SOW14.pdf

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Exhibit D-2

National Operations & Maintenance and Custodial Specification

SOLICITATION NUMBER: GS-08P-14-VJ-D-0001

SERVICE: BUILDING OPERATIONS AND MAINTENANCE SERVICES, CUSTODIAL

AND FIRING RANGE MAINTENANCE

LOCATIONS: Portal Border Station 301 W. Railway Ave Portal, ND 58772

Ambrose Border Station 10935 State Highway 42 Ambrose, ND 58833

Dunseith Border Station 10947 Highway 281 Dunseith, ND 58329

St. John Border Station Highway 30 North St. John, ND 58369

Pembina Border Station 10980 I-29 Pembina, ND 58271

Pembina Customhouse 112 West Stutsman Street Pembina, ND 58271

PERIOD OF PERFORMANCE: July 1, 2014 – June 30, 2015 base year July 1, 2015 – June 30, 2016 Option Year 1 July 1, 2016 – June 30, 2017 Option Year 2 July 1, 2017 – June 30, 2018 Option Year 3 July 1, 2018 – June 30, 2019 Option Year 4

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SOLICITATION TABLE OF CONTENTS

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

INTRODUCTION

C.1. SCOPE OF WORK

C.1.1 Contractor responsibility for equipment and systems C.1.2 Contractor Responsibilities for Management and Communication C.1.3 Exclusions

C.2. DEFINITIONS

C.2.1 Acceptance

C.2.2 Acts of God C.2.3 Additional services C.2.4 Advanced Meters C.2.5 Advanced Metering Systems C.2.6 Approval C.2.7 Architectural and Structural C.2.8 Basic Services C.2.9 Building Automation System (BAS)

C.2.10 BuildingLink C.2.11 Building Operating Plan C.2.12 Commissioning

C.2.13 Ongoing Commissioning C.2.14 Computerized Maintenance Management System (CMMS) C.2.15 Consumable Parts C.2.16 Contracting Officer (CO) C.2.17 Contracting Officer Representative (COR) C.2.18 Contractor

C.2.19 Contractor’s Other Than Normal Working/Duty Hours C.2.20 Controls and Control System

C.2.21 Defective Service

C.2.22 Emergency C.2.23 Emergency Callback

C.2.24 Environmentally Sustainable C.2.25 Existing Deficiency List Report

C.2.26 Exterior C.2.27 Federal Holidays

C.2.28 Federal Executive Holidays, Unanticipated C.2.29 Fire Protection and Life Systems C.2.30 Guiding Principles for Sustainable Existing Buildings

C.2.31 GSA Green Purchasing Program (GPP) C.2.32 Indefinite Quantity C.2.33 Miscellaneous Repair

C.2.34 Miscellaneous Work C.2.35 Modification of Contract

C.2.36 Negligence C.2.37 Non-reimbursable Repairs C.2.38 Normal Working Hours C.2.39 Occupant Emergency Plan (OEP)

C.2.40 Open Systems C.2.41 Operations C.2.42 Performance Based Service Contracting

C.2.43 Performance Work Statement (PWS) C.2.44 Predictive Maintenance C.2.45 Preventive Maintenance (Scheduled and Unscheduled) C.2.46 Product Preference C.2.47 Quality Assurance Surveillance Plan (QASP) C.2.48 Quality Control Plan

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C.2.49 Repair C.2.50 Reimbursable Repair C.2.51 Sequence of Operations C.2.52 Service Request

C.2.53 Standard Services C.2.54 Stewardship

C.2.55 Supervisor, On-Site C.2.56 Tour C.2.57 Vertical Transportation Systems C.2.58 Watch

C.3. REFERENCES

C.4. EXISTING DEFICIENCY INSPECTION/INITIAL DEFICIENCY LIST

C.4.1 Initial Inspections

C.4.2 Initial Deficiency List

C.5. TRANSITION PHASE

C.5.1 Transition Phase C.5.2 Transition Phase Schedule

C.5.3 Adjustments and Corrections

C.6. PHASEOUT TRANSITION PERIOD

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

C.8. GENERAL AND ADMINISTRATIVE REQUIREMENTS

C.8.1 Minimum Staffing and Ability to Contact and Communicate with CO or designee C.8.2 Communication Equipment C.8.3 Onsite Records C.8.4 Service Request and Administrative Support C.8.5 Use of CMMS C.8.6 Quality Control Program C.8.7 Government Quality Assurance Program

C.8.7.1 Contract Performance

C.8.7.2 Methods

C.8.7.3 Records and Files

C.8.7.4 Cooperation

C.8.7.5 Contractor Performance System

C.9. BUILDING OPERATING PLAN

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

C.10. EQUIPMENT INVENTORY

C.11. MONTHLY PROGRESS REPORTS

C.12. PERFORMANCE REVIEW MEETINGS

C.13. EQUIPMENT CONDITION ASSESSMENTS

C.14. Reserved

C.15. REFERENCE LIBRARY

C.16. REVIEW OF DESIGN DOCUMENTS

C.17. BUILDING MANAGEMENT AND SUPPORT SERVICES

C.18. INSPECTIONS ASSISTANCE FOR SPACE BUILD OUTS

C.19. EMERGENCY SHUTDOWN INSTRUCTIONS AND TOUR CHECKLISTS

C.20. LABELING OF ELECTRICAL CIRCUITS

C.21.OPERATIONAL REQUIREMENTS

C.21.1 General C.21.2 Extended Operating Hours C.21.3 Continuity of Operations C.21.4 Emergency Operations Plan

C.21.5 Tenant Environment C.21.6 Energy and Water Efficiency

C.22. Potable Water

C.23. SERVICE REQUESTS

C.23.1 General C.23.2 Emergency Service Request

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C.23.3 Emergency Call Back (after hours) C.23.4 Urgent Service Request Response C.23.5 Routine Service Request Response

C.24. TOURS

C.24.1 General C.24.2 Operating Logs and Tour Check Sheets C.24.3 Tour Frequencies C.24.4 Condensate Pans C.24.5 Reserved

C.25. DEMAND RESPONSE PROGRAMS

C.26. CURTAILMENT PLAN

C.27. BAS ALARM RESPONSE

C.28.ADVANCED METERING PROGRAM

C.28.1 Verification and Calibration

C.29. PROTECTION AND DAMAGE

C.30. NEGLIGENCE

C.31. KEY CONTROL

C.32. DISRUPTIVE OR HAZARDOUS TOOLS

C.33. DISRUPTION TO UTILITIES, LIGHTING, OR SPACE CONDITIONING

C.34. PLUMBING AND RESTROOMS

C.35. MAINTENANCE PROGRAM

C.35.1 General C.35.2 Maintenance Standard C.35.3 Application of Diagnostic Software C.35.4 BAS Control Systems C.35.4.1 BAS Operating Standards

C.35.4.1.1 GSA-hosted Systems Requirements

C.35.4.1.2 Excepted Systems Requirements (not hosted on GSA’s system infrastructure) C.35.4.2 Reporting

C.35.5 Reserved

C.35.6 Ongoing Commissioning/Re-Tuning

C.36. WATER TREATMENT

C.36.1 General C.36.2 Tolerances C.36.3 Initial Report and Development of Program C.36.4 Reserved

C.36.5 Corrosion Monitoring C.36.6 Monthly Testing

C.37. OIL ANALYSIS AND OIL CHANGES

C.37.1 Periodic Oil Analysis C.37.2 Oil and Refrigerant Additives

C.38. LAMPS AND BALLASTS

C.39. ARCHITECTURAL AND STRUCTURAL SYSTEMS MAINTENANCE

C.39.1 General

C.39.2 Maintenance Repair

C.39.3 Repair and Replacement Work

C.39.4 Painting

C.39.5 Interior Signage and Directories

C.39.6 Finishes Maintenance

C.39.7 Historic Building Preservation

C.39.8 Vertical Transportation and Associated Equipment

C.39.9 Flag Procedures

C.40. REPAIRS

C.40.1 General C.40.2 Non-reimbursable Repairs C.40.3 Reimbursable Repairs C.40.4 Reserved

C.40.5 Repair Shared Liability Example

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C.40.6 Approval of Work C.40.7 Invoicing C.40.8 Ordering Repairs from Outside Source C.40.9 Force Majeure (Uncontrollable events) C.40.10 Warranties C.40.11 Quality of Materials and Replacement Parts

C.41. SAFETY & ENVIRONMENTAL MANAGEMENT

C.41.1 General C.41.2 Scheduling and Recordkeeping C.41.3 Refrigerant C.41.3.1 Control and Certification

C.41.3.2 Certified Handlers

C.41.4 AQMD Operating Permits C.41.5 Underground Storage Tanks C.41.6 Solid Waste Audit

C.41.7 Reserved

C.41.8 Facility Hazards

C.41.9 Workplace Safety

C.41.10 Electrical Safety

C.41.11 Fall Protection

C.41.12 Powered Platforms

C.41.13 LockOut/TagOut

C.41.14 Confined Spaces

C.41.15 Reserved C.41.16 Hazardous Materials

C.41.16.1 MSDS

C.41.16.2 Disposition of Hazardous Waste

C.41.16.3 Environmental Reporting

C.41.16.4 Recycled Content Product Purchase Annual Reporting

C.41.16.5 Non-Bio-based Products

C.41.16.6 Bio-Based Products

C.41.17 Boiler/Pressure Vessel Operation and Inspection Standards C.41.17.1 Boiler Operation and Inspection

C.41.17.2 Inspection and Test

C.41.17.3 Backflow Prevention Devices

C.41.17.4 Potable Water Systems C.41.18 Labeling and Signage C.41.19 Roof Anchorage Points

C.42. FIRE PROTECTION AND LIFE SAFETY EQUIPMENT AND SYSTEMS

C.42.1 General C.42.2 Fire Alarm System Services C.42.3 Fire Alarm System Testing

C.42.4 Fire Alarm System Maintenance

C.42.5 Reserved C.42.6 Water Based Fire Suppression System C.42.7 Fire Doors and Other Opening Protective C.42.8 Fire and Combination Fire/Smoke Dampers C.42.9 Smoke Doors and Other Opening Protective C.42.10 Smoke Dampers C.42.11 Portable Fire Extinguishers C.42.12 Non-Water-Based Fire Extinguishing Systems C.42.13 Smoke Control Systems C.42.14 Emergency and Standby Power Systems C.42.15 Emergency Lighting and Exit Signage

C.43. Reserved

C.44. NII (VACIS) Building- Pembina Land Port of Entry

C.45. APHIS Trailer- Dunseith Land Port of Entry

C.46.Firing Range- Pembina Land Port of Entry & Portal Land Port of Entry

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C.46.1. General

C.46.2 Weekly Maintenance (every 7 days)

C.46.3 Quarterly cleaning (every 3 months)

C.47. SUBMITTAL SCHEDULE, DELIVERABLES

C.48. FEDERAL REQUIREMENTS

H.1. Escort Requirements H.2. Recording Presence H.3. Government Forms H.4. Other Contractors H.5. Ordinances, Taxes, Permits and Licenses H.6. Discrepancy in the Specifications H.7. Affirmative Procurement Program (APP)

H.7.1 Standards H.7.2 Reporting H.7.3 Recycle Content Certification

H.8. Asbestos Awareness training H.9. Uniforms

H.10 – H.14 RESERVED

H.15. Personnel Qualifications

H.15.1 Personnel Training

H.15.1.1 Re-Tuning Training

H.15.2 Qualifications of Project Manager and Supervisory Personnel H.15.2.1 Project Manger

H.15.2.2 Onsite Supervisors

H.15.3 Qualifications of Technicians H.15.3.1 Qualifications of Fire Alarm System Technicians H.15.3.2 Qualifications of Sprinkler System Technicians H.15.3.3 Qualifications of Water-Based Fire Suppression System Technicians

H.15.3.4 Qualifications of Dry Chemical and Wet Chemical Extinguishing System Technicians

H.15.3.5 Qualifications of Clean Agent Fire Extinguisher System Technicians

H.15.3.6 Qualifications of Halogenated Extinguishing System Technicians

H.15.3.7 Qualifications of Carbon Dioxide Extinguishing System Technicians H.15.3.8 Qualifications of Ventilation System Fire Extinguishing System Technicians

H.15.3.9 Qualifications of Smoke Control Technicians Qualifications of Portable Fire

H.15.3.10 Qualification of Fire Damper, Smoke Damper, and Combination Fire/Smoke Damper

Technicians

H.15.3.11 Qualifications of Fire-rated and Smoke Door Assemblies Technicians

H.15.3.12 Qualifications of Portable Fire Extinguisher Technicians

H.15.3.13 Qualification of Emergency and Standby Power System Technicians

H.15.3.14 Qualifications of Emergency Lighting Equipment and Exit Signage Technicians

H.15.3.15 Qualifications of HVAC Technicians

H.15.3.16 Qualifications of AMS, BAS Technicians H.15.3.17 Qualifications of Electrical Technician

H.15.4 Submission of Resumes for New Employees H.15.5 State Licensing H.15.6 Compliance with Federal, State and Local Codes

H.16. GOVERNMENT-FURNISHED MATERIALS

H.16.1 Requirements for Network Connection

H.17. CONTRACTOR FURNISHED MATERIALS

H.18. ADDITIONAL SERVICES [Indefinite Quantity Provisions]

H.18.1 General H.18.2 Price Proposal for Additional Services Work H.18.3 Pricing H.18.4 Reserved H.18.5 Labor H.18.6 Subcontracts H.18.7 Cost Documentation

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H.18.8 Competitive Bid

H. 18.9 Method of ordering and invoicing H.19. Reserved H.20. Strike Contingency Plan (SCP) H.21. Occupancy Emergency Plan (OEP)

H.22. CONTRACTOR PANDEMIC PLAN

H.23. Supervisors

H.24. Communication

H.25. Training

H.26. Exposure Control Program

H.27. Key Control

H.28. Miscellaneous Requirements

H.29. Conservation

H.30. Use of Government Information Technology

J. List of Attachments (List of Documents, Exhibits and Other Attachments)

J.1. Quality Assurance Surveillance Plan (QASP) J.2. Green Purchasing Report

J.3. Solid Waste Audit Report

J.4. Summary of Environmentally Sustainable Product Attributes and Offerings

J.5. Building Information Sheet

J.6. Monthly Report Template

J.7. Building Operating Plan Template

J.8 Reserved

J.9 Water Treatment J.10 Operational Performance Targets J.11 Reserved

J.12 Energy and Water Efficiency Monthly Report

J.13 Annual Energy & Water Efficiency Report

J.14 Qualifications of Electrical Testing Technicians (ETT)

J.15 Miscellaneous Best Practices

J.16 .PBS Waste Audits

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 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 and custodial services of these facilities by following our Guiding Principles for

Sustainable Existing Buildings:

I. Employ Integrated Assessment, Operation and Management Principles

a. In conjunction with the Contract Officer (CO) or designee establish operational performance goals for energy, water, material use and recycling, and indoor environmental quality, and ensure incorporation of these goals throughout the lifecycle of this Contract.

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

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

d. Use low emitting materials VOC (Volatile organic compounds) 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 many means and processes. 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 processes, instituting plans, and operational procedures to meet energy efficiency goals either through receiving an ENERGY STAR rating, Smart Building/ Building

Link technology, or comparable programs. The Contractor will play an integral part of obtaining these goals and should be aware of the programs and processes.

V. The purpose of partnering is to adopt procedures wherein the Contract and Government work together in achieving Contract objectives. Partnering involves the development of a cooperative management team that seeks to identify compatible interests, and 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 The Contractor shall provide management, supervision, labor, materials, equipment, supplies, and custodial services and is responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, and repair of equipment and systems located within the property line of the; Portal, Ambrose, Dunseith, St John, Pembina Border Stations, and the Pembina CustomHouse, to include the following:

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.

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

Systems (BAS), Public Address Systems, and Computerized Lighting Systems that are within the scope of this Contract (BAS, and Computerized software maintenance is excluded).

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

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

g. Maintenance of landscape irrigation systems.

h. Locks (includes re-keying), keycard systems, vehicle barrier systems and static and dynamic bollard systems.

i. Dock levelers and roll-up and sliding garage doors.

j. Elevator and vertical transportation systems- lights only

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

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

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

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

o. The Contractor shall maintain conveying equipment, parking control equipment, and loading dock equipment.

p. Levee gates, levee inspection

q. Supply potable water for the Ambrose Border Station only

C.1.2 The Contractor Shall:

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

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

c. Implement an effective Quality Control Plan (QCP).

d. 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.

e. 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.

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

g. 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).

h. 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

D2 -10 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 (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. 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).

f. Equipment owned by servicing public utilities.

g. Upgrade of software or software licenses (to include building automation systems (BAS) and CMMS).

h. 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

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

C.2.8 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 BuildingLink The BuildingLink 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. BuildingLink 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.

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 (including fuel) used during day-to-day operation of a generator, i.e., exercising the generator, testing, etc. Operation of a generator for an extended period or due to a power loss would be treated as a reimbursable expense. If the

D2 -12 operation of the generator is caused by Contractor negligence, the Contractor shall be liable for the full cost of refueling, any other provisions notwithstanding

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.

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 biobased.

C.2.25 Existing Deficiency List Report

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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.

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 which includes the Green Purchasing Plan specifies requirements to promote the purchase of environmentally sustainable products and services.

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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: making door keys;

changing locks; 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.

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.

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.

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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 Summary of Environmentally Sustainable

Product Attributes) 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.

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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

The following publications are incorporated by reference as setting quality, performance, and design standards for work required in this document. Unless a specific date is provided, references are for the current edition published at the time of issue of the solicitation, to include any addenda or errata published by the issuing organization. The Contractor is responsible for obtaining access to all referenced documents at their own expense, the exception of the Public

Building Service Operations and Maintenance standards 2012, the Facilities Standards for the

Public Buildings Service (PBS P100), and the U.S. Courts Design Guide, which will be provided by the Government via website.

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Public Buildings Service Operations and Maintenance Standards 2012

● Facilities Standards for the Public Buildings Service (PBS P100)

● U.S. Courts Design Guide

● SMACNA Sheet Metal and Air Conditioning Contractors National Association HVAC

Systems Testing, Adjusting & Balancing

● AHERA Asbestos Hazard Emergency Response Act

● ASHRAE Guideline 1HVAC Commissioning Process

● ASHRAE Guideline 4 Preparation of Operating and Maintenance Documentation for

Building Systems

● ANSI/ASHRAE Standard 15 Safety Code for Mechanical Refrigeration

● ANSI/ASHRAE Standard 34 Number Designation and Safety Classification of

Refrigerants

● ANSI/ASHRAE Standard 55, Thermal Environmental Conditions for Human Occupancy

● ANSI/ASHRAE Standard 62, Ventilation for Acceptable Indoor Air Quality

● ANSI/ASHRAE Standard 100, Energy Conservation in Existing Buildings/Commercial

● ANSI/ASHRAE Standard 111, Practices for Measurement, Testing, Adjusting, and

Balancing of Building Heating, Ventilation, Air-Conditioning, and Refrigeration Systems;

● American Society of Mechanical Engineers ASME A17.1/CSA B44, Safety Code for

Elevators and Escalators

● American Society of Mechanical Engineers ASME A17.2, Inspector’s Manual for

Elevators

● ASME Boiler and Pressure Vessel Code

● ASME CSD-1 Control and Safety Devices of Automatically Fired Boilers

● National Board of Boiler and Pressure Vessel Inspectors, National Board Inspection Code

● OSHA 29 CFR 1910 and 29 CFR1926

● Clean Air Act

● Clean Water Act

● EPA Green Book

● EPA Purple Book

● GSA SEMS Sustainable Environmental Management System (GSA.GOV/SEMS)

● International Building Code

● International Fire Code

● International Plumbing Code

● International Mechanical Code

● NETA Maintenance Testing Specification for Electrical Power Distribution Equipment and Systems

● NFPA 10, Standard for Portable Fire Extinguishers

● NFPA 12, Standard on Carbon Dioxide Extinguishing Systems

● NFPA 12A, Standard on Halon 1301 Fire Extinguishing Systems

● NFPA 13, Standard for the Installation of Sprinkler Systems

● NFPA 14, Standard for the Installation of Standpipe and Hose Systems

● NFPA 17, Standard for Dry Chemical Extinguishing Systems

● NFPA 17A, Standard for Wet Chemical Extinguishing Systems

● NFPA 20, Standard for the Installation of Stationary Pumps for Fire Protection

● NFPA 22, Standard for Water Tanks for Private Fire Protection

● NFPA 24, Standard for the Installation of Private Fire Service Mains and Their

● Appurtenances

● NFPA 25, Standard for the Inspection, Testing, and Maintenance of Water-Based Fire

Protection Systems

● NFPA 70, National Electrical Code (NEC)

● NFPA 70E,Standard for Electrical Safety in the Workplace

● NFPA 72, National Fire Alarm and Signaling Code

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● NFPA 85, Boiler and Combustible Systems Hazards Code

● NFPA 92, Standard for Smoke Control Systems

● NFPA 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking

Operations

● NFPA 101, Life Safety Code

● NFPA 105, Standard for the Installation of Smoke Door Assemblies and Other Opening

Protectives

● NFPA 110, Standard for Emergency and Standby Power Systems

● NFPA 111, Standard on Stored Electrical Energy Emergency and Standby Power Systems

● NFPA 2001, Standard on Clean Agent Fire Extinguishing Systems

● NICET (National Institute for Certification in Engineering Technologies publications and issuances

● NIOSH (National Institute for Safety and Health publications and issuances

● DOE/EE-0157, International Performance Measurement and Verification Protocol

● NEMA TP-1,National Electrical Manufacturers Association, Guide for Determining

Energy Efficiency for Distribution Transformers

● NEMA MG-1. National Electrical Manufacturers Association, Motors and Generators

● NEMA Application Guide for AC Adjustable Speed Drive Systems

● ANSI/IWCA I-14.1, Window Cleaning Safety Standard

● Safe Drinking Water Act, PL 99-339, as amended

● Title 40 CFR, Part 761, PCBs in Electrical Transformers

● Title 40 CFR, 141.43, Sections A and D, Environmental Protection Agency Safe

Drinking Water

● ANSI/ASME A17.1 Safety Code for Elevators and Escalators

● OSHA 29 CFR 1910.1200, 29 CFR 1910.146, 29 CFR 1910.147, 29 CFR 1910.1030, 29

CFR 1910.1001, 29 CFR 1910.178

● Guideline 3-1990 and Addendum, or latest version, FAR 52.223-2, ARI Standard 700-

1988, or latest edition, and Appendix A to 40, CFR, Part 82, Subpart F.

● Resource Conservation and Recovery Act

● Toxic Substances Control Act

C.4. Existing Deficiency Inspection/Initial Deficiency List

The existing deficiency inspection and list is meant to identify and document all deficiencies that exist in the equipment and systems covered by this performance work statement, but that will not be repaired during routine preventative maintenance and includes the Contractor's itemized price

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

This inspection is required to be documented in the CMMS.

C.4.1 Initial Inspection The Contractor and the COR, or designee shall make a complete and systematic initial inspection together during the startup or transition phase of the contract that will include all mechanical, electrical, fire protection and life safety systems, environmental systems, including but not limited to USTs and structural storm water BMPs (including drains, oil/water separators, etc.) and utility systems and equipment, windows, doors, and other structural features for which maintenance and repairs are covered by this performance work statement. The purpose of this inspection shall be to discover and list in an existing deficiency list report all deficiencies that may exist in the equipment and systems covered by this performance work statement, as well as the Contractor's itemized price (including, but not limited to labor, materials, overhead, and profit) for correcting each deficiency. The Government may elect to have all or any part of this work performed by the Contractor (at the price or prices quoted), by Government employees, or by other Contractors. The existing deficiency list report shall not include any items that would be replaced, repaired, or adjusted during the performance of normal preventive or predictive maintenance.

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