ScopeofWork.DellumsFB.10.21.11.pdf

The following is provided for your review of Section C of the scope of work for the operation and maintenance services requirements at the Ronald Dellums Federal Building and Courthouse located at 1301 Clay Street, Oakland, CA.

An amendment to this announcement will be made that will include the full solicitation. This document is provided to give offerors an opportunity to review the specifications prior to the site walk/visit scheduled for Thursday, October 27, 2012 at 10am.

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

C.8.7 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. Obtain tenant satisfaction survey information and require improvements in service on the basis of such information to the extent such results correlate with deficiencies in contract requirements.

5. 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.

6. 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.

All records and files utilized or generated during the course of the contract by the Contractor, including all standard operating procedures and building operating plans, shall become the property of the Government (this excludes employee personnel files and company financial information).

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.

C.9. BUILDING OPERATING PLAN

QASP: The BOP is the main submittal, and is critical. Performance is unsatisfactory if a satisfactory plan is not submitted in a timely manner, absent extenuating circumstances: difficult issues needing resolution that have been discussed with the COR, etc. Simply not turning in a solid BOP on the due date should not be excused. To be satisfactory, the BOP needs to address all required material, and should generally avoid generic language.

C.9.1 Purpose

The Contractor must revise and submit for approval to the COR or designee, not later than the end of the startup phase, a building operating plan outlining their operating and general maintenance procedures for all major building equipment and systems (See section C.9.2., Components of the Building Operating Plan, below). The Contractor must execute the contract requirements in accordance with the approved building operating plan. The Contractor must coordinate with the COR in developing the components of the plan in accordance with the building operating plan template provided by the COR or designee.

The building operating plan may be based on, or derived from, the existing building operating plan and other existing documents. However, all components must be reviewed and updated.

Deficiencies in the existing plan do not excuse deficiencies in the new plan.

The building 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 Contractor must annually review and update the building operating plan and submit an electronic file (MS Word or searchable PDF) and two hard copies of the complete updated building operating plan on the anniversary of the contract start date of each contract year.

C.9.2 Components of the Building Operating Plan

The building 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. Tour procedures.

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

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

7. 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 and conference center coordination.

8. 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.

9. 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.).

10. 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 building operating plan at the end of the startup phase, the Government may suspend payments until a satisfactory plan is submitted.

C.9.3 Posting Operating Instructions

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

C.10. EQUIPMENT INVENTORY

The Contractor is responsible for maintaining and updating the inventory of building equipment, to include nomenclature, part number, serial number, manufacturer name, component name and other data as indicated in the template spreadsheets provided. If equipment is added, removed, or retrofitted as part of a project, the Contractor must update equipment data immediately upon project completion and report changes to the COR or designee. No less frequently than annually, the Contractor must review and validate accuracy of the inventory (which need not involve 100% re-inspection; for example, statistical sampling for accuracy combined with drawing review of projects completed during the year will suffice).

Requests for equitable adjustment pertaining to physical changes in building equipment must be submitted to the CO.

C.11. MONTHLY PROGRESS REPORTS

QASP: Report may be late only once per year, and such late report may be no more than 5 days late.

On a monthly basis, not later than the 5 th working day of the subsequent month, the Contractor must submit to the COR or designee a monthly progress report describing the status of maintenance and operations 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.

14. Copy of arrival and departure reports.

C.12. PERFORMANCE REVIEW MEETINGS

The Contractor must meet with the COR and other Government representatives, at the discretion of the COR, to review contract performance.

C.13. EQUIPMENT CONDITION ASSESSMENT

QASP: A pattern of unpredicted equipment failures where a proper equipment assessment would have noted a problem with the equipment indicates unsatisfactory performance.

During the performance of the requirements of this contract the Contractor must note the condition and efficiency of building equipment and systems on an ongoing basis. Any equipment or systems that the Contractor determines are reaching the end of their life cycle must be brought to the attention of the COR or designee.