GS-07P-12-UD-D-0033.pdf

Solicitation GS-07P-12-UD-D-0033

SECTION B

SUPPLIES OR SERVICES AND PRICES/COSTS

B1. GENERAL

The purpose of this contract is to obtain a variety of services to supplement the ongoing Spatial Data

Maintenance initiative in the General Services Administration’s (GSA) Greater Southwest Region

(GSR).

These services include a variety of tasks related to maintaining the integrity of the data that has been gathered on the space in GSA’s Public Building Services (PBS) inventory. The services involve buildings throughout the entire GSR, consisting of the States of Texas, Arkansas, Louisiana, Oklahoma, and New Mexico.

The Contractor will be responsible for providing all deliverables, as ordered, in a timely and professional manner. Work orders may run concurrently, so the contractor must be able to supply enough resources to successfully complete all projects and tasks assigned within the time frames agreed upon.

B2. CONTRACT TYPE

The Government contemplates an award of a performance-based Indefinite Delivery Indefinite

Quantity (IDIQ) contract against which firm-fixed price task orders will be issued.

B3. CONTRACT PERIOD AND OPTIONS TO EXTEND CONTRACT TERM

The contract is effective from the date of award for a period of one full year. The effective period can be extended at the sole discretion of the CO for an additional four (4) years by exercising each of the four (4) one full year option periods making the potential total duration of the contract a maximum of five (5) years. Options shall be exercised by written notice prior to the contract expiration date. Written notice of the Government’s intent to extend the contract will be issued by the CO at least sixty (60) days before the contract expires (Reference FAR Clause 52.217-9 Option to Extend the Term of the Contract- Services at ARTICLE VIII and GSAM 552.217-71 Notice

Regarding Option(s) in Solicitation Provisions). All terms and conditions contained in this contract shall apply to each option period exercised. The exercise of options is a Government prerogative, not a contractual right on the part of the contractor. If the Government exercises the option(s) within the prescribed time frames, the contractor shall be bound to perform the services for the option period(s) or be subject to the default provisions and clauses of this contract. Work on issued task orders may extend beyond the contract effective period. However, no new task orders may be issued once the effective period has expired. Whether an option will be exercised will be based on the Government’s need for the contract services and on the level of the contractor’s overall performance, quality of services, and responsiveness to the Government’s needs. In accordance with FAR 17.207, a CO’s written determination is required prior to extending services under FAR

52.217-8. The written notification requirements must be met.

B4. SCOPE OF SERVICES

The Contractor may be required to prepare base and assignment drawings from original working drawings, field work and available historical building information. In addition, the Contractor may be required to provide Computer Aided Facilities Management (CAFM) data entry; perform space audits, perform space rewalks, maintain the master CAD drawings and spatial data in the CAFM database; or provide training and technical support.

B5. MAXIMUM ORDERING LIMITATION AND GUARANTEED MINIMUM

The Maximum Ordering Limitation (MOL) of orders under this contract is $750,000 for the base year and for each of the four one-year option periods (if exercised by the Government) for a total of

$3.75 million. The balance of any unused MOL from each period may be carried forward to the next option year at the discretion of the Government. Therefore, each of the four option years’

MOL may exceed $750,000. Each option years’ MOL will be identified when the option is exercised. The guaranteed minimum value of task orders issued under this contract is $500 for the initial base year. There is no guaranteed minimum for each of the four one-year option periods (if exercised by the Government).

B6. ORDER LIMITATION

There is no limit on the number of task orders or the value of any single task order except that, the cumulative task order value for a given year shall not exceed the MOL for that given year.

B7. CONTRACT TASK ORDERS

a. All contractor services will be authorized through the issuance of task orders as necessary to fulfill the Government’s requirements. Task orders will be issued using the GSA Form 300, titled

“Order for Supplies and Services”. A GSA Form 300-A may be used for continuation sheets when necessary. Attachments forming part of each contract task order may also be used for lengthy statements of work, etc. The rates identified on the Pricing Sheets and established at the time of award shall be used for pricing all task orders. Task orders will be priced using the current option year rates in which the task order will be issued. Rates for disciplines not included in the contract must be priced and incorporated by modification to this contract before being used in contract task orders in accordance with Section C. The negotiated level of effort for each required Job

Classification, travel (if authorized), allowable other direct costs (per this Section B), and any other terms agreed upon by the parties as authorized by this contract shall be used to develop firm fixed prices for each task order.

b. The contractor shall not change, modify, or alter the terms, conditions, minimum quantities or types of inspections or other services or deliverables, including personnel approved by the

Contracting Officer (CO) or Designated Ordering Official, agreed to during negotiations, after a task order has been issued.

c. When urgencies occur, the Contracting Officer may unilaterally issue contract task orders on a

Not-to-Exceed (NTE) price basis and the contractor is required to immediately proceed with performing all such work in accordance with the task order. (See Section F). In this case, the task order will be negotiated and definitized as soon as possible but not later than when 50% of the work has been accomplished.

B8. PRICING STRUCTURE

In order to be considered for award, the Offeror shall propose a price for all items for the base year as well as for each of the four 1-year option periods. Failure to price all five periods will result in the proposal being determined non-responsive. All unit prices for the base year and each option year shall be inclusive of all costs (labor, materials, supplies, equipment, subcontractor fees, overhead expenses, general and administrative, and profit) with the exception of travel costs associated with performing a task as described elsewhere in this solicitation. The unit price shall also include all administrative or technical support necessary to perform the services required.

Travel expenses shall not be included in any rates that are proposed now as part of the establishment of the IDIQ contract. Travel costs will not be requested or considered until the task order stage, and at that time shall be based on the rules outlined within the Federal Travel Regulations (41 Code of

Federal Regulations (CFR), Chapters 300-304). Travel awarded in association with any future task orders will be at a Not-to-Exceed amount and only actual and allowable travel expenses incurred by the Contractor will be reimbursed. The Price proposal must be prepared in accordance with the

Sample Pricing Worksheets.

A. Square Footage Pricing. The following tasks will be priced on a square footage basis: Space

Audits (by rentable sf), Measurements (by rentable sf), Space Rewalk 1 (by rentable sf), and Space

Rewalk 2 (by rentable sf). These categories are broken out as follows: Simple/Standard Office

Building, Complex Building, and Warehouse. Examples are given on the Pricing Worksheet.

B. Hourly Services. The following tasks will be priced based on an hourly rate for the service being provided: Base Drawings, Assignment Drawings, SDM maintenance, Technical Support, Training and Correction (Data Entry).

B9. ELEMENTS OF AN OFFER

A. Technical Proposal – A technical proposal is required and shall be prepared in accordance with instructions in Section L.

B. Administrative Proposal – Specific information that does not fall under the category of Technical or Price and shall be submitted in accordance with instructions in Section L.

C. Price Proposal – Pricing for this procurement shall be submitted in accordance with the format prescribed in the Price Schedule (Attachment 1). Offerors shall provide a full set of pricing pages

(base period and all four (4) Option periods).

SECTION C

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

ACRONYMS AND DEFINITIONS. The following definitions and responsibilities are pertinent to work to be performed under this contract.

A. Contracting Officer (CO). The CO has the overall responsibility for administration of this contract. The CO alone, without delegation, is authorized to amend, modify, or deviate from the contract. Other responsibilities may be delegated to authorized representatives. The Procuring

Contracting Officer (PCO) has responsibility for the base contract. Each task order will have a

Contracting Officer that is responsible for procuring and administering that particular task order.

B. Contracting Officer’s Representative (COR). The COR assists the CO in the administration of the contract requirements. The COR will be designated in writing at the time of award of the task order. The COR’s responsibilities include, but are not limited to:

(1) Determining the adequacy of performance by the Contractor in accordance with the terms and conditions of this contract.

(2) Acting as the Government’s representative in charge of work to be performed by the

Contractor employee.

(3) Ensuring compliance with contract work requirements.

(4) Advising the CO of any factors that may cause delay in performance of the work.

C. Contractor. Person or firm awarded the contract as a result of being the successful Offeror.

D. Customer Complaints. Complaints made by GSA’s tenant agencies or internal GSA personnel, which, if validated, may be used by the Government for assessing the quality of

Contractor’s performance, or for taking deductions from the contract price.

E. Customer Satisfaction. The result realized by surveying GSA’s client agencies and internal personnel concerning the quality of the Contractor’s performance.

F. Ordering Official. An official is designated by the CO to place task orders under this contract. Designation of Ordering Officials will be accomplished after contract award. A list of authorized Ordering Officials will be provided to the Contractor. Requests from individuals, other than those designated, shall not be accepted.

G. Quality Control Plan. The Contractor’s planned steps to be taken for all requirements of this contract. The plan shall result in the overall performance of this contract being acceptable.

The Contractor shall routinely review and revise the plan to ensure acceptable performance.

H. Supervisor. An individual, or alternate, assigned by the Contractor who shall have full authority to act for the Contractor on all contract matters that relate to the daily operations of the contract. The supervisor shall be a single point of contract for all functional, technical, and contract related services.

I. Task Order. An order for services placed against an established contract or with Government sources.

Table of Contents

1 Introduction

1.1 Purpose

1.2 Objective

2 Scope of Work

3 Government Furnished Resources

4 General Contract Services Requirements

4.1 Order Acknowledgment

4.2 Labor Requirements

4.2.1 Program Manager

4.2.2 Project Manager

4.2.3 CAFM Engineer I

4.2.4 CAFM Engineer II

4.2.5 Replacement of Personnel

4.3 Visiting Government Buildings

5 Specific Requirements or Tasks

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

5.1.1 Base Drawings

5.1.2 Assignment Drawings

5.1.3 Site Plan

5.2 Spatial Data Management (SDM) Maintenance

5.2.1 SDM Drawing Maintenance

5.3 SDM Space Audit

5.3.1 Space Audit

5.3.2 Measurement

5.3.3 Correction (Data Entry)

5.4 SDM Space Re-Walks

5.4.1 Re-walk 1

5.4.2 Re-walk 2

6 SDM Training and Technical Support

6.1.1 Training

6.1.2 Technical Support

7 Standards

8 Travel

9 Contractor’s Quality Control Plan

10 Government Quality Assurance

11 Government Points of Contact

1 Introduction

1.1 Purpose

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

1,500 government-owned properties across the United States and its territories. The Spatial Data

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

This procurement will allow GSA to acquire support for spatial data management services within

GSA Regional Offices and allow GSA Asset Managers to operate more efficiently and effectively.

This procurement will ensure GSA is financially accountable when billing its customers at Federal

Agencies and privately leased space.

1.2 Objective

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

Agencies. GSA assigns appropriate blocks of space from its inventory to various Federal agencies.

As part of the assignment and initial occupancy process, GSA provides the initial planning and layouts for the space. Additional services are also required for reductions, expansions, and other alterations after initial occupancy. To properly bill and track assignment information, electronic floor plans must be linked to a facility management database to allow us to do so. The data must remain “live” in which a user is always seeing the most current data. To ensure this happens, GSA needs to provide “maintenance” to the validated data. This involves audits, re-walks and general updating of assignment information.

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

2 Scope of Work

In general, the tasks the Contractor will be tasked with providing to GSA are:

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

Space Assignment Policy.

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

3) Monitoring SDM drawings and data for compliance with GSA PBS Inventory Systems.

4) Performing SDM drawing & database maintenance as required bringing drawings and data for buildings in the SDM inventory into compliance with the GSA PBS Inventory System.

5) Providing miscellaneous technical services may be requested on an as-needed basis. These services may include providing guidance during design reviews related to square footage measurement and space assignments, training related to measuring buildings and use or interpretation of measurement standards and attending meetings with GSA counterparts and agency representatives.

3 Government Furnished Resources

When task order specifies that Contractor Personnel will perform the task order from Government office space, the Government will furnish, if available, the following for completion of task orders:

1) Work space, furnishings, telephone, computer and related equipment, facsimile equipment, and reproduction equipment.

2) Ordinary office supplies of the type furnished to Government employees.

3) Reproduction services.

4) Reference materials or appropriate portions thereof.

5) Postage and fees necessary to transmit correspondence and other information to appropriate personnel.

6) Access to applicable electronic posting sites.

4 General Contract Services Requirements

4.1 Order Acknowledgment

Contractor shall acknowledge only those task orders that state “Order Acknowledgement Required.”

Such order shall be acknowledged within 5 days after receipt. Such acknowledgment shall be sent to the Contracting Officer placing the order and shall contain information pertinent to the order, including the anticipated delivery date.

4.2 Labor Requirements

The personnel specified below are considered to be essential to the work being performed under this contract. The Contractor must provide adequate staff to travel to buildings of various sizes (under

10,000 Gross Square Feet to more than 1,000,000 Gross Square Feet), on short notice

(approximately one to four weeks), and perform fieldwork as described below.

It is the responsibility of the prime contractor to ensure all employees performing work under this contract have the necessary training and experience in order to efficiently, effectively perform the work, and comply with the requirements.

The key personnel shall perform as follows:

4.2.1 Program Manager

The Contractor’s Program Manager shall be GSA’s primary point of contact with vested authority and accountability. As the Contractor’s lead, the Program Manager is the person responsible for the overall management of the Contractor’s activities, projects, and tasks under this Contract. The Program Manager attends all major meetings, manages and resolves problems concerning projects and tasks, and monitors the quality of the services provided by the

Contractor. The Contractor’s Program Manager assumes general responsibility, on behalf of the

Contractor, for assuring timely submission of work, availability of qualified work teams, and the quality of the Contractor services. This position requires 10 years of expertise in managing a spatial-survey program and managing a CAFM and CIFM program is required.

4.2.2 Project Manager

The Project Manager possesses the ability to manage multiple on-going projects and the ability to communicate effectively using oral and written communication. This position requires six years of expertise in performing and managing facility spatial surveys and managing the use and maintenance of CAFM and CIFM data is required.

4.2.3 CAFM Engineer I

The CAFM Engineer I must have expertise in conducting facility surveys using the ANSI/BOMA

Z65 measurement standard(s); have a familiarity with architecture, engineering and construction;

have expertise in reading and interpreting building construction drawings and in using laser measuring devices; and possess expert CAD software skills and database management skills.

The CAFM Engineer I must have three years of expertise in using CAD, CAFM, CIFM technologies.

4.2.4 CAFM Engineer II

The CAFM Engineer II must have experience in conducting facility surveys using the

ANSI/BOMA Z65 measurement standard(s); have a familiarity with architecture, engineering and construction; have the ability to read and interpret building construction drawings and use laser measuring devices; and possess CAD software skills and database management skills. The

CAFM Engineer II must have one year of expertise in using CAD, CAFM, CIFM technologies.

4.2.5 Replacement of Personnel

The Government reserves the right to require replacement of any contractor employee or consultant assigned to work on this contract if that employee is deemed to not be of the level of competence or ability required under the contract, or if the employee is for any other reason found to be unsuitable for the work. In such cases, the contractor shall promptly submit the name and qualifications of a replacement for approval by the Government, at no additional cost to the

Government.

4.3 Visiting Government Buildings

Contractor personnel shall contact the designated GSA Building Management Office prior to visiting federally owned space for the purpose of accomplishing a task order assignment.

Contractor personnel may be required to sign in when entering Government buildings and sign out when leaving.

5 Specific Requirements or Tasks

Submission schedule and project-specific deliverables will be defined by the requesting region through a separate scope of work for each task order procured under this Indefinite Delivery-

Indefinite Quantity (IDIQ) contract. The Contractor shall be able to provide the following deliverables in accordance with the SDM services described in this section.

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

The Initial Measurement and Validation (IMV) has been the ground work for the SDM program since 1996. This process involves measuring a building and capturing detailed field notes, drawing the building in CAD, and loading the spatial information into a Computer Aided Facilities

Management (CAFM) database. The government retains the right to change the system during the performance of this contract. The drawings and CAFM data are checked and reconciled with the inventory system. Once a building has been reconciled and updated in the inventory system, the drawings and spatial data enter the SDM maintenance process.

There are times that a re-measurement of a building will be needed due to a prospectus level project.

In these circumstances, this task will be required to revalidate the buildings architecture and assignments. A part of the IMV task includes creation of Base Drawings, Assignment Drawings and Site Plans which are explained here:

5.1.1 Base Drawings

Base drawings represent the as-maintained conditions of the buildings architecture. The base drawings include all floors such as Sub Basements, Mezzanines, and Roofs. These drawings are used in all minor project, emergency management preparation, CMMS applications, appraisals, and conduction surveys. The base drawings are created from a combination of the buildings original working drawings (printed files and CAD files) and field verifications.

The conversion to CAD from printed drawings may be necessary: site visits shall be required.

In the event that existing drawings are not available, the contractor shall draw Base Drawings based solely on field measurements.

The contractor is required to perform field verification of all enclosed spaces in the building, to produce CAD drawings, which accurately represent all fixed architectural and structural elements including, but not limited to, items numbered 1 thru 5 in this section. (All subsequent base drawings are developed from the working drawings if available.) The working drawings are the drawings, which were used to construct the building and consist of the as-built documents.

Drawings shall comply with the version of the PBS CAD Standards as designated by the COR.

Depending on the size of the building the field verification may require multiple trips to complete the documentation. The development of the Base Drawings can be split into two steps to make the process easier. The first step is to complete shell and core architectural elements of the building prior to conducting the first field visit. Then conduct the first field visit to confirm the shell and core accuracy. Then once the shell and core have been accepted, the second field visit to capture the tenant architectural elements can be conducted.

1) Shell Architecture Elements

a. All shell walls include those in the building shell, stairs, elevators, mechanical cores, plumbing chases and restrooms.

b. All glazing elements including the window frames, glass, and windowsills.

c. All shell doors, their numbers and swing. Doorframes are not essential.

d. All plumbing fixtures such as toilets, urinals, sinks, toilet partitions, doors, drinking fountains, and handicapped stalls.

e. All level changes such as stairs & handrails, ramps & handrails, steps, concrete curbs, and mechanical equipment pads. Mark all level changes with up/down arrows.

f. All shell fixtures such as elevator cabs, fire protection equipment (FHC) and guard stations & equipment.

g. All structural elements including columns, their alpha numeric grid and pilasters.

Column grids are based off the original working drawings.

2) Corridor Architecture Elements

a. All corridor walls.

b. All corridor doors, their numbers and swing. Doorframe is not essential.

c. All glazing elements with their frame, glass, and sills represented.

d. All corridor level changes such as ramps & handrails, steps, and concrete curbs.

Mark all level changes with up/down arrows.

e. All corridor fixtures such as fire protection equipment (FHC) and drinking fountains.

3) Tenant Architecture Elements

a. Upon acceptance of the Shell building drawings, the contractor shall prepare the

Tenant Architecture.

b. All tenant walls including partition walls and partial height walls. System furniture is not to be captured.

c. All tenant doors, their numbers and swing. Doorframe is not essential.

d. All glazing elements with their frame, glass, and sill represented.

e. All tenant level changes such as stairs & handrails, ramps & handrails, steps, and curbs. Mark all level changes with up/down arrows.

f. All permanent tenant fixtures such as sinks bookcases, shelves, counters, fire protection equipment, drinking fountains, and raised access flooring.

4) Miscellaneous Architecture Elements

a. Shell, corridor, & tenant overhangs and overhead trapdoors.

b. Ladders and mechanical pits.

c. Tunnels and their openings.

d. Structure Parking striping and numbering.

5) Roof plan

a. Roof configuration with all levels notated.

b. Skylights, parapet walls, roof access points, and walkways.

c. Cooling towers, venting systems i.e. vent stacks and chimneys.

5.1.2 Assignment Drawings

Assignment Drawings consist of the information about the buildings, which include the Base

Drawings as backgrounds. The assignment drawings consist of smart objects such as polygons, and point objects. The information contained within these objects is captured during the site visit.

1) Polygons

a. Consist of the Gross Polygon and Space Polygons. These polygons are tied back to the database which consists of assignment information captured during the site visits.

2) Point Objects

b. Consist of multiple point objects such as Parking, Antennas, and Door IDs. The point objects are tied back to the database, which consists of assignment information captured during the site visits.

The contractor shall perform field verification of all areas in and around the building to capture assignments accurately. The assignments information is loaded into the system following the current version of the National Business Space Assignment Policy. The software used for the delivered product shall be designated by the COR, and is subject to change based on the direction from the COR.

5.1.3 Site Plan

The site plan represents the as-maintained conditions of the site. The site plan includes changes in materials or levels such as steps, ramps, sidewalks, curbs, permanent security enhancements, retaining walls, loading docks, planting beds, and parking spaces. These drawings are used in all minor project, emergency management preparation, CMMS applications, appraisals, and conduction surveys. The site plans are created from a combination of the original working drawings and legal descriptions (printed files and CAD files) and field verifications.

1) Show the striping and numbering of the surface parking spaces adjacent to or associated with the building.

a. The parking point objects are to be assigned to each of the parking spaces.

2) Show the building outlines with the buildings entrances and loading docks.

3) Show major changes in grade level such as retaining walls and platforms.

4) Show property lines that extend, at least to the middle of adjoining streets (with street names clearly marked).

5) A label will placed on the Site Plan that contains the following information:

a. Building ID

b. Official Building Name

c. Gross Square Footage

d. Footprint Square Footage

e. Site Acreage

d. Site Square Footage

6) Provide the appropriate Latitude and Longitude information for the building (optional).

The Base Drawings and Assignment Drawings, when included together on a Task Order, will be included on the same deliverable. It shall be based on the gross square footage of the building.

Task Order lump sum amount shall be adjusted if there is a 3% difference up or down based on the field-verified gross square footage.

The Site Plan, when included together on a Task Order with the Base Drawings and Assignment

Drawings, will be included on the same deliverable. It shall be based on the acreage of the site.

When field work is completed, the Contractor will submit original marked up copies, or color copies of the marked up drawings of their fieldwork, at Contractor’s expense, to the SDM

Regional Program Manager, SDM Program Specialist, or COR within 14 days of the site visit.

All field work will be provided in electronic form i.e., pdf format.

When photos are taken within the buildings, the Contractor will submit the photos, at

Contractor’s expense, to the SDM Regional Program Manager, SDM Program Specialist, or

COR within 14 days of the site visit. All photos will be provided in electronic form.

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

5.2 Spatial Data Management (SDM) Maintenance

The SDM Maintenance is a process which the base and assignment information are maintained on a daily bases and by periodic walk-through. The daily maintenance process is required to ensure that the Occupancy Agreement information is updated appropriately. The changes to the building might include but is not limited to only architectural changes or a combination of architectural changes and assignment changes. In addition, to routine maintenance, the buildings must be walked periodically to insure maintenance is being performed, and that the base and assignment information accurately representative of the buildings actual conditions.

The periodic walk-through is performed as SDM Space Audits or SDM Re-walks, which help to ensure that the building is accurate and identifies potential deficiencies in the daily process. The

SDM Space Audits process shall not cost more than a SDM Re-walk and a SDM Re-walk shall not cost more than a Re-Measurement. Depending on the amount of estimated change in a building one of these three choices should be used to conduct the periodic walk-through of the buildings.

5.2.1 SDM Drawing Maintenance

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

Changes include, but not limited to:

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

2) Changes in space categories or types

3) Full and partial release of tenant space

4) Commitments of vacant space

5) New tenants

6) Space is under construction

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

5.2.1.1 Standard Maintenance Items

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

5.2.1.2 Large/Complex Maintenance Items

Large/complex maintenance is a maintenance that takes longer than two hours to update.

Typically, this maintenance is a major project and/or a major spatial data change to the building, which cannot be completed in the timeframe of a Standard Maintenance. The initiator will notify the SDM Regional Program Manager or SDM Program Specialist as early in the process as possible, providing alterations plans and/or any other available information concerning the proposed changes, which the contractor will use in preparing to make the changes, when they actually occur.

directly to GSA’s network via a GSA-approved, secure connection (i.e., Virtual Private Network or dedicated pipeline.

The SDM Regional Program Manager, Regional SDM Program Specialist, and/or COR will notify the maintenance contractor via e-mail. They will monitor the process, and be involved as necessary, to ensure maintenance is conducted timely and properly. The contractor will submit and estimate in fifteen minute increments (i.e. 0.25 hours or 2.75 hours), for the time to complete each action back to the COR via e-mail. After estimate is approved the contractor can proceed with the work.

The SDM Maintenance is created as a Task Order at the beginning of each Fiscal Year (FY) as a lump sum to the contractor.

The SDM Maintenance invoicing is processed at each quarter. The invoice is to include each maintenance action and the time it took to process the action. The COR will check the maintenance actions against the invoice.

5.3 SDM Space Audit

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

IMV/Re-Measurement or Re-walk, is that the Audit is conducted in three phases. These three phases allows the CO and/or the COR to modify or stop the work at any time until appropriate funding is available.

The Regional SDM team shall conduct an initial review comparing the current SDM Base and

Assignment drawings with working drawings to determine that the Audit is the appropriate walkthrough for the building. If the shell and core of the base and assignment drawings are not in line with the working drawings of a building either a Re-walk or a Re-measurement will be required to correct the issues.

5.3.1 Space Audit

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

A site visit to verify and inspect the building is required. The drawings are compared to the building to verify that the current space configurations match the current SDM Base, Assignment, and Site drawings. The Audit identifies errors and noncompliant architectural issues within the base drawings and that each space on the drawings is properly tagged with correct ASA, AB Code, Space Type, Space Category, Door Number(s), and ANSI/BOMA category. Any differences will be noted in red on the drawings, and areas of changes that require measurements will be highlighted (clouded) in color.

The Audit is performed on the rentable square footage within the building. When a building has

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

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

5.3.2 Measurement

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

When Unsuitable for Occupancy is assigned within the building, the contractor shall document completely, the possible reason the space is assigned to Unsuitable for Occupancy. This will include detailed photos of the space, along with measurements of areas under seven feet.

The COR can estimate the percentage of measurement (i.e. 30% of the buildings Audited square footage and/or amount of expired Occupancy Agreements) of the building prior to the Audit.

The estimated measurement can be included in the delivery order for the Audit to cover the measurement. When this occurs if additional measurement is identified a contract modification will be needed to capture the additional measurement following the instructions below:

PBS may elect to have the Contractor capture the measurements while already in the building to avoid additional travel costs. In these cases, the contractor will notify the COR of the need to measure space, and submit a proposal to measure these areas to CO. The Audit measurement proposal should include an estimate of the amount of square footage to measure, in five percent increments by floor (i.e. 10% of the first floor, 50% of the second floor, etc.), and the total proposed cost.

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

If the measurement proposal is approved and the Contractor is given a notice to proceed, the

Contractor will be solely responsible for conducting all measurements, however, Regional SDM and/or Service Center personnel may participate in these measurements when possible.

When a building audit and/or field measurement is completed, the Contractor will submit original marked up copies, or color copies of the marked up drawings of their fieldwork, at

Contractor’s expense, to the SDM Regional Program Managers, SDM Regional Program

Specialist, and/or COR, within 14 days of the audit, and/or field measurement.

When photos are taken within the buildings, the Contractor will submit the photos, at

Contractor’s expense, to the SDM Regional Program Manager, SDM Program Specialist, or

COR within 14 days of the site visit. All photos will be provided in electronic form.

Task Order shall be based on the rentable, structured parking, and unsuitable for occupancy square footage of the building. If the square footage is estimated prior to the Audit, the Task

Order lump sum amount shall be adjusted if there is a 3% difference up or down based on the field-verified square footage.

5.3.3 Correction (Data Entry)

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

If the COR estimated measurement square footage prior to the Audit, he or she shall use the estimated measurement square footage to estimate the hours to correct the Base and Assignment drawings. The estimated correction can be included in the delivery order for the Audit. When the correction is not estimated in the delivery order a contract modification will be required to make the required changes.

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

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

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

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

When the update process is completed and ready for review by the Government, the COR will be notified.

directly to GSA’s network via a GSA-approved, secure connection (i.e., Virtual Private Network or dedicated pipeline).

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

5.4 SDM Space Re-Walks

After a building is part of the day-to-day maintenance process of updating the base and assignment drawings, there may be a time that extensive change has occurred in the building. In these instances or for other possible reasons, the SDM Regional Program Manager may determine a building needs to be re-walked, and have updated base and assignment drawings based on changes captured in the field.

An SDM Space Re-walk is more involved than an SDM Space Audit, but not as involved as an

Initial Measurement & Validation (IMV). During an SDM Space Re-walk, the Contractor shall walk all Rentable Square Footage, Structured Parking Square Footage, and Unsuitable for

Occupancy Square Footage space in the building to check for assignment changes and architectural changes, and note any changes found on the fieldwork. SDM Space Re-walks do not include building additions.

SDM Space Re-walks will be in one of the following two categories:

5.4.1 Re-walk 1

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

5.4.2 Re-walk 2

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

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

When a building re-walk is completed, the Contractor will submit original marked up copies, or color copies of the marked up drawings of their fieldwork, at Contractor’s expense, to the SDM

Regional Program Manager, within 14 days of the re-walk.

When photos are taken within the buildings, the Contractor will submit the photos, at Contractor’s expense, to the SDM Regional Program Manager, SDM Program Specialist, or COR within 14 days of the site visit. All photos will be provided in electronic form.

directly to GSA’s network via a GSA-approved, secure connection (i.e., Virtual Private Network or dedicated pipeline).

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

Invoicing; When the Re-walks of a building or group of Service Center buildings has been completed, and/or any COR approved measurements completed, and/or any COR approved drawings and reports, the Contractor(s) will submit an invoice specifying the building re-walked.

6 SDM Training and Technical Support

SDM involves many newer business processes, and applications of current technology. Because of these newer processes and applications, GSA’s workforce, as well as new contractors, must receive training, written guidelines, and technical support, to optimize usage of these systems, and to insure the success of SDM.

6.1.1 Training

When a training need is identified, the COR will develop a written description of the need, the target audience for the training, and the anticipated location of the training. The contractor’s proposal must include a description of the training to be given, the length of the training, and the handouts to be developed for the training.

The COR will monitor training to ensure it is meeting the needs of the audience.

6.1.2 Technical Support

When needs arise for technical support, the COR will develop description of the needs and establish procedures for the contractor to provide the support. When technical support is provided, the contractor will keep a log, tracking the requestor, date, and type of request, when the support is provided, and time spent providing the support. Technical support will typically be provided within 24 hours of the request. Technical support may be required for GSA employees and/or contract employees.

When a particular training need or technical support need is identified and conducted, the contractor will submit an invoice following completion of the training. Payment of the training and technical support will be based on an hourly rate, and invoiced quarterly using the Contractors log as the basis of payment.

7 Standards

The following standards, guides, handbooks, and materials are incorporated into this contract by reference. All or appropriate portions thereof, will be made available after award, as applicable to the contract or task order, upon written request by the contractor, unless available to contractor by the contractor’s purchase (at no additional cost to the Government) or from other sources such as the internet. The contractor shall become familiar with and use the versions/revisions in effect as of the effective date and performance period of each task issued under this contract. The contractor is required to comply with the policies and procedures set forth in all such references.

1) ANSI/BOMA Z65.1 current version

2) National CAD Standards current version

3) GSA/PBS CAD Standards current version

4) GSA/PBS Space Assignment Policy current version

5) GSA/PBS LPOE Assignment Policy current version

6) GSA/PBS Regional Standard Operating Procedure (SOP) current version

8 Travel

For purpose of this contract, local travel means any travel of less than 50 miles between the location where required services are being performed and either the GSA regional office nearest to the site of work or the business office of the employee performing the work, whichever is less. Travel distance shall be measured based on the most direct route available. Costs for travel necessary to complete tasks will be reimbursable at the mileage rate in effect for federal employees, plus such miscellaneous expenses as toll fees and parking. Costs for local travel to meet with GSA personnel as required by this contract shall be included in overall pricing.

Travel is expected as part of this contract. Costs for non-local travel may be allowable when included in individual task orders. All travel shall be pre-approved by the CO before costs are incurred. The Government will pay reasonable costs for authorized travel and subsistence for

Contractor personnel, in the manner and to the extent provided by regulations and applicable to

GSA employees.

Non-local travel costs for lodging, meals, vehicle rental, taxicab fares, parking, mileage (if travel is by contractor –owned or –leased vehicle), and incidental expenses incurred by contractor personnel on official government business relative to their contract, except for special or unusual situations, shall be considered reasonable and allowable to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel as set forth in the Federal Travel

Regulations. Cities and counties a per diem rate is not available will be at the CONUS rates.

Air fare costs in excess of the lowest customary standard coach or lower air fare offered during normal business hours are unallowable, except where such accommodations require travel during unreasonable hours or are not available to meet task requirements.

Actual travel costs shall be paid to the contractor with no mark-up for overhead, general and administrative, or profit.

Additional funding to cover unanticipated needs during performance while on travel, such as processing of film if there is an urgent requirement, shall be advanced by the Contractor. These costs shall be reimbursed as an Other Direct Cost (ODC) that excludes ay overhead, general and administrative, and profit.

9 Contractor’s Quality Control Plan

The successful Contractor will be solely responsible for the quality of services provided under this contract. The successful Contractor will also be liable for Contractor employee negligence, fraud, waste, and/or abuse of Government resources.

The successful contractor shall utilize a Quality Control (QC) system to ensure services are completed in accordance with contract requirements. The successful Contractor will be required to submit a Quality Control Plan for the contract that, at a minimum, address how the Contractor will ensure the professional quality, technical accuracy, and coordination of all basic services and deliverables required under this contract. The QC operation must be described in a written plan, maintained and made available to the Contracting Officer’s Representative. The initial plan and all revisions shall be acceptable to the Contracting Officer prior to implementation. The Quality

Control Plan is considered a living document and shall be maintained and revised throughout the life of the contract as deemed necessary by the Contractor or Contracting Officer.

In addition, a limited Quality Control Plan (QCP) will be required by the successful Contractor for each task order issued under this contract. The plans will:

1) Include a brief general description of the project to provide context for the QCP.

2) Describe in detail the…