Operations_and_Maintenance_SOW_for_Major_Cities_FY17_-_ND_Field_Office_Rev1.pdf

March 2016

Attachment 2

R-8 Operations & Maintenance Specification

SOLICITATION NUMBER: GS-08-P-17-VJ-D-0002

SERVICE: OPERATIONS AND MAINTENANCE AND RELATED SERVICES

LOCATIONS: Bismarck, Fargo, Grand Forks, and Minot, North Dakota

PERIOD OF PERFORMANCE: September 1, 2017 – August 31, 2018 base year September 1, 2018 – August 31, 2019 Option Year 1 September 1, 2019 – August 31, 2020 Option Year 2 September 1, 2020 – August 31, 2021 Option Year 3 September 1, 2021 – August 31, 2022 Option Year 4

SOLICITATION ISSUE DATE: April 5, 2017

OFFER RECEIPT DATE/TIME: May 5, 2017 at 2:00 PM Central Time

SOLICITATION TABLE OF CONTENTS

(Sections A through M)

A. SOLICITATION/CONTRACT FORM

A.1 Standard Forms

B. SERVICES, ORDERING AND PRICES

B.1 Pricing of Services

B.1.1 Basic Services

B.1.2 Additional Services

B.1.3 Markup Coefficient

B.2 Contractor Staffing Declaration

B.3 Wage Adjustments

B.4 Addition/Removal of Buildings

B.5 Addition/Reduction of Inventory or Staffing

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 GSA Link

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) or Designee

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 Maintenance 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

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/Contract Closeout

C.4.1 Existing Deficiency Inspection and Closeout Inspection

C.4.2 Existing Deficiency List and Contract Closeout List

C.5. START-UP PHASE/TRANSITION PHASE

C.5.1 Transition Phase Startup

C.5.2 RESERVED

C.5.3 Adjustments and Corrections

C.6. PHASE-OUT 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 Surveillance Program

C.8.7.1 Contract Performance

C.8.7.2 Methods

C.8.7.3 Records and Files

C.8.7.4 Cooperation - Inspections

C.8.7.5 Contractor Performance System (CPARS)

C.9. BUILDING OPERATING PLAN

C.9.1 Purpose of Building Operating Plan

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 ASSESSMENT

C.14. OCCUPANT FEEDBACK PROGRAM

C.15. REFERENCE LIBRARY

C.16. SUSTAINABILITY SUPPORT CENTER GSA LINK MONTHLY MEETINGS

C.17. BUILDING MANAGEMENT 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 RESERVED

C.21.3 Continuity of Operations (COOP)

C.21.4 Emergency Operations Plan

C.21.5 Tenant Environment

C.21.6 Energy and Water Efficiency

C.22. SYSTEM PERFORMANCE STANDARDS OR PROCEDURES

C.22.1 Control Systems

C.22.2 Smart Buildings

C.23. SERVICE REQUESTS

C.23.1 General

C.23.2 Emergency Service Request

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 Reserved

C.24.4 Condensate Pans

C.24.5 Monitoring of Central Plant Equipment

C.25. DEMAND RESPONSE PROGRAMS

C.26. CURTAILMENT PLAN

C.27. BAS ALARM RESPONSE

C.28.ADVANCED METERING PROGRAM

C.28.1 RESERVED

C.29. PROTECTION AND DAMAGE

C.30. NEGLIGENCE

C.31. KEY CONTROL

C.32. DISRUPTIVE OR HAZARDOUS TOOLS

C.33. SCHEDULED DISRUPTION TO UTILITIES, LIGHTING, FIRE PROTECTION & LIFE

SAFETY SYSTEMS, 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 RESERVED

C.35.4.2 Reporting

C.35.5 RESERVED

C.35.6 RESERVED

C.36. WATER TREATMENT

C.36.1 General

C.36.2 Tolerances

C.36.3 Initial Report and Development of Program

C.36.4 Cooling Tower Water Management Plan

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 Reserved

C.39.6 Finishes Maintenance

C.39.7 Historic Building Preservation

C.39.8 Vertical Transportation and Associated Equipment

C.39.9 RESERVED

C.40. REPAIRS

C.40.1 General

C.40.2 Non-reimbursable Repairs

C.40.3 Reimbursable Repairs

C.40.4 Miscellaneous Work

C.40.5 Repair Shared Liability Example

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 AND ENVIRONMENTAL MANAGEMENT

C.41.1 General

C.41.2 Scheduling and Recordkeeping

C.41.3 Refrigerants

C.41.3.1 Control and Certification

C.41.3.2 Certified Handlers

C.41.4 Local Air Quality Management Operating Permits

C.41.5 Fuel Storage Tanks

C.41.6 RESERVED

C.41.7 Polychlorinated Biphenyl (PCB) Control

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 Asbestos Management

C.41.16 Hazardous Materials

C.41.16.1 SDS

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 Inspections

C.41.17.2 Inspections and Tests

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 Water Based Fire Suppression System

C.42.4 Fire-rated Door Assemblies

C.42.5 Fire Damper and Combination Fire/Smoke Dampers

C.42.6 Smoke Doors Assemblies

C.42.7 Smoke Dampers

C.42.8 Portable Fire Extinguishers

C.42.9 Non-Water-Based Fire Extinguishing Systems

C.42.10 Smoke Control Systems

C.42.11 Emergency and Standby Power Systems

C.42.12 Emergency Lighting Systems and Exit Signage

C.42.13 Fire Alarm System Central Station Montoring

C.43. RESERVED

C.44. SUBMITTALS CHART (CONTRACTOR DELIVERABLES)

C.45. FEDERAL REQUIREMENTS

C.47 DESCRIPTION/SPECIFICATION/STATEMENT OF WORK – CUSTODIAL

C.47.1 DEFINITIONS

C.47.2 OBJECTIVES AND SCOPE

C.47.3 GREEN CLEANING

C.47.4 STANDARD SERVICES

C.47.5 EXTERIOR

C.47.6 MISCELLANEOUS CUSTODIAL REQUIREMENTS

C.47.7 SNOW REMOVAL

C.47.8 GROUNDS MAINTENANCE

C.47.9 TRASH AND SOLID WASTE DISPOSAL AND REMOVAL

C.47.10 RECYCLING

C.47.11 INTEGRATED PEST MANAGEMENT PLAN

C.47.12 QUALITY CONTROL PLAN (QCP)

C.47.13 CLEANING SCHEDULES

C.47.14 FEDERAL REQUIREMENTS

C.47.15 SUBMITTALS CHART (CONTRACTOR DELIVERABLES)

C.47.16 CONTRACTOR RESPONSIBILITIES

G. CONTRACT ADMINISTRATION DATA

G.1 Points of Contact for Contract Administration

G.2 Administrative Functions and Limitations

G.3 Key Contractor Personnel

G.4 Suspension of Work

G5 Criteria for Deductions

G.5.1 General

G.5.2 Withholding Monies for Non-Submission of Reports

G.5.3 Withholding Monies for Failure to Maintain and/or Provide Parts

G.5.4 Criteria for Deductions

H. SPECIAL CONTRACT REQUIREMENTS

H.1 Employee Identification/Building Passes

H.2 Security Clearance Requirements

H.3 Sustainability Determinations

H.4 Compliance with Security Requirements

H.5 Identification Credentials

H.6 Escort Requirements

H.7 Standards of Conduct

H.8 Removal from Contract Work

H.9 Sensitive But Unclassified (SBU) Building Information

H.10 Safeguard and Dissemination of SBU Building Information

H.11 Recording Presence

H.12 Other Contractors

H.13 Ordinances, Taxes, Permits and Licenses

H.14 Discrepancy in Specifications

H.15 Green Purchases

H.16 Affirmative Procurement Program (APP)

H.17 Recycle Content Certification

H.18 Recycle Content Product Purchase with Annual Reporting

H.19 Conservation

H.20 Asbsestos Awareness Training

H.21 Uniforms

H.22 Submission of Resumes for New Employees

H.23 Supervisors

H.24 Custodial Services – Personnel Qualifications with Credentials

H.25 O&M Services – Personnel Qualifications with Credientials

H.26 State Licensing

H.27 Complaince with Federal, State and Local Codes

H.28 Contractor Furnished Materials

H.29 Government Furnished Materials

H.30 Requirement for Network Connections

H.31 Use of Government Information Technology

H.32 Provided by Government (not identified elsewhere)

H.33 Additional Services IDIQ Provisions

H.34 Strike Contingency Plan

H.35 Occupant Emergency Plan (OEP)

H.36 Contractor Pandemic Plan

H.37 Exposure Control Program

H.38 Contractor Performance Information

H.39 Miscellaneous Requirements.

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

Exhibit 1 – Quality Assurance Surveillance Plan (Operations & Maintenance)

Exhibit 2 – RESERVED

Exhibit 3 – Green Purchasing Report

Exhibit 4 – Environmental Sustainable Products & GSA Attribute Preferences

Exhibit 5 – Building Information Sheets

Exhibit 6 – RESERVED

Exhibit 7 – RESERVED

Exhibit 8 – Smart Buildings

Exhibit 9 – RESERVED

Exhibit 10 – RESERVED

Exhibit 11 – RESERVED

Exhibit 12 -RESERVED

Exhibit 13 - RESERVED

Exhibit 14 - RESERVED

Exhibit 15 - RESERVED

Exhibit 16 - Weekly AMS Status Checklist

Exhibit 17 - RESERVED

Exhibit 18 - Solid Waste & Recycling Report

Exhibit 19 - Quality Assurance Surveillance Plan (Custodial)

Exhibit 20 - Surveillance Forms

Exhibit 21 - PBS Waste Audits

A. SOLICITATION/CONTRACT FORM

A.1. Standard Form 1449

A.1 ITEMS OF IMPORTANCE

Each offeror shall read and adhere to the entire solicitation, and prepare offers in accordance with the instructions provided in Sections K and L of this solicitation.

Prospective offerors shall complete electronic annual representations and certifications at http://www.sam.gov (see FAR 4.1102).

Prospective offerors must sign and date (block 30 b and c) to constitute the offeror’s acceptance of the terms and conditions of the solicitation.

A.1.1 FAR 52.219-18 Notification of Competition Limited to Eligible 8(a) Concerns (June 2003)

(a) Offers are solicited only from small business concerns expressly certified by the Small Business Administration (SBA) for participation in the SBA’s 8(a) Program and which meet the following criteria at the time of submission of offer—

(1) The Offeror is in conformance with the 8(a) support limitation set forth in its approved business plan; and

(2) The Offeror is in conformance with the Business Activity Targets set forth in its approved business plan or any remedial action directed by the SBA.

(b) By submission of its offer, the Offeror represents that it meets all of the criteria set forth in paragraph (a) of this clause.

(c) Any award resulting from this solicitation will be made to the Small Business Administration, which will subcontract performance to the successful 8(a) offeror selected through the evaluation criteria set forth in this solicitation.

(d)(1) Agreement. A small business concern submitting an offer in its own name shall furnish, in performing the contract, only end items manufactured or produced by small business concerns in the United States or its outlying areas. If this procurement is processed under simplified acquisition procedures and the total amount of this contract does not exceed $25,000, a small business concern may furnish the product of any domestic firm. This paragraph does not apply to construction or service contracts.

(2) The ____________ [insert name of SBA's contractor] will notify the ____________ [insert name of contracting agency] Contracting Officer in writing immediately upon entering an agreement (either oral or written) to transfer all or part of its stock or other ownership interest to any other party.

(End of clause)

A.1.2 Pre-solicitation Meeting and Site Visit Tours:

FAR 52.237-1 SITE VISIT (1984)

Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

(end of provision)

The following schedule is for site visits:

April 17 at 10 AM CT – Minot (meet in lobby) April 18 at 9 AM CT – Bismarck (start at William Guy building, meet in lobby) April 19 at 9 AM CT – Fargo (start at Fed Bldg/Post Office, meet in lobby) April 20 at 10 AM CT – Grand Forks (start at Ronald Davies Fed Bldg/Courthouse, meet in lobby) http://www.sam.gov/

B. SERVICES, ORDERING AND PRICES

B.1. Description of Services

Operations and maintenance services and custodial services (designated locations only) as specified at federal buildings in Bismarck, Fargo, Grand Forks, and Minot, North Dakota.

B.2. CONTRACTOR STAFFING DECLARATION

Contractor Staffing Declaration, must be completed by the contractor and submitted to the Contracting Officer (CO) 21 calendar days prior to the contract start date. This form must also be submitted to the CO when any modifications to the contract by GSA result in changes in staffing. All positions noted in the Contractor Staffing Declaration must be staffed at all times, with reasonable exceptions allowed only with prior COR approval. Vacancy more than 30 day will result in administrative action from CO. Any changes shall be updated and distributed with 30 days of change.

B.3. WAGE ADJUSTMENTS

Wage adjustments will be considered at the beginning of each renewal option period, if exercised, in accordance with FAR 52.222-43 Fair Labor Standards Act and Service Contract Act – Price Adjustment (Multi-year and Option Year).

B.4. ADDITION/REMOVAL OF BUILDINGS

GSA may add or remove buildings from this contract at any time. For a building to be added to the contract, GSA will provide the building information to the Contractor and request a price proposal from the Contractor for the requested services in line with the current pricing. At this time, there is no anticipation to add or delete any additional facilities to this contract. However, if there are any facilities added, they will not exceed 25% of the total contract dollar value, including options.

B.5. ADDITION/REDUCTION OF INVENTORY OR STAFFING

Requests for adjustment in staffing and or price adjustments based on additions or reductions in inventory will be considered annually at option time.

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 - 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. 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, Upgrade or conversion of BAS to BACNET, Shave Energy, Smart Building, GSA 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 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 property line of the following building(s):

ND0002ZZ Federal Building Bismarck, ND

ND0006ZZ Federal Building - Court House (adjoined with ND0047ZZ) Fargo, ND

ND0047ZZ Quentin N. Burdick Courthouse Annex (adjoined with ND0006ZZ) Fargo, ND

ND0008ZZ Ronald N. Davies Federal Building Grand Forks, ND

ND0014ZZ Judge Bruce Van Sickle Federal Building - Court House Minot, ND

ND0032ZZ US Border Patrol Sector Headquarters Grand Forks, ND

ND0037ZZ William L. Guy Federal Building, Post Office and Court House Bismarck, ND

ND0038ZZ Parking Lot Bismarck, ND

ND0045ZZ ICE/DRO Building Grand Forks, ND

ND0046ZZ Federal Building - US Post Office Fargo, ND

a. Electrical systems and equipment.

b. Mechanical, plumbing, Building Automation System (BAS) where applicable BAS 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), Public Address Systems, and Computerized Lighting Systems present are within the scope of this Contract.

e. Architectural and structural systems, fixtures, and equipment within the site (to the property line). Limited to $1000 service call/repair threshold in buildings over $200,000 and $500.00 for smaller buildings.

f. Service request desk operations shall include record keeping using a computerized maintenance management system (CMMS) or by other means as well as other administrative functions.The CMMS in place in all facilities is Maximo..

g. Maintenance of landscaping within the property boundary and associated irrigation systems.

h. Locks, keys, keycard systems, vehicle barrier systems and static and dynamic bollard systems.

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

j. RESERVED

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 up to the repair threshold.

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. TThe Contractor is not responsible for the costs of software, firmware updates, and licensing for the BAS, however, the Contractor is responsible for letting CO know when updates are required. The Contractor is responsible for keeping the systems operating properly.

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

r. Water Softener Systems.

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. 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). Implement an effective Quality Control

Plan in accordance with the Special Requirements sectoni of this contract, and integrated with the elements of the Quality Assurance Surveillance Plan as defined in this contract.

d. Implement an effective service call system, including a response timeline for work orders received from either CMMS (Maximo) or Telephone calls. Emails may be used to augment information provided for service calls, but shall not be the primary service call notification system. The system shall be as specified under the Special Requirements section of this contract, and result in prompt, professional and courteous resolution of tenant concerns.

e. Keep the Contracting Officer (CO) or designee informed in writing of all equipment that is not fully operational, on an equipment status log, 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 to ensure they understand and can comply with the

Regional Sustainability and Environment Management System (SEMS) and Guiding

Principles requirements and 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 and the Shave Energy Program. 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.25. 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 the

CO or their designee determines an equitable adjustment is substantiated a modification to the Contract will be negotiated or issued, as appropriate.

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. (unless included and tracked and paid for separately)

d. Furnishings (not installed as fixtures).

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

f. Kitchen appliances and equipment (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. Fitness center equipment.

i. 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 property line, 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.

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 though this contract’s operation and maintenance requirements of major equipment and 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, including but not limited to Preventitive Maintenance, Work Orders, and Equipment Inventories. 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 CMMS

System in use at all facilities is Maximo.

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, fuses, lamps, and common plumbing parts, etc.

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. The CO is the only individual authorized to financially obligate the Government. However, the CO may delegate certain other responsibilities to authorized

Government representatives to include low dollar limit obligations as defined.

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 recycled content, non or less toxic, EPA-designated and biobased.

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.

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 GSA 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 COR which will consist of, but not be limited to: hanging pictures, maps, and bulletin boards; trimming door bases; escorting various personnel; 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. These labor hours will be scheduled and tracked via the CMMS work order system. Labor for miscellaneous work or

Building Management Support Services (See C. 17.) combined will be reimbursable after the hour and dollar amounts described in C40.4 have been used. The Contractor will be paid at the following hourly rate quoted for normal or 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 monitors, shelter in place locations, evacuation plans, 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.

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. Example are ensuring;

sequences of operation; operational schedules; heating and cooling reset schedules; optimum start and stop procedures are utilized and ensuring that all equipment such as dampers and valves are kept fully functional, and repaired immediately should a failure occur.

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.

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 such as BAS or diagnostic software such as GSALink.

C.2.53 Shave Energy

Involves the following training and work. Building Operating Plan: Acquaints user with zone-by-zone equipment operations and schedules; Space Audit: Measure, record, and compare readings for space temperature, humidity, and luminance. Energy Audit Checklist: Enumerate specific efficiency measures for every building space including instructions for implementation. Night

Audit: Identify equipment running during unoccupied hours. Outside Air Verification: Measure, record, and compare outside air flows to set points and standard ventilation requirements.

Controls & Sequences: Compares controls/sequences for operational HVAC equipment to prescribed optimization strategies.

C.2.54 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.2.55 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.2.56 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.2.57 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.