Ex. B.4 - Operations and Maintenance OM Plan.pdf

EXHIBIT B AGENCY SPECIFIC REQUIREMENTS RLP 36C24W24R0035

Ex. B.4: OPERATIONS AND MAINTENANCE (O&M) PLAN:

A. GENERAL

Ex. B.4 can also be found at: Community Based Outpatient Clinic Lease Templates | Healthcare Environment and Facilities Programs (va.gov);

*Any other items not listed in the Ex.B.4 link shall also be adhered too, see below.

B. MAINTENANCE BY LESSOR

This lease will require the Lessor to maintain the building, building equipment and systems, and the exterior premises over the term of the lease. The Government requires assurance that the building will be kept in good condition with high quality, professional management and management and maintenance over the full term of the lease.

The Lessor must have a building superintendent or a local, designated representative available to promptly correct deficiencies or attempt to correct deficiencies upon written notice of such condition from VA. The Lessor's superintendent or designated representative shall correct or attempt to correct deficiencies within the timeframes specified in the O&M Plan and agreed to by the Government. If no substantial attempt has been made to correct the deficiencies within the specified time, action will be taken by VA to correct such deficiencies and the cost of repairs will be deducted from the next month's rental payment.

Maintenance by Lessor includes, but is not limited to, interior and exterior care of the building and the site; all sidewalks, parking areas, driveways, private access roads, lawns, and shrubbery; utilities; and building service equipment; including all repairs and replacements. All equipment and systems shall be maintained to provide reliable service without unusual interruption, disturbing noises, exposure to fire or safety hazards, or unusual emissions of dirt.

Lessor shall provide supplies and equipment to perform the required functions. Lessor shall make careful selection of cleaning products and equipment to ensure they are packaged ecologically; environmentally beneficial and/or recycled products that are phosphate-free, noncorrosive, non-flammable, and fully biodegradable; and minimize the use of harsh chemicals and the release of irritating fumes.

Lessors shall provide their O&M plan which shall describe the organization and structure the workforce of both operations and maintenance personnel. Organization charts; staffing plans indicating trades, number of personnel, and experience levels;

and operating schedules shall be provided to the VA COR. In order to assure professional management, the Lessor or designated property management firm must have a local, designated property manager available. The property manager shall have maintenance personnel (building superintendent) on site during normal working hours.

The O&M plan shall identify and provide addresses and contact information for entities that will maintain the leased premises (designated local property management firm, building superintendent, and any contractors or subcontractors).

The O&M plan shall outline procedures for dealing with scheduled and non-scheduled maintenance and repairs.

C. O&M PLAN

The O&M plan shall indicate how the scheduled (routine) maintenance and repair of the building will be managed. For each activity in the O&M plan, the Lessor shall identify the responsible entity and frequency of the maintenance.

a. EXTERIOR MAINTENANCE

Exterior maintenance, including landscaping and grounds, irrigation system, trash removal, exterior lighting, parking lot, pest control, window washing, hazardous spill plan and general litter pick up shall be addressed.

b. INTERIOR MAINTENANCE Interior maintenance shall be descried, including HVAC, plumbing, electrical, pest control, and any janitorial maintenance associated with services provided by the Lessor.

c. QUALITY CONTROL Describe how the Lessor will provide quality control to ensure that all services described in the O&M plan are, in fact, provided, and how the Lessor will maintain quality and appearance of the entire building over the term of the lease.

d. ONGOING MAINTENANCE AND REPAIRS

i. All preventive and corrective maintenance shall be performed by the lessor if it was provided/installed by the lessor, e.g. building systems, fixtures (light fixtures, plumbing, fixtures, flagpole, etc.).

Exceptions to this are the following on consumables:

1. Ceiling Tiles:

a. Ceiling units shall have a flame-spread of 25 or less and a smoke development rating of 50 or less (ASTM E-84). Owner to replace

b. any wet, cut or damaged ceiling tiles as damage occurs. Complete ceiling tiles to be replaced and metal grid replaced or repainted every 10 years.

2. Light Bulbs:

All interior lighting except for closets to be fluorescent lighting. Initially, the Lessor shall provide T8 ECOLOGIC ™ fluorescent lamps or better, designed to pass the Federal Toxic http://vaww.hefp.va.gov/sites/default/files/files/2023-10/Small%20Lease%20-%20Appendix%20C%20Operations%20and%20Maintenance%20OM%20Plan.docx http://vaww.hefp.va.gov/sites/default/files/files/2023-10/Small%20Lease%20-%20Appendix%20C%20Operations%20and%20Maintenance%20OM%20Plan.docx

Characteristic Leaching Procedure (TCLP) criteria for classification as non-hazardous waste. Lessor responsible for replacing failed fixtures, ballasts or all other parts. Lessor shall replace lamps on interior lights. Lessor is to provide and replace lamps on exterior lights. Lighting is to provide a minimum of 70-foot candles in work areas and 30-foot candles in non-work areas. Building entrances and parking lot to be lighted with high efficiency exterior lighting.

ii. Rounding with the Lessor or designee shall be conducted with the Contracting Officer’s Representative (COR) every six months. The timing will be determined by the VA and will align 1-2 months prior to Environment of Care (EOC) rounds. EOC rounds are conducted at lease sites semi-annually by the VA. Any EOC rounds findings shall be repaired or replaced within 10 calendar days of notification to the Lessor. Emergency maintenance/repairs shall be completed same day. High priority maintenance/repairs shall be completed within three calendar days. Average priority maintenance/repairs shall be completed within 30 calendar days. Low priority maintenance/repairs shall be completed within 60 calendar days. If bugs and/or rodent issues are identified, the Lessor shall have a contractor onsite to mitigate within two calendar days. If Lessor is unable to perform the maintenance/repairs within the above-referenced timeframes, the VA will fix/replace and bill the Lessor for the time and material.

D. FREQUENCY OF MAINTENACE

a. At a minimum, the Lessor shall perform the following at the frequency indicated:

i. (1) - Weekly

1. Mow and edge lawns weekly during the growth season.

ii. (2) – Monthly

1. Remove weeds from around building, parking areas, all landscaped areas (including lawn), and fence borders (both sides of fence).

2. Mow and edge lawns at least once a month during the dormant season.

3. Trim and prune shrubbery and trees to maintain an attractive appearance. Shrubbery shall not be allowed to grow up and cover windows.

iii. (3) – Quarterly

1. Provide interior and exterior extermination of insects and rodents. Use of chemicals shall conform to EPA and State requirements. The Lessor shall provide additional service at the request of VA, if any signs of re-infestation appear.

2. Pest management is to be done using an integrated pest management approach that minimizes the use of toxic chemicals.

3. Pesticide shall only be applied by persons deemed qualified by EPA and state requirements.

4. Lessor shall coordinate application of pesticide with the Government and only apply pesticide in a manner that VA agrees is protective of the health of patients, employees, and visitors.

5. Replace plants for seasonal colors.

iv. (4) - Semi-Annually

1. Replace all filters in HVAC system. Replace on a more frequent basis if required by the manufacturer's recommendations.

2. Check area storm drains.

3. Re-mulch flower beds

v. (5) Annually

1. Clean interior of all double-walled HVAC units and drain pans. Cleaning shall be done at times when clinic is not in operation.

2. Pressure wash exterior.

vi. (6) As Required

1. Lessor is responsible for the repair and replacement of all light fixture ballasts and starters

(refer to GSA Form 1217). Lessor shall replace burned out bulbs and fluorescent tubes in interior light fixtures.

2. Lessor is responsible for replacement of worn floor or wall coverings (this includes the moving and returning of furnishings and equipment), unless caused by negligence on the part of VA.

3. Provide interior extermination of insects and rodents upon any sign of infestation. Use of chemicals shall conform to EPA and State requirements.

4. Water the grass and plantings as necessary to maintain their health and attractive appearance.

5. Fertilize all lawn areas at least three times per year. Fertilizer application prior the start of the growth season shall contain weed killer per manufacturer's recommendations.

6. Fertilize plants and trees with type of fertilizer recommended by manufacturer. Fertilize with frequency recommended by manufacturer of type of fertilizer used.

7. Dead plantings or lawn shall be replaced with like kind immediately. Partially dead plantings may be trimmed if, after trimming, a good appearance is maintained.

8. Rake and remove leaves to ensure a good appearance of the site.

9. Clean HVAC units inside and out upon any signs of mildew or bacterial growth.

10. Pans in HVAC units shall be treated as required to prevent mildew or bacterial growth.

11. Before working hours Monday through Saturday, remove snow and ice from all entrances, sidewalks parking lots, and approaches. In the event of snow or freezing rain during working hours, removal must occur within one hour from receipt of notification by VA staff.

Chemicals or sand may be used to reduce safety hazards.

E. NON-SCHEDULED MAINTENANCE

The determination as to whether a call is emergency or routine shall be at the Government's sole discretion.

a. EMERGENCY CALLS

Service calls will be classified as emergency calls when the condition constitutes an immediate danger to personnel, threatens to damage property, or has a direct impact on operations or security. Classification of calls as emergency shall be at the sole discretion of the government. During normal working hours, Lessor’s on-site superintendent shall respond immediately upon notification. Emergencies occurring at other than normal working hours shall be responded to (on scene) within 60 minutes of receipt of call. Lessor shall repair or neutralize the emergency condition before departing the site. If necessary, Lessor shall acquire material by quickest available means and include work outside normal hours. If further labor or materials are required after the emergency is neutralized, the Lessor shall have the repairs completed withing three (3) working days or within such other reasonable time as agreed to by the government. The Lessor shall have available generally used spare parts and common building materials to support emergency requirements. Lack of started materials shall not be a cause for non-performance.

b. ROUTINE CALLS Service calls will be classified as routine when the condition does not qualify as an emergency call. Eight-five (85%) of all routine calls shall be completed within five (5) working days after the receipt of the call, with remainder being completed within ten (10) working days.