SDM_Solicitation.pdf

National Contract for Spatial Data Management and Laser Scanning Services Solicitation No. GS-00P-13-CY-D-0057

GENERAL SERVICES ADMINISTRATION

PUBLIC BUILDINGS SERVICE

PART I – THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SCHEDULE OF SERVICES

This is an indefinite-delivery indefinite quantity (IDIQ) firm fixed-price contract. To be considered for award, the Contractor must propose fixed hourly rates for the labor categories identified below and the lump sum amounts for the CLINS identified in

Attachment 1.

The personnel specified below are considered to be essential to the work being performed under this IDIQ contract. Any deviation to the labor categories specified below shall be a crosswalk between the Contractor’s proposed personnel and the Government’s requirements based on the level of expertise required for each labor category. Before diverting any of the specified individuals to other contracts, the Contractor shall notify the Contracting Officer reasonably in advance and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No diversion shall be made by the Contractor without the written consent of the Contracting Officer.

B.2 KEY PERSONNEL

Key personnel shall perform as follows:

(a) Project Manager – The Contractor’s Project/Program Manager shall be GSA’s primary point of contact with vested authority and accountability. As the Contractor’s lead, the

Project/Program Manager is the person responsible for the overall management of the

Contractor’s activities, projects, and tasks under this Contract. The Project/Program Manager attends all major meetings, manages and resolves problems concerning projects and tasks, and monitors the quality of the services provided by the Contractor. The Contractor’s

Project/Program Manager assumes general responsibility on behalf of the Contractor, for assuring timely submission of work, availability of qualified work teams, and the quality of the

Contractor services. Expertise of at least 5 years in managing a spatial-survey program and managing a CAFM and CIFM program is required. Expert knowledge of and experience interpreting and applying GSA PBS National Business Space Assignment Policy (current edition), and expertise in eSMART capabilities are highly desirable.

(b) Project Engineer – The Project Engineer will possesses the ability to manage multiple on-going projects and the ability to communicate effectively using oral and written communication. Expertise and experience of at least 5 years of in performing and managing facility spatial surveys and managing the use and maintenance of CAFM and CIFM data is required. Expert knowledge of and experience interpreting and applying GSA PBS National

Business Space Assignment Policy (current edition), and expertise in eSMART are highly desirable. Familiarity with architecture, engineering and construction are highly desirable.

(c) CAFM Engineer – The CAFM Engineer must have expertise of at least 3 years in conducting facility surveys using the ANSI/BOMA Z65 measurement standard(s); have a expertise with architecture, engineering and construction; have expertise in reading and interpreting building construction drawings and in using laser measuring devices; and possess expert CAD software skills and database management skills. The CAFM Engineer must have expertise in CAD, CAFM, CIFM technologies. Expert knowledge of and experience interpreting and applying GSA PBS National Business Space Assignment Policy (current edition), and expertise in eSMART are highly desirable.

(d) CAFM Technician – The CAFM Technician must have experience of at least 1 year in conducting facility surveys using the ANSI/BOMA Z65 measurement standard(s); have a familiarity with architecture, engineering and construction; have the ability to read and interpret building construction drawings and use laser measuring devices; and possess CAD software skills and database management skills. The CAFM Technician must be able to efficiently use

CAD, CAFM, CIFM technologies to either generate drawings or some data entry into these systems. Knowledge and understanding of GSA PBS National Business Space Assignment

Policy (current edition), and eSMART are highly desirable.

(e) Trainer – The Trainer must have experience of at least 2 years in preparing course material on the subject area of building measurement and conducting site and facility surveys.

In addition, the Trainer must have experience in teaching adult students this material in either a classroom or webinar setting. Familiarity with the ANSI/BOMA Z65 measurement standards and GSA’s PBS National Business Space Assignment Policy and eSMART are highly desirable.

(f) Laser Scanning Technician – The Contractor shall have experience of at least 3 years and expert command in the areas of 3D laser scanning for both building exterior and interior locations, creating BIM models from scan data, QA/QC principles to ensure accurate data. The

Contractor shall have been the principal 3D Laser Scanning service provider for at least three projects of comparable size, type, scope, and complexity as typical GSA projects. Contractor must possess knowledge must include not only an expert command of 3D Laser Scanning principles and methods, but domain expertise. Contractor shall have expertise in the domain of the required modeling, including, but not limited to: Architecture, Interior Design, Structural and Geotechnical, Civil, HVAC, Plumbing, Fire Safety, Elevator, Electrical (Power and

Lighting), and Construction.

(g) BIM Modeler - The Contractor shall be familiar with all references and standard information exchanges. The contractor shall use the versions/ revisions in effect as of the effective date of each task order issued under this contract, and the contractor is required to comply with the policies and procedures set forth in all such references. Contractor must possess knowledge must include not only an expert command of 3D Laser Scanning principles and methods, but domain expertise. Contractor shall have extensive expertise of at least 5 years in the domain of the required modeling, including, but not limited to:

Architecture, Interior Design, Structural and Geotechnical, Civil, HVAC, Plumbing, Fire

Safety, Elevator, Electrical (Power and Lighting), and Construction.

B.3 CONTRACT TYPE/DURATION

(a) This contract will be an Indefinite Delivery/Indefinite Quantity (IDIQ) contract against which firm fixed price task orders will be issued. The contract will consist of a one (1) year base period, with four (4) 12-month options, for a potential total contract duration of five (5) full years from the anticipated award date, September 1, 2013. The Government reserves the right to unilaterally exercise options at the discretion of the Contracting

Officer.

(b) Maximum Total Contract Amount. The base period and each of the four potential option periods will each have a Maximum Order Limitation (MOL) of $834,000.00 for a total potential aggregate contract total of $4,170,000.00. The balance of any unused MOL from each period may be carried forward to the next option year.

(c) Guaranteed Minimum. The Government guarantees it will order at least $1,500.00 in services during the base year of the contract. (Note: The guaranteed minimum order amount applies to the base year only. Award for additional option years is not guaranteed nor is there a guaranteed minimum order amount in any given option year that is exercised.)

B.4 CONTRACT TASK ORDERS.

(a) All Spatial Data Management and Laser Scanning Services will be procured through the issuance of Task Order as requirements occur. Refer to G.13.6. – Ordering Procedures for more provisions regarding Task Orders.

(b) The hourly contract man-hour rates or negotiated rates, if lower, shall be used for pricing the level of effort for Task. Any new labor categories and work items (see specifically

Sections C.5.3, C.5.4 – Phase 4, C.5.6 and C.5.7) not already included in the basic contract must first be priced and incorporated by modifications to the basic contract only by the Awarding/Initial Contracting Officer, on record Ms. Laurie Schimmel.

Modifications to the basic contract will be issued on a Standard Form (SF) 30.

(c) The lump sum amounts proposed for each building shall be used to price the SDM work associated with Sections C.5.1, C.5.2, C.5.4 – Phases 1 and 2, and C.5.5. The amounts will be based on the square footage of each building. Any deviations from the proposed lump sum amounts shall be adjusted if there is a 3% difference, up or down, based on the field verified gross square footage in accordance with ANSI/BOMA standard.

(d) Cost proposals for task orders shall typically be submitted within five (5) working days after receipt of the Government proposal request and scope of work unless a longer time is requested or granted due to the complexity of the request. Typically, the Contractor will be provided with a project specific statement of work with a proposal request as initiation of a task order. When authorized or requested by the Government, reimbursable incidental expenses required in connection with the work scope shall be included as part of the cost breakdown in the proposal. The firm fixed price for each contract task order will be based on fixed hourly rates established in the contract for the effective period(s) when they will be performed, the appropriate regional multiplier factor, the negotiated level of effort for each required discipline, travel (if authorized), miscellaneous items, reproduction costs, deliverables, and all other terms agreed upon by the parties or lump sum amounts based on the field verified gross square footage, rentable, structured parking and unsuitable occupancy space square footage or site acreage of various Federal buildings.

(e) In addition to costs and performance time, proposals submitted in response to specific task order scopes of work shall identify the proposed team/personnel that will be provided. The proposed team/personnel shall be subject to Government acceptance and approval.

(f) Work shall not commence in relation to a project specific task order until the task order has been signed by the Contracting Officer or their designated representative (ordering official). Issued task orders will serve as the notices to proceed with the corresponding work.

(g) This procurement is open to both small and unrestricted businesses as a partial set-aside for small businesses and multiple contract awards are planned, see Section M, below for further details. All awardees will be given a fair opportunity to be considered for each task order over $3,000.00. Factors such as price, past performance on prior task orders under the contract (including quality of deliverables/services, timeliness, and cost control), and potential impact on other orders placed with the contractor will be considered in determining award of individual task orders. Individual task orders may also contain incentive clauses providing for payment of additional fixed fees where pre-determined performance measures are established.

B.5 TRAVEL.

Travel will not be reimbursed except as provided in the following paragraphs:

(a) Projects can be nationwide. There will not be any reimbursement for travel to projects within a 50 mile radius of any local office areas of the Contractors. (Note: Local offices are defined as established branch and/or home offices of the Contractor's firm.)

(b) Any travel to be allowed must be authorized by the COR in advance. The allowable travel reimbursement per visit to sites in cities or locations outside of the Contractor's local office areas shall be fixed based on allowable fares and per diem cost that shall not exceed the rates set forth in the Federal Travel Regulations (FTR) and Federal

Acquisition Regulations (FAR) in effect at the time the contract task order is negotiated.

In addition, all travel by privately owned vehicle outside of the local office areas will be reimbursed based on FTR mileage rates. Travel costs that cannot be established per

Federal Travel Regulations shall be negotiated between the appropriate GSA representative and the Contractor and confirmed through contract modifications issued under the “Changes” clause.

(c) No travel reimbursement will be authorized unless the Contractor provides sufficient written evidence of costs incurred, including receipts, vouchers, or other information as may be required by the Government.

B.6 CONTRACT HOURLY RATES/SCHEDULE.

(a) The Government has specified certain Labor Categories required for contract performance. These are indicated in the schedules for the base year and 4 option years at the end of Section B. The Contractor is to propose hourly rates for each discipline/labor category in the schedule. Note that the GSA estimated man-hours are solely for evaluation of the hourly rates contained in each offer and do not guarantee the actual work to be performed by each Labor Category.

(b) The hourly rates proposed by the Contractor and accepted at contract award for each respective performance period, i.e., the base year or one of the four option years, are to be fixed for the duration of that period, including any short term extensions to the last option period not exceeding six (6) months.

(c) Requirements for disciplines/labor categories and/or travel to locations (outside a 50 mile radius of the Contractor's local office areas) not listed in this contract, or for related special or unusual services, are classified as “miscellaneous” (See Clause B.7) services.

Such services may be required by the government through contract modifications under the “Changes” clause.

(d) The contract cost principles and procedures in the Federal Acquisition Regulation (FAR) at Part 31 apply to the development of the required hourly rates. The Contractor shall comply with these prerequisites in forming the required hourly rates for the indicated disciplines/labor categories in each time period and any pricing for additional services.

(e) The hourly rates listed by the Contractor and accepted at contract award will be the rates that will be used as the basis for pricing future task orders issued under this contract. The base year and each option period are to be separately priced based on the schedule at the end of this section.

B.7 MISCELLANEOUS ITEMS

This term “Miscellaneous Items” refers to work or materials that may be required in support of the project services under task orders. Advance approval by GSA is required for these

“Miscellaneous Items”. Such work, when required by the Government, will be handled as contract modifications under the "Changes" Clause.

B.8 ADDITIONAL INSTRUCTIONS

(a) Offerors are cautioned that any offer may be rejected as non-responsive if it is materially unbalanced as to prices for the base and/or the four optional contract periods. An offer is unbalanced when it is based on prices which are significantly understated for some work and prices which are significantly overstated for other work.

(b) Offerors must propose prices for all disciplines/labor categories in order to be considered for award. Offerors may not use pricing alternatives which differ from these instructions.

(c) The Contractor is required to provide its own computer equipment and software adequate to fully satisfy all operational requirements of this contract and task orders requiring field office operation requirements. This should be considered in developing the price proposal as no reimbursement is authorized for such items after award of the contract.

This contract requires computerized capabilities of the Contractor.

(d) The Contractor’s proposal must be good for at least 90 days from the date of proposal submission.

NOTES:

CONTRACTOR MUST QUOTE AN HOURLY RATE FOR ALL LABOR CATEGORIES IN

THE BASE YEAR AND FOUR OPTION YEARS IN ORDER TO BE CONSIDERED FOR

AWARD.

THE TOTAL EVALUATED PRICE FOR EACH LABOR CATEGORY IN THE

FOLLOWING SCHEDULES IS EQUAL TO THE GSA ESTIMATED MAN-HOURS TIMES

THE PROPOSED HOURLY RATE.

THE GSA ESTIMATED MAN-HOURS ARE SOLELY FOR EVALUATION OF THE

CONTRACTOR OFFERS AND DO NOT GUARANTEE A SPECIFIC LEVEL OF EFFORT

TO BE PURCHASED BY THE GOVERNMENT NOR THAT THE CORRESPONDING

LABOR CATEGORY WILL BE USED.

B.9 FIXED HOURLY RATES FOR TASKS C.5.3, C.5.4 – Phase 3, C.5.6 and C.5.7

BASE YEAR (9/1/2013 – 8/31/2014)

LINE

ITEM NO.

LABOR CATEGORY

ESTIMATED

HOURS

FIXED

HOURLY

RATE

1001 Project Manager 347

1002 Project Engineer 1040

1003 CAFM Engineer 32

1004 CAFM Technician 55

1005 Trainer 139

1006 Laser Scanning Technician 864

1007 BIM Modeler 960

OPTION YEAR I (9/1/2014 – 8/31/2015)

ITEM NO.

LABOR CATEGORY

ESTIMATED

HOURS

FIXED

HOURLY

RATE

2001 Project Manager 347

2002 Project Engineer 1040

2003 CAFM Engineer 32

2004 CAFM Technician 55

2005 Trainer 139

2006 Laser Scanning Technician 864

2007 BIM Modeler 960

OPTION YEAR II (9/1/2015 – 8/31/2016)

LINE

ITEM NO.

LABOR CATEGORY

ESTIMATED

HOURS

FIXED

HOURLY

RATE

3001 Project Manager 347

3002 Project Engineer 1040

3003 CAFM Engineer 32

3004 CAFM Technician 55

3005 Trainer 139

3006 Laser Scanning Technician 864

3007 BIM Modeler 960

OPTION YEAR III (9/1/2016 – 8/31/2017)

ITEM NO.

LABOR CATEGORY

ESTIMATED

HOURS

FIXED

HOURLY

RATE

4001 Project Manager 347

4002 Project Engineer 1040

4003 CAFM Engineer 32

4004 CAFM Technician 55

4005 Trainer 139

4006 Laser Scanning Technician 864

4007 BIM Modeler 960

OPTION YEAR IV (9/1/2017 – 8/31/2018)

ITEM NO.

LABOR CATEGORY

ESTIMATED

HOURS

FIXED

HOURLY

RATE

5001 Project Manager 347

5002 Project Engineer 1040

5003 CAFM Engineer 32

5004 CAFM Technician 55

5005 Trainer 139

5006 Laser Scanning Technician 864

5007 BIM Modeler 960

NOTE: The GSA estimated man-hours are solely for evaluation of the hourly rates contained in each offer and do not guarantee the actual work to be performed by each Labor Category.

SECTION C –STATEMENT OF WORK

C.1 INTRODUCTION

The General Services Administration (GSA), Public Building Services (PBS) is one of the largest public real estate organizations in the world. It manages more than 8,600 federally leased properties and over 1500 government-owned properties across the United

States and its territories. In order to provide office space for federal agencies and maintain inventory of its buildings GSA must provide accurate existing building documentation, spatial data and floor plan drawings for responsible asset management of its real estate portfolio. The Spatial Data Management (SDM) program’s mission is to measure, record and maintain space assignments to support rent bills, thus providing transparency to all stakeholders. SDM is GSA’s national effort to create, update, and maintain its spatial data and Computer Aided Design (CAD) floor plans to accurately reflect the federally owned and leased building inventory. GSA’s 3D Laser Scanning

Program, through its Building Information Modeling (BIM) program, manages the use of

3D Laser Scanning to accurately document existing building conditions in 3D. This procurement will allow GSA to acquire support for existing building conditions documentation and SDM services at GSA Central Office and its Regional offices and allow GSA Asset Managers to operate more efficiently and effectively.

GSA’s SDM program is seeking contractor support to perform the tasks outlined in

Section C of this solicitation.

C.2 BACKGROUND

Currently, there are six (6) separate Spatial Data Management (SDM) contracts in some, but not all, Regional offices. As the period of performance for these existing SDM contracts ends, this new national IDIQ contract will be available for all SDM services to all Regions. GSA is proposing the best solution to both cost-effectiveness and consistency is one national SDM support contract by awarding multiple National IDIQ contracts to support efforts across all GSA regions.

C.3 OBJECTIVE

GSA is the owner or lessee of most of the office space used by United States Government

Agencies, and GSA assigns appropriate blocks of space from its inventory to various Federal agencies. As part of the assignment and initial occupancy process, GSA provides the initial planning and layouts for the space. Additional services are also required for reductions, expansions, and other alterations after initial occupancy. To properly bill and track assignment information electronic floor plans must be linked to a facility management database. The data must remain

“live” in which a user is always seeing the most current data. To ensure this happens, GSA needs to provide “maintenance” to the validated data. This involves audits, re-walks and general updating of assignment information.

To accomplish all the above, GSA created the SDM program. The SDM program is GSA’s national effort to create, update, and maintain its spatial data and associated CAD floor plans and in the future, Building Information Modeling (BIM) solutions, to accurately reflect the national federally owned inventory. The creation of SDM CAD floor plans are the basis for the assignment data and square footage information that PBS uses for tenant rent bills.

Subsequently, updates to and maintenance of these drawings are essential to support accurate rent bills for customer agencies.

To support the management of spatial data and other business needs, GSA’s 3D Laser Scanning

Program provides guidance for documenting building conditions using 3D imaging technologies.

This program has become a prominent vehicle for acquiring building spatial data in three dimensions with high fidelity and low processing time. The rapid collection of 3D information serves several purposes across GSA business lines, including: historical documentation, facility condition documentation, and construction as-built development and BIM development.

C.4 LOCATION

Work under this contract can occur at any of the Regional Office locations listed below or any of the related Field Office or Land Ports of Entry locations. All locations are within the 50 U.S. states and U.S. territories to include Puerto Rico, the U.S. Virgin Islands and Guam.

Region 1 - New England, Boston, MA; Region 2 – Northeast & Caribbean, New York, NY; Region

3 - Mid-Atlanta, Philadelphia, PA; Region 4 - Southeast-Sunbelt, Atlanta, GA; Region 5 - Great

Lakes, Chicago, IL; Region 6 - The Heartland, Kansas City, MO; Region 7 - Greater Southwest, Fort Worth, TX; Region 8 - Rocky Mountain, Denver, CO; Region 9 - Pacific Rim, San Francisco, CA; Region 10 - Northwest/Arctic, Auburn, WA; and Region 11 - National Capital, Washington, DC.

C.5 TASKS

In general, the tasks the Contractor will be providing to GSA are as follows:

a) Measuring the square footage of federal buildings in accordance to the National Business

Space Assignment Policy (NBSAP) which establishes current business practices for the assignment of space within federally owned and leased inventory providing readers with methodologies and information necessary for the correct assignment of space. This reference tool is available electronically at www.gsa.gov/portal/content/102002.

b) Preparing SDM base and assignment drawings and other related data that will be directly input into the GSA Computer Aided Facilities Management (CAFM) drawing database.

c) Monitoring SDM drawings and data for compliance with GSA NBSAP and the PBS

CAD Standards which sets mandatory procedures for A/Es to follow for the creation and delivery of CAD drawings to GSA NBSAP. Performing SDM drawing & database maintenance as required to bring drawings and data for buildings in the SDM inventory into compliance with the GSA NBSAP. The PBS CAD Standards are available electronically at www.gsa.gov/portal/category/21590.

d) Providing miscellaneous technical services on an as-needed basis. These services may include providing guidance and support during design reviews related to square footage http://www.gsa.gov/portal/content/102002 http://www.gsa.gov/portal/category/21590 measurement and space assignments, drawing or data retrieval as part of a data call or tenant request, training related to measuring buildings and use or interpretation of measurement standards, drawing and illustration support in updating policy documents, and attending meetings with GSA counterparts and agency representatives.

e) Providing 3D laser scanning services as needed on a project-by-project basis with the flexibility to obtain 3D laser scanning services that meet the needs of individual projects.

f) Creating an accurate current-condition record of existing building conditions and assist in the repair and alteration work throughout the design process. The 3D imaging will provide 2D CAD plans, elevations and 3D geometric models and/or BIM models required to document as-built conditions.

g) Generate a point cloud of the building for applications such as archival, visualization, and site planning.

h) Assist GSA in developing 3D Imaging Best Practices that will be incorporated into

GSA’s BIM Guide Series 03 which is available electronically at www.gsa.gov/portal/102282. It is the intention of the government to develop the 3D

Imaging Best Practices in a collaborative way so that current and future 3D imaging yields high quality deliverables in the most efficient manner.

Submission schedule and project-specific deliverables will be defined by requesting region through a separate scope of work for each task order procured under this IDIQ contract. The following subsections provide a brief explanation of SDM services that GSA-PBS is looking for from the Contractor. The

Contractor shall be able to provide the following deliverables in accordance with the SDM services described in this section:

C.5.1 Initial Measurement and Validation (IMV) or Re-Measurement

IMV involves measuring a building and capturing detailed field notes, drawing the building in CAD, and loading the spatial information into a Computer Aided Facilities

Management (CAFM) database. There are times that a re-measurement of a building will be needed In these circumstances the Contractor will be required to revalidate the buildings architecture and assignments. A part of the IMV or Re-Measurement task includes creation of Base Drawings, Assignment Drawings and Site Plans. Please refer to Appendix 1 for explanation of all of these drawings and plans.

The contractor shall perform field verification of all areas in and around the building, to capture assignments accurately. The assignments information is loaded into the system following the current version of the National Business Space Assignment Policy

(NBSAP). The software used for the delivered product shall be designated by the Task

Order.

The Base Drawings and Assignment Drawings, when included together on a Task Order, will be included on the same deliverable. When field work is completed, the Contractor will submit original marked up copies, or color copies of the marked up drawings of their fieldwork, at Contractor’s expense, to the SDM Regional Program Manager (Regional

COR), within 14 days of the site visit. All field work will be provided in electronic form i.e., pdf or tif format.

http://www.gsa.gov/portal/102282

Task Orders for Base and Assignment Drawings shall be based on the gross square footage of the building. Task Order lump sum amount shall be adjusted if there is a 3% difference up or down based on the field-verified gross square footage.

The information shall be input directly into GSA’s CAFM database via a GSA-approved, secure connection (i.e., Virtual Private Network or dedicated pipeline). CAD files shall be delivered directly to GSA’s network via a GSA-approved, secure connection (i.e., Virtual Private Network or dedicated pipeline).

When a building Site Plan is requested on a Task Order and completed, the Contractor will submit original marked up copies, or color copies of the marked up drawings of their fieldwork, at Contractor’s expense, to the SDM Regional Program Manager, within 14 days of the site visit. Task Orders for this work shall be based on size of the site’s acreage.

The information shall be input directly into GSA’s CAFM database via a GSA-approved, secure connection (i.e., Virtual Private Network or dedicated pipeline). CAD files shall be delivered directly to GSA’s network via a GSA-approved, secure connection (i.e., Virtual Private Network or dedicated pipeline).

C.5.2 Spatial Data Management (SDM) Maintenance

The periodic walk-through is performed as SDM Space Audits or SDM Rewalks, which help to ensure that the building is accurate and identifies potential deficiencies in the daily process. The SDM Space Audits do not cost more than a SDM Rewalk and a SDM

Rewalk does not cost more than a Re-Measurement. Depending on the amount of estimated change in a building one of these three choices should be used to conduct the periodic walk-through of the buildings.

C.5.3 SDM Drawing Maintenance

Maintenance occurs to the drawings and/or CAFM spatial data for a given building. Two types of maintenance changes can occur in the building. The first is a Standard

Maintenance and the second is a Large/Complex Maintenance.

Changes include, but not limited to:

(1) Space alterations (walls, doors, space expansions and reductions, etc,);

(2) Changes in space categories or type

(3) Commitments of vacant space;

(4) New tenants or tenants vacating space;

(5) Space is under construction;

(6) New Space is released; and

(7) PBS National Business Space Assignment Policy changes and PBS CAD

Standard Policy changes.

Standard Maintenance Items – A standard maintenance can be completed in 8 hours or less. Typically, this maintenance is only a minor drawing change and/or a spatial data change. Only GSA personnel will initiate maintenance. When a change occurs in building, which warrants maintenance to the drawings and/or spatial data, the GSA employee responsible for the maintenance items (Initiator), will submit a maintenance item to the GSA Regional SDM Manager.

Large/Complex Maintenance Items – Large/complex maintenance is a maintenance that takes longer than 8 hours to update. Typically, this maintenance is a major project and/or a major spatial data change to the building, which cannot be completed in the timeframe above under a Standard Maintenance. The Initiator will notify the Regional

SDM Manager as early in the process as possible, providing alterations plans and/or any other available information concerning the proposed changes, which the contractor will use in preparing to make the changes, when they actually occur.

The information shall be input directly into GSA’s CAFM database via a GSA-approved, secure connection (i.e., Virtual Private Network or dedicated pipeline). CAD files shall be delivered directly to GSA’s network via a GSA-approved, secure connection (i.e., Virtual Private Network or dedicated pipeline.

The GSA SDM Regional Program Manager and/or COR will notify the maintenance contractor via e-mail. They will monitor the process, and be involved as necessary, to ensure maintenance is conducted timely and properly. The contractor will submit an estimate in fifteen minute increments (i.e. 0.50 hours or 0.75 hours), for the time to complete each action back to the COR via e-mail. After estimate is approved the contractor can proceed with the work.

Invoicing: The SDM Drawing Maintenance invoicing is processed quarterly. The invoice is to include each maintenance action and the time it took to process the action. The

COR will check the maintenance actions against the invoice.

C.5.4 SDM Space Audit

The SDM Space Audits are part of the SDM Maintenance process as periodic walkthroughs of the buildings. The purpose of the periodic walkthroughs is to ensure that our base and assignment information is accurate. Each time a building is walked the process tightens up the base and assignment information improving the accuracy of the building. Therefore, not every periodic walkthrough will require a full measurement of the building. The difference between the SDM Audit and an IMV/Re-Measurement or

Rewalk, is that the Audit is conducted in three phases. These three phases allows the

Contracting Officer (CO) and/or the COR to modify or stop the work at any time until appropriate funding is available.

Phase 1 - Space Audit

The first phase of the SDM Space Audit is the Audit of the building. The Audit compares the space within the building to what the SDM Base and Assignment drawings represent.

A site visit to verify and inspect the building is required. The drawings are compared to the building to verify that the current space configurations match the current SDM Base and Assignment drawings. The Audit identifies errors and noncompliant architectural issues within the base drawings and that each space on the drawings is properly tagged with correct ASA, AB Code, Space Type, Space Category, SPID, Door Number(s), and

ANSI/BOMA category. Any differences will be noted in red on the drawings, and areas of change will be highlighted (clouded) in color.

The Audit is performed on the rentable square footage within the building. When a building has Structured Parking and Unsuitable for Occupancy square footage within the building, it is important to include these square footages within the buildings Audit square footage. This allows for the parking striping and numbering along with any unsuitable for occupancy space to be documented properly.

Task Order shall be based on the rentable, structured parking, and unsuitable for occupancy square footage of the building.

Phase 2 - Measurement

The second phase of the SDM Space Audit is the measurement of the identified areas found in the Audit. The areas identified which require measurement, either to verify maintenance changes that have been done previously, or because changes have occurred in the space but not been captured as maintenance.

The COR can estimate the percentage of measurement (i.e. 30% of the buildings Audited square footage) of the building prior to the Audit and the estimated measurement can be include in the delivery order for the Audit. When this occurs if additional measurement is identified a contract modification will be needed to capture the additional measurement following the instructions below:

GSA may elect to have the Contractor capture the measurements while already in the building to avoid additional travel costs. In these cases, the Contractor will notify the

COR of the need to measure space, and submit a proposal to measure these areas to CO.

The Audit measurement proposal should include an estimate of the amount of square footage to measure, in five percent increments by floor (i.e. 25% of the first floor, 50% of the second floor, etc.), and the total proposed cost.

The measurement proposal will be reviewed. The CO may approve the proposal, give a verbal notice to proceed, when modify the order for the Contractor to capture the measurements while still onsite; or the CO may elect not to proceed with the measurements at that time.

If the measurement proposal is approved and the Contractor is given a notice to proceed, the Contractor will be solely responsible for conducting all measurements, however, the

GSA SDM Regional Program Manager and/or Service Center personnel may participate in these measurements when possible.

When a building audit and/or field measurement is completed, the Contractor will submit original marked up copies, or color copies of the marked up drawings of their fieldwork, at Contractor’s expense, to the GSA SDM Regional Program Managers, within 14 days of the audit, and/or field measurement.

Task Order shall be based on the rentable, structured parking, and unsuitable for occupancy square footage of the building.

Phase 3 - Correction (CAFM Database Data Entry)

The third phase of the audit process is the correction of the SDM Base and Assignment drawings with the information captured during the Audit and Measurement. The

Contractor will submit a proposal to update the drawings and CAFM database to the

Contracting Officer, with an estimated date of completion, within seven days of the field measurement. The proposal will be based on the number of hours required to update the drawings and CAFM data, at a stated hourly rate for each building, plus the number of

Contractor personnel that will participate in the updates, and will include the total proposed cost.

The CO may approve the proposal and modify the order for the Contractor to update the drawings and CAFM database, or the CO may elect to use another source for the updates.

After receipt of notice to proceed, the Contractor will then update the drawings and

CAFM data. When the update process is completed and ready for review by the

Government, the COR will be notified.

The information shall be input directly into GSA’s CAFM database via a GSA-approved, secure connection (i.e., Virtual Private Network or dedicated pipeline). CAD files shall be delivered directly to GSA’s network via a GSA-approved, secure connection (i.e., Virtual Private Network or dedicated pipeline).

Invoicing; When the Space Audit of a building or group of Service Center buildings has been completed, and/or any COR approved measurements completed, and/or any COR approved drawings and reports, the Contractor(s) will submit an invoice specifying the building audited and the amount of square footage walked.

The SDM Regional Program Manager and/or COR shall conduct an initial review comparing the current SDM Base and Assignment drawings with working drawings to determine that the Audit is the appropriate walkthrough for the building. If the shell and core of the base and assignment drawings are not in line with the working drawings of a building either a Rewalk or a Re-measurement will be required to correct the issues.

C.5.5 SDM Space Rewalks

During an SDM Space Rewalk, the Contractor shall walk all Rentable Square Footage, Structured Parking Square Footage, and Unsuitable for Occupancy Square Footage space in the building to check for assignment changes and architectural changes, and note any changes found on the fieldwork. SDM Space Rewalks do not include building additions.

SDM Space Rewalks will be in one of the following two categories:

(1) Rewalk 1: The Contractor is to assume that all the shell and core elements are accurate and will not need manipulation. Areas that appear to be accurate are assumed to be accurate. All areas will be visually verified.

(2) Rewalk 2: The Contractor is to assume that minor modification to the buildings shell and core may be necessary. All areas will be visually verified.

Once the SDM Space Rewalk is complete the contractor will update the base and assignment drawings using the notes and measurements from the field work.

When a building rewalk is completed, the Contractor will submit original marked up copies, or color copies of the marked up drawings of their fieldwork, at Contractor’s expense, to the SDM Regional Program Manager, within 14 days of the rewalk.

The information shall be input directly into GSA’s CAFM database via a GSA-approved, secure connection (i.e., Virtual Private Network or dedicated pipeline). CAD files shall be delivered directly to GSA’s network via a GSA-approved, secure connection (i.e., Virtual Private Network or dedicated pipeline).

Task Order shall be based on the rentable, structured parking, and unsuitable for occupancy square footage of the building. Task Order lump sum amount shall be adjusted if there is a 3% difference up or down based on the field-verified square footage.

Invoicing: When the Rewalks of a building or group of Service Center buildings has been completed, and/or any COR approved measurements completed, and/or any COR approved drawings and reports, the Contractor(s) will submit an invoice specifying the building rewalked.

C.5.6 SDM Training and Other Technical Support

The SDM program involves many new business processes, and applications of new technology. Because of these new processes and applications, GSA’s work force, as well as new contractors, must receive training and written guidelines, to optimize the usage of these new systems, and to insure the success of SDM program.

The Contractor must have adequate staff to conduct training. The key personnel (Section

B.2) must be knowledgeable of all phases of the SDM process including, but not limited to, inspecting space to determine tenants by Agency Bureau Codes, Space Types and classifications, and (with Federal realty assistance) ASA information, and to measure space according to ANSI/BOMA measurement standards always including all the most recent SDM Standards, policies and guidelines. The Contractor must be knowledgeable on how to transfer this information to AutoCAD drawings, input it into the facility information database, modify drawings and update the facility information database from field notes, written instructions, sketches, or CAD drawings, and be able to conduct space audits of space to insure maintenance is occurring in order to provide training on these subjects and so Contractor may provide a necessary internal technical support system.

1) Training

(a) When a training need is identified, GSA-PBS will develop a written description of the need, the target audience for the training, and the anticipated location of the training.

The contractor’s proposal in response to a training request must include a description of the planned training, the length of the training, and the handouts to be developed for the training.

(b) GSA-PBS will monitor training to insure it is meeting the needs of the audience.

(c) Training may be required for GSA employees and/or contract employees.

2) Other Technical Support

GSA may require other services similar to or closely related to those previously specified in this contract. Services of this type may consist of items like:

a) Special field measurement and/or measurement comparison. (For example doing measurements to the commercial ANSI-BOMA standards and doing a comparison to

PBS NBSAP).

b) Project related CAD support, and drawing and illustration support related to updating policy documents;

c) SDM data or drawing extraction/reporting through query development;

d) Analysis of extracted data using common spreadsheet tools;

e) Management or input into other CAFM/facilities management/related database software products. Any required work of this type will be requested on a task basis;

f) Prospectus design review services, which may include providing guidance and recommendations during design reviews related to square footage measurement and space assignments, interpretation of measurement standards and attending meetings with

GSA or agency representatives.

C.5.7 3D Laser Scanning Services

This IDIQ may be used to order services required in the design and implementation of 3D laser scanning and BIM. These services include, but are not limited to the following:

1) Exterior & Interior 3D-Laser Scanning

2) Transform 3D laser scanning point cloud data to BIM models

3) Professional BIM Modeling Services based on 3D laser scanning data including, but not limited to:

a. Architectural

b. Structural

c. MEP

d. Civil

4) 3D Laser Scanning-based analysis & applications including, but not limited to:

a. Visualization

b. Clash Detection

c. Constructability analysis

5) Integration of multiple 3D Laser Scanning Data, BIMs & analyses

6) Integration between multiple 3D Laser Scanning Data and BIM softwares

7) 3D Laser Scanning Implementation Support, including:

a. Development of 3D Laser Scanning assessment and project implementation plans

b. Selection of VDC software

c. Support to project design and construction firms

d. Review of BIM models & analysis completed by other service providers

8) Development of Best Practice Guidance, Case Studies, Procedures and Training

Manuals

9) Development of long- & short-term 3D Laser Scanning implementation strategies,

10) Development of benchmarking and measurement standards and programs

11) 3D Laser Scanning and Modeling Training, including:

a. Software specific training

b. Best Practices

C.6 DELIVERABLES

All deliverables under this contract become Government property and could be publically released under the Freedom of Information Act (FOIA). The deliverables for this solicitation are identified below, and will be further detailed in the individual Task Orders issued by the regions:

Drawings shall comply with the current version of the PBS CAD Standards

Original marked up copies, or color copies of the marked up drawings of their fieldwork

BIM Modeling Plans and Reports

BIM Quality Control Plans and Reports

Scan Plans (for 3D Laser Scanning)

Pre- and Post- Processing Plans (for 3D Laser Scanning)

BIMs in both native and IFC file formats

3D visualization in freely available formats & viewers (e.g., .pdf, .dwf)

BIM-analyses reports and native analyses files

Description of the planned training, the length of the training, and the handouts to be used during the training.

Analysis of extracted data using common spreadsheet tools accompanied by either reports or written recommendations

Design reviews and recommendations submitted in a report. The due dates, point of contact and all specifics related to the above deliverables will be clearly identified in the individual task orders issued by the regions.

C.6.1 Quarterly Status Reports

The Contractor’s Program Manager shall provide all quarterly status reports, via email, to the National CO and COR by 5:00PM Eastern time on the following dates:

January 15th;

April 15th;

July 15th;

October 15th.

The quarterly status reports include: The calendar quarter month/date, contract number, contractor name and address, phone number, region issuing task order, task order number and date, regional contact name, phone number, and total dollars issued or awarded for the quarter, total dollar of pending obligations and running total of all dollars awarded against ceiling by option year. A report is required even when there is no activity.

C.6.2 Other Deliverables

There could be other deliverables that resulting from this contract. These deliverables, due dates and point of contact, will be clearly identified in the individual task orders.

C.7 LEVEL OF EFFORT

While the Contractor is totally responsible for its performance and deliverables, the

Government may require that work be accelerated at certain times to preserve its obligations for accomplishment of the projects. If necessary, this may include issuing Task Orders/Task Order Modifications to the Contractor which entail a given number of man-hours for specific Labor Categories and Extended Contract

Man-Hour Rates.

C.8 UNREASONABLE FAILURE TO AGREE

If the Contracting Officer determines that the Contractor has unreasonably failed to agree during negotiations on two or more Task Orders, the Government may terminate this contract.

C.9 GOVERNMENT RECORDS

The Contractor and its subcontractors or consultants shall not disclose any information or data that is proprietary to the Government. All such information or data is reserved exclusively for use between the Government and the Contractor, including employees of the Contractor's firm. When deemed appropriate, the

Government may authorize the release of certain information or data necessary for use by the Contractor in performance of contract work, and in such cases specific written authorization must be given in advance. Such data so released shall not be further disseminated and shall not be considered released into the public domain.

The Contractor must ensure that this clause is included in all tiers of subcontracts.

C.10 ORGANIZATIONAL AND CONSULTANT CONFLICTS OF

INTEREST

The Contractor shall comply with the regulations under FAR Part 9.5, Organizational and Consultant Conflicts of Interest. When the Contractor suspects that there will be a conflict of interest with any task order under this contract, he/she must notify the procuring Contracting Officer immediately. The Contractor shall always be conscious of Organizational and Consultant Conflicts of Interests as defined under FAR Subpart 9.5.

SECTION D – PACKAGING AND MARKING

The Offeror is advised that all deliverables will become the property of the U.S.

Government. Therefore, the Contractor shall not place any legends on deliverables that limit copying or distribution.

D.1 SHIPMENTS/PACKAGING

D.1.1 Payment of Shipments, Postage and Fees – All shipments, postage and fees related to this contract shall be paid by the Contractor. The Contractor shall do so without additional cost or charge to the Government, and shall be in accordance with good commercial practice and adequate to insure acceptance by common carrier, courier, or U.S. Mail.

D.1.2 Packaging – The Contractor is responsible for properly protecting all sketches, drawings, reports, models and any other submissions transmitted to the Government.

The Contractor is also responsible for packaging its submissions in a manner to preclude damage during shipping and handling. The Contractor is required to repair or replace any items damaged before delivery and acceptance by the CO/COR at no cost to the Government.

D.2 MARKING

All documentation, reports and other deliverables shall be clearly marked with the project title, the sender, contract number, and delivery order number (when applicable). Unless other specified, all items shall be packaged and packed in accordance with normal commercial practices, e.g., if magnetic media is involved, extra marking shall be considered for protection against exposure to magnetic fields or temperature.

SECTION E – INSPECTION AND ACCEPTANCE

E.1 DOCUMENTATION OF INSPECTION AND ACCEPTANCE

(a) The COR is responsible for the performance of inspections of deliverables upon receipt by the

Government and/or evaluations of services completed, documentation of every inspection/evaluation, and providing the Contractor with copies of all inspection/evaluation reports. Where product or service warranties apply, these must be provided by the Contractor at time of delivery or completion of work/services.

(b) Copies of inspection/evaluation reports which show satisfactory performance and support the amounts invoiced must accompany all payment requests.