Derby_Line_Combined_Services_QASP_ONLY_(FMSP_Final_5-22-14_with_corrective_action-deduction_column_for_maintenance_added_KM_ _TE_6-24-14_(1).pdf

Attachment 2 of Amendment 002

J. LIST OF ATTACHMENTS

(LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS)

EXHIBIT 1 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

CONTRACT No. GS-01P-14-BW-D-0020

INTRODUCTION

This Quality Assurance Surveillance Plan (QASP) is designed to provide the General Services Administration (GSA) with an effective surveillance method of monitoring and evaluating the Contractor's performance under a Performance-Based Statement of Work (PBSOW) for operation and maintenance services.

In accordance with Federal Acquisition Regulation (FAR) Part 37.601, performance-based Contracting methods are intended to ensure that the required performance quality levels are achieved and that the total payment is related to the degree that services performed or outcomes achieved meet Contract standards. GSA’s role in quality assurance is to ensure that the Contractors are achieving the quality levels established in the operation and maintenance services Contracts and focuses on the Contractors’ QCP. GSA periodically validates the execution of the Contractors' quality control programs by reviewing such areas as the Contractors' inspection forms, service request logs, tenant reports, tenant satisfaction surveys, and the timeliness of corrective actions.

Inspections conducted through the QASP and histories of Contractor performance in the Contractor “Performance Assessment Reporting System (CPARS)” or successor system assist GSA in obtaining those services that are contracted and delivered as agreed upon. The systems also help ensure that contract awards and deductions are executed in accordance with the contract requirements. The regional Property Management operations office is responsible for capturing the appropriate Contractor performance information that will be entered into CPARS by the CO or their designee.

A. PURPOSE OF THE QASP

The QASP is intended to accomplish the following:

1. Define the roles and responsibilities of participating Government officials.

2. Identify the performance objectives based upon the PBSOW in accordance with FAR Part 46.401(a) (1).

3. Identify the performance quality level standards in accordance with FAR Part 37.601(a) (2).

4. Describe the methods of surveillance for GSA to identify quality levels in accordance with FAR Part 46.401(a) (2).

5. Establish a method to provide feedback to the Contractor regarding quality and timeliness of the service performance, i.e., copies of inspection forms, copies of tenant reports, data on tenant satisfaction scores; and any other drivers or measures of performance that are required by the CO or designee

6. Establish timeframes for communication and performance improvement if needed.

7. Establish specified procedures for changes to the Contract price when services are not performed or do not meet Contract requirements in accordance to FAR Part 37.601(a) (3).

8. Ensure the Contractor has developed and implemented a QCP establishing procedures and responsibilities for controlling the quality of work performed.

B. ROLES AND RESPONSIBILITIES OF GOVERNMENT OFFICIALS

The following Government officials will participate in assessing the quality of the Contractor's performance. Their roles and responsibilities are described as follows:

1. Carl Dodge or person designated by the CO will serve as the designee or COR. The COR is responsible for monitoring, assessing, recording, and reporting on the performance of the Contractor. The CO or their designee shall have the primary responsibility for completing forms that will be used to evaluate the Contractor’s performance. In addition, the COR or designee shall use the Contractor Performance System (CPS) to document the Contractor’s performance.

2. Thomas Eberhardt or person designated as the CO will have overall responsibility for overseeing the Contractor's performance. The CO shall be responsible for monitoring the Contractor's performance in the areas of Contract compliance and Contract administration. The CO will review the COR or designee's written inspections and assessments of the Contractor’s performance and resolve any discrepancies that may arise between the Contractor and COR or their designee. In addition, the CO shall use the Contractor Performance System (CPS) to document the Contractor’s performance.

C. TYPES OF WORK TO BE PERFORMED

1. The Contractor’s performance in providing the following custodial and building operations & maintenance combined services shall be evaluated by the government:

2.

a. Standard Services

i. Interior

ii. Exterior

iii. Snow and Ice Removal

iv. Grounds Maintenance

b. Above Standard Services

c. Service Calls

d. Communication Plan

e. Solid Waste/Trash Disposal and Removal

f. Recycling

g. Environmental/Recycling Reporting

h. Integrated Pest Management Plan

i. Child Care Center

j. Existing deficiency list

k. Building Operating Plan

l. Equipment Inventory

m. Monthly Progress Reports

n. Reference Library

o. Building Management Support Services

p. Operational Requirements

q. Service Requests

r. Tours

s. Maintenance Program

t. Water Treatment

u. Oil Analysis

v. Lamp and Ballast Replacements

w. Repairs

x. Safety and Environmental

y. Fire Protection and Life Safety Equipment and Systems

z. Other services as described in Section C

D. METHODS OF SURVEILLANCE

The method of surveillance is based on the performance criteria of the Contract terms and specifications. Each requirement will describe the tasks to be performed and the standard for successful performance. GSA intends to monitor and evaluate the Contractor's performance based on any or all of the following surveillance methods:

1. Periodic Surveillance Inspections: This method consists of selected surveillance tasks by the Government that do not require 100 percent inspection, or are performed on a random basis. The CO or their designee will evaluate the Contractor’s reports, surveys, etc. on a weekly, biweekly, monthly, or quarterly basis.

3. Tenant Interviews: All tenant concerns received through the CO or their designee will be documented and evaluated on a planned schedule developed by the CO or designee. This method may help the CO or their designee focus on areas that may require further action from the CO.

3. Service Request Documentation: This method of surveillance will provide information to the CO or designee, such as identification of the types of service requests received the frequencies of service requests, corrective action taken, timeliness of completion, and any other pertinent data. At a minimum, this method shall be performed on a monthly basis.

4. Tenant Satisfaction Surveys: The Gallup Organization conducts surveys for one-third of GSA’s tenants in Government-owned and leased buildings. These surveys gather important data in many areas, including specific categories pertaining to the operation and maintenance of GSA's buildings. The surveys provide the CO or their designee with satisfaction scores that can be further evaluated to determine if there are any weaknesses within the various programs. There are various measures that can be taken, such as reviewing the survey’s comments, obtaining further feedback from the tenants, or sharing the scores with the Contractor to establish a plan of action.

E. QUALITY ASSURANCE FORMS AND REPORTS

Inspection Form: The GSA-3423 form will be used to document and evaluate the Contractor's performance. The COR will evaluate each event in accordance with the performance standards and performance requirements stated in the PBSOW. All tasks that are considered to have unacceptable performance shall be substantiated and documented on the GSA-3423 form. The form will be completed and submitted to the Contractor within 24 hours. The Contractor shall return the GSA-3423 form identifying the corrective action taken within time allotted by the COR.

Inspection of Services Clause: The CO shall fill in applicable commercial or non-commercial clause as appropriate, i.e., FAR Part 52.246.4 paragraphs (e) and (f).

F. ANALYSIS OF SURVEILLANCE RESULTS

Monthly CO Report: At the end of each month the COR will summarize the overall results of the Contractor’s performance for the previous month and send to the CO. If appropriate, the CO may investigate the event(s) further to determine if all the facts and circumstances surrounding the event(s) are accurate. The CO may discuss with the Contractor an event or trend that indicates unacceptable performance.

DRAFT QASP STANDARDS – COMBINED SERVICES

CUSTODIAL

Performance-based Task

Services to be inspected Standard for success-ful performance

Quality Assur-ance Surveil-lance Method

Corrective Ac-tion/Deduction

SECTION C

Contractor shall provide interior custo-dial services.

FLOOR CARE

BARE FLOORS

(lobbies, corridors, re-strooms, etc.)

ADP Floors

Asphalt Floors

Granite and Marble Floors (Crystallization)

Loading Dock Floors

Floors, base moldings and grout shall be clean and free of de-bris, including but not limited to, (dirt, water streaks, mop marks, string, gum, tar and other foreign matter).

The floors shall main-tain their natural luster and not have a dull appearance.

Damp mopping shall be the only method of wet cleaning for floors in Automated Data Processing (ADP) space.

Damp mopping shall be the only method of wet cleaning for floors containing asphalt ma-terial.

All applicable floor areas shall be main-tained in accordance with industry stand-ards.

Spill residue and clean-up materials shall be disposed of in accordance with the Environmental Protec-tion Agency (EPA), and State and local

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Failure to provide will result in fur-ther contract ac-tion. If not cor-rected a 0.005% deduction from the Basic Monthly rate for that Month will be taken.

Performance-based Task

Services to be inspected Standard for success-ful performance

Quality Assur-ance Surveil-lance Method

Corrective Ac-tion/Deduction

SECTION C

CON'T Postal Floors

Strip and Finish

Sealing

Wood Floors regulatory agency re-quirements.

Refer to the Standard Services – Interior Section on Postal Space

The old finish or wax shall be removed and new sealant applied in accordance with standard commercial practices. Spots shall be eliminated. There shall be no evidence of gum, rust, burns, or scuffmarks, or wax build-up in corners or crevices. UNDER NO

CIRCUMSTANCES

SHALL BURNISH-

ING, HIGH SPEED

BUFFING OR DRY

STRIPPING METH-

ODS BE USED.

Sealant must adhere to the floor. Floor areas must be evenly coated with a slip resistant seal.

There shall be no wa-ter solutions used on wood flooring. There shall be no dry strip-ping methods used on wood flooring.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

CARPETED FLOORS Free of visible dirt, dust, and other debris.

The Government may evaluate

Failure to provide will result in fur-

Services to be inspected Standard for success-ful performance

Quality Assur-ance Surveil-lance Method

Corrective Ac-tion/Deduction

SECTION C-

Standard Ser-vices (Public Space) and Above Stand-ard Service for other areas.

CARPET EXTRACTION

No spots, smears, crusted material, or spills.

No fuzzing caused by harsh rubbing or brushing of carpet.

Build-up, spills, or crusted material is to be removed along with spots and smears.

Cleaned areas of car-pets and rugs shall be reasonably blended with surrounding car-pets.

performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

ther contract ac-tion. If not cor-rected a 0.005% deduction from the Basic Monthly rate for that Month will be taken.

SECTION C

CON'T

MATS AND RUNNERS Mats and runners shall be free of removable spots, soiled traffic patterns, dirt, debris, gum and crusted mate-rial. There shall be no areas of deterioration or fuzzing as a result of harsh brushing or scrubbing.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Services to be inspected Standard for success-ful performance

Quality Assur-ance Surveil-lance Method

Corrective Ac-tion/Deduction

SECTION C

CON'T

RESTROOMS, SHOW-

ER ROOMS, LOCKER

ROOMS, AND HOLD-

ING CELLS

Areas shall be cleaned with a disinfectant cleaner. Fixtures shall maintain a high level of luster and be free of dust, mold, mildew, streaks, and encrusta-tion. Partitions, doors, vents, sills, and walls shall be free of dust, dirt, bodily fluids, and waste and graffiti.

Restrooms shall be free of discarded ma-terial and trash shall be emptied to prevent the containers from overflowing.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Failure to provide will result in a 1% deduction from the Basic Monthly rate for that Month.

FIXTURES Fixtures and surfaces (washbasins, urinals, modesty panels, toi-lets, shower stalls etc.)

shall be clean with no dust, spots, soil sub-stances, discoloration, rust, mold, build-up, or excess moisture.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Services to be inspected Standard for success-ful performance

Quality Assur-ance Surveil-lance Method

Corrective Ac-tion/Deduction

SECTION C

CON'T

SURFACES

Metal, Brass, and Wood-work

Glass Surfaces

Surfaces (including corners, crevices, moldings, ledges, hand rails, grills, doors, door knobs, door frames, kick plates, etc.) shall be free of dust, streaks, spots, hand marks, oil, smudges, dirt, soil substances, rust, en-crustation, and streaks.

All glass, clear parti-tions, mirror surfaces, bookcases, and other glass (within approx-imately 70 inches of the floor) shall be clean and free of dirt, dust, streaks, smudges, watermarks, spots and grime, and shall not be cloudy. There shall be no water spots on the glass or adjacent fix-tures and furniture.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Failure to provide will result in fur-ther contract ac-tion. If not cor-rected a 0.005% deduction from the Basic Monthly rate for that Month will be taken.

WALLS Free of smudges, marks, dirt, and spots with no discoloration.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Failure to provide will result in fur-ther contract ac-tion. If not cor-rected a 0.005% deduction from the Basic Monthly rate for that Month will be taken.

SECTION C

CON'T

HIGH SURFACES Surfaces above 70 inches and ______ inches (Region, speci-

The Government may evaluate performance

Failure to provide ther contract ac-

Services to be inspected Standard for success-ful performance

Quality Assur-ance Surveil-lance Method

Corrective Ac-tion/Deduction

fy) shall be cleaned free of dirt, dust, and cobwebs. Where glass is present, both sides shall be clean and free of streaks. This does not include removal of vents, tiles, or fixtures.

based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

tion.

TRASH, WASTEBAS-

KETS, AND ASH RE-

CEPTACLES

Trash containers shall be emptied and kept clean, odor-free and free of dirt, dust, de-bris, residue, and spilled material. Plas-tic liners for all trash, debris containers shall not be torn, worn, or contain residue. All ash receptacles shall be free of dust, ashes, odors, tar, streaks, and tobacco residue.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Failure to provide will result in a 1% deduction from the Basic Monthly rate for that Month.

SECTION C

CON'T

ELEVATOR, ESCALA-

TORS, AND STAIR-

WAYS

Door tracks shall be clean and free of dirt, debris, built up grime, dust, smudges, and other extraneous mat-ter.

Surfaces shall be clean and free of finger marks, smudges, and spills. Carpets and floors shall be free of removable spots, dirt, and debris. Floors re-quiring a finish shall be maintained at a high luster.

Stairways, escalators, entrances, landings, The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Failure to provide will result in fur-tion.

Services to be inspected Standard for success-ful performance

Quality Assur-ance Surveil-lance Method

Corrective Ac-tion/Deduction railings, risers, ledges, grills, doors, radiators, and surrounding areas shall be free of dirt, dust, litter, and debris.

PLATE GLASS (all glass

- glass over and in exteri-or and vestibule doors, all plate glass around en-trances, lobbies vesti-bules, and spandrel)

Shall be clean and free of dirt, grime, streaks and moisture, and shall not be cloudy.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Failure to provide will result in fur-ther contract ac-tion.

WINDOW WASHING Windows shall be clean (minimum is annually) and free of dirt, grime, streaks and moisture, and shall not be cloudy. Window sashes, sills, wood-work, and other sur-roundings of interior glass shall be wiped free of drippings and other watermarks.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Failure to provide will result in fur-ther contract ac-tion.

BLINDS AND COVER-

INGS

All blinds and cover-ings, cord tapes, and valances shall be clean and free of dust and spots.

Blinds and coverings shall be washed (min-imum is annually) on both sides and coordi-nated with the COR.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Failure to provide will result in fur-

Services to be inspected Standard for success-ful performance

Quality Assur-ance Surveil-lance Method

Corrective Ac-tion/Deduction

POLICING (All building areas both interior and exterior

All trash, and other discarded material shall be removed.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Failure to provide will result in fur-ther contract ac-tion.

INTERIOR AND ATRI-

UM PLANTS (govern-ment plants)

Plants shall be free of dust and dead leaves and be properly hy-drated.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Failure to provide will result in fur-ther contract ac-tion.

CONCESSIONS Public areas shall be clean, sanitized, free of spillages, food crumbs, spots, smudg-es, marks, and soil

Failure to provide will result in fur-ther contract ac-tion.

POSTAL SPACE All postal floors shall be free of dirt, dust, debris, and other for-eign matter. If strip-ping and refinishing is required, finish and wax shall be removed and reapplied in ac-cordance with stand-ard commercial prac-tices. UNDER NO

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-

Failure to provide will result in fur-

Services to be inspected Standard for success-ful performance

Quality Assur-ance Surveil-lance Method

Corrective Ac-tion/Deduction

CIRCUMSTANCES

SHALL BURNISH-

ING, HIGH SPEED

BUFFING OR DRY

STRIPPING METH-

ODS BE USED.

umentation.

FITNESS CENTERS,

HEALTH UNITS, AND

LABORATORIES

Areas such as the fit-ness centers, health units, and laboratories, shall be cleaned with disinfectant.

All vinyl surfaces of exercise equipment and exercise mats shall be free of dust, dirt, spots, streaks, and smudges.

All metal (door frames and handles, fixtures, equipment) and glazed surfaces (including partitions), shall be free of smears, finger marks, and streaks and shall maintain a uniform luster.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Failure to provide will result in a 1% deduction from the Basic Monthly rate for that Month.

SECTION C –

Standard Ser-vices - Exterior

CANOPIES Shall be clean and free of dirt, dust, cobwebs, nests, bird excrement, trash, and debris.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Failure to provide will result in fur-ther contract ac-tion.

HARD SURFACE ARE-

AS (sidewalks, brick are-

Shall be clean and free of dirt, debris, gum, The Government may evaluate

Services to be inspected Standard for success-ful performance

Quality Assur-ance Surveil-lance Method

Corrective Ac-tion/Deduction as, hard surfaces, parking areas, garages, docks, etc.)

litter, gravel, weeds, oil, and grease. No residual dirt shall re-main after the removal of the debris.

performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

ther contract ac-tion.

EXTERIOR SURFACES

(signs, vending machines, tables, etc.)

(Optional – Region, choose or delete):

Shall be clean, with no dirt, dust, residue, streaks, spots, soil substances, discolora-tion, or rust.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Failure to provide will result in fur-ther contract ac-tion.

SNOW AND ICE RE-

MOVAL

Shall be free of snow and ice which may cause slip hazard.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Failure to provide will result in a 1% deduction from the Basic Monthly rate for that Month.

GROUNDS MAINTE-

NANCE

Maintain all plants, trees, shrubs, ground cover, and lawns in a manner that prolongs life and sustains a healthy appearance and free from pests.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, Failure to provide will result in fur-

Services to be inspected Standard for success-ful performance

Quality Assur-ance Surveil-lance Method

Corrective Ac-tion/Deduction

Entrances and Exits shall not be wet from watering, during the arrival and departure of occupants and visi-tors.

(REGION TO ADD

SPECIFIC STAND-

ARDS)

tenant inter-views, periodic inspections, and service call doc-umentation.

SECTION C

CON'T

RECYCLING Paper shall be trans-ported from recycling bins to storage con-tainers in designated area.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Failure to provide will result in a 1% deduction from the Basic Monthly rate for that Month.

SECTION C

Contractor shall provide surveillance, trapping, ex-termination and pesticide application components of the integrated pest manage-ment (IPM) program

IPM INITIAL INSPEC-

TION

Shall provide a thor-ough initial inspection of interior space and exterior grounds and paved areas.

Shall identify all areas including equipment, structural features or practices that contrib-ute to pest infestation.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Failure will result in further contract action.

IPM PERIODIC IN-

SPECTION

Shall conduct quarter-ly inspections to de-termine if treatment is required.

The Government may evaluate performance based on any or

Failure will result in further contract action.

Services to be inspected Standard for success-ful performance

Quality Assur-ance Surveil-lance Method

Corrective Ac-tion/Deduction all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

IPM PLANS Shall obtain approval from the COR BE- FORE treatment is rendered.

The Government may evaluate performance based on any or all of the follow-ing: tenant satis-faction, surveys, tenant inter-views, periodic inspections, and service call doc-umentation.

Failure will result in further contract action.

OPERATIONS AND MAINTENANCE

PERFORMANCE-

BASED TASK

SERVICES TO BE

INSPECTED

STANDARD FOR

SUCCESSFUL

PERFORMANCE

QUALITY

ASSURANCE

SURVEILLANCE

METHOD

CORRECTIVE

ACTION/

DEDUCTION

SECTION C

Existing Deficiency Inspection/List and equipment inventory.

A thorough and systematic initial inspection and inventory of all equipment and systems and the performance of an annual inventory to verify and update the inventory.

A complete and accurate deficiency list and inventory must be completed and submitted within the initial timeframe and an annual inventory must be scheduled and conducted to verify and update inventory.

The Government will evaluate performance based on tenant satisfaction, surveys, tenant interviews, periodic inspections, and service request documentation.

Failure will result in further contract ac-tion.

Startup Phase. The Contractor must provide all start up services necessary to provide seamless operation of all building systems.

Adjustment to controls, BAS

Submission and review of all required building documentation without failures in providing service to our customers.

The Government will evaluate performance based on tenant satisfaction, surveys, tenant interviews, periodic inspections, review of reports & submittals and service request documentation.

Failure will result in further contract ac-tion.

Staffing and ability to communicate with CO.

Contractor must staff and provide communication methods to ensure services are adequately provided to the tenant.

Quality and quantity of staffing and methods of communication ensure adequate response to all Contract requirements.

The Government will evaluate performance based on tenant satisfaction, surveys, tenant interviews, periodic inspections, and service request documentation.

Failure will result in further contract ac-tion.

Onsite records. All records required by the Contract must be accurate and available for inspection.

Records must be organized, up to date, and reflect actual conditions.

Onsite records, review of CMMS/PM logs, service call logs & Monthly reports by COTR

Failure will result in further contract ac-tion.

CMMS

(If applicable).

Service request record keeping

Maintenance records are accurate and

Onsite records, review of

Failure will result in further contract ac-

BASED TASK

SERVICES TO BE

INSPECTED

STANDARD FOR

SUCCESSFUL

PERFORMANCE

QUALITY

ASSURANCE

SURVEILLANCE

METHOD

CORRECTIVE

ACTION/

DEDUCTION

using the computerized maintenance management system (CMMS).

current and are properly populated within the CMMS to document historical maintenance efforts during the life cycle of the facility.

CMMS/PM logs, service call logs & Monthly reports by COTR tion.

Building Operating Plan

(BOP).

BOP must detail all aspects of the Contractor’s performance of the Contract and building equipment and system information. Energy consumption must be monitored by the Contractor for indicators of inefficient operation.

BOP must be submitted and address all items

Review of initial BOP submittal by

COTR.

Onsite records, review of CMMS/PM logs, advance metering records, service call logs & Monthly reports by COTR

Failure will result in further contract ac-tion.

Monthly Progress Reports.

Reports of Contractor progress and activities must be provided monthly.

All reports must be thorough, accurate and submitted on time as required by the Contract.

Reviewed monthly by COTR

Failure to provide within established timeframe will result in a 10% deduction

Reference library. Information in the form of a reference library must be provided by the Contractor.

All required documents are to be included in the reference library and must be complete and up to date.

Review by COTR Failure will result in further contract ac-tion.

Service Requests. Service requests must be received, tracked, and responded to in accordance with Contract requirements.

All routine, emergency, and urgent service requests are responded to as required by the Contract and repairs are completed within specified timeframes.

The Government will evaluate performance based on tenant satisfaction, surveys, tenant interviews, periodic inspections, review of reports & submittals and service request documentation.

Failure will result in further contract ac-tion. If not corrected, a 5% deduction from the base monthly rate will be taken.

SERVICES TO BE

INSPECTED

STANDARD FOR

SUCCESSFUL

PERFORMANCE

QUALITY

ASSURANCE

SURVEILLANCE

METHOD

CORRECTIVE

ACTION/

DEDUCTION

Energy and Water Efficiency Plan

Reports must contain monthly energy usage compared to last year and recommendations on improvement

Control systems must be operated to provide maximum efficiency as measured by energy consumption per gross

sq. ft. while providing tenant comfort

Onsite records, review of CMMS/PM logs, advance metering records, service call logs & Monthly reports by COTR

Failure will result in further contract ac-tion.

Tours. Tours must be conducted and documented in accordance with Contract requirements.

All tours must be conducted and documented as required and will reflect actual conditions.

Adjustments will be made as needed. Logs and check sheets must be adequate to track operating hours and equipment performance history.

Review of tour logs & monthly reports

Failure will result in further contract ac-tion. If not corrected, a 5% deduction from the base monthly rate will be taken.

Leak testing. Refrigerants and natural gas leaks must be avoided and detected as early as possible.

Leak testing for refrigerants and natural gas must be performed and documented in accordance with the

BOP.

Review of monthly reports and logs;

inspections

Failure will result in further contract ac-tion.

Condensate pans Condensate pans must be clear and algae free at all times.

On at least a monthly basis, tours must include inspection and treatment of condensate pans with appropriate biocide to ensure proper drainage.

Review of monthly reports and logs;

inspections

Failure will result in further contract ac-tion.

Disruptive or hazardous tool use, disruption to utilities, lighting and space conditioning.

Tenants must not be unnecessarily disrupted during repairs or procedures.

All disruptive tool use during normal working hours must be approved by the CO or their designee and

The Government will evaluate performance based on tenant satisfaction, surveys, tenant

Failure to provide will result in a 1% deduction from monthly contract price

SERVICES TO BE

INSPECTED

STANDARD FOR

SUCCESSFUL

PERFORMANCE

QUALITY

ASSURANCE

SURVEILLANCE

METHOD

CORRECTIVE

ACTION/

DEDUCTION

welding and burning must be approved via GSA Form 1755. The CO must approve in advance any work that will disrupt lighting, utilities, and space conditioning.

interviews, periodic inspections, review of reports & submittals and service request documentation.

Plumbing and restroom maintenance.

Plumbing and drain systems must be maintained and in good working order.

All drain systems must be clear and kept functional at all times.

tenant satisfaction, surveys, tenant interviews, periodic inspections, review of reports & submittals and service request documentation.

Failure will result in further contract ac-tion. If problem is identified for more than 1 month, it will result in a 1% con-tract deduction.

Maintenance program.

SECTION C

Cont

SECTION C Cont.

Equipment must be maintained to the minimum standard established in the Contract and developed by the Contractor.

Minimally, the Contractor must perform preventive maintenance in accordance with the manufacturer’s recommended standards for all equipment requiring a preventive maintenance procedure. The Contractor must be required to use the specified NFPA Codes and Standards in this document to perform inspections, testing, and preventive maintenance of fire protection and life safety systems and equipment. In addition, the Contractor shall be required to follow the specific testing and inspection frequencies and methods specified in such NFPA Codes and Standards. The

Review of monthly reports, periodic inspections

Failure to provide in monthly report and not rescheduled for next month will result in a 5% contract deduction from the monthly base rate

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Water treatment. The Contractor must provide for an effective water treatment program including equipment, monitoring, reporting, etc.

Contractor must record such inspection, testing, and services on the appropriate NFPA inspection form.

The Contractor must perform water treatment, monitoring, and testing in accordance with the Contract requirements.

Oil analysis and oil changes.

Oil analysis and oil changes must be documented.

The Contractor must perform initial and periodic oil analysis and oil changes in accordance with the Contract provisions.

Review of monthly reports, periodic inspections

Failure will result in further contract ac-tion.

Lamp and ballast replacements.

Quality, energy-efficient replacement lamps and ballasts must be used by the Contractor.

The Contractor must perform lamp and ballast replacements in accordance with the Contract provisions

Review of monthly reports, periodic inspections

Failure will result in further contract action.

Architectural and structural systems maintenance.

Interior and exterior building architectural and structural systems must be maintained in good repair.

The Contractor must conduct inspections, repairs, replacements, and touch up painting and patching to match existing finishes as required by Contract provisions.

Periodic inspections

Failure will result in further contract ac-tion.

Interior signage and directories.

Signage must be up to date and in good repair.

Signage must be updated and repaired as required.

tenant satisfaction, surveys, tenant interviews, periodic inspections.

Failure will result in

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Finishes maintenance. All finishes must appear neat and have an esthetically appealing appearance.

The Contractor must maintain and touch up building finishes in a professional manner.

tenant satisfaction, surveys, tenant interviews, periodic inspections.

Failure will result in further contract ac-tion.

Repairs.

Safety and environmental management.

All repairs must be performed in a timely professional manner, using quality parts and materials.

Scheduling and record keeping.

The Contractor must perform repairs in accordance with the provisions of the Contract including timeliness of response, invoicing, thresholds, replacement part quality standards, and warranty provisions.

All required safety and environmental tests, certifications, permits and other procedures required in this document must be scheduled in the CMMS work order system, and documented in the CMMS. In addition, the Contractor must maintain copies of all such tests, certifications, permits and other required records.

COTR and Prop-erty Manager in-spections, month-ly report & log reviews

COTR and Property Manager inspections, monthly report & CMMS log, tour log and PM log reviews

Failure will result in a 5% contract de-duction from the monthly base rate.

Failure to provide within 30 calendar days will result in a 5% contract deduction from the monthly base rate.

Refrigerant control and certification.

The Contractor must control refrigerants and maintain records in accordance with EPA, GSA, and appropriate Air Quality Management District

COTR and Property Manager inspections, monthly report & CMMS log, tour log and PM log reviews

Failure to provide within 1st 5 business days will result in a 1% contract deduction from the monthly base rate

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standards. The Contractor must take immediate action to contain refrigerant leaks and must report any leaks to the CO or designee.

AQMD operating permits.

The Contractor must be familiar with the requirements of the Local Air Quality Management District (AQMD), and shall be responsible for obtaining operating permits for boilers, generators, and other emissions-producing equipment regulated by the district.

COTR to review required permits where needed

Failure will result in further contract action.

SECTION C

Cont.

Underground storage tanks.

The Contractor is responsible for complying with all Federal, State, and Local requirements for the periodic inspection, monitoring, permitting, certification and maintenance of underground storage tanks.

COTR, Regional Safety Branch or qualified designee to review test results to insure that the contractor is complying with the requirements.

Failure to provide will result in a 5% contract deduction from the monthly base rate.

Polychlorinated biphenyls (PCBs) control.

The Contractor must inspect all transformers containing (PCBs) and maintain records of such inspections in accordance with State, Local, and Environmental Protection Agency (EPA) regulations.

RESERVED RESERVED

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Hazardous waste. The Contractor must be cognizant of, and comply with, all Federal, State, and Local laws and regulations related to the disposal (landfill, sewer discharge, etc.)

of hazardous waste and materials used or removed in the performance of the Contract or discharged by the building, and must comply with all such requirements, to include record keeping requirements.

COTR shall review logs and reports

Failure to provide will result in a 5% contract deduction from the monthly base rate.

Electrical safety. The Contractor must comply with NFPA 70E when working on or around electrical equipment or systems.

The Contractor must ensure that areas restricted to qualified personnel are secured and properly labeled.

COTR and Property Manager inspections

Failure to provide will result in a 3% contract deduction from the monthly base rate.

Lock out/tag out. The Contractor must develop a lockout/tag out program in accordance with 29 CFR 1910. The program must include all anticipated energy sources, including but not limited to electricity, steam, pressurized fluids, and mechanical energy.

Review of initial lockout/tag out program by

COTR.

Onsite records, review of CMMS/PM logs, service call logs & Monthly reports by COTR

Failure to provide will result in a 3% contract deduction from the monthly base rate.

SECTION C

Cont.

Confined spaces. The Contractor must identify and label all

Review of initial confined space will result in a 1%

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confined spaces in accordance with OSHA requirements.

The Contractor must develop a confined space entry permit system for all permit-required confined spaces within 60 calendar days of commencement of the Contract.

program by

COTR.

Onsite records, review of CMMS/PM logs, service call logs & Monthly reports by COTR contract deduction from the monthly base rate.

Asbestos management.

The Contractor shall be expected to occasionally perform Class III and Class IV asbestos work as defined in 29 CFR

1910.26.1101. The

Contractor must be prepared to deal with asbestos on a small scale, short duration basis to effect emergency repairs and to clean up small spills.

The Contractor must protect building tenants, visitors, and employees from asbestos exposure.

The Contractor must comply with applicable National Institute of Building Sciences (NIBS) and OSHA standards.

COTR, Property Manager or I.H.

inspections

Failure to provide will result in a 5% contract deduction from the monthly base rate.

Hazardous Materials.

The Contractor must make material safety data sheets (MSDSs) available to their employees in accordance with 29

Review of MSDS sheets

Failure to provide will result in a 2% contract deduction from the monthly base rate.

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CFR 1910.1200.

Boiler/pressure vessel operation and inspection standards.

All tests must be done in accordance with ASME Boiler and Pressure vessel Code, National Board Inspection Code (NBIC), EPA Local AQMD requirements, ASME CSD-1, and

NFPA 85.

Onsite records, review of CMMS/PM logs, service call logs & Monthly reports by COTR

Failure to provide will result in a 2% contract deduction from the monthly base rate.

Backflow prevention devices.

Backflow prevention devices used on water-based fire suppression systems must be inspected, tested and maintained according to NFPA 25.

Onsite records, review of CMMS/PM logs, service call logs & Monthly reports by COTR

Failure to provide will result in a 1% contract deduction from the monthly base rate.

SECTION C

Cont.

Potable water systems.

The Contractor must comply with the Safe Drinking Water Act, PL 99-339, as amended, and the EPA Safe Drinking Water regulations (40 CFR 141.43, Sections A and D), that address the quantity of lead allowable in new installations or repairs to existing drinking water systems and/or plumbing. Potable water systems which are repaired, modified, serviced, or breeched in any way must be disinfected and flushed prior to returning the system to service.

Onsite records, review of CMMS/PM logs, service call logs & Monthly reports by COTR

Failure will result in further contract ac-tion, including cost of replacement potable water and retesting.

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Labeling. The Contractor must label equipment, storage areas and workspaces in accordance with OSHA standards immediately after commencement of the Contract if such labels are not already in place.

COTR and Prop-erty Manager in-spections

Failure will result in further contract ac-tion.

Fire Protection and Life Safety Equipment and Systems.

SECTION C

Cont.

SECTION C

Cont.

Fire alarm system. The Contractor is responsible for meeting the inspection, maintenance, testing frequencies, and testing methods outlined in NFPA 72.

Documentation of the above mentioned inspection, maintenance, and testing results must be recorded on the applicable Inspection and Testing Form from

NFPA 72.

Fire alarm system testing, maintenance and repair shall be performed during normal business hours when it does not interfere with building operations. When such testing, maintenance or repair will interfere with building operations; it shall be performed after normal business hours without additional costs to the government, unless

Onsite records, review of CMMS/PM logs, service call logs & Monthly reports by COTR or Fire Protection Engi-neer

Failure to provide within 1st 5 business days of the month will result in a 10% deduction from the line item rate for that month.

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SECTION C

Cont.

approved otherwise by the CO or designee

The Contractor must provide a fire watch in areas left unprotected until the fire alarm system is completely restored to service. In no case shall the fire alarm systems be left in a disabled condition without notifying the CO or designee.

The Contractor must ensure that the fire alarm system is maintained operable at all times except while being tested or repaired. It is essential that the Contractor carefully schedule with the building manager all non emergency shutdowns of the fire alarm system and that back up protection be provided by the Contractor (arrangement of additional personnel stationed at the fire alarm system control panel) any time the fire alarm system is out of service for more than 4 hours. In addition, regardless of the duration of the shutdown, the affected portion of the system must be tested to ensure that the

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protection has been restored.

In addition, during any period in which there is no capability for the fire alarm system to transmit fire alarm signals to a supervising station, the Contractor must maintain a fire watch in accordance with GSA guidelines.

The Contractor must utilize qualified personnel meeting the applicable requirements in Section H16.3, Qualification of Technicians. in performing any task associated with this contract

SECTION C

Cont.

Water-based fire suppression system

The Contractor is responsible for meeting the inspection, maintenance, testing frequencies and testing methods outlined in NFPA 25.

Water-based fire suppression system testing, maintenance and repair shall be performed during normal business hours when it does not interfere with building operations. When such testing, maintenance

Onsite records, review of CMMS/PM logs, service call logs & Monthly reports by COTR or Fire Protection Engi-neer

Failure to provide within 1st 5 business days of the month will result in a 2% deduction from the line item rate for that month

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or repair will interfere with building operations; it shall be performed after normal business hours without additional costs to the government, unless approved otherwise by the CO or designee.

The Contractor must provide a fire watch in areas left unprotected until the water-based fire suppression system is completely restored to service. In no case must any water based fire suppression system be left in a disabled condition without notifying the CO or designee.

The Contractor must ensure that the sprinkler system is maintained and operable at all times except while being tested or repaired. It is essential that the Contractor carefully schedule with the building manager and CO or their designee all non emergency shutdowns of the sprinkler system and that back up protection be provided by the Contractor any time the sprinkler system is out of service for more

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than 4 hours. In addition, regardless of the duration of the shutdown, the affected portion of the system must be tested to ensure that the protection has been restored.

SECTION C

Cont.

Fire Rated doors and assembles.

The Contractor must utilize qualified personnel meeting the applicable requirements in Section H16.3, Qualification of Technicians. in performing any task associated with this contract

The Contractor must perform inspections, tests and maintenance or repairs in accordance with the current edition of NFPA 80 and NFPA 101.

The Contractor is responsible for meeting the inspection, maintenance, testing frequencies, testing methods, and documentation requirements outlined in NFPA 80 and NFPA 101.

Onsite records, review of CMMS/PM logs, service call logs & Monthly reports by COTR or Fire Protection Engi-neer

Failure will result in further contract ac-tion.

SECTION C

Cont.

Fire Damper and combination fire/smoke

The Contractor must utilize qualified personnel meeting the

Onsite records, review of CMMS/PM logs, Failure will result in

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dampers. applicable requirements in Section H16.3, Qualification of Technicians. in performing any task associated with this contract

The Contractor must perform inspections, tests, and maintenance or repairs in accordance with the current edition of NFPA 80. Maintenance of combination fire/smoke dampers must also meet the requirements contained in NFPA 105.

The Contractor is responsible for meeting the inspection, maintenance, testing frequencies, testing methods, and documentation requirements outlined in NFPA 80.

The Contractor must utilize qualified personnel meeting the applicable requirements in Section H16.3, Qualification of Technicians. in performing any task associated with this contract service call logs & Monthly reports by COTR or Fire Protection Engi-neer

SERVICES TO BE

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STANDARD FOR

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Smoke door assemblies.

The Contractor must perform inspections, tests, and maintenance or repairs in accordance with the current edition of

NFPA 105.

The Contractor must utilize qualified personnel meeting the applicable requirements in Section H16.3, Qualification of Technicians. in performing any task associated with this contract

The Contractor is responsible for meeting the inspection, maintenance, testing frequencies, testing methods, and documentation requirements outlined in NFPA 105.

Onsite records, review of CMMS/PM logs, service call logs & Monthly reports by COTR or Fire Protection Engi-neer

Failure will result in further contract ac-tion.

SECTION C

Cont.

Smoke dampers. The Contractor must perform inspections,…