Revised_Solicitation_GS_04P_14_EW_D_0135__29MAY2015.pdf

SOLICITATION NUMBER: GS-04P-14-EW-D-0135

SERVICE: COMBINED SERVICES (OPERATIONS AND MAINTENANCE AND JANITORIAL RELATED

SERVICES)

LOCATIONS: Sam Gibbons U. S. Courthouse, Tampa, FL R. L. Timberlake Federal Building, Tampa, FL R. L. Timberlake Federal Building Annex, Tampa, FL Charles E. Bennett Federal Building, Jacksonville, FL Bryan Simpson U. S. Courthouse, Jacksonville, FL Ft Myers FB-CT, Ft Myers, FL Golden-Collum FB-CT, Ocala, FL U. S. Courthouse, Orlando, FL George C. Young FB-CT, Orlando, FL

PERIOD OF PERFORMANCE: November 01, 2015 – October 31, 2016

SOLICITATION RE-ISSUE DATE: May 15, 2015

OFFER RECEIPT DATE and TIME: June 11, 2015 at 3:00pm

KarenRPayne Text Box (Eastern)

SOLICITATION TABLE OF CONTENTS

(Sections A through M)

A. SOLICITATION/CONTRACT FORM

B. SERVICES, ORDERING AND PRICES

C.10. EQUIPMENT INVENTORY

C.10.1 Occupant Agency Program Equipment

C.11. MONTHLY PROGRESS REPORTS

C.12. PERFORMANCE EVALUATION AND REVIEW

C.13. EQUIPMENT CONDITION ASSESSMENT

C.14. OCCUPANT FEEDBACK PROGRAM

C.15. REFERENCE LIBRARY

C.16. REVIEW OF DESIGN DOCUMENTS

C.17. BUILDING MANAGEMENT SUPPORT SERVICES

C.18. INSPECTION ASSISTANCE FOR SPACE BUILDOUTS

C.19. EMERGENCY SHUTDOWN INSTRUCTIONS AND TOUR CHECKLISTS

C.20. LABELING OF ELECTRICAL CIRCUITS

C.21. OPERATIONAL REQUIREMENTS

C.21.1 General C.21.2 Extended Operating Hours C.21.3 Continuity Of Operations (Coop) C.21.4 Occupant Emergency Plan C.21.5 Tenant Environment C.21.6 Energy Conservation C.21.7 Contact After Normal Hours C.21.8 Normal Tenant Working Hours C.21.9 Building Information

C.22. SYSTEM PERFORMANCE STANDARDS OR PROCEDURES

C.23. SERVICE REQUESTS

C.23.1 General C.23.2 Emergency Service Request and Callback Response C.23.3 Urgent Service Request Response C.23.4 Routine Service Request Response C.23.5 Overtime Services

C.24. TOURS

C.24.1 General C.24.2 Operating Logs and Tour Check Sheets C.24.3 Tour Frequencies C.24.4 Condensate Pans C.24.5 Monitoring Of Central Plant Equipment

C.25. DEMAND RESPONSE PROGRAMS

C.26. CURTAILMENT PROGRAM

C.27. BAS ALARM RESPONSE

C.28 ADVANCE METERING SYSTEM (AMS)

C.29. PROTECTION AND DAMAGE

C.30. NEGLIGENCE

C.31. KEY CONTROL

C.32. DISRUPTIVE OR HAZARDOUS TOOLS

C.41.17 Boiler/Pressure Vessel Operation and Inspection Standards

C.44. FEDERAL REQUIREMENTS

C.45. CUSTODIAL PROGRAM

C.45.1.Objectives and Scope C.45.2 Mandatory Cleaning Time Frames C.45.3 Cleaning Hours C.45.4. Building Information Data Sheet Estimates C.45.5. Green Cleaning C.45.9.1. Carpet Extraction C.45.9.2. Window Washing - Deleted C.45.9.3. Postal Lock Boxes and Mail Cases

C.45.9.4. Blinds and Coverings (Not Including Drapes, Curtains, and Unique Coverings) C.45.9.5. Pressure Washing and Steam Cleaning C.45.9.6. Tree Thinning C.45.9.7. Government Furnished Trees and Plants (Planted in Ground or Planters) C.45.9.8. Snow and Ice Removal Chemical and Tools - Above Standard Reserved C.45.9.9 Snow Removal for Areas Requiring Heavy Equipment Reserved C.45.10. Service Calls C.45.14.2. Solid Waste Records and Reports

D. PACKAGING & MARKING

D.1. PAYMENT OF POSTAGE AND FEES

D.2. MARKING

E. INSPECTION & ACCEPTANCE

E.1. THE ROLE OF GOVERNMENT PERSONNEL AND RESPONSIBILITY FOR CONTRACT ADMINISTRATION E.1.6 FAR 52.246-4 Inspection of Services-Fixed-Price (Aug 1996) E.1.7 FAR 52.246-16 Responsibility for Supplies (APR 1984)

F. DELIVERIES OR PERFORMANCE

F.1 PLACE OF PERFORMANCE

F.2. TERM OF CONTRACT

F.2.1 Term of The Contract F.2.2 Option to Extend the Term of the Contract

F.3. REPORTING REQUIREMENTS

F.3.1 Plans, Schedules and Report Format Submission Requirements F.3.2 Other Reports

G. CONTRACT ADMINISTRATION DATA

G.1. PAYMENTS

G.1.1 General G.1.2 Payments for Additional Services

G.2. UNEXPECTED BUILDING CLOSURE

G.3. WITHHOLDING MONIES FOR NON-SUBMISSION OF WORK SCHEDULES

G.4. WITHHOLDING MONIES FOR NON-SUBMISSION OF REPORTS

G.5. APPLICATION OF CRITERIA FOR DEDUCTIONS (NON-PERFORMANCE

G.6. REDUCTION AND ADDITION OF SPACE

H. SPECIAL CONTRACT REQUIREMENTS

H.1. SECURITY

H.1.1 GSAM 552.237-71 QUALIFICATIONS OF EMPLOYEES (MAY 1989)

H.2. IDENTIFICATION CREDENTIAL

H.3. ESCORT REQUIREMENTS

H.20.4 Parts and Materials H.20.5.1 Mark-up Agreement for Architectural/Structure and Maintenance Repair H.20.6 Price Documentation H.20.7 Competitive Quotes/Proposals H.20.8 Method of Ordering and Invoicing

H.21.AWARD FEE RESERVED

H.22. STRIKE CONTINGENCY PLAN (SCP)

H.23. OCCUPANCY EMERGENCY PLAN (OEP)

H.24. CONTRACTOR PANDEMIC PLAN

H.25. SUBCONTRACTING

I. CONTRACT CLAUSES

J. LIST OF ATTACHMENTS (LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS). 123

J.1. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

J.2. QUALITY ASSURANCE STANDARDS

J.3. CONTRACT DELIVERABLES REFERENCE

J.4. EQUIPMENT INVENTORY LIST

J.4.1 OCCUPANT AGENCY EQUIPMENT

J.5 PREVENTIVE MAINTENANCE SCHEDULE

J.6. ELEVATOR TOUR LOG

J.7. BUILDING OPERATING PLAN

J.8. GSA FORM 1181A – CONTRACT INSPECTION REPORT

J.9. QUALITY DEFICIENCY NOTICE

J.10. QASP MONTHLY INSPECTION REPORT

J.11. COR’S CHECKLIST FOR INSPECTIONS

J.12. BUILDING INFORMATION SHEET

J.12.1 BUIDING INFORMATION SHEET- SAM GIBBONS U.S. COURTHOUSE

J.12.2 BUIDING INFORMATION SHEET-TIMBERLAKE FB

J.12.3 BUILDING INFORMATION SHEET - TIMBERLAKE ANNEX

J.12.4 BUILDING INFORMATION SHEET - CHARLES E. BENNETT FB

J.12.5 BUILDING INFORMATION SHEET - BRYAN SIMPSON U.S CT

J.12.6 BUILDING INFORMATION SHEET - FORT MYERS FB-CT

J.12.7 BUILDING INFORMATION SHEET - GOLDEN-COLLUM FB-CT

J.12.8. BUILDING INFORMATION SHEET - U. S. CT, ORLANDO

J.12.9 BUILDING INFORMATION SHEET – GEORGE C. YOUNG FB-CT

J.13 WATER TREATMENT STANDARDS

J.14 CURRENT MONTHLY PRICE

J.15 WAGE DETERMINATION DELETED

J.16 COLLECTIVE BARGAINING AGREEMENTS

K. REPRESENTATIOINS, CERTIFICATIONS, AND OTHER STATEMENTS OF BIDDERS/OFFERERS 250

L. INSTRUCTIONS FOR SUBMITTING PROPOSAL

M. EVALUATION FACTORS FOR AWARD

M.1. FAR 52.217-5 EVALUATION OF OPTIONS (JUL 1990)

M.2. FAR 52.232-15 PROGRESS PAYMENTS NOT INCLUDED (APR 1984)

M.3. UNBALANCED OFFERS

M.4. FACTORS FOR AWARD

A. BASIS OF AWARD

THIS ACQUISITION WILL UTILIZE LOWEST PRICE TECHNICALLY ACCEPTABLE (LPTA) SOURCE SELECTION PROCEDURES IN

ACCORDANCE WITH FAR 15.101-2,

M.5. FORMULA FOR EVALUATING – PRICE PROPOSALS

M.6. PRICE EVALUATION FACTORS

A. SOLICITATION/CONTRACT FORM

STANDARD FORM 33

NSN 7540-01-152-8070 STANDARD FORM 30. (Rev. 10-83) Previous Edition unusable Prescribed by GSA FAR (48 CFR) 53.243

E. IMPORTANT: Contractor is not, is required to sign this document and return _______ copies to the issuing office.

KarenRPayne

Continuation Page

Continued from Block 14...

KarenRPayne

B. SERVICES, ORDERING AND PRICES

This solicitation contains a work statement for a performance-based service. This means that the Government has described WHAT is to be accomplished, not HOW to accomplish it, and states a basis for determining whether finished work meets the Government quality requirements. It does not state detailed procedures for accomplishing the work unless there are safety, security or communication requirements.

The contractor will be required to maintain a quality control program to ensure that the requirements of this contract are met. This program shall be created for identifying and correcting deficiencies in the quality of services before the performance becomes unacceptable.

B.1. DESCRIPTION OF SERVICES

The Contractor shall provide all management, supervision, labor, materials, supplies and equipment (except as otherwise provided), and shall plan, schedule, coordinate and assure effective performance of all services described herein. The Contractor will be required to provide management, operations and maintenance and janitorial related services during the initial twelve (12) months of service in accordance with the requirements of this solicitation and prices for basic and alternate services.

The resultant award will contain 4 (four) twelve month Option periods, which may be exercised upon 30 days written notice to the Contractor. Evaluation of options does not obligate the government to extension of the contract term past the initial year (s) of service.

B.2. ALTERNATE BID/OFFER FOR ADDITIONAL SERVICES

Offerors must quote a price per man-hour for providing additional services when ordered by the Contracting Officer (CO) in addition to the services specified as “basic services” in Section C. This additional services provision is to be used to satisfy the Government’s short-term non-recurring need for service.

All orders will be confirmed by issuance of a GSA Form 300, Order for Supplies or Services. The GSA Form 300 will describe the service provided and will establish the hours of service for which the Contractor will be compensated, as per the contract.

B.3. PRICING OF OPTIONS FOR CONTRACT SERVICES

Offerors shall price the option requirements for the four (4) 12-month periods. The minimum hourly wages and fringe benefits established by the U.S. Department of Labor Wage Determination(s), Executive Order 13658 Establishing a Minimum Wage for Contractors and any Collective Bargaining Agreement (CBA) in place, are located in section J for your reference.

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

C.1. SCOPE OF WORK

The Contractor shall 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 located within the property line of the Sam Gibbons U.S.

Courthouse; R.L. Timberlake Federal Building; R.L. Timberlake Federal Building Annex; Charles E. Bennett Federal Building; Bryan Simpson; U.S. Courthouse; FT Myers Federal BLDG / U.S. Courthouse; Golden- Collum Federal BLDG / U.S. Courthouse; Orlando U.S. Courthouse; and George C. Young Federal BLDG / U.S. Courthouse (s), to include the following:

1. Air-conditioning equipment and systems.

2. Air-handling/distribution equipment and systems.

3. Electrical systems and equipment, lighting and switchgear systems.

4. Energy management control systems (EMCS) where applicable,

5. Heating, ventilation, and air conditioning (HVAC) systems and equipment.

6. Plumbing and domestic water equipment and systems to include domestic water fountains and coolers, decorative ponds, irrigation systems, and small circulating water pumps less than one (1) horsepower.

7. Sanitary sewage equipment and systems.

8. Storm drainage equipment and systems.

9. Fire protection and life safety systems and equipment including detection, notification, and communication systems as well as monitoring service, including sprinkler systems, standpipes, backflow preventors, water storage tanks, fire extinguishers, etc.

10. Special suppression systems (i.e., wet chemical, dry chemical, FM-200, Inergen, Halon,

11. All control systems that are within the scope of this contract including the Building Automation System

(BAS).

12. Smoke control systems (i.e., building, atrium, stair pressurization, elevator ventilation, etc.)

13. Kitchen hood and exhaust systems (including kitchen hood cleaning)

14. Fire doors and windows (including hinges, closers and latching hardware)

15. Non agency security system (locks, gates/arms, keypads, card readers, magnetic locks, etc…) and its components (Hardware only, Software is responsibility of GSA).

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

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

18. Maintenance of landscape irrigation systems.

19. Mechanical equipment for window washing (wall glider, tracks, and associated equipment). 10 year Weight test is the responsibility of GSA.

20. Dock levelers.

21. Parking Lots, parking lot surfaces, sidewalks and illumination.

22. DSL, Modems, and other information systems periphery used to include the communication and data lines necessary to operate the fire alarm monitoring, building automation system and web based access to CMMS.

23. Deleted: Dining Facility Kitchen appliances and equipment to include Child Care Kitchen Appliances and Equipment (NOTE: kitchen including cleaning and maintenance of ductwork above the ceiling, and any fire suppression or fire alarm equipment are included in the scope).

24. Grease traps (Maintenance and Pumping/Removal of Grease from Traps)

25. Paper and soap dispensing equipment in restrooms.

Additional services may be ordered at the discretion of the Government 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, as described in this document.

Excluded from this scope are:

1. Agency owned security systems (excluding GSA). Security systems related to common area or building access are the responsibility of the GSA contractor.

2. Government telecommunication systems.

3. Equipment owned and operated by tenant agencies.

4. Fitness center equipment.

5. Furnishings, furniture, portable equipment, office partitions and cubicles unless specifically noted in the inventory (not installed as fixtures).

6. Equipment owned by servicing public utilities.

7. Upgrade of software or software licenses (to include building automation systems (BAS)

8. Elevator Service – cab lights are the responsibility of the O&M contractor. In addition, the O&M contractor will provide lights to the elevator contractor for hoist-way lighting.

Items typically subcontracted:

Your technical proposal should clearly demonstrate who will maintain the following systems in detail.

1. Chillers/Chiller Controls systems

2. Boilers/Boiler Controls Systems

3. Diesel Generators

4. Hydraulic and electrical Bollards, Plates, gates and security systems

5. Fire/Life safety Systems and components

6. Switch gear maintenance and testing

7. Infrared Analysis

8. Boiler and unfired pressure vessel maintenance and inspection

9. Building Automation Systems

10. Energy Management Systems

11. Automatic Doors

12. Roofing

13. Windows

C.2. DEFINITIONS

C.2.1 Above Standard Services

Above Standard Services are services not covered in the basic contract price. Contractor prices include all applicable labor, materials, supplies, equipment (except as otherwise provided), supervision, and management.

C.2.2 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. Constitutes acknowledgment that the supplies or services conform to applicable contract quality and quantity requirements.

C.2.3 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.

C.2.4 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. Government approval shall not relieve the Contractor of responsibility for complying with Federal, State, and local laws and regulations.

C.2.5 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.2.6 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.2.7 Building

A reference to “facility” and “site” is interchangeable with “building”. A man made structure or edifice which services are performed within or on the exterior of the formation and is intended to support or shelter any use or continuous occupancy.

C.2.8 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.2.9 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 the building, to include both normal circumstances and contingencies.

C.2.10 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.2.11 Consumable Parts

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

C.2.12 Contract Award Date

“Contract award date” as used in this document refers to the date the contracting officer signs the contract.

C.2.13 Contract Start Date

“Contract start date” as used in this document is the first day of the first month of the contract performance period.

C.2.14 Contract Phase-in/ Transition Period

“Contract phase-in/Transition Period” as used in this document refers to the first day after completion of any phase in/transition period after award and prior to performance of O&M and Janitorial services for the period of this contract.

C.2.15 Contractor

“Contractor” as used in this document refers to the firm awarded this contract. Reference to “Contractor” throughout the SOW even for those references to subcontracted type tasks shall mean the responsibility of the prime contractor.

C.2.16 Contracting Officer (CO)

Contracting Officer (CO) has the overall responsibility for the administration of this contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules. However, the CO may delegate certain other responsibilities to authorized Government representatives.

C.2.17 Contracting Officer's Representative (COR)

Contracting Officer's Representatives (COR) shall be appointed by letter from the CO. CORs will be the primary Government representatives for the administration of Contract, shall have proper training and experience in inspecting contracts, but will not have the authority to modify the contract.

C.2.18 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.2.19 Custodial

A reference to “custodial” is interchangeable with “janitorial”. Custodial and related services include cleaning, window washing, trash removal, recycling, landscaping, and maintaining a building or area.

C.2.20 Environmentally Preferable

Products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, products and chemicals, packaging, distribution, reuse, operation, maintenance, or disposal of the product or service.

C.2.21 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.2.22 Existing Deficiency List Report

The “existing deficiency list report” or “existing deficiency list” is a list of deficiencies that may exist in the equipment and systems covered by this performance work statement, as well as the Contractor's itemized price.

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 in accordance with the requirements of this specification for correcting each deficiency.

C.2.23 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.2.24 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.2.25 Guiding Principles for Sustainable Buildings

A practice of using processes that is environmentally responsible and resource-efficient throughout a building's life-cycle. The goal is to minimize and offset consumption of energy, water, and other resources and to eliminate all waste and pollution in building operations and activities. The result is to reduce the environmental impact of the Federal government, which will expand and complement the building design economy, utility, durability, and comfort.

The common objective is to reduce the overall impact of the built environment on human health and the natural environment by:

• Improving energy efficiency and reductions in greenhouse gas emissions.

• Reducing water consumption intensity.

• Acquiring green products and services.

• Implementing pollution prevention measure, including reduction or elimination of the use of toxic and hazardous chemicals and materials.

• Implementing cost-effective waste prevention and recycling programs.

• Increasing diversion of solid waste.

C.2.26 Green Cleaning

Green Cleaning is a planned and organized approach to cleaning specifically designed to protect building occupant and worker health, while at the same time reducing environmental impacts.

C.2.27 LEED-EB

Leadership in Energy and Environmental Design for Existing Buildings (LEED) provides building owners and operators a concise framework for identifying and implementing practical and measurable green building design, construction, operations and maintenance solutions.

C.2.28 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.2.29 Miscellaneous Work

“Miscellaneous work” is additional labor that is performed at the request of the Contracting Officer’s or his/her designee 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.2.30 Modification

Modification is a bilateral or unilateral change in the terms of a contract.

C.2.31 Non Agency Specific Equipment

Equipment owned or controlled by the tenant agency and not GSA

C.2.32 Normal Working Hours

“Normal working hours” is the hours of building operations under most circumstances when all services shall be provided to all occupants.

C.2.33 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 shall do in case of an emergency. The plan identifies fires wardens, shelter in place locations etc. The Contractor shall support all OEP efforts to the fullest extent possible.

C.2.34 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.2.35 Ordering Official

Ordering Officials shall be appointed by letter from the CO. Ordering Officials will be the Government’s representative for the ordering of supplies and services.

C.2.36 Overtime Services

Overtime services are the operation and maintenance services provided at times other than those defined as "normal tenant working hours".

C.2.37 Performance Based Service Contracting

The procurement strategy that seeks to issue technical requirements that set forth outcomes for performance instead of specific requirements on how to perform the service. This strategy shifts the risk of performance to the Contractor by allowing the Contractor to design the methods of achieving desired results as defined by the performance quality standards established by the Government.

C.2.38 Phase in

“Contract Phase in” as used in this document refers to the period the contractor has to develop and submit for approval required plans, schedules and submittals prior to performance of O&M and janitorial related services.

C.2.39 Phase out Transition Period

“Contract Phase out Transition Period” as used in this document refers to the last 30 calendar days of the performance of O&M and janitorial services.

C.2.40 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.2.41 Preventive Maintenance

“Preventive maintenance” is a program of maintenance activities performed based on a fixed schedule or on equipment runtimes.

C.2.42 Product Preference

Products that are identified as “environmentally preferable”, and bio-based will be selected over those which do not carry such designations. The following factors to consider when selecting products include: environmental performance, cost performance, bio-based, recycled content, biodegradability, technical performance, and availability.

C.2.43 Quality Assurance Surveillance Plan (QASP)

The Government’s surveillance method of monitoring and evaluating the Contractor's performance under a Performance Based Statement of Work (PBSOW).

C.2.44 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.2.45 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.2.46 Non-Reimbursable Repair

A “non-reimbursable repair” is a repair that is the Contractor’s responsibility with no additional reimbursement from the Government.

C.2.47 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.2.48 Sanitize

Removing dirt and certain bacteria so, that the number of germs is reduced to such a level that the spread of disease is unlikely.

C.2.49 Standard Services

A standard service is defined as all services that are included in the price or as defined in the Contract document. Prices are to include all applicable labor, materials, supplies, equipment (except as otherwise provided), supervision, and management.

C.2.50 Sequence of Operations

A “sequence of operations” is the control logic used to operate a system normally put into effect through a control program.

C.2.51 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, or not within normal operating parameters, or that performance standard of the contract is not being met. A service request shall be considered as any corrected maintenance action that requires three (3) hours or less of in-house labor and no more than $200.00 in parts and materials. 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.2.52 Stewardship

Responsibility for managing, conducting or supervising the quality, state or condition of a commercial or institutional building.

C.2.53 Technical Proposal

“Technical proposal” means all documentation (regardless of the form or method of the recording) of a technical nature submitted by the contractor in response to the solicitation including but not limited to Management Approach (Organizational Chart, Preventive Maintenance Program, Training Plan, and Cleaning Program).

C.2.54 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, 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.2.55 Vertical Transportation Systems

“Vertical transportation systems” include elevators, escalators, dumbwaiters, lifts, etc.

C.2.56 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

The following publications are incorporated by reference as setting quality, performance, and design standards for work required in this document. Unless a specific date is provided, references are for the current edition published at the time of issue of the solicitation, to include any addenda or errata published by the issuing organization. The Contractor is responsible for obtaining all referenced documents at its expense, with the exception of the Public Buildings Service Operations and Maintenance Standards (Most Current), the Facilities Standards for the Public Buildings Service (PBS P100), and the U.S. Courts Design Guide, which will be provided by the Government.

Public Buildings Service Operations and Maintenance Standards (Most Current) Facilities Standards for the Public Buildings Service (PBS P100) U.S. Courts Design Guide SMACNA Sheet Metal and Air Conditioning Contractors National Association HVAC Systems Testing, Adjusting & Balancing AHERA Asbestos Hazard Emergency Response Act ASHRAE Guideline 1HVAC Commissioning Process ASHRAE Guideline 4 Preparation of Operating and Maintenance Documentation for Building Systems ANSI/ASHRAE Standard 15 Safety Code for Mechanical Refrigeration ANSI/ASHRAE Standard 34 Number Designation and Safety Classification of Refrigerants ANSI/ASHRAE Standard 55, Thermal Environmental Conditions for Human Occupancy ANSI/ASHRAE Standard 62, Ventilation for Acceptable Indoor Air Quality ANSI/ASHRAE Standard 100, Energy Conservation in Existing Buildings -Commercial ANSI/ASHRAE Standard 111, Practices for Measurement, Testing, Adjusting, and Balancing of Building

Heating, Ventilation, Air-Conditioning, and Refrigeration Systems;

ASME Boiler and Pressure Vessel Code ASME CSD-1 Control and Safety Devices of Automatically Fired Boilers National Board of Boiler and Pressure Vessel Inspectors, National Board Inspection Code OSHA 29 CFR 1910 and 29 CFR1926 CSI Master Format Clean Air Act Energy Independence and Security Act EPA Green Book EPA Purple Book Farm Security and Rural Investment Act

FMR Federal Management Regulations GSA SEMS Sustainable Environmental Management System (GSA.GOV/SEMS) International Building Code International Fire Code International Plumbing Code International Mechanical Code NETA Maintenance Testing Specification for Electrical Power Distribution Equipment and Systems NFPA 10, Standard for Portable Fire Extinguishers NFPA 12, Carbon Dioxide Extinguishing Systems NFPA 12A, Standard on Halon 1301 Fire Extinguishing Systems NFPA 13, Installation of Sprinkler Systems NFPA 17, Dry Chemical Extinguishing Systems NFPA 17A,Wet Chemical Extinguishing Systems NFPA 25, Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems NFPA 70, National Electrical Code (NEC) NFPA 70E,Standard for Electrical Safety in the Workplace NFPA 72, National Fire Alarm Code NFPA 80, Standard for Fire Doors and Other Opening Protectives NFPA 85, Boiler and Combustible Systems Hazards Code NFPA 92A, Standard for Smoke Control Systems Utilizing Barriers and Pressure Differences NFPA 92B, Standard for Smoke Management Systems in Malls, Atria, and Large Spaces NFPA 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations NFPA 101, Life Safety Code NFPA 105, Standard for the Installation of Smoke Door Assemblies and Other Opening Protectives NFPA 110, Standard for Emergency and Standby Power Systems NFPA 111, Standard on Stored Electrical Energy Emergency and Standby Power Systems NFPA 2001, Standard on Clean Agent Fire Extinguishing Systems NICET National Institute for Certification in Engineering Technologies publications and issuances NIOSH National Institute for Safety and Health publications and issuances DOE/EE-0157, International Performance Measurement and Verification Protocol R.S. Means Facilities Construction Cost Data USGBC LEED for Existing Buildings (LEED-EB) NEMA TP-1, National Electrical Manufacturers Association, Guide for Determining Energy Efficiency for

Distribution Transformers NEMA MG-1. National Electrical Manufacturers Association, Motors and Generators NEMA Application Guide for AC Adjustable Speed Drive Systems ANSI/IWCA I-14.1, Window Cleaning Safety Standard Safe Drinking Water Act, PL 99-339, as amended Title 40 CFR, Part 761, PCBs in Electrical Transformers Title 40 CFR, 141.43, Sections A and D, Environmental Protection Agency Safe Drinking Water National Historic Preservation Act of 1966 National Park Service Technical Preservation Services - Preservation Briefs ( Entire Series) located at http://www.nps.gov/history/hps/tps/briefs/presbhom.htm North American Technician Excellence (N.A.T.E.) Core Service with any KATE Specialty) http://www.natex.org/technicians/what-tests-to-take kates/kates-specialty-exams/ HVAC Excellence Professional - the following three certifications : Light Commercial Air Conditioning, Gas Heat, and Green Awareness Certification http://www.hvacexcellence.org/ProfessionalLevel.aspx UA Star HVAC Mastery http://www.ua.org/HVACR.asp and http://hvacrtrainingcenter.org/html/news/uastar.html

Public Law 94-344(Joint Resolution to Codify and Emphasize Existing Rules and Customs Pertaining to The Display and Use of The Flag of the United States Of America)

Resource Conservation and Recovery Act

C.4. EXISTING DEFICIENCY INSPECTION/INITIAL DEFICIENCY LIST

C.4.1 IDL Inspection

The Contractor and the CO or his/her designee shall 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 in accordance with the requirements of this specification for correcting each deficiency. The contractor shall not be required to provide pricing for all deficiencies found and shall provide pricing for only those items the CO or his/her designee require.

The Government may elect to have all or any part of this work performed by the Contractor (at the price or prices quoted), by Government employees, or by other contractors. The existing deficiency list report shall not include any items that would be replaced, repaired, or adjusted during the performance of routine services request (reference C.2.51) or normal preventive maintenance, including general cleaning of equipment and space.

C.4.2. IDL Adjustments

The Contractor shall be responsible for making immediate adjustments or corrections that fall within the scope of routine preventive maintenance required by this contract at no additional cost to the Government. This includes but is not limited to making adjustments to controls; adjusting the BAS software, e.g., correcting set points; reloading programs; restoring equipment being operated manually to automatic operation (this does not include changing established sequences of operation or programming sequences); applying lubricants; cleaning fan housings, fans, coils, dampers, air handling unit (AHU) sections, and equipment rooms and replacing consumable parts or components.

C.4.3. IDL Due Dates

The deficiency inspection shall commence on a mutually agreeable date no later than five (5) calendar days after contract services start date and be completed within thirty (30) calendar days. The Contractor shall submit the initial deficiency list report not later than 60 calendar days after start of the contract to the CO or his/her designee. Any dispute between the Government and the Contractor as to classification of initial deficiency list report items will be resolved under the Disputes Clause in this document. The Contractor shall provide itemized estimates as requested by the CO or his/her designee for correcting each deficiency and shall remain in effect for 60 calendar days after submission of the initial deficiency list report. Deficiencies discovered after the submission of the initial deficiency list report will not be considered pre-existing for purposes of this contract, unless equipment is operational and cannot be secured and inspected. Any piece of equipment or system that cannot be inspected shall be highlighted at the beginning of the deficiency list stating why it cannot be secured and inspected. An estimate of when the Contractor reasonably expects to be able to inspect the piece of equipment shall be provided.

C.4.4. IDL Removal

When an existing deficiency in an item is corrected, the Contractor shall 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 shall 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 and perform preventative maintenance on any such item.

Deferring repair acceptance will be handled on a case-by-case bases during the start-up period based on previous preventative maintenance performed and conditions in test reports.

Within sixty (60) calendar days after contract start date, the Contractor shall submit a copy of his/her existing deficiency list to the CO or his/her designee for approval. The CO or his/her designee within fifteen (15) work days after receipt of the Contractor existing deficiency shall approve or disapprove.

The deficiency list shall be signed and dated by both parties.

C.5. STARTUP PHASE/TRANSITION PHASE

The Contractor shall perform transition of this contract during the period from the date of award to the start of performance of O&M services. 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 shall complete all activities necessary to conduct all contract requirements on the Contract start date. These activities include but are not limited to the following:

a. Establish sub-contractor agreements and submit a list of Sub-contractors to the CO or his/her designee for approval.

b.Conduct interviews and hire new employees to include incumbent personnel.

c. Purchase tools, equipment, and supplies.

d. Develop a list of supplies and chemicals the contractor intends to utilize and submit MSDS sheets to the CO or his/her designee for approval. No chemicals shall be brought on the premises without prior approval.

e. Complete and submit all paperwork necessary for security clearances for employee personnel and sub-contractors as necessary.

f. Purchase employees uniforms.

g. Complete the government-furnished CMMS training when applicable.

h. Establish a system for tracking and recording preventive maintenance (PM) actions. The government will provide the current PM schedule and all PM actions shall be based on current schedule. The PM schedule shall remain in place until such time the N-CMMS is on line.

i. Purchase necessary communication equipment (i.e. cell phones, fax machines, office phones etc...) and set-up e-mail addresses and IT support. Establish phone lines and service for fire alarm dialer.

j. Update the Quality Control plan submitted in contractor's technical proposal to a site specific plan.

k. Establish a service call system for tracking and recording service requests. The service call system shall remain in place until such time the N-CMMS is on line.

l. Develop and submit a site specific Work Place Safety Plan in accordance with the requirements of

C.41.8

m. Submit a site specific Cleaning Schedule to the CO or his/her designee for approval.

n. Submit a Strike Contingency Plan to the CO or his/her designee for approval.

o. Submit a Snow Removal Plan to the CO or his/her designee for approval.

C5.1. Implementation of Government Owned Computerized Maintenance Management System (National CMMS) Contractor shall transition to the N-CMMS upon notification by GSA that the N-CMMS is ready to proceed. The contractor will perform only as an end user in the N-CMMS ALL system programming is the burden of the government.

The N-CMMS is the system of record for the equipment/asset list, preventive maintenance schedule, and work orders. All data in the N-CMMS belongs to GSA, and the government may use N-CMMS for reports, quality assurance, and data calls. Additionally, the Contractor shall provide reports, data, etc., when requested by the CO or his/her designee.

The Contractor shall provide, within 180 days of contract start, (GO LIVE) startup services to assist transitioning to GSA's National CMMS. The purpose of this phase is to permit a transition that is seamless to the tenants and to assess incomplete maintenance work at the time of implementation. The contractor is to provide the current schedule of maintenance and assist in creating the preventive maintenance schedule and entering data of past performance of maintenance for each piece of equipment.

During the N-CMMS transition period, the Contractor shall:

a. Validate/update NCMMS copy of equipment inventory.

b. Within 180 days of contract start, Startup/Implement Government Owned CMMS. Venfy and update equipment inventory for accuracy. Print and Install QR code labels. Complete the government-furnished CMMS training when applicable.

c. Utilize the incumbent preventive maintenance schedule and plan the maintenance to be performed for the first 6 months manually while transitioning into the government owned CMMS. Implement the new preventive maintenance schedule in the N-CMMS once the inventory has been downloaded The new preventive maintenance schedule shall be based off of the last time PMs were performed.

d. Provide preventive maintenance schedules to National CMMS team using GSA template. Cross-check PM schedules and guides used by contractor versus PM guides and schedules in N-CMMS.

The new periodic maintenance schedule and guides shall be based off of the last time PMs were performed and in accordance with the requirements of the contract.

e. Complete the government-furnished 1-day (8 hour) N-CMMS training for CMMS administrator (1 person per contract at management level). Complete the 1 day (8 hour) N-CMMS training for scheduler and end user (1 person per contract). Training may be accomplished in segments over separate periods of time. Training will be initially conducted at the closest GSA office to the contract project management office of the contract

f. Coordinate with the Contracting Officer or his/her designee and submit CIW for ENT access to ensure all users will have access to the system in the government enterprise in keeping with pars H.1.1.(b) GSAM 552.237-71 QUALIFICATIONS OF EMPLOYEES (MAY 1989) of the contract.

g. Provide preventive maintenance schedules and history of preventive maintenance.

h. Provide list of users who will be entering or scheduling service calls, creating reports, performing maintenance data entry, dispatching work orders, and approving actions within the N-CMMS.

i. Provide cross reference on the N-CMMS excel equipment inventory from contractor designated equipment naming/serial to N-CMMS equipment naming/serial designation

After GO LIVE (GL) the Contractor shall:

GLa. Use the N-CMMS to provide current contract monthly submittal requirements, such as monthly reporting and identify completion of scheduled work orders, contract reports of accomplishment of services instead of the current manual reporting where able to replace with N-CMMS functions and provide to the CO or designee

GLb. Audit the N-CMMS inventory in an ongoing basis, and annotate in the N-CMMS equipment needed to be added or changed. Provide change recommendations and make changes as directed by the implementation process and at the direction of the CO or CO's designee via the N-CMMS.

GLc. Maintain accurate equipment data in N-CMMS 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).

GLd. Create and install QR coding emblems on each piece of equipment over this performance period of the following 12 months as each piece of equipment receives a regularly scheduled preventive maintenance/test/or scheduled repair. This application requires the contractor to utilize the contractor provided printer, print, laminate and apply the code to the equipment initially and replace as needed over the term of the contract. The software web based app will be provided by the government when it becomes available.

C.6. PHASEOUT TRANSITION PERIOD

C.6.1 Transition Phase-out

When the contract ends, the Contractor shall cooperate with the incoming contractor during a phase-out period.

For planning purposes, the Contractor shall assume a phase-out period of one month. During this phase-out period, the Contractor shall:

1. Assist the CO or his/her designee and incoming contractor for a seamless transition in operations and maintenance with no adverse affect on the building tenants;

2. Provide the successor contractor with access to all records and official documentation (both hard copies and electronic as applicable) required by this contract;

3. Provide training to the successor contractor on methods of accessing and programming the building automation system (BAS) and other control systems; and

4. Show the successor contractor where all archived programs and systems literature are maintained. On the last performance day of the contract, the Contractor shall turn over to the CO or his/her designee all keys and identification badges or cards.

5. On the last performance day of the contract, the Contractor shall turn over to the CO or his/her designee all keys and identification badges or cards.

6. Coordinate and complete disposal, cleanup, and transfer of all materials according to applicable laws.

It is the responsibility of the Contractor to maintain the items listed and to provide information and/or instruction to the succeeding Contractor.

(1) CURRENT BUILDING OPERATING PLAN

(2) KEY CUSTODY AND CONTROL – Key and Door List, Blank and Cut…