Exhibit P Operations and Maintenance OM Plan.pdf
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- Attached to
- Texas City New Replacing Lease
- Solicitation number
- 36C256R0143
About this file
This document is an Operations and Maintenance (O&M) Plan for a VA lease (RLP No. 36C25625R0143) outlining the Lessor's maintenance responsibilities. The plan requires the Lessor to maintain the building, building equipment, systems, and exterior premises throughout the lease term, ensuring high-quality professional management. The Lessor must provide an O&M plan detailing workforce organization, including organization charts, staffing plans, and operating schedules, and maintain a local property manager and on-site building superintendent during normal working hours.
The O&M plan mandates comprehensive maintenance coverage, including exterior maintenance (landscaping, irrigation, trash removal, parking lot, pest control, window washing) and interior maintenance (HVAC, plumbing, electrical, janitorial services). The plan also specifies maintenance response protocols for emergency and routine service calls. Emergency calls must be responded to immediately during working hours and within 60 minutes outside normal hours, with repairs completed within three working days. Routine calls require 85% completion within five working days, with the remainder finished within ten working days. The Lessor must maintain spare parts and materials to support emergency requirements and ensure quality control throughout the lease term.
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Text version
RLP No. 36C25625R0143
Appendix C: OPERATIONS AND MAINTENANCE (O&M) PLAN
1.1 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.
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.
1.2 SCHEDULED MAINTENANCE
1.2.1 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 described, 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.
1.3 NON-SCHEDULED MAINTENANCE
EXHIBIT P
LESSOR__________GOVERNMENT__________ 1
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 or work order, with remainder being completed within ten (10) working days.
EXHIBIT P
LESSOR__________GOVERNMENT__________ 2
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