SECTION_C_-_Description_Specification_Statement_of_Work.pdf

SECTION C - DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

Introduction This is a Performance Based Service Contract and the success of the Contract depends on the satisfaction of the requirements, but also the satisfaction of our shared customer. Rather than a mere list of activities, this is a written expression of the GSA’s expectation of the service to be performed by the Contractor. A higher level of effective communication between the Government and Contractor is essential for partnering and for the performance based service contract to succeed. The success of this Contract is shared between the Government and the Contractor.

More emphasis is placed on the Contractor’s self-management of quality, not the usual external inspection by Government Inspectors, although that is a part of this Contract as well. All parties should act proactively to reduce service cost, therein providing an incentive for the Contractor.

The Contractor, through innovation, technology, or other means, shall perform the required maintenance of these facilities by following the Guiding Principles for Sustainable Existing Buildings:

I. Employ Integrated Assessment, Operation and Management Principles

a. Ensure incorporation of GSA’s performance goals for energy, water, material use and recycling, and indoor environmental quality goals throughout the life of this Contract.

b. Ensure that operating decisions are carried out with regard to sustainable operations.

c. Meet ASHRAE standards as noted throughout the SOW for thermal comfort and indoor air quality.

d. Use low emitting materials Volatile organic compounds (VOC) or other for maintenance. In particular, use products that have low pollutant emissions, adhesives, sealants, and solvents.

e. Use products meeting or exceeding EPA’s recycled content recommendations for building maintenance. For other products such as ceiling tiles, use materials with recycled content. For more information, see EPA’s Comprehensive Procurement Guideline website.

f. Use materials with the highest content level per USDA’s bio-based content recommendations for maintenance of or use in the building.

g. Use environmentally sustainable products that have a lesser or reduced effect on human health and the environment. See the Green Products Compilation.

h. Provide salvage, reuse and recycling services for waste generated from building operations, maintenance, and repair and discarded equipment.

i. Eliminate the use of ozone depleting compounds where alternative environmentally sustainable products are available consistent with the Clean Air Act.

II. Optimize Energy Performance – GSA is in the process of optimizing energy performance through advance metering and monthly reporting. Operate all equipment to optimize efficiency to reduce energy use and otherwise seek operating costs reductions wherever possible.

III. Protect and Conserve Water where possible inside and outside. Metering systems may be already installed or will be installed in government buildings to aid in reducing consumption. Where available, use EPA’s Water Sense-labeled products or other water conserving products.

IV. Be aware that the building(s) and management involved with this Contract may be in the process of establishing new initiatives, instituting plans, and operational procedures to meet energy efficiency goals either through receiving an ENERGY STAR rating, Smart Building/ GSA link technology, or comparable

Solicitation: GS-07-P-16-JU-D-7006-0003 programs. The Contractor will play an integral part of obtaining these goals and shall actively participate in the programs and processes.

V. The purpose of partnering is to adopt procedures wherein the Scope of Work where the Contractor and Government can work together in achieving Contract objectives. Partnering involves the development of a cooperative management team that seeks to identify common goals and objectives.

VI. This is a fixed-price Contract and while working with the Government in obtaining goals the Contractor is motivated to find improved methods of performance in order to increase its profits. Results of an effective partnership should reflect a “mutual win” situation.

C.1. Scope of Work

C.1.1. Contractor Responsibility for Equipment and Systems The Contractor shall provide management, supervision, labor, materials, equipment, and supplies and is responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, and repair of equipment and systems located within the legal property line and agreed upon right away’s, of the following building(s):

Services will be provided at the following locations:

TX 0224ZZ, Lanham Federal Building 819 Taylor St, Fort Worth Texas TX0247ZZ, Fort Worth Parking Garage, 410 Texas St, Fort Worth Texas TX0075ZZ, Mahon Federal Courthouse, 510 W 10th St, Fort Worth Texas

a. Electrical systems and equipment.

b. Mechanical, plumbing, Building Automation System (BAS) where applicable ( where BAS/ ECMS systems are connected to the GSA network, the Contractor’s employees will need to obtain a GSA ENT account to access systems) and heating, ventilation, exhaust systems and air conditioning (HVAC) systems and equipment.

c. Fire protection and life safety systems and equipment.

d. All control systems that are within the scope of this Contract. All Building Automation Systems

(BAS), Niagra Tridium Jace controls/system, Public Address Systems, and Computerized Lighting Systems that are within the scope of this Contract.

e. Architectural and structural systems, fixtures, and equipment within the site (to the legal property line and agreed upon right away’s). Limited to $200/3 hrs service call threshold.

f. Service request desk operations as identified in Section C.8.4 to include record keeping using a computerized maintenance management system (CMMS) or by other means as well as other administrative functions.

g. Maintenance of landscape irrigation systems

h. Locks, keys, keycard panels and associated equipment, cipher locks, combination locks vehicle barrier systems and static and dynamic bollard systems.

i. Lighting, dock levelers and bumpers and roll-up and sliding garage doors.

j. Storm drainage systems - reduce storm water pollution by minimizing discharges and runoff to the storm sewer system and environment.

k. The Contractor shall complete roofing system investigations and repairs.

l. The Contractor shall maintain and repair U.S. flag pole, lighting and pulley system.

m. The Contractor shall maintain kitchen/concessions area drains.

n. The Contractor shall maintain conveying equipment, parking control equipment.

o. The Contractor is not responsible for the costs of software, firmware updates, and licensing for the

BAS and Tridium Niagra systems. However, the Contractor is responsible for the labor to update/install software/firmware, when necessary, to latest revision and update software licenses for

BAS controls only. The Contractor is responsible for letting Region 7 FMSP office know when updates are required. The Contractor is responsible for keeping the systems operating properly.

p. Sanitary sewage equipment and systems, including kennel waste interceptors.

q. Domestic water filtration/pumping and fire supply tank systems

r. Kitchen equipment included in the contract includes but is not limited to ductwork above the ceiling, sinks and grease traps with associated piping, vent-a-hood, hot water heater, and any fire suppression or fire alarm equipment and all associated components.

C.1.2. Contractor Responsibilities for Management and Communication The Contractor Shall:

a. Be responsible to make the management and operational decisions to meet the quality standards required under this contract.

b. Replace as needed the U.S. Flag. Flags are provided by GSA service center. Raise and lower the flag as directed by the President of the United States, and the regulations pertaining to the proper display of the U. S. Flag.

c. Raise and Lower the flag during High Winds to prevent damage to the flag and flag pole

d. Use innovation, technology and other means and methods to develop and perform the most efficient services for the building.

e. Implement an effective Quality Control Plan (QCP). GSA R7 no longer requires quarterly corporate Quality Control visits.

f. Implement an effective service call system, as specified under the Special Requirements section of this contract that results in prompt, professional, and courteous resolution of tenant concerns.

g. Keep the Contracting Officer (CO) or designee informed of current status of the work being performed, provide work schedules, provide a major equipment and critical system break down or impairment form, and provide other pertinent information needed by the CO or designee.

h. Reduce the environmental impacts of work performed under this contract by using, to the maximum extent, environmentally sound practices, processes, and products.

i. Provide training to their employees that will stress stewardship in maintenance practices i.e., the proper use, disposal, recycling of chemicals, dispensing equipment and packaging. Provide documentation that their employees are completing training in the core competences and participating in continual educational training according to the Federal Building Personnel Training Act. Ensure that their employees are properly licensed and/or certified to operate necessary building systems or equipment for which licensed and/or certified personnel are required by federal, state or local law, codes or ordinances (H.15. Personnel Qualifications).

j. Federal Requirements: The Contractor shall comply with all applicable Federal, state and local laws, regulations and codes, including any supplements or revisions. The Contractor shall obtain all applicable licenses training, and permits. If a change in law or regulation requires the Contractor to implement an action that will result in an increase or decrease in Contract price, the Contractor shall implement the required action and within 30 calendar days submit to the CO or their designee a price proposal for such change. If the CO or their designee determines an equitable adjustment is substantiated a modification to the Contract will be issued.

C.1.3. Excluded from this scope are

a. Security systems (exclusion does not include mechanical components of the door, closers, keepers, hinges, etc.)

b. Telecommunication systems.

c. Equipment owned and operated by tenant agencies.

d. Furnishings (not installed as fixtures).

e. Paper, soap, and hand-sanitizer dispensing equipment in restrooms.

f. Kitchen appliances and equipment (but ductwork above the ceiling, grease traps with associated piping, and any fire suppression or fire alarm equipment are included in the scope).

g. Equipment owned by servicing public utilities.

h. See paragraph C.1.1.r for exclusions on the BAS system.

i. Fitness center equipment.

j. Supplying U.S. Flag.

k. Additional services as needed by various agencies

C.2. Definitions

C.2.1. Acceptance “Acceptance” means an authorized representative of the Government has inspected and agreed that the work meets all requirements of this contract, to include documentation requirements.

C.2.2. Acts of God These are unanticipated grave natural disasters or other natural phenomenon of an exceptional, inevitable, and irresistible character; the effects of which could not have been prevented or avoided by the exercise of due care or foresight.

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. The CO or their designee will issue a separate delivery order before work may proceed.

C.2.4. Advanced Meters Advanced meters are those that have the capability to measure and record interval data (at least hourly for electricity), and communicate the data to a remote location in a format that can be easily integrated into an advanced metering system.

C.2.5. Advanced Metering Systems A system that collects time-differentiated energy usage data from advanced meters via a network system on either an on-request or defined schedule basis. The system is capable of providing usage information on at least a daily basis and can support desired features and functionality related to energy use management, procurement, and operations, U.S. Department of Energy, EERE: Guidance for Electric Metering in Federal Buildings, (February 3, 2006).

C.2.6. Approval “Approval” means the Government has reviewed submittals, deliverables, and administrative documents (e.g., insurance certificates, installation schedules, planned utility interruptions, etc.) and has determined the documents conform to contract requirements.

C.2.7. Architectural and Structural Systems “Architectural and structural” systems include all building structure, envelope, building improvements and finishes, and site improvements (e.g., paving, walkways, asphalt, etc.) to the legal property line and agreed upon right away’s , walls, floors, doors, windows, and all items that are part of or otherwise associated with them (including toilet paper dispensers, paper towel dispensers, and soap dispensers.

C.2.8. 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.

Indefinite Quantity requirements (Additional Services and Reimbursable Repairs) are requirements outside of Basic Services, for which payment is made on a case-by-case basis.

C.2.9. 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.2.10. GSA Link The GSA Link initiative is one of GSA’s strategic projects. The purpose of this initiative is to leverage automated building analytics technology to measure and substantially lower operational expenses in the existing owned building portfolio. GSA Link is a hardware and software solution to capture real-time building systems point data, apply rules-based analytics software to the data, and spot trends and deficiencies while reporting actionable events to building operators, O&M contractors, and GSA Service Center property managers.

C.2.11. 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. Refer to C.5.1 and Exhibit 7

C.2.12. Commissioning A practice used to optimize and verify performance of fundamental building systems.

C.2.13. Ongoing Commissioning The practice of optimizing system performance by continuing to fine-tune equipment so will result in actively preventing problems for the lifetime of the building. GSA’s Ongoing Commissioning efforts will focus on maintaining the facility in the optimized state resulting from TBC and Re/Retro Commissioning efforts. GSA will achieve this through its relationship with its service providers (Operations and Maintenance/Custodial/Repair and Alterations/IT/Utilities) and the use of technology (networked systems/Advanced Meters/Smart Buildings).

C.2.14. 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. A CMMS is designed to enhance efficiency and effectiveness of maintenance activities. Typical features include planning, scheduling and monitoring of work orders and maintenance needs.

The National CMMS (N-CMMS) is a central repository (Database) for all maintainable GSA Assets. The N-CMMS provides a mandatory, Agency-Wide means and method for processing and reporting all maintenance work done for GSA regardless of Region or Contractor.

C.2.15. 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, but are not limited to: oil, grease, belts, filters, ballasts, lamps, etc.

The Contractor is responsible for any consumables used during day-to-day operations.

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) or Designee Contracting Officer's Representatives (COR) or their designee shall be appointed by letter from the CO.

CORs or designees 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. Contractor “Contractor” as used in this document refers to the company or firm awarded this contract.

C.2.19. Contractor’s Other Than Normal Working/Duty Hours Hours other than those identified as Normal Working Hours.

C.2.20. Controls and Control System A “control system” is any low-voltage control, communication and monitoring system, including but not limited to stand alone devices, field and global controllers; instrumentation; networking infrastructure;

computers and peripherals; software; programming; database files; and licenses. Examples are the BAS, Advance Metering System (AMS), 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. Government-furnished Equipment (GFE) is any required computer or server hardware (i.e. PC, laptop) and peripherals (i.e.

mouse, keyboard, monitor) and/or routing and switching equipment, used to provide GSA network connectivity, must be government-furnished and must be provided by the GSA.

C.2.21. Defective Service A unit of service that does not conform with specified contract requirements.

C.2.22. Emergency The term “Emergency” includes bombings, and bomb threats, civil disturbances, fires, explosions, electrical failure, loss of water pressure, building flooding, sanitary and sewer line stoppage, chemical and gas leaks, medical emergencies, hurricanes, tornadoes, floods, and earthquakes. The term does not apply to civil defense matters such as potential or actual enemy attacks.

C.2.23. 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.2.24. Environmentally Sustainable 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. Attributes of environmentally sustainable products include those that are energy efficient, water-efficient, biodegradable, environmentally preferable, non-ozone depleting, contain recycle content, non or less toxic, EPA-designated and bio-based.

C.2.25. 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 (including, but not limited to, labor, materials, overhead, and profit) for correcting each deficiency.

C.2.26. Exterior This includes entrances; landings; steps; sidewalks; parking areas; arcades; courts; planters; lawns;

irrigation systems; fountains; security bollards; gates; fences; flagpoles; building-mounted, pole, and ground lighting; etc. located adjacent to the facility extending to the legal property line and agreed upon right away’s.

C.2.27. 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. Veterans’ Day is always on the 11th of November and Thanksgiving is always the 3rd Thursday of November.

C.2.28. Federal Executive Holidays, Unanticipated Unanticipated holidays declared by the president will count as Federal holidays. As long as the Contractor pays employees as if it were an anticipated Federal holiday, the Contractor will be paid for the unanticipated holiday as if it were a normal Federal Holiday.

C.2.29. 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 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.2.30. Guiding Principles for Sustainable Existing 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 building environment on human health and the natural environment by:

a. Improving energy efficiency and reductions in greenhouse gas emissions.

b. Reducing water consumption intensity.

c. Acquiring green products and services.

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

e. Implementing cost-effective waste prevention and recycling programs.

f. Increasing diversion of solid waste.

C.2.31. GSA Green Purchasing Program (GPP) The GPP specifies requirements to promote the purchase of environmentally sustainable products and services.

C.2.32. Indefinite Quantity “Indefinite quantity” provisions permit the Government to order work, in addition to the basic services, and upon acceptance permit additional payment to the Contractor.

C.2.33. Maintenance Repair Work required preventing a breakdown of a piece of equipment or system, or put equipment or systems back in service after a breakdown or failure.

C.2.34. Miscellaneous Work “Miscellaneous work” is additional labor that is performed at the request of the agency 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. Miscellaneous work is treated as a Service Call and is included in the Basic Operations and Maintenance price quoted per month on the bid sheet. During normal duty hours minor tasks related to routine, day-to-day operational requirements requested by the which will consist of, but not be limited to: hanging pictures, maps and bulletin boards; trimming door bases; and other similar functions as directed. Miscellaneous work shall be accomplished in the same time frame as routine service calls unless otherwise directed by the CO or designee. The Contractor will be paid at the hourly rate quoted for after normal duty hours only if authorized by the CO or their designee in advance for specific activities.

C.2.35. Modification of Contract Modification is a bilateral or unilateral change in the terms of a contract. “Only a CO can authorize a modification under this contract."

C.2.36. Negligence “Negligence” is the failure to use due care under the circumstances. It is the doing of some act which a person of ordinary prudence would not have done under similar circumstances or failure to do what a person of ordinary prudence would have done under similar circumstances.

C.2.37. Non-Reimbursable Repair A “non-reimbursable repair” is a repair that is the Contractor’s responsibility with no additional reimbursement from the Government.

C.2.38. 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.2.39. Occupant Emergency Plan (OEP) The lead 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 floor wardens, shelter in place locations etc. Refer to H.21

C.2.40. Open Systems An “open systems” solution is based on industry standard open protocols. This environment and solution is typically designed, procured, installed and maintained in a manner that provides the building owner with as many competitive configuration options as possible while maintaining the integrity of the supported manufacture system. The solution must be procured and installed so that the result delivers device level interoperability amongst different manufactures residing on a common network. In addition, the solution must be maintained with no future need for the original (installing) contractor. Additions, modifications, and retrofits can easily, without significant additional cost, be made to the system without dependence on the original installing contractor nor require substantial engineering or other technical development. Contractors shall specify Open Systems solutions where feasible and reasonably possible.

C.2.41. 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.2.42. 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.2.43. Performance Work Statement (PWS) The Performance Work Statement details the work requirement and can be referred to as the specification.

C.2.44. 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.2.45. Preventive Maintenance (Scheduled and Unscheduled) “Scheduled preventive maintenance” is a program of maintenance activities performed based on a fixed schedule or on equipment runtimes. “Unscheduled preventive maintenance” is all work performed including adjustments and procedures necessary to sustain the proper operation of all building equipment and systems pending a scheduled procedure.

C.2.46. Product Preference (See Exhibit 4, Environmentally Sustainable Product and GSA Attributes Preferences) Use of “environmentally sustainable” products is mandatory for performance of this contract. As such, products identified as “environmentally sustainable” will be selected over those which do not carry such designations. The following factors should be considered when selecting products: environmental performance, cost performance, bio-based, recycled content, biodegradability, technical performance, and availability.

C.2.47. Quality Assurance Surveillance Plan (QASP) The QASP is the Government’s surveillance method of monitoring and evaluating the Contractor's performance under a Performance Based Statement of Work (PBSOW).

C.2.48. 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.2.49. 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.2.50. 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.2.51. 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.2.52. 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.

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.2.53. Standard Services Standard services are defined as all services that are included in the monthly price or as defined in the Contract document. Prices are to include all applicable labor, materials, supplies, training/certifications, equipment (except as otherwise provided), supervision, and management.

C.2.54. Stewardship The act of stewardship is to take the responsibility for managing, conducting or supervising the quality, state or condition of a commercial building. A Stewardship program in addition to caring for the building, its occupants and visitors includes among other things a sense of shared responsibility, occupant participation and communications amongst building management, O&M personnel, cleaning personnel, occupants, contractors and others who have an impact on/in the building.

C.2.55. Supervisor, On-site The term “on-site supervisor” means a person designated in writing by the Contractor who has authority to act for the contract on a day-to-day basis at the work site.

C.2.56. Tour A “tour” is generally a scheduled walkthrough of equipment rooms and installations including computer rooms, 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. Equipment log sheets are a part of the tour plan/program. All tours are "inspection" work orders in the CMMS and will comply with all work order requirements, C.2.57. Vertical Transportation Systems “Vertical transportation systems” include elevators, escalators, dumbwaiters, lifts, etc.

C.2.58. 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 (Contained in a separate reference document)

C.4. Existing Deficiency/Contract Closeout The existing deficiency and contract closeout inspection and list is meant to identify and document all deficiencies that exist in the equipment and systems covered by this performance work statement.

C.4.1. Existing Deficiency Inspection and Closeout Inspection The outgoing Contractor, incoming Contractor, and the CO or their designee shall make a complete and systematic initial inspection together during the startup or transition phase of the contract. The purpose of this inspection shall be to discover and list in an existing deficiency/contract closeout list all deficiencies that may exist in the equipment and systems covered by this performance work statement, as well as the incoming Contractor's itemized price (including, but not limited to labor, materials, overhead, and profit) for correcting each deficiency. The Government may elect to have all or any part of this work performed by the outgoing contractor (at no additional cost) prior to contract expiration or the incoming Contractor (at the price or prices quoted), by Government employees, or by other Contractors.

C.4.2. Existing Deficiency List and Contract Closeout List:

Contract Closeout deficiency items that can be corrected by service call, preventive or predictive maintenance or repairs below the repair threshold will be corrected by the outgoing contractor prior to expiration of the contract. Any contract closeout deficient items not completed prior to contract expiration will result in the withholding of monies from the final payment. The existing deficiency list and contract closeout list shall be submitted to the CO or designee not later than 7 calendar days after completion of the inspection. Any dispute between the Government and the Contractor as to classification of initial deficiency list items will be resolved under the Disputes Clause in this document.

The incoming Contractor’s itemized estimates for correcting each deficiency shall be submitted to the CO or designee not later than 30 days after submission of the list and these estimates shall remain in effect for a minimum of 180 days. Deficiencies discovered after the submission of the existing deficiency/contract closeout list 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 existing 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. When an existing deficiency is corrected, the Contractor shall assume full responsibility for the subsequent repair of the item as covered under the terms of this Contract. Nothing in the existing deficiency list 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 any such item. Items that may be replaced, repaired, or adjusted during the performance of normal preventive or predictive maintenance or service call will not be identified on this list.

C.5. Startup Phase/Transition Phase

C.5.1. Transition Phase Startup The Contractor shall provide 60 days of transition startup services, prior to the Contract start date, to assist transitioning between Contractors. The purpose of this phase is to permit a transition that is seamless to the tenants and to assess the condition of the building and incomplete maintenance work at the time of Contractor transition. During this period the Contractor shall:

a. Review and update existing BOP with the CO or their designee by the end of the startup phase.

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

c. Review work order history and equipment inventory information.

d. Complete the government-furnished CMMS training.

e. Update the preventive maintenance schedule, if needed. The new periodic maintenance schedule shall be based off of the last time PMs were performed.

f. Develop and submit to the CO or their designee 30 days before the end of the startup phase the initial deficiency/closeout list report, including an itemized estimate for correcting each deficiency as described in Section C.4., Existing Deficiency Inspection /Initial Deficiency List.

The Government may use this list and any other lists developed by the Government and/or a third party contractor’s list hired by the Government, that will make up the final deficiency/closeout list.

C.5.2. Reserved

C.5.3. Adjustments and Corrections 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. The Contractor shall identify for the Government all alarm points with originating point identification information (device ID, point number, description), so that the Government, at its discretion, may arrange for automatic generation of work orders from alarm conditions.

C.6. Phase-out Transition Period 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 60 days.

During this phase-out period, the Contractor shall:

a. Assist the CO or their designee and incoming Contractor for a seamless transition in operations and maintenance with no adverse effect on the building tenants;

b. Provide GSA and the successor Contractor with access to all records and official documentation (both hard copies and electronic as applicable) required by this Contract;

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

d. 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 their designee all keys and identification badges or cards.

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

f. Provide all data records (database files, spreadsheets, etc.) relating to building systems, assets, work orders, permits, work activities, etc. to GSA. GSA owns all data compiled under this Contract or ancillary to this Contract.

C.7. Deficiency/contract close out List Completion and Withholding Of Final Payment The Government may create a deficiency/close out list of unmet Contractual requirements at or near the time of termination of the Contract. The Government may employ the services of another Contractor in the development of the list and upon completion provide the Contractor with a copy of work not completed, to include the monetary value the Government has assigned for each item. The Government retains sole discretion over whether to charge the Contractor for the monetary value of the list in whole or in part or to request corrections by the Contractor. If the Government elects to request corrections by the Contractor, the Contractor shall have until the end of the Contract period to perform such corrections and may invoice for funds withheld on acceptance of the corrections by the Government. Nothing in this Section shall be construed to limit the Contractor’s liability or restrict the Government from reporting unsatisfactory or problematic performance by the Contactor.

C.8. General and Administrative Requirements

C.8.1. Minimum staffing and ability to contact and communicate with the CO or designee The Contractor shall:

Provide qualified staff and onsite technicians to ensure services are continued without disruption to the tenant. The Contractor must be able to respond immediately to a variety of service requests involving multiple trades, including the operation of building control and energy management systems. Technicians shall be certified and properly licensed to work on buildings systems, where applicable, in accordance with Federal, State, or Local laws, codes, or ordinances. See paragraph H.15 Personnel Qualifications for additional information.

(1) Project Manager (Reserved)

(2) Onsite Supervisor - The onsite supervisor is a person, designated in writing by the Contractor, who has complete authority to act for the Contractor on a day-to-day basis at the work site. The onsite supervisor shall have the authority to direct the workforce and the work to be accomplished under this Contract on behalf of the Contractor. The onsite supervisor’s physical location shall be at the work site.

The onsite Supervisor shall have the authority to accept notices of deductions, inspection reports and all other correspondence on behalf of the Contractor. When multiple shifts are required, the Contractor shall designate a minimum of one onsite supervisor for each shift. These individuals may be classed as working supervisor if so desired by the Contractor and may perform the functions of mechanic and supervisor concurrently.

No matter which position is selected from the above, the person must maintain communication with the Government during normal duty hours and after hours for emergencies. Three examples of critical communications requirements are listed below.

1. Immediately notify the CO or their designee of any recognized safety hazard that might severely affect the building occupants.

2. Develop and submit to the CO or their designee within 21 calendar days of Contract award a list of key personnel and emergency contact information (which may include subcontractor contacts, as applicable).

3. Shall have all Contract employees, including subcontractor employees, sign in and out, upon entering or exiting the building using a log established at each building for security and Contract administration purposes.

C.8.2. Communication Equipment The Contractor shall provide key operational personnel (managers, supervisors, and HVAC mechanics, and all on-call personnel) with a cell phone to communicate with GSA for service requests, emergencies, status of projects, etc. The phone shall be compatible with the BAS Alarm reporting notification and GSA emails.

C.8.3. Onsite Records The Contractor shall ensure that all records required by the Contract, or produced in performance of work under the Contract, are maintained in an organized manner onsite in electronic format and are made available to the Government when requested. The Contractor shall receive, maintain and gather data, as well as other materials including records and manuals, related to the support and operation of Government facilities. The Government retains ownership of all databases, information, and other materials received or developed by the Contractor in support of this Contract at all times.

C.8.4. Service Request and Administrative Support The Contractor shall operate a service request and administrative support function during normal working hours, to act as a central point of contact for the Government and building occupants to take service requests, and track and maintain service request records in the CMMS. This includes service requests for work not under the scope of this Contract (i.e., performing a central service request desk function for the facility, regardless of who is responsible for responding to the service request).

C.8.5. Use of CMMS GSA’s goal is to use government-furnished CMMS systems in all locations as practicable. The Contractor shall use the Government-furnished CMMS to include validating and updating the equipment inventory database, including all data fields specified by the CO or designee. The Contractor shall attend the CMMS training provided by the government. Where not previously established, the Contractor shall construct the inventory database. The Contractor shall use the CMMS to identify, control, track, and schedule preventive maintenance work, service requests, and equipment inventory. The Contractor shall track historical maintenance and repair activities for each work order received during the performance of the Contract. All work done by the Contractor shall be accomplished under a CMMS work order. The Contractor shall provide reports to the CO or designee as requested and in a format and media as requested.

C.8.6. Quality Control Program A Quality Control Plan (QCP) shall be developed and submitted for approval to the CO or their designee prior to issuance of the Notice to Proceed. Upon approval, the Contractor shall implement the QCP to ensure Contract compliance, and to ensure that potential problems with building equipment and systems are identified, documented in a CMMS if applicable, and resolved prior to failure. The system of checklists, inspection methodology, and frequencies shall be documented by the Contractor. The Contractor shall maintain a Local file of all quality control inspections conducted by the Contractor, including the corrective actions taken. All documentation shall be made available to the Government upon request during the term of the Contract.

C.8.7. Government Quality Assurance Surveillance Program

The Government may inspect the Contractor using a quality assurance program through random inspections, scheduled inspections, or any other method of inspection that the Government determines reflects the actual successful performance of this Contract. As part of the Government’s quality assurance program, the Government may:

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

b. Review performance and service records, including, if applicable, but not limited to, BAS data, CMMS data, Advance Metering System, (AMS) data and any computerized or hardcopy records maintained by the Contractor documenting performance under this Contract, and require correction of any unsatisfactory conditions noted.

c. Determine the adequacy of the Contractor’s quality control program and documentation and the overall success of this program. The Government may order improvements if it determines the programs are insufficient or ineffective.

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

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

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

C.8.7.1. Contract Performance Contractor performance will be evaluated on the basis of the performance success or deficiencies, success or failure in meeting other Contract requirements, and the Contractor’s record of correcting deficiencies when noted. While corrective actions will be noted, a record of significant performance deficiencies may lead to a performance evaluation that is less than satisfactory even if the Contractor takes corrective action.

C.8.7.2. Methods The use or nonuse of any quality assurance methods (e.g., a measurement and verification (M&V) program) by the Government will not constitute a waiver of or excuse from Contract requirements. The Government may implement or change quality assurance measures at any time during the term of the Contract.

C.8.7.3. Records and Files All records and files that this Contract requires the Contractor to maintain shall be made readily accessible to Government representatives, including third party Contract inspectors, on request.