FINAL-Solicitation For O M Services.Ronald Dellums FB.East Bay Field Office 11.10.11.pdf

SOLICITATION NUMBER: GS-09P-12-KS-D-0002

SERVICE: BUILDING OPERATIONS AND MAINTENANCE SERVICES

LOCATIONS: Ronald V. Dellums Federal Building 1301 Clay Street Oakland, CA 94612

PERIOD OF PERFORMANCE: March 1, 2012 thru February 29, 2013 With three (3), three year options.

SOLICITATION ISSUE DATE: November 10, 2011

OFFER RECEIPT DATE and TIME: December 9, 2011, 12:00PM PST javascript:callMainFrameSubmit('Doc5');

SOLICITATION TABLE OF CONTENTS

(Sections A through M)

A. SOLICITATION/CONTRACT FORM

A.1. STANDARD FORMS ..................................................................................... ERROR! BOOKMARK NOT DEFINED.

SF1449 .............................................................................................................. ERROR! BOOKMARK NOT DEFINED.

B. SERVICES, ORDERING AND PRICES

B.1. DESCRIPTION OF SERVICES

B.2. OPTION PERIODS

B.3. SERVICE CONTRACT ACT ASSUMPTIONS

B.4. ORDERING LIMITATIONS

B.5. AUTOMATIC PRICE ADJUSTMENTS FOR MINOR INVENTORY CHANGES

Inventory Changes Cumulative Adjustment

B.6. PRICE ADJUSTMENT FOR EQUIPMENT UPGRADES

B.7. PRICE SCHEDULE

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

C.1. SCOPE OF WORK

C.2. DEFINITIONS

C.2.1 Acceptance C.2.2 Additional Services C.2.3 Approval C.2.4 Architectural and Structural C.2.5 Basic Services C.2.6 Building Automation System (BAS) C.2.7 Building Operating Plan C.2.8 Computerized Maintenance Management System (CMMS) C.2.9 Conference Centers

C.2.10 Consumable Parts C.2.11 Contractor C.2.12 Controls and Control System C.2.13 Emergency Callback C.2.14 Federal Holidays C.2.15 Fire Protection and Life Safety Systems C.2.16 Indefinite Quantity C.2.17 Initial Deficiency List Report C.2.18 Landscape Irrigation Systemss C.2.19Miscellaneous Work C.2.20 Normal Working Hours

C.2.21 Occupant Emergency Plan (OEP) C.2.22 Operations C.2.23Predictive Maintenance C.2.24 Preventive Maintenance (Scheduled and Unscheduled)

C.2.25 Quality Control Plan C.2.26 Repair C.2.27 Non-Reimbursable Repair C.2.28 Reimbursable Repair C.2.29Sequence of Operations C.2.30 Service Request C.2.31 Tour

C.2.32Utility Hours

C.2.33 Watch

C.3. REFERENCES

C.4. INITIAL DEFICIENCY INSPECTION AND LIST

C.5. STARTUP PHASE/TRANSITION PHASE

C.6. PHASEOUT TRANSITION PERIOD

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

C.8. GENERAL AND ADMINISTRATIVE REQUIREMENTS

C.8.1 MINIMUM STAFFING AND ABILITY TO CONTACT AND COMMUNICATE WITH THE COR

C.8.2 COMMUNICATION EQUIPMENT

C.8.3 ONSITE RECORDS

C.8.4 SERVICE REQUEST AND ADMINISTRATIVE SUPPORT/CONFERENCE CENTER COORDINATION

C.8.5 USE OF CMMS

C.8.6 QUALITY CONTROL PROGRAM

C.8.7 GOVERNMENT QUALITY ASSURANCE PROGRAM

C.9. BUILDING OPERATING PLAN

C.9.1 PURPOSE

C.9.2 COMPONENT OF THE BUIDLING OPERATING PLAN

C.9.3 POSTING OPERATING INSTRUCTIONS

C.10. EQUIPMENT INVENTORY

C.11. MONTHLY PROGRESS REPORTS

C.12. PERFORMANCE REVIEW MEETINGS

C.13. EQUIPMENT CONDITION ASSESSMENT

C.14. OCCUPANT FEEDBACK PROGRAM

C.15. REFERENCE LIBRARY

C.16. REVIEW OF DESIGN DOCUMENTS

C.17. BUILDING MANAGEMENT SUPPORT SERVICES

C.18. INSPECTION ASSISTANCE FOR SPACE BUILDOUTS

C.19. EMERGENCY SHUTDOWN INSTRUCTIONS AND TOUR CHECKLISTS

C.20. ELECTRICAL SYSTEMS

C.20.1 LABELING OF ELECTRICAL CIRSUITS

C.20.2 ELECTRICAL INSPECTION, TESTING AND MAINTENANCE

C.20.3 THERMOGRAPHIC SCANNING OF ELECTRICAL EQUIPMENT

C.21. OPERATIONAL REQUIREMENTS

C.21.1 GENERAL

C.21.2 EXTENDED OPERATING HOURS

C.21.3 CONTINUITY OF OPERATIONS (COOP)

C.21.4 TENANT ENVIRONMENT

C.21.5 ENERGY CONSERVATION

C.22. SYSTEM PERFORMANCE STANDARDS OR PROCEDURES

C.23. SERVICE REQUESTS

C.23.1 GENERAL

C.23.2 EMERGENCY SERVICE REQUEST AND CALLBACK RESPONSE

C.23.3 URGENT SERVICE REQUIEST RESPONCE

C.23.4 ROUTINE SERVICE REQUEST RESPONSE

C.24. TOURS

C.24.1 GENERAL

C.24.2 OPERATING LOGS AND TOUR CHECK SHEETS

C.24.3 TOUR FREQUENCIES

C.24.4 CONDENSATE PANS

C.24.5 MONITORING OF CENTRAL PLANT EQUIPMENT

C.24.6 LEAKTESTING

C.25. DEMAND RESPONSE PROGRAMS

C.26. BAS ALARM RESPONSE

C.27. PROTECTION AND DAMAGE

C.28. KEY CONTROL

C.29. DISRUPTIVE OR HAZARDOUS TOOLS

C.30. DISRUPTION TO UTILITIES, LIGHTING, OR SPACE CONDITIONING

C.31. PLUMBING AND RESTROOMS

C.31.1 LANDSCAPE IRRIGATION SYSTEMS

C.32. MAINTENANCE PROGRAM

C.32.1 GENERAL

C.32.2 MAINTENANCE STANDARD

C.32.2.1 SELECTIVE PM AND TESTING OF BUILDING SYSTEMS

C.32.3 APPLICATION OF DIAGNOSTIC SOFTWARE

C.32.4 CONTROL SYSTEMS

C.32.5 LUBRICANTS, PRESERVATIVES AND CLEANING MATERIALS

C.32.6 PUMP ALIGNEMNT

C.32.7 RECALIBRATION OF GAUGES, PNEUMATIC SYSTEMS AND ELECTRONIC SENSORS

C.32.8 UNDERFLOOR AIR DISTRIBUTION SYSTEMS

C.32.9 TERMINAL BOXES

C.33. WATER TREATMENT

C.33.1 GENERAL

C.33.2 TOLERANCES

C.33.3 INITIAL REPORT AND DEVELOPMENT OF PROGRAM

C.33.4 CORROSION MONITORING

C.33.5 MONTHLY TESTING

C.34. OIL ANALYSIS AND OIL CHANGES

C.34.1 PERIODIC OIL ANALYSIS

C.34.2 OIL AND REFRIGERANT ADDITIVES

C.35. LAMPS AND BALLASTS

C.36. ARCHITECTURAL AND STRUCTURAL SYSTEMS MAINTENANCE

C.36.1 INTERIOR SIGNAGE AND DIRECTORIES

C.36.2 FINISHES MAINTENANCE

C.36.3 LOCKSMITH SERVICES

C.36.4 DOORS AND RAMPS

C.36.5 ROOF INSPECTION

C.37. REPAIRS

C.37.1 GENERAL

C.37.2 NON-REIMBURSABLE REPAIRS

C.37.3 REIMBURSABLE REPAIRS

C.37.4 APPROVAL OF WORK

C.37.5 INVOICING

C.37.6 ORDERING REPAIRS FROM OUTSIDE SOURCE

C.37.7 FORCE MAJEURE (UNCONTROLLABLE EVENTS)

C.37.8 WARRANTIES

C.37.9 QUALITY OF MATERIALS AND REPLACEMENT PARTS

C.38. SAFETY AND ENVIRONMENTAL MANAGEMENT

C.38.1 GENERAL

C.38.2 SCHEDULING AND RECORDKEEPING

C.38.3 REFRIGERANT CONTROL AND CERTIFICATION

C.38.4 AIR QUALITY MANAGEMENT DISTRICT (AQMD) OPERATING PERMITS

C.38.5 UNDERGROUND STORAGE TANKS

C.38.6 POLYCHLORINATED BIPHENYL (PCB) CONTROL

C.38.7 HAZARDOUS WASTE

C.38.8 FACILITY HAZARDS

C.38.9 WORKPLACE SAFETY

C.38.10 ELECTRICAL SAFETY

C.38.11 FALL PROTECTION

C.38.12 POWERED PLATFORMS

C.38.13 LOCKOUT/TAGOUT

C.38.14 CONFINED SPACES

C.38.15 ASBESTOS MANAGEMENT

C.38.16 HAZARDOUS MATERIALS

C.38.17 BOILER/PRESSURE VESSEL OPERATION AND INSPECTION STANDARDS

C.38.18 BACKFLOW PREVENTION DEVICES

C.38.19 POTABLE WATER SYSTEMS

C.38.20 LABELING AND SIGNAGE

C.38.21 ROOF ANCHORAGE POINTS

C.38.22 WINDOW WASHING EQUIPMENT

C.39. FIRE PROTECTION AND LIFE SAFETY EQUIPMENT AND SYSTEMS

C.39.1 GENERAL

C.39.2 FIRE ALARM SYSTEM

C.39.3 FIRE ALARM SYSTEM CENTRAL STATION MONITORING

C.39.4 WATER-BASED FIRE SUPPRESSION SYSTEMS

C.39.5 FIRE DOORS AND OTHER OPENING PROTECTIVES

C.39.6 FIRE AND COMBINATION FIRE/ SMOKE DAMPERS

C.39.7 SMOKE DOORS AND OTHER OPENING PROTECTIVES

C.39.8 SMOKE DAMPERS

C.39.9 PORTABLE FIRE EXTINGUISHERS

C.39.10 NON-WATER-BASED FIRE EXTINGUISHING SYSTEMS

C.39.11 SMOKE CONTROL SYSTEMS

C.39.12 SMOKE MANAGEMENT SYSTEMS

C.39.13 EMERGENCY AND STANDBY POWER SYSTEMS

C.39.14 EMERGENCY LIGHTING AND EXIT SIGNAGE

C.40 MISCELLANEOUS WORK

D. PACKAGING & MARKING

E. INSPECTION & ACCEPTANCE

F. DELIVERIES OR PERFORMANCE

G. CONTRACT ADMINISTRATION DATA

H. SPECIAL CONTRACT REQUIREMENTS

H.1. SECURITY

H1.1 SECURITY REQUIREMENTS AND PERSONAL IDENTITY VERIFICATION PROCEDURES (NON-

CLASSIFIED CONTRACT)

H.2. GSAR 552.237-70 QUALIFICATIONS OF OFFERORS (MAY 1989)

H.3. GSAR 552.237-71 QUALIFICATIONS OF EMPLOYEES (MAY 1989)

H.4. SUITABILITY DETERMINATIONS

H.5. COMPLIANCE WITH SECURITY REQUIREMENTS

H.6. IDENTIFICATION CREDENTIAL

H.7. STANDARDS OF CONDUCT

H.8. REMOVAL FROM CONTRACT WORK

H.9. SENSITIVE BUT UNCLASSIFIED (SBU) BUILDING INFORMATION

H.10. RECORDING PRESENCE

H.11. GOVERNMENT FORMS

H.12. OTHER CONTRACTORS

H.13. ORDINANCES, TAXES, PERMITS, AND LICENSES

H.14. DISCREPANCY IN THE SPECIFICATIONS

H.15. AFFIRMATIVE PROCUREMENT PROGRAM (APP)

H.16. ASBESTOS AWARENESS TRAINING

H.17. UNIFORMS

H.18. PERSONNEL QUALIFICATIONS

H.18.1 ONSITE SUPERVISORS

H.18.2 QUALIFICATIONS OF PROJECT MANAGER AND ONSITE SUPERVISORY PERSONNEL

H.18.3 QUALIFICATIONS OF TECHNICIANS

H.18.4 SUBMISSION OF RESUMES FOR NEW EMPLOYEES

H.18.5 STATE LICENSING

H.18.6 COMPLIANCE WITH FEDERAL, STATE, AND LOCAL CODES

H.19. GOVERNMENT-FURNISHED MATERIALS

H.20. CONTRACTOR-FURNISHED MATERIALS

H.21. ADDITIONAL SERVICES [INDEFINITE QUANTITY PROVISIONS]

H.21.1 General H.21.2 Price Proposal for Additional Services Work H.21.3 Pricing H.21.4 Parts and Materials H.21.5 Subcontracts H.21.6 Cost Documentation H.21.7 Competitive Bids H.21.8 Method of Ordering and Invoicing

H.22. AWARD FEE

H.23. STRIKE CONTINGENCY PLAN (SCP)

H.24. OCCUPANCY EMERGENCY PLAN (OEP)

H.25. CONTRACTOR PANDEMIC PLAN

I. CONTRACT CLAUSES

FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL (SEPT 2007)

J. LIST OF ATTACHMENTS (LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS) ... 78

K. REPRESENTATIOINS, CERTIFICATIONS, AND OTHER STATEMENTS OF

BIDDERS/OFFERERS

L. INSTRUCTIONS, CONDITIONS, AND NOTICES TO BIDDERS/OFFERERS

M. EVALUATION FACTORS FOR AWARD

(1) SOLICITATION/CONTRACT FORM

THIS PAGE IS INTENTIONALLY LEFT BLANK. PLEASE REFER TO THE

ATTACHED STANDARD FORM 1449 SOLICITATION DOCUMENT.

B. SERVICES, ORDERING AND PRICES

B.1. DESCRIPTION OF SERVICES

This is a Performance Based Statement of Work (PBSOW). The Contractor shall provide all management, supervision, labor, materials, supplies, and equipment (except as otherwise provided), and shall plan, schedule, coordinate and assure effective performance of Building

Operations, Maintenance and Repair services of facilities, structures, equipment and systems described herein.

B.2. OPTION PERIODS

Offerors are cautioned that any offer may be rejected as unacceptable 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 which are significantly less than cost for some work and prices which 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, or applicable Collective Bargaining Agreement (CBA) for the initial period of performance. This 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 CBA.

Contract price(s) will be adjusted upward or downward effective on each anniversary date of the contract in accordance with FAR 52.222-43, FAIR LABOR STANDARDS ACT AND

SERVICE CONTRACT ACT - PRICE ADJUSTMENT (MULTIPLE YEAR AND OPTION

CONTRACTS) (MAY 1989), with the incorporation of an updated wage determination and or

CBA as applicable.

B.4. ORDERING LIMITATIONS

The annual maximum ordering limitation for Additional Services and Reimbursable Repairs is

$1,000,000.00.

The limitation per order for Additional Services and Reimbursable Repairs is $100,000.00.

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

B.5. AUTOMATIC PRICE ADJUSTMENTS FOR MINOR INVENTORY

CHANGES

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.

Cumulative Adjustment

If cumulative price changes exceed +10%, or -10%, of the base price of the contract, this process shall no longer be used. The contract shall be subject to a negotiated equitable adjustment. If

Means Facilities Maintenance and Repair Cost Data does not include certain items, changes in inventory quantities of these items shall be subject to a negotiated equitable adjustment.

B.6. PRICE ADJUSTMENT FOR EQUIPMENT UPGRADES

If the Government 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. 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 contract shall be for 120 months from effective date of the contract.

LINE DESCRIPTION OF SERVICE Notes

UNIT BID

PRICE

TOTAL:

XX-MONTH

BASE PERIOD

TOTAL:

XX-MONTH

FIRST

OPTION PERIOD

TOTAL:

XX-MONTH

SECOND

OPTION PERIOD

TOTAL:

XX-MONTH

THIRD

OPTION PERIOD

TOTAL:

XX-MONTH

FOURTH

OPTION PERIOD

1001 Basic Services: Operations, Maintenance and non-reimbursable Repairs:

Ronal V. Dellums Federal Building

PER MONTH

2001 Hourly rate, General Maintenance Technician, Normal Working Hours (IQ)[]

4,5

PER HOUR

2002 Hourly rate, General Maintenance Technician, overtime and Callback (IQ)[]

1,4,5

2003 Hourly rate, Engineer, Normal Working Hours (IQ)

4,5

2004 Hourly rate, Engineer, overtime and Callback (IQ)

1,4,5

3001 OPTION: 3-Year Electrical Testing, Inspection and maintenance

4,5

PER JOB

4001 Transition Startup Phase

ONE TIME

CHARGE

5001 Standard Coefficient [IQ]

2,3

PERCENT OF

COST

NOTES:

1. Overtime and Emergency Callback hourly rates shall be applied for work required to be performed after the Normal Working

Hours of the buildings.

2. 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.

3. 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.

4. Hourly 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.

5. This is an option which may be exercised at the discretion of the Government 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.

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

C.1. 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 located within the property line of the Ronald V. Dellums Federal Building, to include the following:

1. Electrical systems and equipment.

2. Mechanical, plumbing, building automation systems (BAS), and heating, ventilation, and air conditioning (HVAC) systems and equipment.

3. Fire protection and life safety systems and equipment.

4. All Control Systems unless explicitly excluded.

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

6. Service request desk operations, to include record keeping using a computerized maintenance management system (CMMS) as well as other administrative functions.

7. Maintenance of landscape irrigation systems, with the exception of above-ground elements

(e.g., sprinkler heads) in landscaped areas.

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

9. Locks, keycard systems, and static and dynamic bollard systems.

10. Dock levelers.

11. Conference Center

Additional Services may be ordered at the discretion of the Government for work relating to the operations, maintenance and repair or upgrade of the covered facilities, but not covered in the basic services of the contract, as described in this document.

Excluded from this scope are:

1. Building perimeter and tenant agency security alarm systems.

2. Telecommunication (e.g., telephone, agency data communication) systems, except as part of covered Control Systems.

3. Equipment owned and operated by tenant agencies except as identified in building inventory.

4. Furnishings (not installed as fixtures).

5. Paper and soap dispensing equipment in restrooms.

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

7. Equipment owned by servicing public utilities.

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

9. Lawn sprinkler heads and other above-ground (within landscape areas) components of irrigation systems.

C.2. DEFINITIONS

C.2.1 Acceptance

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

C.2.2 Additional Services

―Additional services‖ are services outside the provisions of the basic services and can include equipment replacement that the Contractor will provide at an additional cost to the Government.

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. Rates and markups in the price schedule must be used to price additional services.

C.2.3 Approval

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

C.2.4 Architectural and Structural

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

C.2.5 Basic Services

The ―basic services‖ of the contract consist of the recurring contract requirements for which the

Contractor is paid as a base price, i.e., the requirements established by the contract statement of work and related general and administrative requirements that do not contain provisions for separate reimbursement.

C.2.6 Building Automation System (BAS)

The ―building automation system‖ is a system controlling and monitoring building HVAC, and possibly other systems, to include all device, field, and global controllers; instrumentation;

networking infrastructure; computers and peripherals; software; programming; database files; and licenses.

C.2.7 Building Operating Plan

The ―building operating plan‖ is a mandatory plan that the Contractor prepares for Government approval that describes the Contractor’s program for operating and maintaining the building, to include both normal circumstances and contingencies.

C.2.8 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.

C.2.9 Conference Center

The conference Center consists of 11 venues at the Oakland FB. These venues are conference rooms

A through H at the Edward R. Roybal Conference Center, the 3 rd floor Auditorium in the Conference

Center, the buidings central Rotunda and the Clay Street Plaza.

C.2.10 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.

C.2.11 Contractor

―Contractor‖ as used in this document refers to the firm awarded this contract.

C.2.12 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.

C.2.13 Emergency Callback

An ―emergency callback‖ is a service request or other request for service placed outside of normal working hours and of such a nature that response cannot wait for the resumption of the next day’s normal working hours.

C.2.14 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.

C.2.15 Fire Protection and Life Safety Systems

―Fire protection and life safety systems ― are systems and equipment installed in the building to (1) detect fire and products of combustion, (2) notify building occupants and emergency responders, (3) initiate smoke control and management systems (4) initiate fire suppression systems, (5) control or suppress fires and (6) facilitate or enhance emergency egress. These systems also may communicate with other major building systems for fire and smoke control, elevator recall, and utilities control.

Life safety systems and equipment includes emergency lighting, exit signage, special egress door locking arrangements, and exit stair markings.

C.2.16 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.

C.2.17 Initial deficiency list Report

The ―initial deficiency list report‖ or ―initial deficiency list‖ is a list of deficiencies that may exist in the equipment and systems covered by this performance work statement, as well as the Contractor's itemized price (including, but not limited to, labor, materials, overhead, and profit) for correcting each deficiency.

C.2.18 Landscape Irrigation Systems

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

C.2.19 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.

C.2.20 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: 7:30am to 4:30pm.

Contractor is to have General Maintenance Technician(s) on-site from 5:30am to 5:30pm for building startup and shutdown procedures.

C.2.21 Occupant Emergency Plan (OEP)

The largest agency in each building is responsible for development and enforcement of the building’s

―Occupant Emergency Plan‖ (OEP). The OEP details what the building tenants must do in case of an emergency. The plan identifies fires wardens, shelter in place locations etc. The Contractor must support all OEP efforts to the fullest extent possible.

C.2.22 Operations

―Operations‖ is the continual process of using building equipment systems to accomplish their function, optimize building performance, and improve energy efficiency. Operations includes analysis of requirements and systems capabilities, operating controls and control systems, responding to service requests, touring and observing equipment performance and condition, adjusting equipment, identifying needed maintenance and repairs to equipment, and maintaining lubrication and chemical treatments, etc.

C.2.23 Predictive Maintenance

―Predictive maintenance‖ is a program of maintenance activities in which scheduling of maintenance derives from monitoring the operating condition, or changes in the operating condition, of equipment being maintained.

C.2.24 Preventive Maintenance (Scheduled and Unscheduled)

―Scheduled preventive maintenance‖ is a program of maintenance activities performed based on a fixed schedule or on equipment runtimes. ―Unscheduled preventive maintenance‖ is all work performed including adjustments and procedures necessary to sustain the proper operation of all building equipment and systems pending a scheduled procedure.

C.2.25 Quality Control Plan

The ―quality control plan‖ (QCP), is the Contractor’s complete written system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. Preparation of this document is the responsibility of the Contractor.

C.2.26 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.

C.2.27 Non-Reimbursable Repair

A ―non-reimbursable repair‖ is a repair that is the Contractor’s responsibility with no additional reimbursement from the Government.

C.2.28 Reimbursable Repair

A ―reimbursable repair‖ is a repair that is reimbursable to the Contractor, in whole or in part, in accordance with the provisions in this document.

C.2.29 Sequence of Operations

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

C.2.30 Service Request

A ―service request‖ is a response to a GSA, tenant, or agency request or a response to an observation that some equipment, system or material covered by the contract is inoperable, dysfunctional, deteriorated, or not within normal operating parameters, or that the 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.

C.2.31 Tour

A ―tour‖ is generally a scheduled walkthrough of equipment rooms and installations including computer rooms, and restrooms, etc. by Contractor operating personnel for the purpose of ensuring that equipment is running properly, ensuring that equipment rooms are in good order and without safety hazards, and making any necessary adjustments to operating controls or to lubricate equipment. A tour may also involve a combination of such physical visits in addition to using automated systems for the monitoring of equipment and systems.

C.2.32 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.2.32 Watch

A ―watch‖ involves performing certain tasks required for the operation of the HVAC equipment

(central systems over 300 tons), boilers, compressors, and related equipment in a centralized location.

Watches include, but are not limited to starting equipment, checking at designated intervals all operating equipment in the area, recording readings, shifting equipment and loads, making adjustments at the central control center, taking water samples, making tests, and adding chemicals as required.

C.3. REFERENCES

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

Maintenance Standards Draft, the Facilities Standards for the Public Buildings Service (PBS P100), and the U.S. Courts Design Guide, which will be provided by the Government.

Public Buildings Service Operations and Maintenance Standards Draft (January 2008)

Facilities Standards for the Public Buildings Service (PBS P100)

U.S. Courts Design Guide

SMACNA Sheet Metal and Air Conditioning Contractors National Association HVAC Systems

Testing, Adjusting & Balancing

AHERA Asbestos Hazard Emergency Response Act

ASHRAE Guideline 1HVAC Commissioning Process

ASHRAE Guideline 4 Preparation of Operating and Maintenance Documentation for Building

Systems

ANSI/ASHRAE Standard 15 Safety Code for Mechanical Refrigeration

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

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

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

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

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

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

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

CSI Master Format

Clean Air Act

Clean Water Act

EPA Green Book

EPA Purple Book

FMR Federal Management Regulations

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

International Building Code

International Fire Code

International Plumbing Code

International Mechanical Code

NETA Maintenance Testing Specification for Electrical Power Distribution Equipment and

Systems

NFPA 10, Standard for Portable Fire Extinguishers

NFPA 12, Carbon Dioxide Extinguishing Systems

NFPA 12A, Standard on Halon 1301 Fire Extinguishing Systems

NFPA 13, Installation of Sprinkler Systems

NFPA 17, Dry Chemical Extinguishing Systems

NFPA 17A,Wet Chemical Extinguishing Systems

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

Systems

NFPA 70, National Electrical Code (NEC)

NFPA 70E,Standard for Electrical Safety in the Workplace

NFPA 72, National Fire Alarm Code

NFPA 80, Standard for Fire Doors and Other Opening Protectives

NFPA 85, Boiler and Combustible Systems Hazards Code

NFPA 92A, Standard for Smoke Control Systems Utilizing Barriers and Pressure Differences

NFPA 92B, Standard for Smoke Management Systems in Malls, Atria, and Large Spaces

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

Operations

NFPA 101, Life Safety Code

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

Protectives

NFPA 110, Standard for Emergency and Standby Power Systems

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

NFPA 2001, Standard on Clean Agent Fire Extinguishing Systems

NICET National Institute for Certification in Engineering Technologies publications and issuances

NIOSH National Institute for Safety and Health publications and issuances

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

R.S. Means Facilities Construction Cost Data

USGBC LEED for Existing Buildings (LEED-EB)

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

Efficiency for Distribution Transformers

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

NEMA Application Guide for AC Adjustable Speed Drive Systems

ANSI/IWCA I-14.1, Window Cleaning Safety Standard

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

Title 40 CFR, Part 761, PCBs in Electrical Transformers

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

C.4. INITIAL DEFICIENCY INSPECTION AND LIST

QASP: performance is satisfactory if the new IDL is submitted on time, is substantially complete and requires only modest corrections subsequent to GSA comment. Note that an incomplete IDL is less for GSA's benefit than to protect the Contractor; incompleteness increases the Contractor's liability.

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 mechanical, electrical, fire protection, and utility systems and equipment, windows, doors, and other structural features for which maintenance and repairs are covered by this performance work statement. The purpose of this inspection shall be to discover and list in an initial deficiency list report all deficiencies that may exist in the equipment and systems covered by this performance work statement, as well as the Contractor's itemized price (including, but not limited to labor, materials, overhead, and profit) for correcting each deficiency. The Government may elect to have all or any part of this work performed by the Contractor (at the price or prices quoted), by Government employees, or by other contractors.

The initial 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 30 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

90 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 http://www.nema.org/stds/tp1.cfm#download http://www.nema.org/stds/tp1.cfm#download 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.

C.5. TRANSITION PHASE

The Contractor must provide 30 days of transition startup services prior to the contract start date to assist transitioning between contractors. The purpose of this phase is to permit a transition that is seamless to the tenants and to assess the condition of the building and incomplete maintenance work at the time of contractor transition. During this period the Contractor must:

1. Develop a new, updated building operating plan.

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

3. Review work order history and equipment inventory information.

4. Develop the initial deficiency list report, including an itemized estimate for correcting each deficiency as described in section C.4., Existing Deficiency Inspection/Initial Deficiency List.

Not later than the end of the transition startup phase and the concurrent beginning of operations and maintenance services, the Contractor must submit for GSA’s approval:

1. The new building operating plan.

2. The initial deficiency list report, as described elsewhere in this document.

Within the first week of the startup phase the Contractor must submit a schedule and staffing plan for the startup phase. This plan must describe, by week, work to be accomplished. At the end of each week during the startup phase the Contractor must submit a letter report describing work accomplished.

As with other work required under this contract, all work performed during the startup phase must be recorded by the Contractor as work orders in the CMMS (if applicable), to include recording hours of time and costs.

C.6. PHASEOUT TRANSITION PERIOD

Prior to the expiration of this contract or is otherwise terminated, the Contractor must cooperate with the incoming contractor during a phase-out period. For planning purposes, the Contractor must assume a phase-out period of 30 days.

During this phase-out 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.

C.7. PUNCH LIST COMPLETION AND WITHHOLDING OF FINAL 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. 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. If the

Government elects to request corrections by the Contractor, the Contractor shall have until the end of the contract period to perform such corrections and may invoice for funds withheld on acceptance of the corrections by the Government. Nothing in this section must be construed to limit the

Contractor’s liability or restrict the Government from reporting unsatisfactory or problematic performance by the Contactor.

C.8. GENERAL AND ADMINISTRATIVE REQUIREMENTS

C.8.1 Minimum Staffing and Ability to Contact and Communicate with the COR

QASP: There should not be any systemic problems with short staffing, misconduct of staff, or failure to adhere to security requirements. An occasional short-term issue may develop; satisfactory performance entails quick resolution of the problem. The Contractor’s performance is unsatisfactory if there is more than one incident per month in which GSA is unable to reach a representative of the

Contractor, on site, during Normal Working Hours and outside of scheduled lunch periods.

Performance is not unsatisfactory if a representative on-site responds to a recorded message within 15 minutes. While GSA does not dictate staffing levels beyond this minimal requirement, staffing levels should be monitored for inadequacy. If staffing appears inadequate, likely all requirements are not being met and so surveillance of contract performance should be increased. Likewise, if staff, necessary to carry out basic contract requirements, is being diverted to perform reimbursable work, increased surveillance may be called for.

The Contractor at a minimum must provide 8 on-site mechanical staff (not including those in GSA

Field Office) to ensure services are continued without disruption to the tenant. The Contractor must ensure employees maintain communications access with the COR to allow contact by the

Government at all times during normal working hours and to effectively communicate with

Government personnel (See section C.8.2, Communication Equipment).

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

The onsite technicians must have sufficient skills to immediately respond to a variety of service requests involving multiple trades, including the operation of building control and energy management systems. Operators must be certified where applicable.

Outside of normal working hours, the Contractor must maintain some designated form of communication with on-call staff to allow the Government to contact such on-call staff at any time for emergency response.

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 10 days of contract award a list of key personnel and emergency contact information (which may include subcontractor contacts, as applicable).

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.

C.8.2 Communication Equipment

QASP: all appropriate personnel must be provided with communications equipment which works within the building(s).

The Contractor must provide key operational personnel (managers, supervisors, and duty mechanics) with portable electronic means to communicate with GSA (and the PBS National Contact Center) for service requests, emergencies, status of projects, etc. Electronic communication methods may include the following:

1. Text messaging device. The Contractor is responsible for all costs associated with the text messaging device. Examples are two-way pager, cell phone with text messaging, Blackberry, etc.

2. Fax. Receiving and sending faxes is acceptable as a secondary communication method for locations that have problems with wireless device signal strength. However, delaying faxes because of combined usage of voice and fax on the same line is not acceptable.

C.8.3 Onsite Records

QASP: The contractor must produce applicable records on demand. Refusal to provide records indicates unsatisfactory performance. Occasional filing problems are excusable, but contractor should quickly resolve the problem.

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.

C.8.4 Service Request and Administrative Support/Conference Center Coordination

QASP: The Contractor must have personnel scheduled to cover these functions during the required hours. There should be no more than two incidents per year in which these functions are left uncovered by more than a few minutes.

The Contractor must operate a service request and administrative support function in the GSA Field

Office during the hours of 7:00am to 3:30pm. Functions may include but are not limited to the following:

1. to act as a central point of contact for the Government.

2. to monitor service requests received from the National Call Center and tenants.

3. to act as a local point of contact for building occupants.

4. to track and maintain service request records in the CMMS. This includes service requests for work not under the scope of this contract (i.e., performing a central service request desk function for the facility, regardless of who is responsible for responding to the service request).

5. to perform document and file maintenance functions pertaining to building operations, maintenance, repairs, tenant reimbursable work and minor construction. Document preparation, control and file maintenance is to follow established field office procedures.

6. to accomplish the following work related to the building security access key card system.

Major functions of this duty are:

The contractor will provide, process and obtain the requisite approvals for the access key card request forms.

The contractor will update and maintain all security access records on the computer provided by GSA.

The contractor will supply/maintain all equipment and material for all access key cards, camera and printer for taking pictures of personnel to be given access cards.

The contractor must also provide conference center scheduling and management services in the GSA

Field Office during the hours of 7:30 am to 4:00pm (with ½ hour absence for lunch) on federal work days. Functions include:

1. Schedule rooms and events in the conference center, designated locations and building grounds.

2. Provide general set-up services and install proper equipment.

3. Maintain permits and fees in accordance with established Field Office procedures.

NOTE: THE SAME INDIVIDUAL MAY NOT PERFORM BOTH ADMINISTRATIVE SUPPORT AND

CONFERENCE CENTER SCHEDULING AND MANAGEMENT SERVICES.

C.8.5 Use of CMMS

QASP: All contract work must be recorded as work orders or appropriate types. Contract performance is unsatisfactory if intentional or reckless falsification of work orders or equipment information is detected. 90% of work orders should be updated with resolution of the problem, or comments related to scheduled maintenance. 90% of work orders should contain estimated time spent on the work order. Time estimates need not be to the minute, but must be reasonably accurate.

Links between non-automated work orders and equipment should be correct 95% of the time. 98% of equipment requiring entry in the CMMS should be in the CMMS. Work orders completed should be closed within two weeks.

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 maintenance work, service requests, and equipment inventory. The Contractor must track historical maintenance and repair activities for each work order received during the performance of the contract. Where applicable, work orders shall be linked to applicable equipment records. All work done by the Contractor must be accomplished under a CMMS work order. Contractor must provide reports to the COR as requested and in a format and media as requested.

The Contractor shall maintain records of Service Calls and Repairs performed. Service Call and

Repair records must be maintained using the CMMS. Service call records shall include the following minimum requirements:

1. Complaint, date, time, location and complainant;

2. Verification of the complaint (such as actual temperature, was airflow more or less than design);

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 used and materials and subcontract costs expended must be recorded in work orders.

Work orders must be promptly placed in "complete" status upon completion of work. Moving work orders into "closed" status shall be done in accordance with local policy.

C.8.6 Quality Control Program

A Quality Control Plan (QCP) must be developed and submitted for approval to the CO and COR 10 days prior to the start of the contract. 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.