GS-03-P-16-CD-D-7001_Generated_PDF_with_TOC.pdf

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DECEMBER 2015

SOLICITATION NUMBER: GS-3P-16-CD-D-7001

PROJECT TITLE: Facilities Engineering, Operations & Maintenance Services

LOCATIONS: Seven (7) Facilities throughout Northeastern Pennsylvania:

Allentown, PA Chambersburg, PA Harrisburg, PA Hazelton, PA Scranton, PA Wilkes-Barre, PA Williamsport, PA

PERIOD OF PERFORMANCE: Anticipated Initial Period: February 1, 2017 – January 31, 2017

Initial period of one (1) year with the possibility of nine (9) one

(1) 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 $38.5 million

SOLICITATION ISSUE DATE: February 9, 2016

QUESTIONS DUE: March 4, 2016

SOLICITATION CLOSING DATE: Thursday, March 31, 2016 at 4:00pm.

Solicitation for Offers

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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

B.3 INCUMBENT CONTRACTOR INFORMATION CONTRACT NUMBER: GS-03P-05-AZC-0003

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

C.1. SCOPE OF WORK

C.1.1 Background C.1.2 Overview

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 Facilities Engineering C.2.15 Federal Holidays C.2.16 Fire Protection and Life Safety Systems C.2.17 Indefinite Quantity C.2.18 Miscellaneous Work C.2.19 Normal Working Hours C.2.20 Occupant Emergency Plan (OEP) C.2.21 Operations C.2.22 Predictive Maintenance C.2.23 Preventive Maintenance (Scheduled and Unscheduled) C.2.24 Quality Control Plan C.2.25 Repair C.2.26 Non-Reimbursable Repair C.2.27 Reimbursable Repair C.2.28 Service Request C.2.29 Systems Thinking C.2.30 Tour C.2.31 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

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C.8.2 Communication Equipment C.8.3 Service Request and Administrative Support /Customer Service Desk C.8.4 Use of Government Furnished 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

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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.36.21 Above Ground Storage Tanks (AST’s) C.36.22 Spill Prevention, Control and Countermeasure Plan C.36.23 Used Oil C.36.24 Fuel Oil C.36.25 Roof and Window Anchorage Points

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 3rd Party Inspection and Testing

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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.SPECIALIZED ASBESTOS SERVICES

C.41.1 Asbestos Sample and Test C.41.2 Pre-Alteration Asbestos Assessment Services C.41.3 Pre-Alteration Asbestos Design Services

C.42. MAINTENANCE AND USAGE OF GOVERNMENT OWNED EQUIPMENT

C.43.USE OF SUBCONTRACTORS

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. CRITERIA FOR FEE REDUCTIONS

E6. CONTRACT COMPLETION PLAN

A. Final Inspection B. Turnover Items

F. DELIVERIES OR PERFORMANCE

F1. PLACES OF PERFORMANCE

F2. TERM OF CONTRACT

F3. OPTIONS

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)

G.4 LIMITATION OF GOVERNMENT’S OBLIGATION

H. SPECIAL CONTRACT REQUIREMENTS

H.1. FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL (SEPT 2007)80

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

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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 Key Sustainable Product (KSP) Standards H.23.2 Exemptions H.23.3 Proof of Compliance H.23.4 Bio-Based Product Reporting

I. CONTRACT CLAUSES

I.1 SERVICE CONTRACT CLAUSES

I.2 CONTRACTOR USE OF MANDATORY SOURCES OF SUPPLY OR SERVICES

I.3 FAR 52.222-43 FAIR LABOR STANDARDS ACT & SERVICE CONTRACT LABOR STANDARDS

1.4 FAR 52.222-41SERVICE CONTRACT LABOR STANDARDS

1.5 FAR 52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES (MAY 2014)

1.6 FAR 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

1.7 FAR 52.217-9 - OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

1.8 GSAR 552.217-71 NOTICE REGARDING OPTION(S) (NOV 1992)

J. LIST OF ATTACHMENTS (LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS) . 186

EXHIBIT J1 REFERENCES AND PUBLICATIONS

EXHIBIT J2 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

EXHIBIT J3 BUILDING OPERATING PLAN STANDARDS

EXHIBIT J4 BIOBASED PURCHASES REPORTING

EXHIBIT J5 GSA MANDATORY KSPS AND ENVIRONMENTAL SUSTAINABLE PRODUCTS

SECTION K REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS196

K.1. GSA 3503, REPRESENTATIONS AND CERTIFICATIONS

K.2 SF LLL AND SF LLL-A, DISCLOSURE OF LOBBYING ACTIVITIES

K.3 GSA FORM 527, CONTRACTOR’S QUALIFICATIONS AND FINANCIAL INFORMATION

K.4. CONTRACTOR’S RESPONSIBILITY QUESTIONNAIRE

L INSTRUCTIONS TO OFFERORS

L.1 INSTRUCTION TO 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.9 PHASED EVALUATION PROCEDURE

L.10 FORMAT OF PROPOSALS AND SUBMISSION REQUIREMENTS

L.11 AWARD

L.12 TECHNICAL EVALUATION FACTORS

SECTION M EVALUATION FACTORS FOR AWARD

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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)

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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.

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A. SOLICITATION/CONTRACT FORM

SECTION A, SOLICITATION/CONTRACT FORM SF33 (SOLICITATION, OFFER

AND AWARD)

A.1. STANDARD FORMS

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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 one (1) year contract, with nine (9) one (1) year options, for a potential contract period total of ten (10) years.

B.2. OFFER FOR SERVICES

See the electronic offer sheet issued in conjunction with this solicitation package. The electronic offer sheet 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.3 INCUMBENT CONTRACTOR INFORMATION

Contract Number: GS-03P-05-AZC-0003

Contractor Name: WW Contractors, Inc.

Monthly Prices for Basic Services: $125,109.77 Yearly Price for Basic Services: $1,501,317.24

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C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

C.1. SCOPE OF WORK

C.1.1 Background The General Services Administration (GSA) typically procures for operations and maintenance services using a national template statement of work and enforces performance through robust inspections and aggressive monetary penalties. Vendors are often relegated to tasks and decision making defaults to the Government. This model of business requires substantial in-house Government technical expertise, is very expensive, and tends to diminish both the working relationship with the vendor and objective of leveraging private industry competencies and innovation.

The GSA Mid-Atlantic Region does not operate under this conventional model. Instead, the region purchases vendor provided technical, managerial, and decision making expertise to assist GSA in the holistic management of assets over the long term. Originating in the late 1990s as a result of in-house technical skill set changes and more demanding stakeholder requirements, this program strategy has taken on the name ‘facilities engineering’ and has proven to be a successful model resulting in efficient and effective management of assets while maintaining a lower overall cost of operations. The facilities engineering model is dependent upon effective partnership with a highly skilled vendor whose objectives are fully aligned with the Government to work successfully.

To establish a standard of engineering practices, thought processes and problem solving throughout the model, the GSA Mid-Atlantic Region established a program philosophy rooted in ‘systems thinking’ whereby the means and methods for providing building operations and maintenance are established through investigations, metrics, feedback loops, and by establishing a partnership between the Government and vendor to achieve joint performance objectives. 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.

Long term application of systems thinking throughout the Mid-Atlantic Region has resulted in both vendor and Government joint command of global short-term and long-term cohesive management of real property assets.

Facility engineering incorporating programmatic systems thinking has proven extremely effective and economical. It remains the cornerstone of the GSA Mid-Atlantic Region’s operations program.

C.1.2 Overview This is a Performance Work Statement (PWS) for Facilities Engineering, Operations and Maintenance Services integrating “systems thinking” 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 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, GSA REGION 3 SERVICE CONTRACT CLAUSES PAGE 13 REV 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 located within the property line of the following locations:

1 William J. Nealon Federal Building 2 Herman T. Schneebeli Federal Building and United States Courthouse and United States Courthouse 235 North Washington Avenue 240 West Third Street Scranton, PA 18503-1512 Williamsport, PA 17701-6438 Bldg Number: PA0000NC Bldg Number: PA0235ZZ

GSF: 299,907 GSF: 81,305

RSF: 240,444 RSF: 74,701

USF: 159,610 USF: 59,064

Constructed: 1931/1999 Normal Operating Hours: 8:00am-6:00pm

Constructed: 1976

3 Social Security Administration 4 Social Security Administration Trust Fund Building Trust Fund Building 50 North Third Street 88 South Laurel Street Chambersburg, PA 17201-1813 Hazelton, PA 18201-6316 Bldg Number: PA0260ZZ Bldg Number: PA0276ZZ

GSF: 6,926 GSF: 8,413

RSF: 6,631 RSF: 8,000

USF: 5,749 USF: 7,452

Constructed: 1972 Normal Operating Hours: 7:00am-5:00pm

Constructed: 1972 Normal Operating Hours: 7:00am-5:00pm

5 Max Rosenn United States Courthouse 6 Ronald Reagan Federal Building

197 South Main Street and United States Courthouse Wilkes-Barre, PA 18701 228 Walnut Street

Bldg Number: PA0676ZZ Harrisburg, PA 17101-1710

GSF: Bldg Number: PA0267ZZ

RSF: 63,549 GSF: 251,179

USF: RSF: 216,834

Constructed:

USF: 161,945

Constructed: 1966

7 Edward N. Cahn Federal Building and United States Courthouse 504 Hamilton Avenue Allentown, PA 18101 Bldg Number: PA0588ZZ

GSF: 93,321

RSF: 76,370

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USF: 54,426

Constructed: 1995

GSA may be constructing a new Courthouse in Harrisburg, PA in the future. The timeframe and design are unclear at this point. The Government reserves the right to incorporate this new courthouse into this contract via modification in the future.

The general categories of services included in this PWS include:

1. Electrical systems and equipment

2. Mechanical, plumbing, heating, ventilation, and air conditioning (HVAC) systems and equipment

3. Fire protection and life safety systems and equipment

4. All controls and control systems

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 government furnished 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 a tenant agency

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.

10. Vertical transportation equipment and systems (except at Harrisburg)

11. Static and dynamic bollard systems, including motorized barriers and gates

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

10. Snow removal

11. Waste removal/hauling services for tenant population waste

12. Grounds and landscaping services

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 operating 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.

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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.

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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 Facilities Engineering A program strategy implemented by the GSA Mid-Atlantic Region beginning in the late 1990s in response to in-house technical skill set changes and more demanding stakeholder requirements. A standard operations and maintenance contract is prescriptive in nature and task oriented. The contractor does not evaluate the impact of actions, rather merely provides the basic maintenance services as directed in the contract. A facilities engineering contract includes those same basic services, but also requires the contractor to provide additional technical, managerial, and decision making expertise to assist GSA in the holistic management of our assets over the long term. A facility engineering contractor is expected to participate in asset modernization planning and assists in the evaluation of proposed projects serving as GSA’s trusted partner.

A facilities engineering contractor must be able to respond to multidisciplinary demands in a dynamic work environment to achieve joint long and short term performance objectives in partnership with GSA.

C.2.15 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.2.16 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.2.17 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.

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C.2.18 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.2.19 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.2.20 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.2.21 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.2.22 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. Predictive maintenance activities should follow performance guidelines consistent with preventive maintenance activities; the only variance is in the “trigger event.”

C.2.23 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.2.24 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.2.25 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.2.26 Non-Reimbursable Repair A “non-reimbursable repair” is a repair that is the Contractor’s responsibility with no additional reimbursement from the Government.

C.2.27 Reimbursable Repair

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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.2.28 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.2.29 Systems Thinking “Systems thinking” is a program philosophy that was incorporated into facilities engineering contracts by the GSA Mid-Atlantic Region beginning in the late 1990s to establish a standard of engineering practices, thought processes and problem solving throughout the service solution. 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.2.30 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.2.31 Watch

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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 sixty calendar days (60) 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, at a minimum, 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.

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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 sixty calendar days (60) 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 effect 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 (see section L, management plan submission).

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 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. 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.

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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 Government will provide all Contractor personnel as appropriate for performance of this contract with a GSA computer and GSA email account. Contractor personnel must obtain and maintain ENT credentials (annual online training requirements and HSPD-12 clearance) to have account access.

The Contractor must provide personnel with portable electronic means (inclusive of voice, text, e-mail and internet) to communicate with the customer service desk, GSA for service requests, emergencies, status of projects, etc. 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.

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.

The customer service desk staff will provide support of the Government’s 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 facilities. 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, program access cards, 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 Contractor’s 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 vacant.

A staffing plan, with proposed hours of daytime staffing, shall be included as portion to the Contractor’s management plan.

C.8.4 Use of Government Furnished CMMS The Contractor must utilize and support a Government furnished computerized maintenance management system (CMMS). The Contractor will perform only as an end user in the CMMS. All system programming is the burden of the Government. The system, Maximo, is deployed nationally across GSA and is expected to be fully implemented at the locations covered under the scope of this contract by the time this contract starts. GSA will provide training to the Contractor through in person classroom instruction, videos, standard operating procedures, and as-needed troubleshooting resources. The Contractor will be required to cooperate with GSA on the continued refinement of the system and processes. The Government may use the NCMMS for reporting, quality assurance, data calls, etc.

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The Contractor shall:

1. Use the NCMMS to track all equipment/assets, service requests, work orders, preventive maintenance, repairs, quality control, and other associated information necessary for efficient maintenance.

2. Use information from the NCMMS to provide current contract monthly submittal requirements, where appropriate. The Contractor shall provide reports, data, etc., from the NCMMS when requested by the CO or his/her designee.

3. Audit the NCMMS inventory in an ongoing basis, and annotate in the NCMMS equipment needed to be added or changed. Provide change recommendations and make changes as directed by the process and at the direction of the CO or CO’s designee.

4. Maintain accurate equipment data in NCMMS including Equipment ID, Equipment Type, Equipment Description, Asset Identification Code, Manufacturer, Model Number, Serial Number, Equipment Status, Building Number, and Location (including floor, room, and location description).

5. Utilize and support existing and future labeling and labeling conventions.

C.8.5 Quality Control Program A Quality Control Program (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 Quality Control Plan 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 Quality Control Plan 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

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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.