING AND RESTROOMS 100

C.33. MAINTENANCE PROGRAM 101

C.33.1 General 101

C.33.2 Maintenance Standard 101

C.33.3 Maintenance Program Proposal and Documentation 103

C.33.4 BAS 103

C.33.4.1 Operations 104

C.33.4.2. BAS Control Systems and Upgrades 104

C.33.4.3 BAS Alarms 105

C.33.4.4 GSA Hosted System Requirements 105

C.33.4.5 Excepted Systems Requirements (not on GSA’s system infrastructure) 106

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C.33.4.6 Testing/Inspecting 107

C.33.4.7 Reporting 107

C.33.5 Security Features 107

C.33.6 Irrigation Systems 107

C.34. WATER TREATMENT 107

C.34.1 General 107

C.34.2 Tolerances 108

C.34.3 Initial Report and Development of Program 108

C.34.4 Monthly Testing 108

C.35. OIL ANALYSIS AND OIL CHANGES 108

C.35.1 Periodic Oil Analysis 108

C.35.2 Oil and Refrigerant Additives 109

C.36. LAMPS AND BALLASTS 109

C.37. ARCHITECTURAL AND STRUCTURAL SYSTEMS MAINTENANCE 109

C.37.1 Interior Signage and Directories 110

C.37.2 Finishes Maintenance 110

C.37.3 Historic Building Preservation 110

C.38. REPAIRS 111

C.38.1 General 111

C.38.2 Non-Reimbursable Repairs 112

C.38.3 Reimbursable Repairs 112

C.38.4 Approval of Reimbursable Work 112

C.38.5 Invoicing 113

C.38.6 Ordering Repairs from Outside Source 113

C.38.7 Force Majeure (Acts of God) 113

C.38.8 Warranties 113

C.38.9 Quality of Materials and Replacement Parts 113

C.39. SAFETY AND ENVIRONMENTAL MANAGEMENT 114

C.39.1 General 114

C.39.2 Scheduling and Recordkeeping 114

C.39.3 Refrigerant Control and Certification 114

C.39.4 Air Quality Management District (AQMD) Operating Permits 115

C.39.5 Underground Storage Tanks (USTs) 115

C.39.6 Hazardous Universal/Regulated Waste 116

C.39.7 Facility Hazards 117

C.39.8 Workplace Safety 117

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C.39.9 Electrical Safety 117

C.39.10 Fall Protection 117

C.39.11 Powered Platforms 117

C.35.12 Lockout/Tagout 118

C.39.13 Confined Spaces 118

C.39.14 Asbestos Management 118

C.39.15 Hazardous Materials 118

C.39.15.1 Safety Data Sheets (SDS) 118

C.39.15.2 Disposition of Hazardous Waste 119

C.39.15.3 Environmental Report 119

C.39.16 Boiler/Pressure Vessel Operation and Inspection Standards 120

C.39.17 Backflow Prevention Devices 120

C.39.18 Potable Water Systems 120

C.39.19 Annual Potable Water Testing 120

C.39.20 Labeling and Signage 121

C.39.21 Above Ground Storage Tanks (AST’s) 121

C.39.22 Spill Prevention, Control and Countermeasure Plan 121

C.39.23 Used Oil 121

C.39.24 Fuel Oil 122

C.39.25 Roof Anchorage Points 122

C.39.26 Stormwater Management and Systems 122

C.40. FIRE PROTECTION, LIFE SAFETY EQUIPMENT AND SYSTEMS 122

C.40.1 General 122

C.40.2 Fire Alarm System 123

C.40.3 Water-Based Fire Suppression Systems 124

C.40.4 Fire Doors and Other Opening Protectives 126

C.40.5 Fire and Combination Fire/ Smoke Dampers 126

C.40.6 Smoke Doors and Other Opening Protectives 126

C.40.7 Smoke Dampers 128

C.40.8 Portable Fire Extinguishers 128

C.40.9 Smoke Control Systems 128

C.40.10 Smoke Management Systems 129

C.40.11 Emergency and Standby Power Systems 129

C.40.12 Emergency Lighting and Exit Signage 130

C.40.13 Fire Alarm Monitoring 130

C.41. RESERVED 130

C.42. TECHNICAL PROGRAM AND PROJECT SUPPORT 130

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C.42.1. Alteration Project Assistance 131

C.42.2. Project Management Assistance 131

C.42.3.Specialized Asbestos Services 131

C.42.3.1 Asbestos Sample and Test 132

C.42.3.2 Pre-Alteration Asbestos Assessment Services 132

C.42.4 Ancillary Repair & Alteration Services 133

C.43. Reserved 134

C.44. Use of Subcontractors 134

C.44 Miscellaneous Performance Items: 134

C.44.1 Miscellaneous Performance Items Functions to be Performed 134

C.44.2 Miscellaneous Performance Items Deliverables 136

C.44.3 Activation Performance Items: 137

C.44.3.1 Scope 137

C.44.4 Activation Performance Items Deliverables 138

C.45 Option Period - Transition-Out Period 138

C.45.1 Contract Transition Overview Functions 138

C.45.2 Transition-Out Deliverables 143

C.46 Option Period - Close-Out Period Error! Bookmark not defined.

C.46.1 Contract Close-Out Overview Functions 144

C.46.2 (Contract Close-Out) Deliverables 145

Requirement 145

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C.1. RRB/ITC Background and Scope

C.1.1 Background Of The Ronald Reagan Building & International Trade Center

In 1987, Congress enacted the Federal Triangle Development Act authorizing the construction of a Federal complex with an international culture and trade center component. The legislation also proposed consolidation of several federal agencies in one location. Construction began in 1990 and the Ronald Reagan Building and International Trade Center (RRB/ITC) was dedicated on

May 05, 1998.

The RRB/ITC is GSA’s largest building at 3.9 million gross square feet; it is located at 1300

Pennsylvania Avenue NW, Washington, DC 20004, and houses approximately 7,000 public and private sector employees. It is open 365 days of the year 24 hours a day, welcoming nearly one million visitors each year. It stands nine stories above grade and five stories below, and houses the district’s largest parking garage. It has tunnels to the Commerce building and the Federal

Triangle Metro station. It is truly a mixed use public federal building balancing the with security measures that change as the external security environment requires.

The RRB/ITC has been operating with an International Trade Center contractor running all aspects of the ITC program/mission; a CFM contractor handling the building’s overall O&M needs, and a third contractor cleaning the federal tenant areas. This SOW combines the ITC operations with the O&M responsibilities as described below. Cleaning of federal space will continue to be provided by a separate provider.

C.1.1.1 The International Trade Center

The Federal Trade Program (FTP) is a unique mission for this building, and support of the program falls within the roughly 1.2 m sf of the building, in what is referred to as the

International Trade Center (ITC). The FTP was created to assist American companies in the global marketplace and provide facilities that promote all business sectors, with special attention to small and medium-sized businesses. Activities and tenants in these areas support the Federal

Trade Program by conducting private and public trade promotion and financing activities on site. The program is financially viable as a result of generating revenue from the ITC’s activities.

Three main floors of the building (Concourse, Ground and Mezzanine) are accessible to the public and contain much of the special ITC space -- exhibit halls, conference center, amphitheater, food court, retail areas, etc. There are also five separate office tower lobbies on the ground floor. Four lobbies support the federal tenants and one, the North Tower, provides access to the private-sector offices. Private tenants include over forty private-sector companies.

In addition, the building environs provide several substantial outdoor areas including Daniel

Patrick Moynihan Place, the Woodrow Wilson Plaza and the 14 th

Street Plaza. Finally, there is a large, 4 floor, 1950 space parking garage to manage as part of this contract.

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C.1.1.2 The Ronald Reagan Federal Building

The RRB/ITC houses two federal agency headquarters - the United States Agency for

International Development and the U.S. Customs and Border Protection; the Environmental

Protection Agency, the Woodrow Wilson International Center for Scholars, and the Department of Commerce USA Trade Information Center also reside within. International Trade Center

Management (ITCM) will manage all O&M services for such tenants as well as for the entire facility. See appendix xx for details.

C.1.1.3 RRB/ITC Security

The Department of Homeland Security’s Federal Protective Service (DHS/FPS) provides security at the RRB/ITC and manages the Physical Security Officers contract. It provides security at all pedestrian and parking garage entrances, the building’s interior spaces, loading docks and exterior grounds. Delivery vehicles are screened at an off site location prior to being allowed entry to the garage or any of the 26 loading docks. The ITCM must adhere to all security requirements in place which may change due to external conditions.

C.1.2 The ITC Planning Goals

The ITC planning goals require that the following be achieved:

● Facilitate and support a Federal Trade Program designed to enhance the exchange of

American goods and services in the international marketplace;

● Enhance the vitality of Pennsylvania Avenue and its environs;

● Create a pedestrian link between the National Mall and the city’s central business district;

● Create a facility that provides a visual testimony to the dignity, enterprise, vigor, and stability of the American Government; and

● Operate at a level sufficient to support the ITC’s activities.

Each goal is further described below:

“Facilitate and support a Federal Trade Program designed to enhance the exchange of

American goods and services in the international marketplace”

Resource Consolidation The ITC brings together the vast resources of the Federal Government, in partnership with state and local entities, regional organizations, trade associations, other World

Trade Centers, representatives of Foreign Governments, and elements of the private sector to assist American companies so they can successfully compete in the international marketplace.

Areas of Focus Additionally, the ITC provides assistance to American companies in the global marketplace and promotes business sectors with special attention to small and medium-sized businesses.

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National Network The ITC develops and maintains a national and international network that helps

American companies expand their presence overseas, including networking with the

World Trade Center Association and its worldwide membership.

Informational Resource The ITC provides market and regulatory information, sources of finance, and trade advocacy designed to enable American businesses access to public and private-sector trade and investment information and services.

“Enhance the vitality of Pennsylvania Avenue and its environs”

Expand Liveliness The ITC enhances the liveliness of the downtown area to the north side of

Constitution Avenue. The ITC will further facilitate the vitality and activity of the

Pennsylvania Avenue corridor.

Becoming a Destination The ITC is a destination that draws both local and out-of-town business people and tourists to the area.

Evening & Weekend Activity The ITC’s public and conference center spaces accommodate special events in the

ITC and are utilized as a catalyst for activity beyond the typical work day or work week schedule.

Parking Access The ITC’s provision in the founding legislation provides for ample public parking to develop and support ITC activities. The parking facility encourages visitation to the

ITC and the area’s numerous restaurants, theaters, shops, and museums, particularly after the work day and on the weekends.

Activation of the Plaza The ITC utilizes its vast open areas around the building to enliven the building and its environs both during the work day and at other times to make the Plaza a focal point that generates more activity in the area.

“Create a pedestrian link between the National Mall and the city’s central business district”

Maximize Movement The ITC facilitates and maximizes the pedestrian movement between the commercial developments to the north of Pennsylvania Avenue and the museums, monuments, public buildings and the National Mall on the south side of the Avenue.

Inviting to the Public

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The ITC is inviting the public and promotes exciting and diverse activities that help provide for and facilitate this vital link between the commercial downtown neighborhoods and the National Mall area.

“Create a facility that provides a visual testimony to the dignity, enterprise, vigor, and stability of the American Government”

Building Style The ITC reflects the finest in contemporary American architectural thought. It is compatible with the other buildings in the vicinity, most of which were built in the earlier part of the 20 th century, and yet suggest the excitement and diversity of the activities inside.

Building Operation The RRB/ITC is to remain efficient, economical, and of an architectural style and form which is distinguished, providing a visual testimony to the dignity, enterprise, vigor, and stability of the American Government.

Building Cleaning and Maintenance The ITC is cleaned and maintained by the ITCM contractor at the highest quality standards to ensure the facility is kept in a manner consistent with its impressive design. The ITC is to remain a well preserved testimony to the dignity and stability of the American Government.

“Operate at a level sufficient to support the ITC’s activities”

Maximize the Return on the Government’s Investment The ITC return of the Government’s investment in the creation, development, management, and on-going operation of the ITC shall be maximized to its fullest potential to support the ITC’s activities.

Self-Sufficiency The ITC must be financially viable and does not operate with annually appropriated funds.

C.1.3 Summary of the ITC

The International Trade Center (ITC) component of the RRB/ITC is used as a venue to promote programs in the international community to create and enhance opportunities for American trade, commerce, communications and cultural exchanges with other nations. It includes approximately

1.2 million square feet of interior space including conference and events center space, private sector office space, a food court, cafes, parking garage, retail, a museum, and building common area space.

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The ITC’s four acres of exterior public use space include the Daniel Patrick Moynihan Place, the

Woodrow Wilson Plaza and the 14 th

Street Plaza. The ITC is designated as the World Trade

Center Washington, DC by the World Trade Centers Association. The ITC has an active trade promotion program and has become a nexus for international trade in the United States.

The ITC also manages licensing, marketing, budget and finance operations, construction, ITC security coordination, information technology, cleaning, maintenance & repair services. Note:

the Key Program areas for managing and operating the Center are further articulated under

Section C.3, while maintenance and repair services are found in section C.6.

C.1.3.1 ITC Related Spaces

General Overview The ITC space consists of three major components that vary greatly in space type, space use, term of the use, and location of the space. The first component is approximately 500,000 square feet in size, on three public levels (concourse, ground, and mezzanine) and includes the North Tower office space. The second component is the four level parking garage and the third consists of the outdoor plaza areas.

Long-term Tenants Some of the ITC space has been set aside for long-term space use. These users occupy space under sublicense agreements with the ITCM typically for office, retail, and storage purposes.

Short-term Users The conference and event venue spaces are for short term use. These users hold a contractual agreement between the conference holders and the ITCM.

Parking Garage The ITCM manages parking on the B1-B4 levels. Within these levels there are parking attendant workstations, revenue gates, secure ‘caged’ parking, cashier booths and circulation space. There is also a dedicated child care center drop off lane and loading docks areas. Levels B1 and B2 are designated for transient parkers, while levels B3 and B4 are for monthly parkers.

Loading Docks There are 26 loading docks in the building to be managed under this contract. Twelve are currently assigned to the ITC with four (4) supporting the food court, two (2) supporting the ballroom, four (4) supporting the North tower, one houses a waste compactor and one for major food load-ins. The balance of the docks support the federal tenants.

Support Spaces Some ITC space is set aside for support spaces. Typical uses include kitchen and pantry areas, dish-room areas, event staging and support areas, inventory and records

C-15 storage areas, concierge desks, circulation and access ways, emergency egress, ITCM staff support and office areas, artwork display areas, signage and display areas, and other areas of similar support.

Law Enforcement Interaction Close, seamless coordination with the Federal Protective Service (FPS), the FPS

Physical Security Officers contractor, and the U.S. Secret Service is essential to the operation of the ITC. Due to special event needs, emergencies, or external events near the building, some areas of the garage or elsewhere may be closed and conference center activity management must coordinate with such activities.

C.2. Scope of the International Trade Center Manager (ITCM) Effort

The ITC shall be responsible for managing and operating all of the ongoing daily ITC activities and programs. The ITCM shall be required to conduct, coordinate and integrate the delivery of all the required services set forth in this Statement of Work to ensure the continuing success of the ITC.

The ITCM contractor’s activities/events shall not impact the federal or private sector tenants.

The ITCM’s construction projects and any other potentially disruptive work shall be closely evaluated and planned for no impact to tenants or the other ITC operations. The ITCM shall take into consideration the types of events, timing of events, traffic and noise impact of events or groups in the building when evaluating prospective event contract agreements and conducting routine or temporary work and services. The ITCM’s event management and other activities shall be flexible and managed in a way that is responsive to unplanned events, emergencies or other disruptions.

In addition, the ITCM contractor shall coordinate activities with the General Services

Administration (GSA), the Federal Protective Service (FPS), the RRB/ITC Federal agencies, other GSA and FPS contractors, and other entities and authorities. The ITCM shall:

● Fulfill the building’s planning and legislative goals (stated above).

● Strengthen GSA’s ability to fulfill its mission.

● Sustain the viability, quality and continuous improvement of the ITC operation.

● Ensure the ITC is financially viable. That is, the ITC must operate with revenue directly generated by the ITC activities.

C.3. Contract Overview The Government intends to award a hybrid contract that includes firm fixed price and cost plus-fixed-fee elements. Operation and Maintenance services shall be a fixed-price line item.

The Contractor will be eligible to receive a quarterly incentive fee based off the amount of revenue produced set forth in the contract. ITCM must adhere to agreed upon annual budget cost projections to remain eligible. An incentive fee will serve as an incentive for the ITCM’s performance to exceed the performance objectives set forth in the Incentive Fee Performance

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Evaluation Plan (See Attachment X.XX). The incentive fee shall not be less than 5% of the

Proposed Amount in the areas of:

Parking/Garage Operations License for Retail/Food Tenant Space

Conference Room Rental Food and Beverage Services

License for Tenant Office Space Ancillary Services

C.3.1 Key Program Areas

The various integrated functional activities for the ITC are briefly presented below. Each one is described in more detail later in this document. The ITCM shall perform the following:

C.3.1.1 International Trade Promotion

Create and enhance opportunities for American trade, commerce, communications, and exchanges with other nations.

C.3.1.2 ITC Conference Center Support

Do all sales, booking, event setup/tear-down services; provide the exclusive catering services on site for all event holders requiring food and beverage and event services.

C.3.1.3 Parking Garage Operation

Operate a parking garage and fully staff, manage, collect, account, and deposit money on behalf of the Government. In addition, provide valet parking, issuance of permits, payment of taxes on the Government’s behalf and onsite parking arrangements.

C.3.1.4 Construction Management

Provide ITC tenant-related, construction build out services, building space repair and alterations and ITC build-out/construction services.

C.3.1.5 Licensing

Provide office and retail brokerage services including marketing space, executing transactions and related legal services

C.3.1.6 License Administration

Enforce all legal and functional responsibilities relating to administration of each ITC tenant license and any relevant building policies. In addition, collect rents, apply escalation terms and enforce license contract provisions.

C.3.1.7 Marketing

Promote and market all aspects of the ITC program, design and fabricate marketing and signage materials. Suggested promotional aspects are as follows: produce brochures, collateral materials, exterior and interior advertising, maintain and update website, develop radio and newspaper ads, special event promotion, press releases and directional signage.

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C.3.1.8 Security-Related Services/Law Enforcement Interaction

Close, seamless coordination with the Federal Protective Service (FPS), the FPS Physical

Security Officers contractor, the GSA, and oftentimes the U.S. Secret Service is essential to the operation of the ITC. This includes coordinating tenant security requirements for ITC tenants:

conducting all background checks as required by the Government including HSPD-12 requirements, RRB/ITC badge processing for tenants, subcontractors, and employees;

responding to alarm and emergency incidents, reporting internal/external building space and parking garage issues, reporting suspicious persons, conveying delivery requirements (use of an off site truck screening area is mandatory), coordinating such deliveries, coordinating regular & special event security, conducting emergency response, and performing information and document security checks and protocol.

C.3.1.9 Information Technology and Electronic Systems

Manages Private Branch Exchange(telephone system), wireless fidelity, and other cable and telecommunications requirements as well as provide IT and internet services to event holders as needed.

C.3.1.10 Budget and Finance

Handle collecting, accounting, reporting, depositing, tracking, auditing and verifying all

Government monies for the ITC Program.

C.3.1.11 Complete Facilities Maintenance (CFM) Type Services

Conduct exterior and interior cleaning services including janitorial (excluding within federal tower spaces), pest control, snow & ice removal, landscaping; all O&M services (minor building repairs of the RRB spaces (interior and exterior), conference center, office, retail, food court, and loading dock. These services include HVAC, electrical, plumbing, and vertical transportation systems throughout the entire RRB complex.

C.3.1.12 Miscellaneous Program Support

Any and all other activity required to successfully perform the ITCM contract such as project coordination, branding, employee contact and training information, inventory, hazardous materials and uniforms.

C.3.1.13 Activation

Any and all activities, events and entertainment that will be conducted by the ITCM to enhance and liveliness of the ITC and downtown areas. Perform activities to draw the public’s attention to the exterior and the interior areas of the building beyond what is offered to conference center event holders.

If additional key performance areas are required to reflect how the ITCM shall perform all elements of the scope, the ITCM shall add or alter this pre-defined structure only after prior GSA review and approval of these changes. Additional requirements for Operations and Maintenance are detailed in sections C.5.11 and C.6 of this document.

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C.4. Transition and Base Period

There is a sixty day transition period that shall serve as a transition period for the ITCM. The

ITCM shall ensure that all organizational planning and business startup activities are conducted to enable the ITCM to operate at full capacity on the first day of the Base Period for implementation. Start-up activities shall also enable key deliverables to be reviewed and approved by the GSA. The ITCM shall coordinate with the current/existing ITCM to transition all documents, files, and records of all aspects of the trade center’s operation into its care and responsibility. The ITCM shall achieve the following objectives:

Objective One: The ITCM shall plan and execute all activities necessary to ensure it can perform at full capacity on the first day of (Base) Period 1.

Objective Two: The ITCM shall produce deliverables to satisfy all facets of the subsequent Option Periods 1 through 7, management and operation of the ITC.

C.4.1 Deliverables

The set of deliverables completed during the base period are the basis for completing planning and operational activities to be executed during the implementation of the base period and planned for the 7 - one year option periods.

The set of deliverables developed can be updated based on the ITCM’s experience.

With the exception of the weekly meeting notes, monthly progress reports and quarterly contract management review information, each deliverable shall be presented in draft form to the

Contracting Officer Representative (COR) (and any other appropriate stakeholders). The COR will coordinate feedback among the stakeholders and provide comments within ten business days to the contractor.

All deliverables are subject to prior review and acceptance by the GSA prior to the final submission due date.

All deliverables shall be provided in electronic format, unless otherwise indicated. Briefings and graphics shall be provided in Microsoft PowerPoint (current version). Other deliverables shall be provided in MS Word (current operating equivalent version), or in PDF as appropriate. See

Section D for Packaging and Marking requirements.

For the avoidance of doubt, all documentation and deliverables developed and received in support of this contract will become the property and the exclusive ownership of the U.S.

General Services Administration.

The following are descriptions of the contract deliverables:

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C.4.1.1 Weekly Meeting Notes

The ITCM contractor shall provide notes of the weekly meetings that discuss conference schedule, revenues, leasing, project management, finance issues, resolution of open issues, and other issues of concern for that week.

C.4.1.2 Monthly Progress Reports

The ITCM contractor shall provide Monthly Progress Report that consists of two parts:

Part One: A general review of all ITCM operations that consists of:

1. A narrative review of work accomplished during the reporting period and/or significant events.

2. Deliverables submitted and accepted.

3. Problems areas, their resolution and measures to prevent re-occurrence.

4. Anticipated activity for the next reporting period.

5. Description of any unique services provided.

6. Any unresolved activities and issues

Part Two: A specific review of each Key Program Area that consists of:

1. A narrative review of work accomplished during the reporting period and/or significant events.

2. Deliverables submitted and accepted.

3. Problems areas, their resolution and measures to prevent re-occurrence.

4. Anticipated activity for the next reporting period.

5. Description of any unique services provided.

C.4.1.3 Quarterly Contract Management Review (CMRs)

The ITCM shall provide a high level summary briefing of the monthly reports including issues, trends, opportunities and concerns for further discussion and action in the next quarter. These shall occur throughout the life of the contract.

C.4.1.4 Detailed Transition Period and Contract Operational Plans

The ITCM shall provide operational plans that will detail all Transition-In and Implementation operational activities. Key program areas shall be identified and include the ITCM’s strategy relating to program success as well as a Transition staffing startup plan and a Transition and

Implementation staffing and operational plans. The marketing and garage operations shall require plans, and approved budgets from GSA prior to starting the Base Period

(Implementation). The Conference Center, Parking Garage, and Office and Retail Licensing

Operations shall include an Implementation Period pro forma revenue projection plan that shall represent the total amount the ITCM is anticipating remitting to the GSA. Each operational plan shall contain the following:

a. Descriptions of each program area

b. Staffing Plan for each program area

c. Budget plan

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NOTE: Each of these Operational Plans shall be a direct extension of the framework described in the contractor’s proposal.

C.4.2 Operational Plan Aspects

Each Key Program Area (described above) shall include the following elements and describe the

ITCM strategy for each program area and detail how these operational areas shall interact on the

30th day of Base Period.

● Organizational composition chart

● All program functions to be performed

● Strategy for developing, marketing, and implementing each key program area

(listed above) as well as the means to assess the subsequent performance.

● Interrelationships among program areas and their functional activities.

● Program area performance timelines.

C.4.2.1 Staffing Plan The ITCM shall include a detailed staffing plan to address labor required to perform each operational plan. This staffing plan shall clearly explain work performed by all ITCM employees and subcontractors located within each key program area and shall reflect how each employee/subcontractor achieves the contract requirements for activities which are revenue generating and the activities that will be paid on a reimbursable basis according to the agreed upon annual budget. All staffing and food/beverage cost/expenses relating to the conference center food and beverage operation shall be the responsibility of the ITCM. The ITCM shall include a startup staffing plan to be performed during the base period as well as a fully staffed plan for the duration of the contract to be submitted and approved during the base Period. The elements of each staffing plan shall include:

1.) Employee organizational chart relating to the operational plan.

2.) Key and Management Personnel with their mobile phone numbers. Key management personnel shall be located on site and listed to fill the positions set forth. Any personnel changes to these positions must be submitted to and approved by the GSA prior to the candidate assuming the position. Security background checks will be conducted. If key personnel or any employee does not receive affirmative clearance, the employee must be replaced.

3.) Position Titles and labor efficiencies (where applicable, space, work performed per hour/day, etc.) per each individual employee organized by organizational structure.

4.) Working hours, overtime hours, & shift hours, where applicable.

5.) Salary statistics per position.

6.) Employee credentials required and/or existing.

7.) Scheduled staffing plan (positions to be hired and when they will be hired).

8.) Training Plan and Certifications of Completion to demonstrate compliance with all applicable requirements in the contract.

9.) Staffing synergies across the various Program areas.

NOTE: Key Personnel employees shall be available 24 hours per day, seven days per week.

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C.4.2.2 Budget Plan The Budget Plan produced shall consist of two parts:

First, all cost reimbursable price program areas shall be price estimated. This shall include the (1) International Trade, (2) ITC Conference Center, (3) Parking Garage, (4)

Construction Management, (5) License Administration, (6) Marketing, (7) Security-Related

Services, (8) Information Technology and Electronic Systems, (9) Budget and Finance and (10)

Miscellaneous Program Deliverables/Support.

Second, commissions/fees to include (1) Leasing Commissions for Office Space Tenants,

(2) Leasing Commissions for Retail/Food Space Tenants (3) Revenue generated for the

Government to meet and increase revenue for Parking Garage Operations, Conference Room

Rental, Food/Beverage and Ancillary Services.

The Budget Plan shall detail revenue generation, its associated assumptions, total revenue to be received, and total revenue to be received by the GSA.

The Budget Plan shall include financial elements projected over the base period. The Budget

Plan must receive prior GSA review and approval before implementation and shall directly correspond with future invoices submitted during the remainder of the contract.

The Deliverables shown below shall be provided by the ITCM and will require GSA review and approval.

See Definitions in Attachment X.X.

C.4.2.3 Contract Deliverables Per Key Program Area

Deliverable shown below shall be finalized through the draft and final review process.

NOTE 1: Besides the two main elements (Staffing and Budget) of each Operational Plan described above, particular additional aspects for each Key Program area are given in the chart below.

Key Program Area Deliverable

General 1. Weekly Meeting Notes.

General 2. Monthly Progress Report.

General 3. Quarterly Contract Management Reviews (CMRs) Meeting Notes.

General 4. Operational, staffing, budget and revenue plan framework for the duration of the contract.

International Trade 5. Trade Contacts

The ITCM shall submit a resource bank listing key private/public sector trade related contacts including individual organizations, names, titles, functions, phone numbers, and email information.

6. Trade Program Plan

The ITCM shall submit a plan detailing its approach to developing the work to be

C-22 conducted, and how it will work with the trade community to successfully implement an international trade program.

7. Event Calendar

The ITCM shall submit an online calendar with trade events and seminars to be posted on the www.itcdc.com website. The ITCM shall include events that are appropriate for public announcement.

ITC Conference

Center

8. Conference Center Sales Plan

The ITCM shall submit the ITCM’s approach and plan detailing organizing the sales team, attacking the market, obtaining business.

9. Event Contract

The ITCM shall submit the event contract template for review and approval by the Government.

10. Conference Events

The ITCM shall submit a quarterly conference event schedule for throughout the base period and for each option period, should they be exercised. This schedule shall include event holder, projected revenue, separate revenue streams anticipated per event, food & beverage cost sharing amounts, conference rooms utilized, and times the event will take place. Off-site networking and virtual events shall also be included in this list and indicated accordingly. The list shall be updated weekly.

11. Food and Beverage Operation Plan

The ITCM shall submit its approach and plan detailing the organizing of the food/beverage operation, developing and pricing menus, approach to the market, presenting styles and methods, & uniform requests.

Note: All uniforms worn by ITCM staff or ITCM subcontractors require the prior review and approval of the GSA. They shall not include the ITCM’s or sub-contractor’s names or logos.

12. Conference Center Layouts

The ITCM shall develop and submit conference center layout configurations for each event space that shall include event capacity, and table and chair configurations for each conference center event space.

13. Room Rent Matrix

The ITCM shall consider the prescribed room rent compensation figures included in the Base Period (Implementation) scope of work, and the total percentage of room rent required to submit a room-rental fee matrix. This matrix shall include specific rooms, potential percentage rates, and all applicable charges to be issued to the customer.

Parking Garage 14. Parking Plan

The ITCM shall submit their garage management plan detailing staffing, shifts, method of operation, valet services operation, other services to be provided, interacting with monthly patrons, billing systems, accounting systems, projected revenues, & uniform requests.

15. Garage Materials

The ITCM shall develop and submit all printed materials, artwork, and directional or other visible signage to be used in the parking garage.

16. Parking Rates http://www.itcdc.com/

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GSA determines all policies with respect to monthly, daily and hourly parking rates. The ITCM can recommend rate changes based upon market research.

Construction

Management

17. Construction Guidebook

The ITCM shall provide new tenant and tenant renewal construction services, building space alterations and build-out/construction services guidebooks.

Guidebooks will be developed by ITCM and will be based on GSA P100 standards

Licensing of ITC

Space

18. Rent Roll and Licensing Plan

The ITCM shall develop and submit an Base Period (Implementation) leasing plan and include a strategy for leasing the ITC office and retail spaces and a pro forma for Base Periods (Implementation) activity.

19. Licensing Summary

ITCM shall provide a fully unredacted summary of all current license terms

(including tenant information, rent rates, key license terms, start up/expiration dates, escalations, tenant allowance, exclusive broker agreement status, space history, security deposit, etc.).This information will be the exclusive property of the U.S. General Services Administration to use at it sole discretion and will not be subject to any restrictions to be distributed

20. Licensing Plan

The ITCM shall develop and submit a 10 year pro forma for licenses.

Marketing 21. The Marketing Plan

The ITCM shall submit their marketing plan detailing their approach to marketing the various ITC components, as well as a budget detailing each marketing line item and associated cost.

22. Marketing Materials & Website

All marketing materials shall be reviewed and approved by the GSA prior to printing, ordering, implementation and/or distribution. The ITCM shall develop the website content and submit it to GSA prior to making it public.

Security-related

Services

23. Security Services Plan

The ITCM shall submit a plan for all security services to be provided including an occupant emergency and evacuation section (in coordination with the FPS).

Information

Technology (IT) and

Electronic Systems

24. Operating Plan

The ITCM shall prepare an annual IT operating plan and corresponding budget to include each budget line item and a description of all activities to take place to be subject to prior GSA review and approval.

Budget & Finance 25. Expenditures Analysis

The ITCM shall submit a summary of the planned costs on a monthly basis and the actual costs incurred. Deviations from the planned expenditures or technical progress will be explained. Also, the total amount of money projected vs. money remaining will be shown.

26. Insurance, Licenses, and Permits

The ITCM shall submit all insurance, license, and permit information required for the performance of the Contract.

General 27. ITCM contractor to submit operational, staffing, and budget plans for the duration of the contract.

Activation 28. Activation Plan

The ITCM shall submit an Activation Plan that details the list of activities, events, and entertainment that will be planned, scheduled and conducted during

C-24 the year. The plan will detail the dates, the plan activities, the type of entertainment, the entertainers and the cost of conducting the activities, events and entertainment.

C.5. Implementation The ITCM shall perform all Key Program Areas described below. The deliverables for the

Contract shall be updated and submitted according to their schedules. Following the description of each Program Area below, the relevant deliverables will be shown.

● Deliverables 1-3 from Section C.4.2.3 from the Transition Period above will also apply to the Base Period through all Option Periods.

● All Base Period deliverables (other than 1-3 above) from Section C.4.2.3 will be submitted in Draft form and are subject to review, comments and feedback by the GSA prior to final submission. GSA will provide comments within 21 business days of the submission.

● Any deficiencies shall be corrected by the Contractor and incorporated into the final deliverable.

● Additional deliverable detail and specific information shall be submitted if requested by

GSA. The ITCM Contractor shall provide all management, supervision, personnel, materials, supplies and equipment necessary to operate the ITC as a financially viable business operation for the duration of this contract.

C.5.1 International Trade Program:

C.5.1.1 International Trade Program Overview Functions

General Overview The International Trade Center (ITC) was established by the U.S. Congress to create and enhance opportunities for American trade, commerce, communications, and cultural exchanges with other nations. The ITC shall continue to be a forum for communication and business activity. The ITC is a fully certified member of the World Trade Center Association (WTCA) which is a premiere international organization consisting of over 300 WTC members in nearly

100 countries.

How the ITCM fits in The ITCM contractor shall work with federal agencies, non-profit associations, diplomatic missions, educational institutions, and businesses to foster the exchange and understanding of international trade data, information, and policy. These programs provide assistance to

American companies and enable them to expand their presence overseas.

C.5.1.2 International Trade Program Functions to be Performed

Trade Liaison Network The ITC is to fulfill the vision as stated in the “General Overview” section above. The ITC shall promote global commerce by complementing the work of federal, state, and local agencies that advance international trade and by helping companies understand and utilize the public and

C-25 private sector trade resources. The ITCM shall network U.S. Government resources, in partnership with state and local entities, regional organizations, trade associations, world trade centers, representatives of foreign governments, and the private sector to assist American companies to compete successfully in the international marketplace. The ITCM shall emphasize regional support and engage in informing and offering services to the Washington DC metro area to consist of partnerships and joint programs with trade associations, bilateral business organizations and Government agencies.

The ITCM shall network various key international trade groups and provide international trade resources to the public. The ITCM shall organize and provide educational sessions for entities interested in learning more about international trade activity and house resources relating to market and regulatory information, sources of finance and trade advocacy thus enabling U.S.

businesses access to public and private sector trade and investment information services.

International Trade Related Events The ITCM shall utilize direct contact with international trade groups to assist in the organization and promotion of trade related events in the ITC conference center. In addition to bringing events to the ITC space, the ITCM shall gather information relating to other potential conference center patrons that have not actively engaged in conference activity and provide that information to the sales team for direct marketing activities.The ITCM shall promote future trade programs and seminars that are open to the public through the calendar of events on the website.

World Trade Centers Association (WTCA) functions The ITCM shall operate the World Trade Center of Washington DC in a manner consistent with the retention of the WTC designation held by the Ronald Reagan Building.

C.5.1.3 International Trade Program Deliverables

Requirement

Trade Events

The ITCM shall submit a summary list of all…