O M Requirements - 300 NLA central plant.pdf

O&M REQUIREMENTS

Contents

GENERAL SCOPE OF WORK

DEFINITIONS

Acceptance Additional Services Approval Building Automation System (BAS) Plant Operating Plan Computerized Maintenance Management System (CMMS) Consumable Parts Contractor Controls and Control System Emergency Callback

ESPC

Existing Deficiency List Report Federal Holidays Indefinite Quantity Miscellaneous Work Normal Working Hours O&M Requirements Operations Predictive Maintenance Preventive Maintenance (Scheduled and Unscheduled) Quality Control Plan Repair Non-Reimbursable Repair Reimbursable Repair Sequence of Operations Service Request

REFERENCES

EXISTING DEFICIENCY INSPECTION/INITIAL DEFICIENCY LIST

PHASEOUT

PHASEOUT TRANSITION PERIOD

PUNCH LIST COMPLETION AND WITHHOLDING PAYMENT

GENERAL AND ADMINISTRATIVE REQUIREMENTS

QUALITY CONTROL PROGRAM

GENERAL

GOVERNMENT QUALITY ASSURANCE PROGRAM

PLANT OPERATING PLAN

PURPOSE

COMPONENTS OF THE PLANT OPERATING PLAN

EQUIPMENT INVENTORY

MONTHLY PROGRESS REPORTS

PERFOMANCE REVIEW MEETINGS

REVIEW OF DESIGN DOCUMENTS

BUILDING MANAGEMENT SUPPORT SERVICES

CONTINUITY OF OPERATIONS (COOP)

ENERGY CONSERVATION

SERVICE REQUESTS

GENERAL

EMERGENCY SERVICE REQUEST AND CALLBACK RESPONSE

ROUTINE SERVICE REQUEST RESPONSE

OVERTIME UTILITIES REQUESTS

DEMAND RESPONSE PROGRAMS

BAS ALARM RESPONSE

PROTECTION AND DAMAGE

KEY CONTROL

DISRUPTIVE ACTIVITIES

MAINTENANCE PROGRAM

GENERAL

APPLICATION OF DIAGNOSTIC SOFTWARE

CONTROL SYSTEMS

WATER TREATMENT

GENERAL

TOLERANCES

INITIAL REPORT AND DEVELOPMENT OF PROGRAM

CORROSION MONITORING

MONTHLY TESTING

TRIBOLOGY PROGRAM

PERIODIC OIL ANALYSIS

OIL AND REFRIGERANT ADDITIVES

REPAIRS

GENERAL

NON-REIMBURSABLE REPAIRS

REIMBURSABLE REPAIRS

REPAIR SHARED LIABILITY EXAMPLE:

INVOICING

ORDERING REPAIRS FROM OUTSIDE SOURCE

FORCE MAJEURE (UNCONTROLLABLE EVENTS)

WARRANTIES

SAFETY AND ENVIRONMENTAL MANAGEMENT

GENERAL

SCHEDULING AND RECORDKEEPING

REFRIGERANT CONTROL AND CERTIFICATION

AIR QUALITY MANAGEMENT DISTRICT (AQMD) OPERATING PERMITS

HAZARDOUS WASTE

FACILITY HAZARDS

WORKPLACE SAFETY

ELECTRICAL SAFETY

FALL PROTECTION

LOCKOUT/TAGOUT

CONFINED SPACES

ASBESTOS MANAGEMENT

HAZARDOUS MATERIALS

BOILER/PRESSURE VESSEL OPERATION AND INSPECTION STANDARDS

LABELING AND SIGNAGE

ADDITIONAL SERVICES

PRICING

PARTS AND MATERIALS

SUBCONTRACTS

COST DOCUMENTATION

COMPETITIVE BIDS

GENERAL SCOPE OF WORK

The Contractor must provide management, supervision, labor, materials, equipment, and supplies and shall be responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, and repair of equipment and systems in and associated with the central plant facilities at the Federal Building, 300 N. Los Angeles

Street (also serving the Roybal FB & USCH) to include the following:

1. Chiller plant, to include chillers, primary and secondary pumps, and all ancillary mechanical and control equipment.

2. Boiler plant, to include boilers, pumps and all ancillary mechanical and control equipment.

3. Electrical equipment serving central plant equipment, from switchgear and motor control center to the equipment.

4. Cooling towers, to include all ancillary mechanical, electrical and control equipment.

5. Condenser, chilled water and heating hot water piping and valves at 300 N. Los

Angeles Street. For Roybal, requirements are as far as the heat exchangers.

6. AHU coils, to include control valves, for 300 N. Los Angeles Street.

7. GSA will provide BAS software and servers, but Contractor is responsible for monitoring, adjusting and maintaining sequences of operation.

8. Water treatment for condenser water, chilled water and heating hot water systems.

The above equipment covered by the scope of these O&M Requirements may be referred to as “Covered Equipment” herein.

Additional Services may be ordered at the discretion of the Government for work relating to the operations, maintenance and repair or upgrade of the central plant and HVAC systems of the buildings in general, but not otherwise required under the terms of this contract.

DEFINITIONS

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.

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.

These services may be provided during or after normal working hours. The Contracting Officer

(CO) will issue a separate delivery order before work may proceed.

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.

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.

Plant Operating Plan

The “Plant 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.

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.

Consumable Parts

“Consumable parts” or components are parts or components that customarily require regular replacement rather than repair in a maintenance program and must be disposed of properly.

Examples include oil, grease, belts, filters, ballasts, lamps, etc.

Contractor

“Contractor” as used in this document refers to the firm awarded this contract.

Controls and 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, lighting control, and fire alarm systems. Gateway devices, routers, communication networks and other devices or infrastructure for communication to or from such systems are included in the definition.

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.

ESPC

As used herein “ESPC” means the specific energy savings performance contract which includes these O&M Requirements.

Existing Deficiency List Report

The “existing deficiency list report” or “existing deficiency list” is a list of deficiencies that may exist in Covered Equipment, as well as the Contractor's itemized price (including, but not limited to, labor, materials, overhead, and profit) for correcting each deficiency.

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.

Indefinite Quantity

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

Miscellaneous Work

“Miscellaneous work” is additional labor that is performed at the request of the Contracting

Officer’s Representative (COR) 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.

Normal Working Hours

“Normal working hours” is the hours of building operations under most circumstances when all services must be provided to all occupants. Normal working hours are 7:00 AM to 5:00 PM.

O&M Requirements

“O&M Requirements” are the requirements stated in this scope of work for the operation, maintenance and repair of the central plant and water-side equipment serving the 300 N. Los

Angeles Street and Roybal facilities. It is one component of the ESPC contract. Requirements within the O&M Requirements document apply only to such operation, maintenance and repair requirements, and do not apply otherwise to the ESPC contract.

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.

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.

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.

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.

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.

Non-Reimbursable Repair

A “Non-Reimbursable Repair” is a repair that is the Contractor’s responsibility with no additional reimbursement from the Government, as described herein.

Reimbursable Repair

A “Reimbursable Repair” is a repair that is reimbursable to the Contractor, in whole or in part, as described herein.

Sequence of Operations

A “sequence of operations” is the control logic used to operate a system normally put into effect through a control program.

Service Request

A “service request” is a response to a GSA, tenant, or agency request or a response to an observation that some Covered Equipment is inoperable, dysfunctional, deteriorated, or not within normal operating parameters, or that performance standards of the contract are not being met. Service request response involves analysis of the problem and adjustment of operating or monitoring controls or other immediate corrective action. A requirement to perform a repair may result from the analysis stage of a service request. Service requests may be generated automatically from interfaces to BAS or diagnostic software.

REFERENCES

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

Maintenance Standards, which will be provided by the Government at no charge as an electronic document.

Public Buildings Maintenance Standards (June 2012 DRAFT)

Facilities Standards for the Public Buildings Service (PBS P100)

SMACNA Sheet Metal and Air Conditioning Contractors National Association HVAC

Systems Testing, Adjusting & Balancing

AHERA Asbestos Hazard Emergency Response Act

ASHRAE Guideline 4 Preparation of Operating and Maintenance Documentation for

Building Systems

ANSI/ASHRAE Standard 15 Safety Code for Mechanical Refrigeration

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

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

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

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

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

ASME Boiler and Pressure Vessel Code

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

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

OSHA 29 CFR 1910 and 29 CFR1926

International Building Code International Fire Code

International Plumbing Code

International Mechanical Code

NETA Maintenance Testing Specification for Electrical Power Distribution Equipment and

Systems

NFPA 70, National Electrical Code (NEC)

NFPA 70E,Standard for Electrical Safety in the Workplace

NFPA 85, Boiler and Combustible Systems Hazards Code

NFPA 101, Life Safety Code

NICET National Institute for Certification in Engineering Technologies publications and issuances

NIOSH National Institute for Safety and Health publications and issuances

Regulations issued by the South Coast Air Quality Management District

EXISTING DEFICIENCY INSPECTION/INITIAL DEFICIENCY LIST

The Contractor and the COR or designee must make a complete and systematic initial inspection together during the startup or transition phase of the contract that will include all systems included in the scope of these O&M Requirements. The purpose of this inspection shall be to discover and list in an existing deficiency list report all deficiencies that may exist in the

Covered Equipment, as well as the Contractor's itemized price (including, but not limited to labor, materials, overhead, and profit) for correcting each deficiency. The Government may elect to have all or any part of this work performed by the Contractor (at the price or prices quoted), by Government employees, or by other contractors. The existing deficiency list report must not include any items that would be replaced, repaired, or adjusted during the performance of normal preventive maintenance.

The Contractor shall be responsible for making immediate adjustments or corrections that fall within the scope of routine preventive maintenance required by this contract at no additional cost to the Government. This includes but is not limited to making adjustments to controls; adjusting the BAS software, e.g., correcting set points; reloading programs; restoring equipment being operated manually to automatic operation (this does not include changing established sequences of operation or programming sequences); applying lubricants; cleaning fan housings, fans, coils, dampers, air handling unit (AHU) sections, and equipment rooms and replacing consumable parts or components.

The Contractor must submit an initial deficiency list report not later than 15 working days after award of the contract to the COR or designee. Any dispute between the Government and the

Contractor as to classification of initial deficiency list report items will be resolved under the

Disputes Clause in this document. The Contractor’s itemized estimates for correcting each deficiency must remain in effect for 180 days after submission of the initial deficiency list report.

Deficiencies discovered after the submission of the initial deficiency list report will not be considered pre-existing for purposes of this contract, unless equipment is operational and cannot be secured and inspected. Any piece of equipment or system that cannot be inspected must be highlighted at the beginning of the deficiency list stating why it cannot be secured and inspected.

An estimate of when the Contractor reasonably expects to be able to inspect the piece of equipment must be provided.

When an existing deficiency in an item is corrected, the Contractor must assume full responsibility for the subsequent repair of the item as covered under the terms of this contract at no additional cost to the Government. Nothing in this existing deficiency inspection/initial deficiency list clause must be construed as diminishing the obligations imposed by this contract upon the

Contractor to operate any deficient item (to the extent operable) or to adjust or maintain any such item.

PHASEOUT

Phaseout transition period

When this contract expires or is otherwise terminated, the Contractor must cooperate with the incoming contractor during a phaseout period. For planning purposes, the Contractor must assume a phaseout period of 30 days.

During this phaseout period, the Contractor must assist the COR or designee and incoming contractor for a seamless transition in operations and maintenance with no adverse affect on the building tenants; provide the successor contractor with access to all records and official documentation (both hard copies and electronic as applicable) required by this contract; provide training to the successor contractor on methods of accessing and programming the building automation system (BAS) and other control systems; and show the successor contractor where all archived programs and systems literature are maintained. On the last performance day of the contract, the Contractor must turn over to the COR or designee all keys and identification badges or cards.

Punch List Completion and Withholding Payment

The Government may create a punch list of deficiencies or unmet contractual requirements at or near the time of termination of the contract. The Government may employ the services of another contractor in the development of such punch list and upon completion provide the

Contractor with a copy of work not completed, to include the monetary value the Government has assigned for each item. At the end of the contract term the Government retains sole discretion over whether to charge the Contractor for the monetary value of the punch list in whole or in part or to request corrections by the Contractor. Nothing in this section must be construed to limit the

Contractor’s liability or restrict the Government from reporting unsatisfactory or problematic performance by the Contactor. The Government may withhold payment sufficient, in the

Government’s estimation, to cover costs to correct the punch list items until such time as they are corrected, or may make a claim for reimbursement against the Contractor for costs of uncorrected punch list items.

GENERAL AND ADMINISTRATIVE REQUIREMENTS

The Contractor shall maintain a minimum of one qualified stationary engineer on site between the hours of 6:00 AM and 6:00 PM. This is a minimum, not a maximum or estimated, staffing requirement. The Contractor must provide staff as necessary to meet all requirements of the contract. Personnel must be properly licensed and certified to work on building systems or equipment for which licensed and or certified personnel are required by Federal, State, or local law, codes, or ordinances.

The Contractor must develop and submit to the COR or designee within 5 working days of contract award a list of key personnel and emergency contact information (which may include subcontractor contacts, as applicable).

The Contractor must immediately notify the COR or other designated Government representative of any recognized safety hazard that might severely affect the building occupants.

All contract employees, including subcontractor employees, must sign in and out at the beginning and end of their shifts on a log established at each building for security and contract administration purposes.

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

The Contractor must use the Government furnished CMMS, to include validating and updating the equipment inventory database, including all data fields specified by the COR or designee. Where not previously established or where incomplete, the Contractor must construct the inventory database, to include completing all applicable data fields for the template spreadsheets provided. The Contractor must use the CMMS to identify, control, track, and schedule preventive and predictive maintenance work, service requests, and all other work required under these O&M Requirements. The Contractor must track historical maintenance and repair activities for each work order received during the performance of the contract. Applicable work orders shall be linked to applicable equipment records. All work done by the Contractor must be accomplished under a CMMS work order.

Work orders input into the CMMS from an automated source (e.g., a diagnostics program) must be responded to in the same manner as other work orders.

Comments must be entered in work orders to clearly describe resolution of the problem.

Work orders put in a "hold" status must have comments indicating the reason for the status.

Estimated time (by name) used and materials and subcontract costs expended must be recorded in work orders with appropriate comments.

Work orders must be promptly placed in "complete" status upon completion of work.

QUALITY CONTROL PROGRAM

General

A Quality Control Plan (QCP) must be developed and submitted for approval to the CO and

COR within 15 working days of award. Upon approval, the Contractor must implement the QCP to ensure contract compliance, and to ensure that potential problems with building equipment and systems are identified, documented, and resolved prior to failure. An acceptable QCP must include, as a minimum, inspections by onsite supervisory personnel and by one or more qualified outside parties. The Contractor is advised to consult with the COR or designee after award but prior to the start of the contract to further develop and adjust the QCP. The system of checklists, inspection methodology, and frequencies must be documented by the Contractor. The Contractor must maintain a local file of all quality control inspections conducted by the Contractor, including the corrective actions taken. This documentation must be made available to the Government during the term of this contract. A copy of these inspection reports must be submitted to the COR or designee as an attachment to the monthly progress report and all documentation made available to the Government upon request during the term of the contract.

The CMMS shall be used to document quality control activities, and maintain association with the underlying work orders.

Government Quality Assurance Program

The Government will inspect the Contractor using a quality assurance program through random inspections, scheduled inspections, or any other method of inspection that the

Government determines reflects the actual successful performance of this contract.

As part of the Government’s quality assurance program, the Government may:

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

Contractor.

2. Review performance and service records, including but not limited to monthly progress reports, BAS data, CMMS data, and any computerized or hardcopy records maintained by the Contractor documenting performance under this contract, and require correction of any unsatisfactory conditions noted.

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

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

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

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

The use or nonuse of any quality assurance methods (e.g., a measurement and verification

(M&V) program) by the Government will not constitute a waiver of or excuse from contract requirements.

The Government may implement or change quality assurance measures at any time during the term of the contract.

All records and files that this contract requires the Contractor to maintain must be made readily accessible to Government representatives, including third party contract inspectors, on request.

The Contractor must instruct all onsite personnel to cooperate with the Government or third party contract inspector requests for records access and information. This includes answering honestly and comprehensively all questions related to performance of work. The Contractor must provide personnel to enable inspectors, including third party contract inspectors, to perform inspections of equipment. The Contractor must notify the COR or designee at least 2 weeks in advance when equipment is to be opened and available for inspection by the Government. The

Contractor must open and operate the equipment for observation by all inspectors at no additional cost to the Government provided the Government requests the service at least 48 hours in advance. Most inspections will be performed during normal working hours. However, the

Contractor must provide personnel to enable access for inspectors who need to conduct observation and testing after normal hours to avoid possible disruption to tenants.

GSA uses the Contractor Performance System (CPS) or similar performance measuring system to formally evaluate the Contractors performance. Evaluations are generally conducted annually or more frequently on or about the anniversary date of the contract and also at the end of the contract period.

PLANT OPERATING PLAN

Purpose

The Contractor must revise and submit for approval to the COR or designee within 15 working days of award a Plant Operating Plan outlining their operating and general maintenance procedures for all major building equipment and system. The Contractor must execute the contract requirements in accordance with the approved Plant Operating Plan.

The Plant Operating Plan must be submitted as an electronic file (MS Word or searchable

PDF) and two hard copies with regular updates that reflect current personnel, subcontractors, equipment, systems, and operating procedures. The Plant Operating Plan must be updated regularly as ESPC construction work proceeds. After ESPC construction work is complete the

Contractor must annually review and update the Plant Operating Plan and submit an electronic file (MS Word or searchable PDF) and two hard copies of the complete updated Plant Operating

Plan each year on the anniversary of ESPC construction work Acceptance.

Components of the Plant Operating Plan

The Plant Operating Plan must contain:

1. Contact information (local and corporate).

2. Description of staffing, responsibilities, and work schedules.

3. Standard operating procedures for operating building systems, to include as a minimum:

a) Startup and shutdown times and procedures relative to various environmental conditions.

b) Procedures to accommodate tenant overtime utility requests.

c) Peak load demand management procedures (if applicable).

d) Other operating strategies to maximize efficiency and minimize energy consumption.

e) Descriptions of major mechanical equipment and sequences of operations for equipment systems.

f) Locations of all major utility shutoffs, including gas, electric, and water.

g) Locations of all electric rooms and a narrative of the areas served by each.

4. Maintenance schedules, procedures, and a reference to which preventive or predictive maintenance standards or guides the Contractor will use.

5. List of test equipment to be maintained onsite to support troubleshooting, sensor calibrations, etc.

6. A description of how building equipment data is maintained and updated in the CMMS.

Service request and repair procedures, to include staffing and procedures for the service request function, if applicable.

7. Reference the location or incorporate contingency plans for:

a) Loss of the Contractor’s onsite personnel (i.e., strike, walkout, injury, abrupt resignation).

b) Civil disturbance or other major security threat.

c) Natural disasters, bombing, or other event that damages the building’s structure or utilities.

d) Floods, including flooding caused by plumbing breaks.

e) Hazardous materials leaks or spills.

f) Utilities.

g) Inoperability and impairment of fire protection and life safety systems (including fire watch and impairment procedures (e.g., red tags, etc.).

h) Other contingency plans as necessary to support the Government’s continuity of operations planning for the site.

8. Description of Air Quality Management District and other environmental regulatory requirements (e.g., which rules apply to equipment in the building, which permits are necessary, inspection and certification requirements, etc.).

9. Description of demand response or utility curtailment programs in which the building participates, to include communications protocols and curtailment activities.

If the Contractor fails to submit a satisfactory Plant Operating Plan at the end of the startup phase, the Government may suspend payments until a satisfactory plan is submitted.

EQUIPMENT INVENTORY

The Contractor is responsible for maintaining and updating the inventory of Covered Equipment, to include nomenclature, part number, serial number, manufacturer name, component name and other data as indicated in the template spreadsheets provided. As equipment is added, removed, or retrofitted the Contractor must update equipment data immediately.

MONTHLY PROGRESS REPORTS

On a monthly basis, not later than the 5 th working day of the subsequent month, or when an invoice is submitted for payment for that month, which comes earlier, the Contractor must submit to the COR or designee a monthly progress report describing the status of maintenance, operations and repairs as of the last day of the performance month. This report must include:

1. Status of all work orders that are deferred or otherwise incomplete (itemized list).

2. Summary of work orders completed during the month (summarized data does not need to be itemized by each work order) attached to the monthly report copies of reports from major maintenance activities (e.g., boiler or chiller annual maintenance, electrical testing, fire protection and life safety systems, etc.).

3. Explanation of any equipment, designed to be controlled by the BAS, operating in manual mode as of the end of the performance month, and of any other overrides to sequences of operations in effect as of the end of the performance month. Reference

CMMS work orders.

4. Operating schedule changes (manual or programmed).

5. Itemization of all Additional Services and reimbursable work performed during the performance month or continuing to be in progress. Provide work status and expected completion date for all such work continuing in progress. Reference CMMS work orders.

6. Review of energy performance trends as of the end of the performance month and description of likely causes of significant changes from the same month 1 year prior (if applicable).

7. Explanation of any significant deviations from established system performance standards

(if applicable).

8. Description of corrective actions being taken resulting from findings of water treatment lab reports, major maintenance reports, or other reports. Reference CMMS work orders.

9. Description of any operational or maintenance issues opened longer than the required timeframe as described in this statement of work, to include tenant complaints that derive from unresolved maintenance issues. Reference CMMS work orders.

10. Description of any lost time accidents or other safety problems, including incidents involving hazardous materials that occurred during the performance month.

11. Copies of quality control inspections performed during the month attached to the report.

If this is documented using the CMMS, attach a CMMS printout of QC inspection work orders.

12. Miscellaneous hours used for the month. If this is documented using the CMMS, attach a

CMMS printout.

13. List of major equipment out of service, including the date and time with estimated completion date. If this is documented using the CMMS, attach a CMMS printout of QC inspection work orders.

PERFOMANCE REVIEW MEETINGS

The Contractor must meet with the COR and other Government representatives to review performance:

1. While ESPC construction is in progress in conjunction with construction progress meetings.

2. After ESPC construction is Accepted, monthly and additionally as necessary where performance problems are noted.

REVIEW OF DESIGN DOCUMENTS

The Contractor shall review design and construction project documents related to any separate projects that might impact the Contractor’s performance. The Contractor shall provide technical comments within 5 working days of receipt of such documents.

BUILDING MANAGEMENT SUPPORT SERVICES

The Contractor must provide reasonable and competent assistance during normal working hours to GSA personnel or other GSA contractors performing energy studies, engineering studies, building condition evaluations, project designs, and other access needs. Such assistance must include escorting investigatory personnel through central plant and mechanical rooms in the FB

300 N. Los Angeles Street; explaining the operation and condition of equipment and systems to investigatory personnel; and providing access to trend data, maintenance records, and other pertinent building technical data to investigatory personnel (subject to document security requirements). The COR or designee shall inform the Contractor as far in advance as possible of the actual date and time these services are needed.

CONTINUITY OF OPERATIONS (COOP)

The Contractor must operate the facility and participate in emergency operations to the fullest extent possible during all emergency situations such as fires, accident and rescue operations, strikes, civil disturbances, natural disasters, severe weather, terrorist threats, contingency operations, and practice drills unless ordered to evacuate the building by a Government representative, emergency personnel, or the authority having jurisdiction.

ENERGY CONSERVATION

The Contractor must operate equipment and systems as efficiently as possible without compromising service to the tenants. Failure to operate equipment prudently (e.g., unnecessarily setting demand peaks, simultaneously heating and cooling, operating equipment when not needed, overriding set point unnecessarily, or failing to correct underlying conditions) may result in deductions under the Payments clause.

SERVICE REQUESTS

General

The Contractor must respond to service requests and initiate corrective actions and identify any repair requirements during normal working hours. Service requests may originate from automated sources such as diagnostics programs as well as from GSA personnel, building occupants, inspectors, or others. The Contractor must respond to emergency service requests and callback response work requests at all times. The Government may transmit work orders to the

Contractor for service request or emergency service request and callback response orally, by e-mail, by creation of a work order by a Government employee or representative, or by generating an automated work order.

Emergency Service Request and Callback Response

Emergency service requests and callback responses are service requests where the work consists of correcting failures that constitute an immediate danger to personnel or property, including but not limited to broken water pipes, electrical power outages, electrical problems that may cause fire or shock, gas or oil leaks, major air conditioning or heating problems, etc., or any work considered by the COR or designee to be of an emergency nature.

The Contractor must respond to emergency service request and callback response work requests immediately (within the shortest possible time consistent with the mechanic's location) during normal working hours and within one hour when the work request is made outside of normal working hours. The Contractor must remain on the job until the emergency situation has been secured and adequate temporary repairs have been made. Permanent repairs must be governed by the repairs provisions in this document. The Contractor must provide a written accounting of any emergency callback, to include costs incurred and plan for permanent correction of the problem, to the COR or designee the morning of the next working day.

Routine Service Request Response

The Contractor must respond promptly to routine work requests and complete the required work within 24 hours of notification.

The Contractor must immediately notify the COR with a written (email) request for extension if the 24 hours period cannot reasonably be met. Reasonable requests based on parts availability or specialized subcontractor availability will normally be granted when justification is adequate.

Overtime Utilities Requests

Agencies may require the plant to operate to provide overtime utility service outside of

Normal Working Hours. Where GSA approves such requests the Contractor shall set up the boiler or chiller plant as applicable to operate for the required period of time. The plant need not be staffed during such operation, but Contractor personnel must be available for emergency response, and appropriate alarms must be set up on the BAS and monitored.

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 the Government participates in such a program and advises the Contractor of the requirements of the program, the Contractor must cooperate fully in the implementation of the program.

The Contractor must develop a curtailment program in consultation with the Government and subject to Government approval; the program must be described in the Plant Operating Plan. The

Contractor must implement all Government approved curtailment measures immediately on notification of a curtailment, in accordance with the plan. 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 the Government.

BAS ALARM RESPONSE

The Contractor shall set up alarms as appropriate to provide warning of equipment or sequence of operations problems. Communications for alarms set up for remote notification must be tested on a reoccurring basis.

Not later than the end of the startup phase, the Contractor must identify for the Government all alarm points with originating point identification information (device ID, point number, description), so that the Government, at its discretion, may arrange for automatic generation of work orders from alarm conditions.

PROTECTION AND DAMAGE

The Contractor must make reasonable efforts to assist the Government to prevent hazardous conditions and property damage and to maintain security. The Contractor must promptly report such conditions or activities to the COR or designee or to security personnel.

The Contractor must protect Government property, buildings, materials, equipment, supplies, records, and data within the Contractor’s control against unauthorized access, loss, or damage.

The Contractor must establish a system for onsite work force personnel to report potentially hazardous conditions in the building to the COR or other designated Government representative.

The Contractor and Contractor’s employees and subcontractors must comply with the GSA’s

Rules and Regulations Governing Public Buildings and Grounds (as posted in the building) and must promptly report violations by employees, or as otherwise observed, to the COR or security personnel.

The Contractor must provide reasonable assistance to security or emergency response personnel as needed.

KEY CONTROL

The Contractor must follow the building’s key control program. Keys issued to the

Contractor or the Contractor’s personnel or subcontractors must be signed for and not transferred to other personnel unless recorded in the key control log. The Contractor is financially liable for the cost of re-keying if keys are lost or not recovered from terminated employees or subcontractors.

DISRUPTIVE ACTIVITIES

The COR or designee must approve use of impact tools and power-actuated tools during normal working hours. Burning or welding equipment may be used only with written permission from the COR or designee. A Welding and Burning Permit (GSA Form 1755 or equivalent) must be issued in advance for each day welding or burning is performed.

Any work that will disrupt utilities, fire protection and life safety systems, lighting or space conditioning for building tenants must be scheduled and approved in advance with the COR or designee and is generally required to be performed outside of normal working hours.

MAINTENANCE PROGRAM

General

The Contractor is responsible for establishing an effective system for scheduling and performing scheduled preventive maintenance on all Covered Equipment requiring a preventive maintenance procedure. The minimum maintenance standard is established by the Public

Buildings Maintenance Standards (June 2012 DRAFT), or manufacturer’s recommendations, whichever is more rigorous. The maintenance program must be loaded into the CMMS, and also submitted as an appendix to the Plant Operating Plan for approval.

Application of Diagnostic Software

GSA uses diagnostic and optimization software to detect problems and inefficiencies in equipment operation. The Contractor must act on the recommendations of such diagnostic and optimization software reporting. This may include using the results of the diagnostic and optimization software to manually generate a service request, or to respond to a service request automatically generated by the diagnostic program application. The failure of the Government to implement such diagnostic programs does not relieve the Contractor of responsibility for detecting, diagnosing, and correcting deficiencies and inefficiencies.

Control Systems

The Contractor shall be responsible for the portions of the Siemens BAS that operate

Covered Equipment. The Contractor does not have any responsibility for security, lighting controls, electrical metering (except submetering applied to Covered Equipment), or fire alarm systems.

The Contractor’s responsibilities for the Siemens BAS shall be:

1. Coordinate access to the server and software. The Contractor is not responsible for licensing or maintaining the server or software.

2. Making changes to sequences as necessary to optimize operation of Covered

Equipment, and coordinating loading of such programming with the systems support contractor for the Siemens system.

3. Making changes to setpoints, responding to alarms, and other routine operational changes where necessary for the efficient operation of Covered Equipment.

4. Fixing controllers or other devices as necessary where such devices serve Covered

Equipment.

WATER TREATMENT

General

The Contractor must provide equipment, chemicals, and services (including application) required to control corrosion, scale, algae, and bacterial growth in all HVAC equipment and systems throughout the building. The Contractor shall be responsible for conformity with all pertinent local sanitation district regulations, air quality district regulations, and other environmental regulations. Water treatment must be performed and safety equipment (e.g., emergency eyewash stations) maintained in accordance with OSHA standards.

Tolerances

Water must be kept within tolerance bands in accordance with the Public Buildings

Maintenance Standards (June 2012 DRAFT).

Initial Report and Development of Program

The Contractor must perform a comprehensive initial water treatment analysis (laboratory analysis) within the first month of the contract to assist in developing the water treatment plan.

The Contractor must propose a water treatment plan to be approved by the COR or designee;

upon approval the plan must be incorporated into the Plant Operating Plan.

Corrosion Monitoring

The Contractor must install coupon racks, or an equivalent electronic monitoring system for corrosion, in condenser water loops, heating hot water loops, and the building main chilled water loop, if not already present, not later than 30 calendar days after submission of the water treatment initial report. The Contractor must propose the type and manufacture of the proposed coupon racks to be installed to the COR or designee for final approval before installation. If coupon racks are present the Contractor may use such existing equipment, but is responsible for bringing it into conformity with all requirements in this document. The minimum quantity of coupons and frequency of inspections must be described in the water treatment plan. Laboratory analysis of coupons must be no less frequent than quarterly for major systems (e.g., primary building condenser and chilled water loops, as opposed to specialized systems serving limited areas), and annually for other systems. As a minimum, two coupon racks must be installed for each loop, and used to monitor mild steel and copper.

Coupon racks will be the property of the Government upon installation. The Contractor shall have responsibility for maintaining (and if necessary replacing) the coupon racks for the duration of the contract. The liability threshold for repairs does not apply to this equipment; the Contractor has full responsibility.

Acceptable corrosion rates are established in the Public Buildings Service Operations and

Maintenance Standards Draft. Molybdenum must not be used in GSA buildings.

Monthly Testing

The Contractor shall also draw a set of water samples monthly, for all HVAC water loops which are in active use during that season, for lab analysis. Tests shall be performed as described in the water treatment plan (which should be incorporated into the Plant Operating Plan). The monthly samples shall be analyzed by a qualified laboratory, and a monthly report containing all pertinent information, relative to the conditions found, shall be submitted to the COR by the 10th calendar day of each month (to report results from the previous month). Tests to be performed as part of the monthly analysis shall be determined in the water treatment plan, but as a minimum should include pH, hardness, silica (open loops), conductivity, iron (closed loops), inhibitor levels, biocide levels, inhibitor levels. Raw (makeup) water shall be tested fo hardness, conductivity and silica. Makeup water quantities used shall be tracked and reported. Types and quantities of chemicals used shall be tracked and reported.

Not later than the 15 th calendar day of each month the results from the previous month shall be entered into the on-line system provided by GSA. All laboratory recommendations shall be recorded as corrective maintenance work orders in the CMMS, and appropriate action taken.

If the lab results demonstrate a discrepancy against results from the automated monitoring equipment, the Contractor shall investigate the discrepancy and repair equipment as necessary.

Such discrepancies and investigative action taken shall be reported in the monthly report.

Where electronic monitoring provides test results with sufficient accuracy, monthly laboratory analysis may be omitted.

TRIBOLOGY PROGRAM

Periodic Oil Analysis

Initial oil analysis for purposes of developing the oil analysis program shall be performed in time to incorporate the program into the Plant Operating Plan. This initial analysis shall consist of analysis of oil in all chillers of 50 tons or greater cooling capacity. Oil shall be analyzed in accordance with manufacturer's (or manufacturer's local representative's) recommendations.

Refrigerant for all chillers of 50 tons or greater cooling capacity shall also be analyzed for oil entrainment and for moisture.

On the basis of results from the initial oil analysis, and manufacturer's recommendations, the

Contractor shall develop, incorporate in the Plant Operating Plan, and execute an oil analysis program. This program must describe periodic oil analysis, tests to be performed, diagnostic standards, and thresholds for oil changes.

The initial oil analysis reports shall be submitted with the Plant Operating Plan.

The Contractor must establish and implement a periodic oil analysis program considering the results of the initial oil analysis and the manufacturer’s recommendations.