GS09P08KSD0044.doc

SOLICITATION NUMBER:

G S - 0 9 P - 0 8 - K S D - 0 0 4 4

SERVICE:

OPERATION AND MAINTENANCE SERVICES

LOCATIONS:

PHILLIP BURTON FEDERAL BUILDING & US COURTHOUSE,

450 GOLDEN GATE AVENUE, SAN FRANCISCO, CALIFORNIA

PERIOD OF PERFORMANCE:

JANUARY 1, 2009 THROUGH DECEMBER 31, 2010

WITH FOUR TWO-YEAR OPTIONS

SOLICITATION ISSUE DATE:

June 2, 2008

OFFER RECEIPT DATE/TIME:

July 2, 2008, AT 3:00 P.M. PACIFIC TIME

PREPROPOSAL CONFERENCE: A PREPROPOSAL CONFERENCE AND SITE WALK WILL BE HELD AT THE PHILLIP BURTON FEDERAL BUILDING & US COURTHOUSE, 450 GOLDEN GATE AVENUE, 7TH FLOOR, SAN FRANCISCO, CA, AT 9:00 A.M. LOCAL TIME ON JUNE 12, 2008. THE CONFERENCE WILL BE HELD IN ROOM 7-0109. ANY QUESTIONS REGARDING THIS SOLICITATION MAY ALSO BE FAXED NLT JUNE 16, 2008.

Any questions regarding this solicitation may be directed to:

GENERAL SERVICES ADMINISTRATION

CONTRACTS SECTION, REAL PROPERTY PROGRAMS DIVISION (9PMFC)

450 GOLDEN GATE AVENUE, 4TH FLOOR EAST, SAN FRANCISCO, CALIFORNIA 94102

ATTENTION: MARY CHIN - (415) 522-3356

STATEMENT OF WORK

Table of Contents

5B.

THE SCHEDULE

B.1.

DESCRIPTION OF SERVICES

B.2.

OPTION periods B.3.

service contract act assumptions B.4.

ORDERING LIMITATIONS

B.5.

Automatic Price Adjustment for Minor Inventory Changes B.5.1.

Inventory Changes B.5.2.

Cumulative Adjustment B.6.

price adjustment for equipment upgrades B.7.

responsibility for assessing the facility B.8.

PRICE SCHEDULE

C.

PERFORMANCE WORK STATEMENT

C.1.

GENERAL SCOPE OF WORK

C.2.

REFERENCES

C.3.

definitions C.3.1.

Acceptance C.3.2.

Approval C.3.3.

Architectural and Structural C.3.4.

Basic Services C.3.5.

Building Automation System (BAS) C.3.6.

Building Operating Plan C.3.7.

Computerized Maintenance Management System (CMMS) C.3.8.

Consumable C.3.9.

Contractor C.3.10.

Controls/Control System C.3.11.

Electrical C.3.12.

Elevator C.3.13.

Emergency Callback C.3.14.

Fire Protection Systems C.3.15.

Furnishings C.3.16.

Heating, Ventilation and Air-Conditioning (HVAC) C.3.17.

HVAC Operations Manual C.3.18.

Landscape Irrigation Systems C.3.19.

Mechanical C.3.20.

Monthly Progress Report C.3.21.

Normal Working Hours C.3.22.

Operational Efficiency Upgrade C.3.23.

Operations C.3.24.

Predictive Maintenance C.3.25.

Preventive Maintenance C.3.26.

Repair C.3.27.

Security Systems C.3.28.

Sequence of Operations C.3.29.

Service Call C.3.30.

Task Order C.3.31.

Telecommunication Systems C.3.32.

Tour C.3.33.

Utility Hours C.4.

STATEMENT OF WORK

C.4.1.

Initial Deficiency List (IDL) C.4.1.1.

Investigation of Existing Conditions C.4.1.2.

Price Proposal C.4.1.3.

Correction of Existing Deficiencies C.4.1.4.

Items not Identified on the Initial Deficiency List C.4.2.

Use of CMMS C.4.3.

GEMnet Program C.4.4.

System Performance Standards C.4.5.

On-Site Staff C.4.6.

Buildings Operations C.4.6.1.

General C.4.6.2.

Tenant Environment C.4.6.3.

Posting Operating Instructions C.4.6.4.

Tours C.4.6.4.1.

General C.4.6.5.

Operating Logs and Tour Check Sheets C.4.6.5.1.

Tour Frequencies C.4.6.5.2.

Leak Testing C.4.6.6.

Energy and Utilities Management C.4.6.6.1.

Weekend/Holiday Overtime Utilities C.4.6.6.2.

Energy Conservation C.4.6.6.3.

Demand Response Programs C.4.6.7.

Safety and Environmental Management - Special Requirements C.4.6.7.1.

Refrigerant Control and Certification C.4.6.7.2.

Refrigerant Monitor Testing C.4.6.7.3.

AQMD Operating Permits C.4.6.7.4.

Underground Storage Tanks C.4.6.7.5.

Boiler and Pressure Vessel Operation and Inspection Standards C.4.6.7.6.

Fire Alarm Central Station Monitoring C.4.6.7.7.

Confined Spaces C.4.6.7.8.

Asbestos Management C.4.6.7.9.

Hazardous Materials C.4.6.7.10.

Fire Protection C.4.6.7.11.

Forklift and Man Lifts C.4.6.8.

Control Systems C.4.6.9.

BAS Alarm Response C.4.6.10.

Water Treatment C.4.6.10.1.

General C.4.6.10.2.

Tolerances C.4.6.10.3.

Initial Report and Development of Program.

C.4.6.10.4.

Corrosion Monitoring C.4.6.10.5.

Water Treatment Monitoring C.4.6.10.5.1.

Monthly Testing (Lab Analysis) C.4.6.11.

Oil Analysis and Oil Changes C.4.6.11.1.

Initial Oil Analysis C.4.6.11.2.

Periodic Oil Analysis C.4.6.11.3.

Oil Changes C.4.6.12.

Basement Trash Room Upkeep C.4.7.

Maintenance C.4.7.1.

General C.4.7.2.

Application of Diagnostic Software C.4.7.3.

Preventive Maintenance (PM) Standard C.4.7.4.

Submittal of Proposed Maintenance Program C.4.7.5.

Special Maintenance Requirements C.4.7.5.1.

Backflow Prevention Devices C.4.7.5.2.

Drain Traps C.4.7.5.3.

Landscape Irrigation Systems C.4.7.5.4.

Electrical Inspection, Testing and Maintenance C.4.7.5.5.

Thermographic Scanning of Electrical Equipment C.4.7.5.6.

Emergency Generator Maintenance C.4.7.5.7.

Labeling of Electrical Circuits C.4.7.5.8.

Lubricants, Preservatives, and Cleaning Materials C.4.7.5.9.

Pump Alignment C.4.7.5.10.

Recalibration of Gauges, Pneumatic Systems and Electronic Sensors C.4.7.5.11.

Terminal Boxes C.4.7.5.12.

Lamps and Ballasts C.4.7.5.13.

Window-Washing Equipment C.4.7.5.14.

Forklift and Manlift Equipment C.4.8.

Architectural and Structural Maintenance and Repairs C.4.8.1.

General C.4.8.2.

Locksmith Services C.4.8.3.

Maintenance Painting C.4.8.4.

Doors and Ramps C.4.8.5.

Interior Signage and Directories C.4.8.6.

Roof Inspections C.4.8.7.

Equipment Associated with Elevator Systems C.4.9.

Service Calls and Repairs C.4.9.1.

General C.4.9.2.

Service Call and Repair Records C.4.9.3.

Emergency Callback C.4.9.4.

Service Calls C.4.9.4.1.

General C.4.9.5.

Repairs C.4.9.5.1.

General C.4.9.5.2.

Minor Repairs C.4.9.5.3.

Reimbursable Repairs C.4.9.5.3.1.

Approval of Work C.4.9.5.3.2.

Invoicing C.4.9.5.3.3.

Ordering Repairs from Outside Source C.4.9.5.4.

Force Majeure C.4.9.5.5.

Warranties C.4.10.

Service Call Desk C.5.

UTILITY HOURS

C.6.

Additional Services [indefinite quantity provisions] C.6.1.

General C.6.2.

Price Proposal for Additional Services Work C.6.3.

Pricing C.6.3.1.

Parts and Materials C.6.3.2.

Labor C.6.3.3.

Subcontracts C.6.4.

Cost Documentation C.6.5.

Competitive Bids C.6.6.

Method of Ordering and Invoicing C.7.

GENERAL AND ADMINISTRATIVE REQUIREMENTS

C.7.1.1.

Purpose C.7.1.2.

Components of the Building Operating Plan C.7.1.3.

Existing Building Operating Plan C.7.1.4.

Format of the Building Operating Plan C.7.1.5.

Revisions/Updates to the Building Operating Plan C.7.2.

Equipment Inventory C.7.3.

Formal Quality Control Program C.7.4.

: Disruptions to Tenants or Building Service C.7.4.1.

Disabling Major Equipment C.7.4.2.

Impact on Fire Protection Systems C.7.4.3.

Disruptive or Hazardous Tools C.7.4.4.

Delivery and Storage C.7.5.

Quality of Work/Matching to Existing Finishes C.7.6.

Contractor Furnished Supplies, Materials and Equipment C.7.6.1.

General C.7.6.2.

Telephone C.7.6.3.

Furniture and Furnishings C.7.6.4.

Computer Equipment C.7.7.

Government Furnished Property C.7.7.1.

General C.7.7.2.

Office, Workshop, Storage Space, and Machine Rooms C.7.7.2.1.

General C.7.7.2.2.

DSL Service C.7.7.2.3.

Upkeep of Machine Rooms and Storage Areas C.7.7.2.3.1.

General C.7.7.2.3.2.

Painting C.7.8.

Compliance With Federal, State and Local Codes C.7.9.

Review of Design Documents C.7.10.

Document Preparation and Conference Center Services H.1.

SECURITY REQUIREMENTS AND PERSONAL IDENTITY VERIFICATION PROCEDURES (NON-CLASSIFIED CONTRACT) H.1.1.

General H.1.2.

Homeland Security Presidential Directive (HSPD)-12 H.1.3.

Personal Verification of Contractor Personnel H.1.4.

GSAM 552.237-71 Qualifications of Employees (May 1989) H.1.5.

Required Information Submissions H.1.6.

General Description of the Clearance Process H.1.6.1.

Name Check and Fingerprint Check H.1.7.

Tenant Agency Security Requirements H.2.

IDENTIFICATION CREDENTIAL

H.3.

ESCORT REQUIREMENTS

H.4.

STANDARDS OF CONDUCT

H.5

REMOVAL FROM CONTRACT WORK

H.6.

SENSITIVE BUT UNCLASSIFIED (SBU) BUILDING INFORMATION

Factor 1 - Experience Factor 2 - Management and Personnel Resources

B. THE SCHEDULE

B.1. DESCRIPTION OF SERVICES

The Contractor shall provide all management, supervision, labor, materials, supplies, and equipment (except as otherwise described herein), and shall plan, schedule, coordinate and assure effective performance of Operations, Maintenance and Repair (OM&R) services of facilities, structures, equipment and systems described herein.

B.2. OPTION periods

Offerors are cautioned that any offer may be rejected as non-responsive if it is materially unbalanced as to prices for the options and the initial contract period. An offer is unbalanced when it is based on prices that are significantly less than cost for some work and prices that are significantly overstated for other work.

B.3. service contract act assumptions

Offerors shall price the contract by assuming the minimum hourly wages and fringe benefits established by the Administrator, Wage and Hour Division, U.S. Department of Labor, for the initial period of performance will apply to the entire performance period of the contract. The minimum wage rates and fringe benefits applicable to the initial period of performance are outlined in the incorporated wage determination.

Contract price(s) will be adjusted upward or downward effective on each anniversary date of the contract in accordance with the clause contained in Part II, Section I, FAR 52.222-43, FAIR LABOR STANDARDS ACT AND SERVICE CONTRACT ACT - PRICE ADJUSTMENT (MULTIPLE YEAR AND OPTION CONTRACTS) (NOV 2006), with the incorporation of an updated wage determination.

B.4. ORDERING LIMITATIONS

The annual maximum ordering limitation for Additional Services and Reimbursable Repairs is $1,000,000.00.

The maximum limitation per order for Additional Services and Reimbursable Repairs is the simplified acquisition threshold (see FAR Part 13).

The price of the Basic Services of this contract serves in place of an annual minimum ordering limitation.

B.5. Automatic Price Adjustment for Minor Inventory Changes

B.5.1. Inventory Changes

If changes are made in the inventory of equipment requiring preventive (scheduled) maintenance during the period of performance of the contract (including option periods), the contract price shall be automatically adjusted as follows, using the then current edition of the "Preventive Maintenance" section of R.S. Means' Means Facilities Maintenance & Repair Cost Data:

(1) For each item added or deleted, multiply the annualized man-hours standard for the most comparable item in the book by the appropriate hourly rates in the Price Schedule.

(2) To the value determined in (1) above, add the annualized material bare cost for the same item in the book.

(3) This process should be conducted for each item of equipment added or deleted. Deletions shall be treated as negative numbers.

(4) The summation of item values determined by steps (1) through (3) above shall produce the total change in contract price. This may be positive or negative.

This adjustment only applies to actual physical changes in building equipment during the term of the contract. Errors in inventory or assessment of the facility by the contractor when developing the contractor's offer are the responsibility of the Contractor and shall not result in price adjustment.

This adjustment constitutes the sole adjustment to price for the change in building equipment. No additional adjustment will be permitted for operation, tours, repairs, etc. New equipment is to be operated, maintained and repaired as described herein as required for equipment present at the commencement of contract performance.

If Means Facilities Maintenance and Repair Cost Data does not include certain items, changes in inventory quantities of these items shall be subject to an adjustment, using, in order of precedence:

1. if work has been or will be subcontracted, actual subcontractor cost without markup;

2. if equipment is included in the Public Buildings Maintenance Guides and Time Standards, then the estimated hours for maintenance found in this guide multiplied by the appropriate hourly rate found in the Price Schedule.

3. the parties best estimate of the direct cost of maintenance only.

Where a portion of a building will be vacant for some period of time GSA

B.5.2. Cumulative Adjustment

If cumulative price changes result in a net change in contract price per month of +10%, or -10 this process will not be used for further changes. In this event, the contract will be subject to a negotiated equitable adjustment for all further changes.

B.6. price adjustment for equipment upgrades

If GSA funds upgrades to Controls or equipment, the contract price is subject to a negotiated price reduction to reflect the decrease in operations and maintenance costs reasonably expected from the improvements.

B.7. responsibility for assessing the facility

The contractor, at the time the contractor is developing an offer in anticipation of a contract, is responsible for assessing the facility equipment inventory, condition of equipment and systems, and effort needed to operate and maintain the equipment and systems. The contractor is afforded some additional protection from repairs liability under the initial deficiency list provisions herein, but is otherwise responsible for assessing the cost and effort needed to meet contract requirements. Equipment inventory and maintenance records provided for the review of offerors are provided in good faith for informational purposes, but usually contain some errors. Contract price will not be adjusted on the basis of errors in records reviewed by the contractor when preparing the offer.

B.8. PRICE SCHEDULE

Each line item below includes all labor, materials, equipment, tools, supervision and management support to accomplish the relevant tasks in accordance with the specification. All proposed prices should be for the unit indicated.

The period of Performance of the contract shall be for 2 years with Four Two-Year Options

NOTES:

1. Overtime hourly rates shall be applied for Additional Services and Reimbursable repairs work required to be performed after the Normal Working Hours of the buildings if such work is able to be scheduled in advance.

2. Emergency callback hourly rates shall be applied when a technician must be called in outside of Normal Working Hours, without advance scheduling, to perform Additional Services or Reimbursable Repairs. The minimum hours per incident is four (4) hours (i.e., the Contactor may charge for a minimum of four hours regardless of the number of hours actually required). GSA may request additional non-emergency work to be done during the same site visit to make use of the four hours.

3. The Standard Coefficient is the markup to be applied to the Contractor's actual cost of subcontract work or reimbursable parts and materials (as documented by invoice) for Additional Services work, and for determining the cost of Repairs. The Standard Coefficient applied to the base year of the contract shall also apply to all option years.

4. Lines marked IQ are indefinite quantity line items. These rates only apply to work which is reimbursable, i.e., either Additional Services or for Reimbursable Repairs.

5. Hourly trades rates are proposed only once. These rates may, in the event of wage determination rate increases, be escalated in accordance with FAR 52-222.43. The Alerton BAS engineer/programmer, trades supervisor and professional engineer rates are escalated by the annual escalation indicated each year following the base year, and are not subject to adjustment based on the wage determination. These rates are to be applied only to direct effort (e.g., on site direct supervision of an additional services or reimbursable repairs order, project management or construction management, etc.) and not to overhead involved in managing the contract.

6. This is an option which may be exercised at the discretion of GSA either at commencement of the contract, or at any time during the term of the contract with 30 days written notice. If exercised, the option may be removed from the scope of the contract with 30 days notice at any time during the term of the contract.

7. Offerors must provide with their proposal a price breakdown, itemizing (1) classification, salary and benefit cost, and estimated working hours per year of dedicated on-site staff; (2) classification, salary and benefits, and number of hours estimated to be spent supporting this contract of outside support personnel; (3) itemized subcontractor costs; (4) itemized materials costs; (5) overhead and profit rates; (6) 400 hours of professional services described under Utility Hours, and (7) any other cost elements needed to explain the total price.

8. Provide a separate price for work itemized under Appendix B, column "Visual & Mechanical & Electrical" of the NETA Maintenance Testing Specifications. This price should not be included in the CLIN 0001 price. All other electrical work should be included in the CLIN 0001 price.

C. PERFORMANCE WORK STATEMENT

C.1. GENERAL SCOPE OF WORK

The Contractor shall provide Operations, Maintenance and Repair services for the

Phillip Burton Federal Building & U S Courthouse

450 Golden Gate Avenue

San Francisco, California 94102 to include the following (as defined herein):

1) Electrical systems;

2) Mechanical systems and equipment;

3) Fire Protection systems and equipment;

4) Control Systems controlling all systems which themselves are within the scope;

5) Architectural and Structural systems, fixtures, structures and equipment within the government owned site;

6) Service call desk operations, to include record keeping using the computerized maintenance management system;

7) Maintenance of Landscape Irrigation Systems;

8) Mechanical equipment for window-washing (wall glider, tracks, and associated equipment);

9) Maintenance and proper use of Forklift and Manlift.

10) Electrical Testing, Inspection and Maintenance.

Additional Services may be ordered at the discretion of GSA for work relating to the OM&R or upgrade of the covered facilities, but not covered in the Basic Services of the contract, as described herein.

Additional equipment or facilities within the control of the same GSA Field Office may be added to the contract scope through negotiation at any time during the term of the contract.

Excluded from the scope are:

1) Elevator/vertical transportation systems

2) Security Systems;

3) Telecommunication Systems;

4) Equipment owned and operated by tenant agencies;

5) Furnishings (not installed as fixtures);

6) Paper dispensing equipment in restrooms;

7) Equipment owned by servicing public utilities;

8) Upgrade of software or software licenses (to include BAS and CMMS).

C.2. REFERENCES

The following publications are incorporated by reference, as setting quality, performance and design standards for work required herein. Unless a specific date is provided, references are for the version in published at the time of issue of the solicitation, to include any addenda or errata published by the publishing organization.

1) Public Buildings Maintenance Guides and Time Standards GSA-PM, January 1995;

2) Facilities Standards for the Public Buildings Service (PBS P100);

3) U.S. Courts Design Guide;

4) SMACNA HVAC Systems Testing, Adjusting & Balancing;

5) ASHRAE Guideline 1HVAC Commissioning Process;

6) ASHRAE Guideline 4 Preparation of Operating and Maintenance Documentation for Building Systems;

7) ANSI/ASHRAE Standard 15 Safety Code for Mechanical Refrigeration;

8) ANSI/ASHRAE Standard 34 Number Designation and Safety Classification of Refrigerants;

9) ANSI/ASHRAE Standard 55, Thermal Environmental Conditions for Human Occupancy (with addenda and interpretations through 12/31/96);

10) ANSI/ASHRAE Standard 62, Ventilation for Acceptable Indoor Air Quality;

11) ANSI/ASHRAE Standard 100, Energy Conservation in Existing Buildings-Commercial;

12) ANSI/ASHRAE Standard 111, Practices for Measurement, Testing, Adjusting, and Balancing of Building Heating, Ventilation, Air-Conditioning, and Refrigeration Systems;

13) ASME Boiler and Pressure Vessel Code ;

14) ASME CSD-1 Control and Safety Devices of Automatically Fired Boilers;

15) National Board Inspection Code

16) CSI MasterFormat (1995 edition)

17) NETA Maintenance Testing Specification for Electrical Power Distribution Equipment and Systems;

18) NFPA 70B Recommended Practice for Electrical Equipment Maintenance;

19) DOE/EE-0157 International Performance Measurement and Verification Protocol ;

20) R.S. Means Facilities Maintenance and Repair Cost Data;

21) R.S.Means Facilities Construction Cost Data.

22) National Electrical Code;

23) International Building Code;

24) International Fire Code;

25) International Plumbing Code;

26) International Mechanical Code;

27) National Fire Protection Association (NFPA) Standards and Codes.

C.3. definitions

Key terms are defined as follows:

C.3.1. Acceptance

"Acceptance" means an authorized representative of GSA has inspected and agreed that the work meets all requirements of this contract, to include documentation requirements.

C.3.2. Approval

"Approval" means GSA has reviewed submittals, deliverables, or administrative documents (e.g., insurance certificates, installation schedules, planned utility interruptions, etc.) and has determined the documents conform to contract or contract requirements. Government Approval shall not relieve the Contractor from responsibility for complying with contract requirements.

C.3.3. Architectural and Structural

All building systems customarily included in CSI Divisions 2,3,4,5,6,7,8,9,10,13, to include building core and shell, building improvements and finishes, and exterior site improvements (e.g., paving, walkways, exterior lighting, etc.), but excluding equipment owned and operated by tenant agencies or concessions contractors unless indicated otherwise.

C.3.4. Basic Services

The Basic Services of the contract consist of the recurring contract requirements for which the Contractor is paid through monthly payments, i.e., the requirements established by the contract statement of work and related general and administrative requirements. 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.3.5. Building Automation System (BAS)

The 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.3.6. Building Operating Plan

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.3.7. Computerized Maintenance Management System (CMMS)

A CMMS is a database and application software package which automates the OM&R recordkeeping requirements. As used in this specification, CMMS refers to GSA provided CMMS.

C.3.8. Consumable

Consumable parts or components are parts or components which customarily require regular replacement in a maintenance program, prior to equipment failure. Examples are oil, grease, belts, filters, ballasts, and lamps.

C.3.9. Contractor

"Contractor" as used herein refers to the firm awarded this contract.

C.3.10. Controls/Control System

A Control System is any low voltage control, communication and monitoring system, including but not limited to device, field and global controllers; instrumentation; networking infrastructure; computers and peripherals; software; programming; database files; and licenses. Examples are the BAS, and lighting control systems. Fire protection systems and security systems are excluded from this definition for purposes of this Contract, and are defined separately.

C.3.11. Electrical

All building and site systems of the types generally included in Division 16 in R.S. Means Facilities Construction Cost Data, with the exception of Control Systems, Telecommunication Systems, Security Systems, and equipment owned by a servicing public utility.

C.3.12. Elevator

All building systems of the types generally included in Division 14 in R.S. Means Facilities Construction Cost Data, but not including supporting Electrical and HVAC equipment.

C.3.13. Emergency Callback

A Service Call or other request for service placed outside of Normal Working Hours, and of such a nature that response cannot wait for the resumption of Normal Working Hours.

C.3.14. Fire Protection Systems

Systems and equipment installed in the building for the purposes of detecting fires or heat or smoke, alarming occupants of possible fire, activating certain emergency responses in other systems and equipment (e.g., Elevator recall, stairwell pressurization), and suppressing fires. These systems include Electrical, Mechanical and Controls components.

C.3.15. Furnishings

All equipment of the types generally included in Division 11 and 12 in R.S. Means Facilities Construction Cost Data.

C.3.16. Heating, Ventilation and Air-Conditioning (HVAC)

HVAC includes all systems with the function of providing ventilation or temperature control to building spaces. HVAC equipment is a subset of Mechanical, Electrical and Controls equipment and systems, and intersects the definitions of each of these.

C.3.17. HVAC Operations Manual

The HVAC Operations Manual is a manual prepared by GSA (or a consultant to GSA) providing a description of the functioning of a building’s HVAC systems and establishing performance standards for these systems.

C.3.18. Landscape Irrigation Systems

Landscape Irrigation Systems include all piping, tubing, hoses, sprinkler heads, valves, sensors and controllers used to water vegetation.

C.3.19. Mechanical

All building and site systems of the types generally included in Division 15 in R.S. Means Facilities Construction Cost Data, with the exception of equipment owned by a servicing public utility.

C.3.20. Monthly Progress Report

The Monthly Progress Report is a report due monthly itemizing all current incomplete work (e.g., incomplete preventive maintenance, incomplete repairs), summarizing work completed during the month, and itemizing issues under investigation.

C.3.21. Normal Working Hours

Normal Working Hours are8:00 a.m. -4:30 p.m., excluding weekends and federal holidays.

C.3.22. Operational Efficiency Upgrade

A systems upgrade project carried out by the Contractor, with Government approval, for purposes of improving the operational efficiency of the facility.

C.3.23. Operations

Operations is the continual process of using building equipment systems to accomplish their function. Operations includes analysis of requirements and systems capabilities, programming and operating Controls and Control Systems, responding to Service Calls, Touring and observing equipment performance and condition, adjusting equipment, identifying needed maintenance and Repairs to equipment, and maintaining lubrication and chemical treatments.

C.3.24. 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.3.25. Preventive Maintenance

Preventive Maintenance is a program of maintenance activities performed on a fixed schedule, or on equipment runtimes.

C.3.26. 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. A "Minor Repair" is a repair that is the Contractor's responsibility with no reimbursement from GSA. A "Reimbursable Repair" is a repair that is reimbursable to the Contractor, in whole or in part, in accordance with provisions herein.

C.3.27. Security Systems

Security Systems include:

(1) systems to detect intrusion into the building or areas of the building, including sensors and camera systems; and,

(2) access control systems, such as automatic card readers for building, room or parking lot access

(3) magnetometers and associated equipment for screening persons entering the building(s).

C.3.28. Sequence of Operations

The control logic to operate a system, normally put into effect through a control program.

C.3.29. Service Call

A Service Call is a response to a tenant or agency complaint, or a response to an observation that some equipment, system or material covered by the contract is inoperable, dysfunctional or deteriorated, or that performance standards of the contract are not being met. Service Call 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 Call. Service Calls may be generated automatically from interfaces to BAS or diagnostic software.

C.3.30. Task Order

A Task Order is an order for Additional Services or Reimbursable Repairs under this contract.

C.3.31. Telecommunication Systems

Telecommunication Systems include building telephone systems, and specialized agency communication systems, but excluding the communication subsystems of other systems defined separately herein.

C.3.32. Tour

A Tour is either scheduled visits to equipment rooms and installations by operating personnel for the purpose of assuring that equipment is running properly, that equipment rooms are in good order and without safety hazards, and to make any necessary adjustments to operating Controls or to lubricate equipment, or some combination of such physical visits with automated monitoring of equipment and systems.

C.3.33. Utility Hours

Utility Hours are hours of labor and associated Consumable materials which are performed at the request of the COR at no additional cost to GSA. They must be for work involving skills necessary for the day to day work under this Contract.

C.4. STATEMENT OF WORK

C.4.1. Initial Deficiency List (IDL)

C.4.1.1. Investigation of Existing Conditions

The Contractor is responsible for investigating the condition of equipment and systems during the Startup Phase. The Contractor shall advise the COR of inspections to be performed in the course of this investigation, and invite the COR to attend such inspections. The Contractor shall notify the COR of any lack of cooperation by the incumbent contractor in carrying out this function.

When the Contract nears completion or is otherwise pending termination, the Contractor is responsible for cooperating with the successor Contractor performing IDL investigation prior, to include providing access to all areas, providing access to records, answering questions and directing all employees to answer all questions honestly and completely.

C.4.1.2. Price Proposal

The Contractor shall submit prices proposals for Repairs of items on the IDL as part of the IDL report, and agree to maintain validity of said costs for a period of not less than sixty (60) calendar days. These prices shall normally be submitted with the existing deficiency report, although the CO or COR may grant an extension if pricing is particularly complex. Price proposals for Repair of existing deficiencies shall follow the pricing guidelines established for Additional Services. The Government reserves the right to order any or all existing deficiency corrections from an outside source.

If the Contractor is unable to complete pricing IDL items on time, an extension should be requested from the COR. Such extension will not be unreasonably withheld if the Contractor is diligently attempting to obtain price verification from appropriate sources.

C.4.1.3. Correction of Existing Deficiencies

Regardless of the IDL, the Contractor shall be responsible for making adjustments or corrections that fall within the scope of routine (preventive) maintenance required by this contract at no further cost to GSA. This includes but is not limited to making adjustments to Controls, adjusting the BAS software , applying lubricants, cleaning fan housings, fans, coils, dampers, AHU sections, equipment rooms and replacing Consumable components. The CO or COR will review the report and shall determine if any existing deficiencies noted in the report are within the scope of routine (preventive) maintenance, and shall notify the Contractor of this determination. Such items will be deleted from the deficiency list; the Contractor shall correct such items at no additional cost to GSA within 90 calendar days of completion of the Startup Phase of the Contract. The Contractor has the right to dispute any such determinations in accordance with the Disputes clause of this Contract. The COR may correct remaining items on the deficiency list by any of these methods:

1. order the work to be performed by the Contractor under the Additional Services provisions of the contract;

2. defer Repairs, if the deficiency is not critical;

3. have Repairs made by a third party.

C.4.1.4. Items not Identified on the Initial Deficiency List

Pre-existing conditions not identified on the IDL will be considered the Contractor's responsibility under the Minor Repairs or Reimbursable Repairs provisions herein, as applicable.

C.4.2. Use of CMMS

The designated CMMS shall be used for administrative control of building Operations, Maintenance and Repair functions, to include equipment inventory; equipment history, maintenance and repair cost history; and Service Call and Repair tracking. The database itself will be maintained centrally by GSA; the Contractor is responsible for maintaining records within the CMMS pertaining to work within the scope of this contract.

All work performed under this contract must be recorded in the form of work orders, following GSA guidance. Time and costs must be recorded within all work orders. Work orders must be linked to equipment whenever appropriate (e.g., whenever the work is associated with a discrete item of equipment or system). Descriptive remarks must be entered describing conditions noted, repairs made, or otherwise describing resolution of the issue.

C.4.3. GEMnet Program

The GSA Energy and Maintenance Network (GEMnet) is a system established by the GSA Pacific Rim Region, composed of a software and hardware backbone system and organization elements (contract and government staffed), to carry out a number of support functions, including:

1) Consistent central management of energy, maintenance, operations, and repairs data;

2) Quality Assurance of Contractor performance, including but not limited to M&V of systems performance;

3) Assistance to building managers and OM&R contractors in operating facilities efficiently, including but not limited to the application of diagnostic algorithms to systems data and monitoring of BAS alarms and other data;

4) Assistance in upgrading facilities;

5) Assistance in utilities management

6) Develop interfaces between the CMMS and data obtained from other systems, such as BAS and diagnostic software output.

The Contractor shall fully cooperate with GEMnet data management and communications efforts in support of each of these functions.

C.4.4. System Performance Standards

An HVAC Operations Manual has been developed that contains performance standards for certain building equipment and systems. This will be furnished on request. The Contractor shall maintain equipment systems so as to maintain these performance standards during the term of the contract, to include option periods. The Government may utilize Measurement and Verification procedures as quality assurance measures to assure that the Contractor is maintaining such performance standards. The CO or COR may permit an authorized deviation from the performance standards if there are circumstances which would reasonably excuse the Contractor. Failure to achieve the performance standards may result in performance deductions under the Adjusting Payments clause.

The Government may modify the HVAC Operations Manual during the performance period of the Contract. The Contractor shall maintain equipment systems so as to maintain the modified performance standards at no additional cost so long as GSA reasonably demonstrates that the modified standards are obtainable with the building’s systems at the time of modification.

If an HVAC Operations Manual is developed, GSA may modify such HVAC Operations Manual during the performance period of the Contract.

C.4.5. On-Site Staff

The Contractor shall keep at least one qualified technician on site during Normal Working Hours, with the exception of lunch and other brief breaks. The on-site technician, or the on-site supervisor when multiple technicians are present, shall maintain some form communication access (pager, cellular telephone, etc.) to allow contact by GSA at all times during the hours indicated above, and shall have reasonable English communication skills. The on-site technician(s) must have sufficient skills to perform immediate response to a variety of service calls involving multiple trades.

This requirement pertains only to maintaining a minimal presence for communications and emergency response, and does not imply that one technician is adequate staffing. Additional staffing levels must be set by the Contractor in accordance with the requirements of the facility and the Contract. The Government will not direct staffing levels beyond the one technician, but an observation of apparently insufficient staffing may lead to increased quality assurance scrutiny of the Contractor’s operations.

C.4.6. Buildings Operations

C.4.6.1. General

The Contractor shall provide building Operations services of all systems covered by this contract, so as to maintain utilities services and environmental conditioning to tenants during Normal Working Hours, and at other times as described herein; so as to preserve the asset value of the facility and its systems; and so as to otherwise minimize operating costs to GSA without compromising these other objectives or other contract requirements.

Specific requirements identified herein are not a comprehensive list of tasks that may be necessary to meet the general requirement, and shall not be interpreted as exclusionary. Requirements below are not applicable if the pertinent equipment or systems is excluded from the scope of the contract.

C.4.6.2. Tenant Environment

ANSI/ASHRAE Standards 55 and 62 (with addenda) establish temperature, and ventilation standards; the COR may direct changes to these standards to ensure tenant comfort.

The COR shall indicate temperature settings for domestic hot water.

Lighting levels shall be adjusted under the guidance of the COR. Target lighting levels are established by the PBS P100; however, light quality, specific tenant requirements and other individual factors impact requirements.

The COR shall direct any special conditioning requirements (e.g., computer rooms).

Environmental standards must be maintained throughout Normal Working Hours; equipment startup must be early enough to fully attain environmental conditions at the beginning of Normal Working Hours.

If building design does not permit operation to current standards, the Contractor must maintain standards as close to the current standards as possible given the existing equipment of the building.

C.4.6.3. Posting Operating Instructions

Equipment operating instructions and tour inspection checklists will be posted in all mechanical rooms, as applicable to equipment in the given room. For major mechanical rooms this may consist of a binder maintained in a conspicuous and accessible location. The operating instructions must correspond with operating instructions and sequence of operations descriptions in the Building Operating Plan, and also must correlate with sequences of operations actually programmed in the BAS.

C.4.6.4. Tours

C.4.6.4.1. General

The Contractor shall Tour major building equipment at set frequencies. The Tour program shall be described in the Building Operating Plan. Log sheets associated with major operating equipment shall be completed at the time of Tours. Such log sheets, at the commencement of contract performance, shall be completed established with design condition numbers (usually in the first column), for reference against actual readings at the time Tours are performed. Paper log sheets need not be used for equipment monitored and data logged by the BAS, if such monitoring and data logging provides a sufficient database of operating data to allow for analysis of trends in equipment performance and troubleshooting.

Tours will also be entered in the CMMS as work orders. The respective work order shall be completed immediately on completion of the Tour. All findings noted during the Tour shall be entered as remarks on the work order. All deficiencies noted shall be immediately entered as follow-on work orders of appropriate types.

C.4.6.5. Operating Logs and Tour Check Sheets

Operating logs shall be maintained for major equipment at the site of the equipment. Information recorded on the logs shall be adequate to track the operating hours and performance history of the equipment. Tour check sheets should be stationed at major points for building Tours (for example, air handler rooms). These must be checked when Tours are performed. Log forms, Tour check sheets and Operator Assignment sheets shall be incorporated into the Building Operating Plan.

There must either be separate tour check sheets for each frequency of inspection, or (preferably) different checklist columns on a standard tour check sheet for each frequency.

Automation of operating logs through use of BAS datalogging capabilities is encouraged; this eliminates the need for manual operating logs if the datalogs are used to generate reports showing the history and trends in equipment performance.

The system of operating logs and tour documentation shall be described in the Building Operating Plan.

C.4.6.5.1. Tour Frequencies

Minimum requirements where no BAS monitoring is available:

1. DAILY: Major HVAC equipment (when in operation) including boilers, chillers, cooling towers, pneumatic control air compressors, and air handler rooms. Fire alarm system control panels. Switchgear/primary Electrical equipment rooms.

2. WEEKLY: Distributed HVAC equipment (package units, external condensers, etc.). Pumps, motors, sewage ejectors.

3. TWICE-MONTHLY: Battery systems (UPS, generators, etc.).

4. MONTHLY: Transformers, secondary Electrical rooms.

If BAS monitoring and data logging is sufficient to monitor equipment status and performance, such monitoring and data logging may act as a partial substitute for physical tours. However, technicians shall always visit central plant areas daily, other major mechanical rooms (e.g., with large or multiple AHUs) daily, cooling towers daily, and other mechanical areas at least once per week regardless of remote monitoring ability.

C.4.6.5.2. Leak Testing

Leak testing for refrigerants and natural gas shall be performed in conjunction with tours not less frequently than weekly unless sensors and alarm systems are installed and are performing this function. Installed leakage alarm systems shall be tested not less than monthly using appropriate test media to test the functionality of the sensor as well as the functionality of the alarm system. This testing shall be incorporated into the preventive maintenance program.

C.4.6.6. Energy and Utilities Management

C.4.6.6.1. Weekend/Holiday Overtime Utilities

The Contractor may be required to provide HVAC service outside of Normal Working Hours. The Contractor shall provide this service at no additional cost to GSA unless GSA requires that a technician be present. If GSA does not require such presence, the Contractor is nonetheless responsible for providing the service, and for immediate on-site response, at no additional cost to GSA, in the event that an equipment failure occurs.

If GSA requires that a technician be present to provide overtime utilities service, the Contractor shall be reimbursed for the time required at the appropriate overtime rate in the Price Schedule.

C.4.6.6.2. Energy Conservation

The Contractor shall operate equipment and systems as efficiently as possible without compromising service to the tenants, to include making changes in operating sequences or Controls programming which would improve efficiency when such potential improvements are identified by either the Contractor or GSA. Failure to operate equipment prudently (e.g., unnecessarily setting demand peaks; operating equipment when not needed) may result in performance deductions under the Adjusting Payments clause.

C.4.6.6.3. Demand Response Programs

The Government may participate in any of the available demand response programs or critical peak pricing tariffs administered by utilities, State agencies or third-party administrators. If GSA participates in such a program and advises the Contractor of the requirements of such program, the Contractor shall cooperate fully in the implementation of the program.

The Contractor shall develop a curtailment program in consultation with GSA and subject to GSA approval. The Contractor shall implement all GSA-approved curtailment measures (which might typically include turning off unnecessary lighting, shutting down designated elevators, implementing temperature setback programs, etc.) immediately on notification of a curtailment. Failure to diligently manage systems in accordance with such programs may result in performance deductions under the Adjusting Payments clause for excess costs or loss of revenue to GSA.

C.4.6.7. Safety and Environmental Management - Special Requirements

C.4.6.7.1. Refrigerant Control and Certification

The Contractor shall control refrigerants and maintain records in accordance with EPA and air quality management district standards.

Refrigerant control logs (form furnished by GSA) shall be updated monthly, and a copy sent to the COR not later than the first working day of the next month. The Contractor shall also maintain a set of logs on site, and make this set of logs available to Government inspection.

Contractor employees who come into contact with refrigerants in the course of their duties shall be certified to handle such refrigerants. The Contractor shall submit a copy of such certification to the COR prior to any employee anticipated to handle refrigerants begins duties that might involve handling refrigerants.

In the event of fines or penalties levied by the EPA or an Air Quality Management District (AQMD), the Contractor may be charged the cost as a performance deduction under the Adjusting Payments clause.

C.4.6.7.2. Refrigerant Monitor Testing

Chiller room refrigerant monitors and any associated purge ventilation system shall be tested not less frequently than annually.

C.4.6.7.3. AQMD Operating Permits

The Contractor shall be familiar with the requirements of the local AQMD, and shall be responsible for obtaining operating permits for boilers, generators and other emissions producing equipment regulated by the district. In the event of fines or penalties levied by an AQMD, the Contractor may be charged the cost as a performance deduction under the Adjusting Payments clause.

The Building Operating Plan must describe the specific local AQMD rules that apply to equipment in the building, and summarize the requirements that must be met. It must state which equipment requires permits or notifications.

C.4.6.7.4. Underground Storage Tanks

Maintenance guides for underground storage tanks shall be supplemented so as to meet any EPA, state or local requirements for monitoring and maintenance. See attached Code ( California Code of Regulations, Title 23, Division 3, Chapter 16 Section 2715(a)-(f) C.4.6.7.5. Boiler and Pressure Vessel Operation and Inspection Standards

Boiler operation and inspections shall be in accordance with:

(1) 1998 ASME Boiler and Pressure Vessel Code;

(2) National Board Inspection Code;

(3) Environmental Protection Agency and local air quality management district requirements.

Boiler inspections shall include internal and external (operating) inspections and tests described in Chapter 2 “Inspection of Boiler and Pressure Vessels” of NBIC. The Contractor shall require the inspector to complete GSA Form 349 (Inspection Report of Boiler) for each boiler inspected. The Contractor shall have unfired pressure vessels with design operating pressure in excess of 60 p.s.i. and having a capacity in excess of 15 gallons inspected annually. The Contractor shall complete GSA Form 350, (Inspection Report of Unfired Pressure Vessels) for each unfired pressure vessel inspected. A GSA Form 1034 (Certificate of Inspection) shall be completed and posted on or near the equipment. Inspections shall be made by inspectors certified by the National Board of Boiler and Pressure Vessel Inspectors, and must be employed by an independent firm specializing in boiler and unfired pressure vessel inspections.

C.4.6.7.6. Fire Alarm Central Station Monitoring

The Contractor shall maintain lines, transmitters and related equipment and materials, to connect to a UL approved Central Station for fire alarm monitoring, and shall procure such monitoring service.