Richmond O M Solicitation 5.8.12.pdf

SOLICITATION NUMBER: GS-03P-12–CD–D-0027

PROJECT TITLE: Facilities Engineering, Operations & Maintenance Services

LOCATIONS: Eleven (11) Facilities throughout Virginia

One (1) Facility in Southeastern Maryland

MD0033ZZ Maude R Toulson Federal Bldg.

VA0034ZZ Danville PO and Courthouse VA0053ZZ Owen B Pickett US Customhouse VA0054ZZ Walter E Hoffman US Courthouse VA0062ZZ Lewis F Powell Jr. US Courthouse Annex VA0063ZZ Lewis F Powell Jr. US Courthouse VA0087ZZ Portsmouth Federal Office Bldg.

VA0088ZZ Richmond Federal Office Bldg.

VA0578ZZ Robinson-Merhige US Courthouse VA0686ZZ Harrisonburg Federal Building VA0719ZZ Lynchburg Federal Courthouse VA1608ZZ Norfolk Federal Office Building

PERIOD OF PERFORMANCE: Initial Period: February 1, 2013 – January 31, 2015

Initial period of two years with the possibility of one 2-year option, and two 3-year options, for a potential contract period total of ten (10) years.

SET-ASIDE STATUS: The subject requirement is set aside for small businesses under NAICS code 561210, Facilities Support Services. The small business size standard is $35.5 million.

PROPOSAL DUE DATE: 8 JUNE 2012

12 PM Eastern Time

Solicitation for Offers

SOLICITATION TABLE OF CONTENTS

(Sections A through M)

NOTICE CONCERNING SOLICITATION

A. SOLICITATION/CONTRACT FORM

A.1. STANDARD FORMS

B. SERVICES, ORDERING AND PRICES

B.1. DESCRIPTION OF SERVICES

B.2. OFFER FOR SERVICES

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

C.1. SCOPE OF WORK

C.2. DEFINITIONS

C.2.1 Acceptance C.2.2 Additional Services C.2.3 Approval C.2.4 Architectural and Structural C.2.5 Basic Services C.2.6 Building Automation System (BAS) C.2.7 Building Operating Plan C.2.8 Computerized Maintenance Management System (CMMS) C.2.9 Consumable Parts C.2.10 Contractor C.2.11 Controls and Control System C.2.12 Emergency Callback C.2.13 Existing Deficiency List Report C.2.14 Federal Holidays C.2.15 Fire Protection and Life Safety Systems C.2.16 Indefinite Quantity C.2.17 Miscellaneous Work C.2.18 Normal Working Hours C.2.19 Occupant Emergency Plan (OEP) C.2.20 Operations C.2.21 Predictive Maintenance C.2.22 Preventive Maintenance (Scheduled and Unscheduled) C.2.23 Quality Control Plan C.2.24 Repair C.2.25 Non-Reimbursable Repair C.2.26 Reimbursable Repair C.2.27 Service Request C.2.28 Systems Thinking C.2.29 Tour C.2.30 Watch

C.3. REFERENCES AND PUBLICATIONS

C.4. EXISTING DEFICIENCY INSPECTION/INITIAL DEFICIENCY LIST:

C.5. TRANSITION PHASE

C.6. PHASE OUT TRANSITION PERIOD

C.7. PUNCH LIST COMPLETION AND WITHHOLDING OF FINAL PAYMENT

C.8. GENERAL AND ADMINISTRATIVE REQUIREMENTS

C.8.1 Minimum Staffing and Ability to Communicate C.8.2 Communication Equipment

C.8.3 Service Request and Administrative Support / (Customer Service Desk) C.8.4 Use of CMMS C.8.5 Quality Control Program C.8.6 Government Quality Assurance Program

C.9. BUILDING OPERATING PLAN

C.9.1 Purpose C.9.2 Example Components of the Building Operating Plan

C.10. EQUIPMENT INVENTORY

C.11. MONTHLY PROGRESS AND COMMUNICATION PROGRAM

C.12. PERFORMANCE REVIEW MEETINGS

C.13. EQUIPMENT REPAIR ASSESSMENT

C.14. ON SITE REFERENCE LIBRARY AND RECORDS MANAGEMENT

C.15. ALTERATION PROJECT ASSISTANCE

C.16. BUILDING MANAGEMENT SUPPORT SERVICES

C.17. PROJECT MANAGEMENT ASSISTANCE

C.18. EMERGENCY SHUTDOWN INSTRUCTIONS AND TOUR CHECKLISTS

C.19. LABELING OF ELECTRICAL CIRCUITS

C.20. OPERATIONAL REQUIREMENTS

C.20.1 General C.20.2 Extended Operating Hours C.20.3 Continuity of Operations (Coop) C.20.4 Tenant Environment C.20.5 Energy Conservation Plan

C.21. SERVICE REQUESTS

C.21.1 General C.21.2 Emergency Service Request and Callback Response C.21.3 Urgent Service Request Response C.21.4 Routine Service Request Response

C.22. TOURS

C.22.1 General C.22.2 Operating Logs and Tour Check Sheets C.22.3 Condensate Pans C.22.4 Proactive Facility Tours C.22.5 Minimum Tour Frequencies

C.23. DEMAND RESPONSE PROGRAMS

C.24. BAS ALARM RESPONSE

C.25. PROTECTION AND DAMAGE

C.26. KEY CONTROL AND FLAG RESPONSIBILITIES

C.27. DISRUPTIVE OR HAZARDOUS TOOLS

C.28. DISRUPTION TO UTILITIES, LIGHTING, OR SPACE CONDITIONING

C.29. PLUMBING AND RESTROOMS

C.30. MAINTENANCE PROGRAM

C.30.1 General C.30.2 Maintenance Standard C.30.3 Control Systems

C.31. WATER TREATMENT

C.31.1 General C.31.2 Tolerances C.31.3 Initial Report and Development of Program C.31.4 Corrosion Monitoring C.31.5 Monthly Testing

C.32. OIL ANALYSIS AND OIL CHANGES

C.32.1 Periodic Oil Analysis C.32.2 Oil and Refrigerant Additives

C.33. LAMPS AND BALLASTS

C.34. ARCHITECTURAL AND STRUCTURAL SYSTEMS MAINTENANCE

C.34.1 Interior Signage and Directories

C.34.2 Finishes Maintenance C.34.3 Historic Building Preservation C.34.4 Vertical Transportation and Associated Equipment (General Contractor Responsibilities)

C.35. REPAIRS

C.35.1 General C.35.2 Non-Reimbursable Repairs C.35.3 Reimbursable Repairs C.35.4 Approval of Work C.35.5 Invoicing C.35.6 Ordering Repairs from Outside Source C.35.7 Force Majeure (Acts of God) C.35.8 Warranties C.35.9 Quality of Materials and Replacement Parts

C.36. SAFETY AND ENVIRONMENTAL MANAGEMENT

C.36.1 General C.36.2 Scheduling and Recordkeeping C.36.3 Refrigerant Control and Certification C.36.4 Air Quality Management District (AQMD) Operating Permits C.36.5 Underground Storage Tanks (USTs) C.36.6 Hazardous Universal/Regulated Waste C.36.7 Facility Hazards C.36.8 Workplace Safety C.36.9 Electrical Safety C.36.10 Fall Protection C.36.11 Powered Platforms C.36.12 Lockout/Tagout C.36.13 Confined Spaces C.36.14 Asbestos Management C.36.15 Hazardous Materials C.36.16 Boiler/Pressure Vessel Operation and Inspection Standards C.36.17 Backflow Prevention Devices C.36.18 Potable Water Systems C.36.19 Annual Potable Water Testing C.36.20 Labeling and Signage

C.37. FIRE PROTECTION AND LIFE SAFETY EQUIPMENT AND SYSTEMS

C.37.1 General C.37.2 Fire Alarm System C.37.3 Water-Based Fire Suppression Systems C.37.4 Fire Doors and Other Opening Protective’s C.37.5 Fire and Combination Fire/ Smoke Dampers C.37.6 Smoke Doors and Other Opening Protectives C.37.7 Smoke Dampers C.37.8 Portable Fire Extinguishers C.37.9 Non-Water-Based Fire Extinguishing Systems C.37.10 Smoke Control Systems C.37.11 Smoke Management Systems C.37.12 Emergency and Standby Power Systems C.37.13 Emergency Lighting and Exit Signage

C.38. MISCELLANEOUS SMALL TASKS/RENOVATION HANDYMAN LABOR

C.39. HEALTHY BUILDING COMMISSIONING, RE-COMMISSIONING SERVICES

C.40 MAINTENANCE OF VERTICAL TRANSPORTION SYSTEMS

C.40.1 Minimum Maintenance and Tour Requirements C.40.2 Independent 3 rd Party Inspection and Testing

C.40.3 Vertical Transportation Performance Standards C.40.4 Vertical Transportation Work Excluded C.40.5 Vertical Transportation Scheduling of Work and Reporting Accomplishments or Defects

C.41. LANDSCAPING/GROUNDS MAINTENANCE

C.41.1. Landscaping/Grounds Maintenance Services C.41.2. Composting C.41.3. Trees and Shrubs C.41.4. Mulching C.41.5. Mowing and Edging C.41.6. Leaf Removal C.41.7. Over Seeding, Dethatching, and Plugging C.41.8. Fertilization C.41.9. Flowerbeds and Plants C.41.10. Soil and Ground Cover C.41.11. Weeds C.41.12. Watering C.41.13 Adjust, Clean, Maintain, and Set Automatic Controllers (Irrigation System) C.41.14. Exterior Integrated Pest Management

C.42.USE OF SUBCONTRACTORS

C.43. CRITERIA FOR DEDUCTIONS

D. PACKAGING & MARKING

D1. PAYMENT OF POSTAGE AND FEES

D2. MARKING

E. INSPECTION & ACCEPTANCE

E1. GOVERNMENT PERSONNEL ROLES AND PERFORMANCE EVALUATION

E2. FAILURE TO PERFORM

E3. FAR 52.246-4 INSPECTION OF SERVICES – FIXED PRICE (AUG 1996)

E4. INSPECTION METHODS

A. Customer Complaints B. Periodic Inspections C. 100% Inspections D. The Fire Protection and Safety Team

E5. DETERMINATION OF DEDUCTION AMOUNTS

A. General B. Withholding Monies for Non-submission of Reports C. Withholding Monies for Failure to Maintain and/or Provide Parts

E6. CONTRACT COMPLETION PLAN

A. Final Inspection B. Turnover Items

F. DELIVERIES OR PERFORMANCE

F1. PLACES OF PERFORMANCE

F2. TERM OF CONTRACT

F3. OPTIONS

F4. RECOGNIZED HOLIDAYS

G. CONTRACT ADMINISTRATION DATA

G1. PAYMENT

G.2. SUBMISSION OF INVOICES

G3. GSAR 552.232-77 PAYMENT BY GOVERNMENT WIDE COMMERCIAL PURCHASE CARD (MAR 2000)

G4. EVALUATING CONTRACTOR PERFORMANCE

G5. CONTRACTING OFFICER (CO)

G6.CONTRACTING OFFICER‘S REPRESENTATIVE (COR)

H. SPECIAL CONTRACT REQUIREMENTS

H.1. FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL (SEPT 2007)83

H.2. GSAR 552.237-70 QUALIFICATIONS OF OFFERORS (MAY 1989)

H.3. GSAR 552.237-71 QUALIFICATIONS OF EMPLOYEES (MAY 1989)

H.4. SUITABILITY DETERMINATIONS

H.5. COMPLIANCE WITH SECURITY REQUIREMENTS

H.6. IDENTIFICATION CREDENTIAL

H.7. STANDARDS OF CONDUCT

H.8. REMOVAL FROM CONTRACT WORK

H.9. SENSITIVE BUT UNCLASSIFIED (SBU) BUILDING INFORMATION

H.10. RECORDING PRESENCE

H.11. GOVERNMENT FORMS

H.12. OTHER CONTRACTORS

H.13. ORDINANCES, TAXES, PERMITS, AND LICENSES

H.14. DISCREPANCY IN THE SPECIFICATIONS

H.15. ASBESTOS AWARENESS TRAINING

H.16. UNIFORMS

H.17. PERSONNEL QUALIFICATIONS

H.17.1 Onsite Supervisors H.17.2 Qualifications of Project Manager and Onsite Supervisory Personnel H.17.3 Qualifications of Technicians H.17.4 Submission of Resumes for New Employees H.17.5 State Licensing H.17.6 Compliance with Federal, State, and Local Codes

H.18. GOVERNMENT-FURNISHED MATERIALS

H.19. CONTRACTOR-FURNISHED MATERIALS

H.20. ADDITIONAL SERVICES [INDEFINITE QUANTITY PROVISIONS]

H.20.1 General H.20.2 Price Proposal for Additional Services Work H.20.3 Pricing

H.21. STRIKE CONTINGENCY PLAN (SCP)

H.22. OCCUPANCY EMERGENCY PLAN (OEP)

H.23. GREEN PRODUCTS AND SERVICES

H.23.1 Ongoing Consumable Products H.23.2 Durable Good Products H.23.3 Facility and Alteration Base Building Element Products H.23.4 Cleaning Equipment Products H.23.5 Cleaning Supply Products H.23.6 Lamp Products H.23.7 Other Green Products H.23.8 Miscellaneous Green Requirements H.23.9 Green Products and Services Submittals Requirement H.23.10 Document Retention

I. CONTRACT CLAUSES

I.1. GSA 3504, SERVICE CONTRACT CLAUSES

I.2. SMALL BUSINESS SET-ASIDE CLAUSES

I.3. FAR 52.222-41, SERVICE CONTRACT ACT OF 1965 AND RELATED CLAUSES

I.4. SERVICE CONTRACT ACT WAGE DETERMINATIONS

I.5. ADDITIONAL CONTRACT CLAUSES

SERVICE CONTRACT CLAUSES

(FIXED PRICE)

16. FAR 52.209-9 UPDATES OF PUBLICLY AVAILABLE INFORMATION REGARDING RESPONSIBILITY

MATTERS (JAN 2011)

96. REPORTING EXECUTIVE COMPENSATION AND FIRST-TIER SUBCONTRACT AWARDS (JUL 2010)166

I.5. ADDITIONAL CONTRACT CLAUSES

J. LIST OF ATTACHMENTS (LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS) . 229

EXHIBIT J1 REFERENCES AND PUBLICATIONS

EXHIBIT J2 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

EXHIBIT J3 BUILDING OPERATING PLAN STANDARDS

EXHIBIT J4 VERTICAL TRANSPORTATION INVENTORY AND DATA

EXHIBIT J5 GREEN PRODUCTS FINAL REPORT

SECTION K REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS260

L.1. INSTRUCTIONS TO OFFERORS

OFFERORS

L.2. INSURANCE REQUIREMENTS

L.3. FAR 52.233-2, SERVICE OF PROTEST (AUG 1996)

L.4. FAR 52.216-1, TYPE OF CONTRACT (APR 1984)

L.5. GSAR 552.237-70, QUALIFICATIONS OF OFFERORS (MAY 1989)

L.6. INSPECTION OF FACILITY

L.7. INCONSISTENCIES IN SPECIFICATIONS

L.8. GSA FORM 3502 – SOLICITATION PROVISIONS (NEGOTIATED)

L.10 FORMAT OF PROPOSALS AND SUBMISSION REQUIREMENTS

SECTION M EVALUATION FACTORS FOR AWARD

M.1. BASIS OF AWARD

M.2. TECHNICAL FACTORS

M.3. TOTAL EVALUATED PRICE

M.4. FAR 52.217-5, EVALUATION OF OPTIONS (JUL 1990)

NOTICE CONCERNING SOLICITATION

All information contained in this document shall become part of the official Contract once awarded. In addition, the Government reserves the right to incorporate all or part of the

Contractor’s written proposal into the contract.

A. SOLICITATION/CONTRACT FORM

SECTION A, SOLICITATION/CONTRACT FORM SF33 (SOLICITATION,

OFFER AND AWARD)

A.1. STANDARD FORMS

B. SERVICES, ORDERING AND PRICES

B.1. DESCRIPTION OF SERVICES

The Contractor shall provide all Management, Supervision, Parts, Material, Labor, Supplies, Tools and Equipment for all of the services described in this solicitation. This contract is being solicited as a: two (2) year contract, with one (1) two (2) year option, and two (2) additional option periods of three (3) years each, for a potential contract period total of ten (10) years. The electronic offer sheet attached must be used to document the Contractor‘s price to the Government for the required services.

Prices are required for all line items contained on the electronic offer sheet:

B.2. OFFER FOR SERVICES

See Electronic Offer Sheet.

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

C.1. SCOPE OF WORK

This is a Performance Work Statement (PWS) for Facility Engineering, Operations and Maintenance Services integrating Systems Thinking (see Section C.2, Definitions) into all of the services covered under the scope of this contract. The Government has not been totally prescriptive in describing the processes the Contractor must use to accomplish the goals and objectives of this contract. Rather, this PWS describes the General Services Administration‘s (GSA‘s) minimum requirements and expected outcomes. The Contractor must articulate and detail specifics in their proposal of how they will accomplish every requirement and how the Contractor‘s effort will support GSA‘s mission of protecting and preserving real property assets while enhancing the level of comfort for tenants (See Section L, Management Plan). All or part of the successful offeror‘s Management Plan may be incorporated into the contract. The Contractor must provide management, supervision, labor, materials, equipment, and supplies and shall be responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, and repair of equipment and systems, including vertical transportation and landscaping, located within the property line of the following locations:

1 Maude R. Toulson Federal Building 2 United States Post Office & Courthouse

129 E. Main Street 700 Main Street

Salisbury, MD 21801-4920 Danville, VA 24541-1830

3 Owen B. Pickett U.S. Customhouse 4 Walter E. Hoffman U.S. Courthouse

101 East Main Street 600 Granby Street

Norfolk, VA 23510-1605 Norfolk, VA 23510-1915

5 Lewis F. Powell Jr. U.S. Courthouse 6 Lewis F. Powell Jr. U.S. Courthouse Annex

1000 East Main Street 1100 East Main Street

Richmond, VA 23219-3518 Richmond, VA 23219-3538

7 Portsmouth Federal Building 8 Richmond Federal Office Building

431 Crawford 400 North Eighth Street

Portsmouth, VA 23704-3818 Richmond, VA 23219-4817

9 Spottswood W. Robinson III and Robert

R. Merhige, Jr. U.S. Courthouse 10 Harrisonburg Federal Courthouse

116 North Main Street

701 East Broad Street Harrisonburg, VA 22801-3819

Richmond, VA 23219-1833

11 Lynchburg Federal Courthouse 12 Norfolk Federal Office Building

1101 Court Street 200 Granby Street

Lynchburg, VA 24504-4503 Norfolk, VA 23510-1811

The general categories of services included in this PWS include:

1. Electrical systems and equipment.

2. Mechanical, plumbing, energy management control systems (EMCS) where applicable, and heating, ventilation, and air conditioning (HVAC) systems and equipment.

3. Fire protection and life safety systems and equipment.

4. All controls and controls systems as pertain to systems within the scope of this contract.

5. Architectural and structural systems, fixtures, and equipment within the site (to the property line).

6. Service request desk operations, to include record keeping using a computerized maintenance management system (CMMS) as well as other administrative functions.

7. Access and perimeter control systems, except those systems (or portions thereof) as identified as owned by the USMS.

8. Dock levelers, garage doors, rolling doors, and guard booths.

9. Installation only (not procurement) of all restroom dispensers (toilet paper, hand towel etc.).

All partition hardware and batteries necessary for dispensers are included in the scope of this

PWS. Vertical transportation equipment and systems.

10. Landscaping/grounds maintenance services, including exterior Integrated Pest Management, at all locations except the Lynchburg Federal Courthouse.

11. Static and dynamic bollard systems, including motorized barriers and gates, except as located at the Lewis Powell Courthouse and Lewis F Powell Jr. US Courthouse Annex.

12. Cafeteria and kitchen area equipment, specifically limited to permanently installed hvac and plumbing equipment. Appliances, general cafeteria equipment, fire suppression and alarm equipment are specifically omitted, accept as include interface with general building systems.

Additional services may be ordered at the discretion of GSA for work relating to the operations, maintenance and repair or upgrade of the covered facilities, but not covered in the basic services of the contract.

Excluded from this scope are:

1. Security systems.

2. Telecommunication systems.

3. Equipment owned and operated by tenant agencies.

4. Furniture and furnishings not installed as fixtures.

5. Equipment owned by servicing public utilities.

6. Fitness center equipment.

7. Automated External Defibrillators (AEDs).

8. Custodial services.

9. Integrated Pest Management of interior of facilities.

10. Snow removal.

11. Waste removal/hauling services for tenant population waste.

The General Services Administration is committed to federal leadership in the design, construction, and operation of High-Performance and Sustainable Buildings. A major element of this strategy is the implementation of common strategies for the operation and maintaining buildings. As a result, this contract requires the Contractor to participate and partner with the Government in the initiative of obtaining high performance and sustainable operations, inclusive of initiatives to conserve energy and water consumption, recycling programs, meeting or exceeding specific environmental, regulatory, or performance standards, and the utilization of green products and services.

The Contractor must submit a Green Products Final Report to the GSA COR by October 31 st of every year of contract performance that states the actual quantity and cost of the green products purchased on the contract during that previous fiscal year starting on October 1 and ending on the most recent

September 30 th

. If this contract expires prior to September 30 th during a fiscal year, the Contractor shall submit that final report no later than 30 calendar days after the contract ends for that fiscal year.

The form to be used when submitting the report is included as an attachment in section J of this contract. The green products and services requirements are detailed throughout the scope of this contract, within FAR references incorporated into this contract, are summarized in Section H of this contract, and the form to fill out is located within section J of this contract.

This action is consistent with the standards and requirements as established by the GSA‘s Green

Purchasing Policy, OGP 2851.2, dated January 7, 2011.

C.2. DEFINITIONS

C.2.1 Acceptance

―Acceptance‖ means an authorized representative of the Government has inspected and agreed that the work meets all requirements of this contract, to include documentation requirements.

C.2.2 Additional Services

―Additional services‖ are services that the Contractor will provide at an additional cost to the

Government, to include all labor, supervision, supplies and materials specifically identified as being outside the provisions of the basic services and included in the offeror‘s overall pricing. These services may be provided during or after normal working hours. The Contracting Officer (CO) will issue a separate delivery order before work may proceed.

C.2.3 Approval

―Approval‖ means the Government has reviewed submittals, deliverables, and administrative documents (e.g., insurance certificates, installation schedules, planned utility interruptions, etc.) and has determined the documents conform to contract requirements.

C.2.4 Architectural and Structural

―Architectural and structural‖ systems include all building structure, envelope, building improvements and finishes, and site improvements (e.g., paving, walkways, asphalt, etc.) to the property line.

C.2.5 Basic Services

The ―basic services‖ of the contract consist of the recurring contract requirements for which the

Contractor is paid as a base price, i.e., the requirements established by the contract statement of work and related general and administrative requirements that do not contain provisions for separate reimbursement.

C.2.6 Building Automation System (BAS)

The ―building automation system‖ is a system controlling and monitoring building HVAC, and possibly other systems, to include all device, field, and global controllers; instrumentation;

networking infrastructure; computers and peripherals; software; programming; database files; and licenses.

C.2.7 Building Operating Plan

The ―building operating plan‖ is a mandatory plan that the Contractor prepares for Government approval that describes the Contractor‘s program for operating and maintaining each building, to include both normal circumstances and contingencies. The submitted plan(s) shall be maintained in a format consistent with the Government provided template.

C.2.8 Computerized Maintenance Management System (CMMS)

A ―computerized maintenance management system‖ is a database and application software package that automates the O&M and repairs record keeping requirements.

C.2.9 Consumable Parts

―Consumable parts‖ or components are parts or components that customarily require regular replacement rather than repair in a maintenance program and must be disposed of properly. Examples include oil, grease, belts, filters, ballasts, lamps, etc.

C.2.10 Contractor

―Contractor‖ as used in this document refers to the firm awarded this contract.

C.2.11 Controls and Control System

A ―control system‖ is any low-voltage control, communication and monitoring system, including but not limited to device, field and global controllers; instrumentation; networking infrastructure;

computers and peripherals; software; programming; database files; and licenses. Examples are the

BAS and lighting control systems. Fire protection systems and security systems are excluded from this definition for purposes of this contract and are defined separately. Gateway devices and mapping software and files for data interchange between a control system and a fire protection or security system are considered part of the control system.

C.2.12 Emergency Callback

An ―emergency callback‖ is a service request or other request for service placed outside of normal working hours and of such a nature that response cannot wait for the resumption of the next day‘s normal working hours.

C.2.13 Existing Deficiency List Report

The ―existing deficiency list report‖ or ―existing deficiency list‖ is a list of deficiencies that may exist, at contract inception, in the equipment and systems covered by this performance work statement, as well as the Contractor's itemized price (including, but not limited to, labor, materials, overhead, and profit) for correcting each deficiency.

C.2.14 Federal Holidays

―Federal holidays‖ for the purposes of this contract are New Year‘s Day, Martin Luther King Day, President‘s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans‘ Day, Thanksgiving Day, and Christmas Day. When Federal holidays fall on weekends, a weekday is typically designated as the holiday. Holidays that fall on Saturday are observed on the previous Friday and holidays that fall on a Sunday are observed on the following Monday.

C.2.15 Fire Protection and Life Safety Systems

―Fire protection and life safety systems ― are systems and equipment installed in the building to (1) detect fire and products of combustion, (2) notify building occupants and emergency responders, (3) initiate smoke control and management systems (4) initiate fire suppression systems, (5) control or suppress fires and (6) facilitate or enhance emergency egress. These systems also may communicate with other major building systems for fire and smoke control, elevator recall, and utilities control. Life safety systems and equipment includes emergency lighting, exit signage, special egress door locking arrangements, and exit stair markings.

C.2.16 Indefinite Quantity

―Indefinite quantity‖ provisions permit the Government to order additional work, in addition to the basic services, and upon acceptance permit additional payment to the Contractor.

C.2.17 Miscellaneous Work

―Miscellaneous work‖ is additional labor that is performed at the request of the Contracting Officer‘s

Representative (COR) at no additional cost to the Government (i.e., they are part of basic services.)

The Contractor may also have to provide consumable materials to complete the request.

C.2.18 Normal Working Hours

―Normal working hours‖ is the hours of building operations under most circumstances when all services must be provided to all occupants.

C.2.19 Occupant Emergency Plan (OEP)

The largest agency in each building is responsible for development and enforcement of the building‘s

―Occupant Emergency Plan‖ (OEP). The OEP details what the building tenants must do in case of an emergency. The plan identifies fires wardens, shelter in place locations etc. The Contractor must support all OEP efforts to the fullest extent possible.

C.2.20 Operations

―Operations‖ is the continual process of using building equipment systems to accomplish their function, optimize building performance, and improve energy efficiency. Operations includes analysis of requirements and systems capabilities, operating controls and control systems, responding to service requests, touring and observing equipment performance and condition, adjusting equipment, identifying needed maintenance and repairs to equipment, and maintaining lubrication and chemical treatments, etc.

C.2.21 Predictive Maintenance

―Predictive maintenance‖ is a program of maintenance activities in which scheduling of maintenance derives from monitoring the operating condition, or changes in the operating condition, of equipment being maintained.

C.2.22 Preventive Maintenance (Scheduled and Unscheduled)

―Scheduled preventive maintenance‖ is a program of maintenance activities performed based on a fixed schedule or on equipment runtimes ―Unscheduled preventive maintenance‖ is all work performed including adjustments and procedures necessary to sustain the proper operation of all building equipment and systems pending a scheduled procedure.

C.2.23 Quality Control Plan

The ―quality control plan‖ (QCP), is the Contractor‘s complete written system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. Preparation of this document is the responsibility of the Contractor.

C.2.24 Repair

A ―repair‖ is an act of restoring inoperable, dysfunctional or deteriorated equipment, systems, or material to a fully functional, non-deteriorated state. Repairs usually involve some combination of labor and replacement parts, components or materials.

C.2.25 Non-Reimbursable Repair

A ―non-reimbursable repair‖ is a repair that is the Contractor‘s responsibility with no additional reimbursement from the Government.

C.2.26 Reimbursable Repair

A ―reimbursable repair‖ is a repair that is reimbursable to the Contractor, in whole or in part, in accordance with the provisions in this document.

C.2.27 Service Request

A ―service request‖ is a response to a GSA, tenant, or agency request or a response to an observation that some equipment, system or material covered by the contract is inoperable, dysfunctional, deteriorated, not within normal operating parameters, or that performance standards of the contract are not being met. Service request response involves analysis of the problem and adjustment of operating or monitoring controls or other immediate corrective action. A requirement to perform a repair may result from the analysis stage of a service request. Service requests may be generated automatically from interfaces to BAS or diagnostic software.

C.2.28 Systems Thinking

A term defined by Peter Senge, director of the Center of Organization Learning at MIT‘s Sloan

School of Management. ―It is a discipline for seeing wholes. It is a framework for seeing interrelationships rather than things, for seeing patterns of change rather than static ‗snapshots‘‖. It is a set of specific tools and techniques of feedback and engineering theory to understand systems. The goal of applying systems thinking to facility management is to see that every action or decision in operating, maintaining, and retrofitting a building will result in an impact (financial, environmental, human resource), and to evaluate the ―full circle‖ implications. A standard operations and maintenance (O&M) contract is prescriptive in nature, and does not implement a systems thinking approach. The contractor does not evaluate the impact of actions, but merely provides services as directed by the owner. Details such as the how and when of building maintenance and operations are not defined, and are not questioned by the contractor. A systems thinking approach is performance oriented and questions all decisions and actions. The means and methods for providing building operations and maintenance are established through investigations, feedback, and by establishing a partnership with the owner to achieve joint performance objectives. Applying systems thinking develops an understanding and appreciation of global short-term and long-term consequences of any action or decision to be made. Systems thinking approach results in an integrated approach that creates system interfaces. Not applying systems thinking results in decisions and actions that are made in isolation, decisions that are made in a void without determining the consequences to other systems. Not applying systems thinking results in poor or inefficient building systems, crisis management, and the wasting of energy and financial resources.‖ In short, the essence of systems thinking is found in the ability to:

See interrelationships rather than linear cause-effect chains, and

See processes of change rather than snapshots, and

Balance inquiry and advocacy issues to achieve fair evaluation and response

C.2.29 Tour

A ―tour‖ is generally a scheduled walkthrough of equipment rooms and installations including computer rooms, and restrooms, etc. by Contractor operating personnel for the purpose of ensuring that equipment is running properly, ensuring that equipment rooms are in good order and without safety hazards, to satisfy tour and log requirements mandated by any acts, codes or regulations as contained in Section J, Exhibit J1of this PWS and making any necessary adjustments to operating controls or to lubricate equipment. A tour may also involve a combination of such physical visits in addition to using automated systems for the monitoring of equipment and systems.

C.2.30 Watch

A ―watch‖ involves performing certain tasks required for the operation of the HVAC equipment

(central systems over 300 tons), boilers, compressors, and related equipment in a centralized location.

Watches include, but are not limited to starting equipment, checking at designated intervals all operating equipment in the area, recording readings, shifting equipment and loads, making adjustments at the central control center, taking water samples, making tests, and adding chemicals as required.

C.3. REFERENCES AND PUBLICATIONS

The publications incorporated by reference as setting quality, performance, and design standards for work required in this document are referenced in Section J, Exhibit J1, of this PWS. The Contractor must be completely knowledgeable of all State, Local, and Federal publications which apply to any of the equipment or systems covered under the scope of this contract and perform all tests, inspections, records, logs, files , and preventive maintenance procedures required by the publications.

C.4. EXISTING DEFICIENCY INSPECTION/INITIAL DEFICIENCY LIST:

The Contractor and the COR or designee must make a complete and systematic initial inspection together during the startup or transition phase of the contract that will include all mechanical, electrical, fire protection, and utility systems and equipment, windows, doors, and other structural features for which maintenance and repairs are covered by this performance work statement. The purpose of this inspection shall be to discover and list in an existing deficiency list report all deficiencies that may exist in the equipment and systems covered by this performance work statement, as well as the Contractor's itemized price (including, but not limited to labor, materials, overhead, and profit) for correcting each deficiency. The existing deficiency list report must not include any items that would be replaced, repaired, or adjusted during the performance of normal preventive maintenance.

When an existing deficiency in an item is corrected, the Contractor must assume full responsibility for the subsequent repair of the item as covered under the terms of this contract at no additional cost to the

Government. Nothing in this existing deficiency inspection/initial deficiency list clause must be construed as diminishing the obligations imposed by this contract upon the Contractor to operate any deficient item (to the extent operable) or to adjust or maintain any such item.

C.5. TRANSITION PHASE

The Contractor must provide 60 days of transition startup services after award and prior to the start of the initial performance period to assist transitioning between contractors The purpose of this phase is to permit a transition that is seamless to the tenants and to assess the condition of the building and incomplete maintenance work at the time of contractor transition. During this period the Contractor must:

1. Develop a new, updated building operating plan.

2. Inspect the condition of all equipment and systems for which the Contractor will assume responsibility.

3. Review work order history and equipment inventory information.

4. Develop the initial deficiency list report, including an itemized estimate for correcting each deficiency as described in Section C.4., Existing Deficiency Inspection/Initial Deficiency List.

Not later than the end of the transition phase and the concurrent beginning of operations and maintenance services, the Contractor must submit for GSA‘s approval:

1. The new building operating plan.

2. The initial deficiency list report, as described elsewhere in this document.

The Contractor may not submit a separate invoice for transition phase services. For invoicing purposes, the contract will be deemed to commence on the first day of the initial period of performance.

C.6. PHASE OUT TRANSITION PERIOD

When this contract expires or is otherwise terminated, the Contractor must cooperate with the incoming contractor during a phase out period. For planning purposes, the Contractor must assume a phase out period concurrent with the final 60 days of contract performance. During this phase out period, the Contractor must assist the COR or designee and incoming contractor for a seamless transition in operations and maintenance with no adverse affect on the building tenants; provide the successor contractor with access to all records and official documentation (both hard copies and electronic as applicable) required by this contract; provide training to the successor contractor on methods of accessing and programming the building automation system (BAS) and other control systems; and show the successor contractor where all archived programs and systems literature are maintained. On the last performance day of the contract, the Contractor must turn over to the COR or designee all keys and identification badges or cards.

C.7. PUNCH LIST COMPLETION AND WITHHOLDING OF FINAL PAYMENT

The Government may create a punch list of deficiencies or unmet contractual requirements at or near the time of termination of the contract. The Government may employ the services of another contractor in the development of such punch list and upon completion provide the Contractor with a copy of work not completed, to include the monetary value the Government has assigned for each item. The Government retains sole discretion over whether to charge the Contractor for the monetary value of the punch list in whole or in part or to request corrections by the Contractor. If the

Government elects to request corrections by the Contractor, the Contractor shall have until the end of the contract period to perform such corrections and may invoice for funds withheld on acceptance of the corrections by the Government. Nothing in this section must be construed to limit the Contractor‘s liability or restrict the Government from reporting unsatisfactory or problematic performance by the

Contactor.

C.8. GENERAL AND ADMINISTRATIVE REQUIREMENTS

C.8.1 Minimum Staffing and Ability to Communicate

The Contractor must adhere to a staffing plan and subcontracting plan that provides sufficient numbers of staff at the various levels of expertise to ensure all scheduled and unscheduled services are performed and conditions are maintained to avoid any disruption to the tenant. Any changes to the proposed staffing levels, qualifications of proposed staff or key personnel, or the areas of expertise or disciplines of the proposed staff must be approved by the COR (See Section H, Submission of

Resumes for New Employees). Approval may be contingent upon an equitable adjustment in contract payment. The Contractor must ensure employees maintain communications access with onsite management to receive service calls direction etc. (See Section C.8.2, Communication Equipment).

The Contractor must immediately correct or mitigate any recognized safety or environmental hazard that might severely affect the building occupants and notify the COR, other designated Government representative, or appropriate authority if applicable.

The onsite technicians must have sufficient skills to immediately respond to a variety of service requests involving multiple trades, including the operation of building control and energy management systems. Operators must be certified where applicable.

Outside of normal working hours, the Contractor must maintain some designated form of communication with on-call staff to allow the Government to contact such on-call staff at any time for emergency response.

The Contractor must provide staff as necessary to meet all requirements of the contract.

Personnel must be properly licensed and certified to work on building systems or equipment for which licensed and or certified personnel are required by Federal, State, or local law, codes, or ordinances.

The Contractor must develop and submit to the COR or designee within ten (10) calendar days of contract award a list of key personnel and emergency contact information (which must include subcontractor contacts, as applicable).

C.8.2 Communication Equipment

The Contractor, at a minimum, must provide key operational personnel (managers, supervisors, and duty mechanics) with portable electronic means to communicate with their service call desk, GSA for service requests, emergencies, status of projects, etc.

C.8.3 Service Request and Administrative Support / (Customer Service Desk)

The Contractor must operate and staff an administrative support function / Customer Service Desk, during normal working hours, to act as a central point of contact for service requests and to perform other administrative functions. This shall consist, at a minimum, of continuous staffing for the existing Customer Service Desks at the Robinson-Merhige US Courthouse (Richmond) and Norfolk

Federal Office Building (Norfolk).

The Customer Service Desk staff will provide support of the governments‘ day-to-day administrative operations with any and all necessary or requested duties assuming priority over any contractor contract related support activities. The primary function of the Customer Service Desk includes handling communications and dispatch for various services (custodial and elevator included), complaints, and inquiries from tenants located at the facility. Other functions may include, but are not limited to: CMMS operations, data management and reporting, parking pass assignment and distribution, conference room scheduling, data analysis, writing correspondence and other administrative functions as assigned by the COR. Personnel staffing the customer service desk are specifically precluded from performing contractor duties not specifically related to this contract or acting in a role supporting the contractors‘ corporate offices duties.

Additionally, the contractor shall obtain, and maintain, a 24 hour answering service for receipt of communications, notification and dispatch of personnel during those periods when the Customer

Service Desk is un-manned.

A staffing plan, with proposed hours of daytime staffing, shall be included as portion to the contractors‘ management plan.

C.8.4 Use of CMMS

The Contractor must provide all hardware, software and personnel to support and maintain a computerized maintenance management system (CMMS). The system is the property of the

Contractor but all data is the property of GSA. During the contract period as requested by the COR, the Contractor must provide data from the CMMS. The Contractor shall provide, at a minimum, three seats of ―read only‖ access, inclusive of report generation and printing capability, to the Government.

At the end of the Contractor‘s tenure, the Contractor must surrender all data collected during the entire contract period in an appropriate format to enable the follow on contractor to benefit from the collected data. If during the performance of this contract a National CMMS contract is awarded, the

Contractor will be required to cooperate with GSA on the implementation and operation of the system to the maximum extent practicable.

C.8.5 Quality Control Program

A Quality Control Plan (QCP) must be developed and implemented. The Contractor‘s QCP must ensure contract compliance, and act to ensure that potential problems with building equipment and systems are identified, documented, and resolved prior to failure. In the event of findings by the

Government Quality Assurance Program, the Contractor shall implement progressively responsive quality control measures. The Contractor shall further customize the QCP included as part of the

Management Plan submittal to meet facility specific conditions, describing the Contractor‘s overall approach, schedule, roles and responsibilities as it relates to Quality Control. The QCP shall be submitted to the COR for approval by the start of the contract.

C.8.6 Government Quality Assurance Program

The Government will inspect the Contractor‘s performance using a quality assurance program through random inspections, scheduled inspections, or any other method of inspection that the Government determines reflects the actual successful performance of this contract.

As part of the Government‘s quality assurance program, the Government may:

1. Review and, if warranted, reject any reports or other submittals required from the

Contractor.

2. Review performance and service records, including but not limited to monthly progress reports, BAS data, CMMS data, and any computerized or hardcopy records maintained by the

Contractor documenting performance under this contract, and require correction of any unsatisfactory conditions noted.

3. Determine the adequacy of the Contractor‘s quality control program and documentation and the overall success of this program. The Government may order improvements, if it determines the program is insufficient or ineffective.

4. Obtain tenant satisfaction survey information and require improvements in service on the basis of such information to the extent such results correlate with deficiencies in contract requirements.

5. Conduct physical inspections of facility equipment and systems, to include programs and files maintained on computers in Contractor onsite offices and work areas, and require correction of deficiencies noted.

6. Perform inspections with Government personnel or independent third party inspectors.

Contractor performance will be evaluated on the basis of the performance success or deficiencies, success or failure in meeting other contract requirements, and the Contractor‘s record of correcting deficiencies when noted. While corrective actions will be noted, a record of significant performance deficiencies may lead to a performance evaluation that is less than satisfactory even if the Contractor takes corrective action.

The use or nonuse of any quality assurance methods (e.g., a measurement and verification (M&V) program) by the Government will not constitute a waiver of or excuse from contract requirements.

The Government may implement or change quality assurance measures at any time during the term of the contract.

All records and files are that this contract requires the Contractor to maintain must be made readily accessible to Government representatives, including third party contract inspectors, on request. All records, files, plans, etc. utilized or generated during the course of the contract by the Contractor, including all standard operating procedures and building operating plans, shall become the property of the Government (this excludes employee personnel files and company financial information). Files are to be provided in both hard copies and electronic copies.

GSA uses the Contractor Performance System (CPS) or a similar performance measuring system to formally evaluate the Contractors performance. Evaluations are generally conducted annually or more frequently on or about the anniversary date of the contract and also at the end of the contract period.

C.9. BUILDING OPERATING PLAN

C.9.1 Purpose

The Contractor must revise and submit for approval to the COR or designee, not later than 30 days after the start of the contract, a building operating plan outlining their operating and general maintenance procedures for all major building equipment and systems. The Contractor must execute the contract requirements in accordance with the approved building operating plan. The Contractor must coordinate with the COR in developing the components of the plan in accordance with the building operating plan template provided by the COR or designee.

The building operating plan may be based on, or derived from, the existing building operating plan and other existing documents. However, all components must be reviewed and updated. Deficiencies in the existing plan do not excuse deficiencies in the new plan.

The building operating plan must be submitted as an electronic file (MS Word or searchable PDF) and two hard copies with regular updates that reflect current personnel, subcontractors, equipment, systems, and operating procedures. At a minimum, the Contractor must annually review and update the building operating plan and submit an electronic file (MS Word or searchable PDF) and two hard copies of the complete updated building operating plan on the anniversary of the contract start date of each contract year. The Government will provide the Contractor with a nationally mandated format that shall be used.

C.9.2 Example Components of the Building Operating Plan

The following are exemplary components of the building operating plan:

1. Contact information (local and corporate).

2. Description of staffing, responsibilities, and work schedules.

3. Standard operating procedures for operating building systems, to include as a minimum:

a. Startup and shutdown times and procedures relative to various environmental conditions.

b. Procedures to accommodate tenant overtime utility requests.

c. Peak load demand management procedures (if applicable).

d. Other operating strategies to maximize efficiency and minimize energy consumption.

e. Descriptions of major mechanical equipment and sequences of operations for equipment systems.

f. Locations of all major utility shutoffs, including gas, electric, steam and water.

g. Locations of all electric rooms and a narrative of the areas served by each.

4. Tour procedures.

5. Examples of Log Sheets and expected parameters for use with major equipment and or systems

6. Maintenance schedules, procedures, and a reference to which preventive or predictive maintenance standards or guides the Contractor will use.

7. List of test equipment to be maintained onsite to support troubleshooting, sensor calibrations, etc.

8. A description of how building equipment data is maintained and updated in the CMMS.

Service request and repair procedures, to include staffing and procedures for the service request function, if applicable.

9. Reference the location or incorporate contingency plans for:

a. Loss of the Contractor‘s onsite personnel (i.e., strike, walkout, injury, abrupt resignation).

b. Civil disturbance or other major security threat.

c. Natural disasters, bombing, or other event that damages the building‘s structure or utilities.

d. Floods, including flooding caused by plumbing breaks.

e. Hazardous materials leaks or spills.

f. Utilities.

g. Inoperability and impairment of fire protection and life safety systems (including fire watch and impairment procedures (e.g., red tags, etc.).

h. Other contingency plans as necessary to support the Government‘s continuity of operations planning for the site.

10. Description of Air Quality Management District and other environmental regulatory requirements (e.g., which rules apply to equipment in the building, which permits are necessary, inspection and certification requirements, etc.).

11. Description of demand response or utility curtailment programs in which the building participates, to include communications protocols and curtailment activities.

12. Establish operational performance goals and action plans for energy, water, material use and recycling, and indoor environmental quality.

The Government will provide the Contractor with a nationally mandated format that shall be used.

The Government may alter or add to the nationally mandated format throughout the duration of this contract. If the Contractor fails to submit a satisfactory building operating plan at the end of the startup phase, the Government may suspend payments until a satisfactory plan…