RFP I 09-17-09.doc

OPERATIONS & MAINTENANCE SERVICES

INDEFINITE DELIVERY, INDEFINITE QUANTITY CONTRACT

THIS IS A 100% SMALL BUSINESS SET ASIDE

1000 SW Third Avenue

Portland , Oregon 97204-2930 and

The Pioneer Courthouse (OR0024ZZ)

700 SW 6th Avenue

Portland, OR 97204-1336

NOTE: ANY QUESTIONS REGARDING THIS SOLICITATION MAY BE DIRECTED TO:

General Services Administration

PBS, Facilities Management & Services Programs Division Facilities Operations Support Branch

Service Contracts Team (10PMMQ)

400 15th Street SW

Auburn, WA 98001-6599

Lani Matsumoto, Contracting Officer

Mae C. Smith, Team Lead Contracting Officer

· GSA’s hours of operation are 8:00 a.m. to 4:30 p.m. Requests for debriefings postmarked or otherwise submitted after 4:30 p.m. will be considered submitted the following business day. All request of debriefing, pre-award or post-award, delivered after 4:30 p.m. will be considered received on the following business day.

· This is a Request for Proposal using Commercial Item Acquisition Procedures, as set forth under Federal Acquisition Regulation Part 12 Acquisition of Commercial Items & Part 15 Contracting by Negotiations.

PROPOSAL SUBMISSION CHECKLIST

· Offerors should carefully read the entire solicitation in order to be fully aware of all requirements. Offerors should review the following checklist carefully in order to verify that all required information has been included with the offeror’s proposal.

· Volume I:

Technical proposal (40 maximum pages) – 1 Original, 3 paper copies and 1 electronic copy.

· Volume II:

Past Performance (30 maximum pages) – 1 Original and 1 electronic copy

· Volume III:

SF 1449 (signed & dated) and Pricing Proposal – 3 originals and 1 electronic copy.

· Amendments - signed & acknowledged Standard Form 30 (as required)

CURRENT CONTRACT INFORMATION:

Services are currently performed by the following Contractor:

*NOTE:

This information is being provided as information only and is not reflective of the new solicitation. This solicitation contains the new National Operations and Maintenance Performance Work Statement.

PRE-PROPOSAL CONFERENCE/SITE VISITS:

The pre-proposal conference will be held on Thursday, October 1, 2009 @ 10:00 a.m. PDT at the Mark O. Hatfield U.S. Courthouse; 1000 SW Third Avenue; Portland, Oregon 97204-2930. A building walk-through during site visit of both buildings will be conducted after the conference. NO other building walk-through/site visit is planned.

NOTE:

If you plan to attend the pre-proposal conference and/or walk-through/site visit, you MUST contact DENNIS WALKER, Property Manager, by phone (503) 326-5690 or by email dennis.walker@gsa.gov with your name, telephone number, and email address. Advance notification and picture ID will be required to be allowed access to facilities.

All questions shall be submitted in writing to the Contracting Officer. Questions and responses submitted will be downloaded onto www.fedbizopps.gov.

The individual conducting the walk-through during site visit DOES NOT have the authority to make any changes or clarifications to the contract requirements.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 & 30

DATE

DATE

7.

FOR SOLICITATION

INFORMATION CALL:

calls)

8. OFFER DUE DATE/

LOCAL TIME (PST)

FOB DESTINATION

GSA PBS

Facilities Operations Support Branch

SEE SCHEDULE

Service Contracts Team (10PMMQ)

HUBZONE SMALL

400 15th Street SW

BUSINESS

13a. THIS CONTRACT IS A RATED

Auburn, WA 98001-6599

8(A)

ORDER UNDER DPAS (15 CFR 700)

13b. RATING

RFQ

17a. CONTRACTOR/

CODE

FACILITY

OFFEROR

CODE

P. O. Box 17181

Ft. Worth, TX 76102

SEE ADDENDUM

(Use Reverse and/or Attach Additional Sheets as Necessary)

ARE NOT ATTACHED

ARE NOT ATTACHED

OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED

. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

AUTHORIZED FOR LOCAL REPRODUCTION

STANDARD FORM 1449 (REV. 04/2002)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CGR) 53.212

19.

ITEM NO

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

See Part I Schedule of Supplies and Services located on pages 4 through 6.

ACCOUNTING & APPROPRIATION DATA:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED

INSPECTED

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

REPRESENTATIVE

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

CORRECT FOR

PARTIAL

FINAL

COMPLETE

PARTIAL

FINAL

42b. RECEIVED AT (Location) h

STANDARD FORM 1449 (REV. 4/2002) BACK

ADDENDUM TO STANDARD FORM 1449

· Block 17b REMITTANCE ADDRESS

When the Contractor wishes payments to be mailed to an address other than that shown on the Standard Form 1449, Solicitation/Contract/Order for Commercial Items insert the proper remittance address in the space provided below:

· PERFORMANCE BASED SERVICE CONTRACT

This solicitation contains a performance work statement for a performance-based service. This means that the Government has described WHAT is to be accomplished, not HOW to accomplish it, and states a basis for determining whether finished work meets the Government quality requirements. It does not state detailed procedures for accomplishing the work unless there are safety, security or communication requirements.

It is the responsibility of the Contractor to ensure that they build into their bid/proposal price the necessary hours that it will take to meet the performance standards specified.

The Contractor will be required to maintain a performance plan/quality control plan to ensure that the requirements of this contract are met. This program shall be created for identifying and correcting deficiencies in the quality of services before the performance becomes unacceptable.

I – THE SCHEDULE

SCHEDULE OF SUPPLIES & SERVICES

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 Operations & Maintenance Services and described herein for the following buildings:

Mark O. Hatfield U.S. Courthouse 1000 SW Third Avenue

Portland, OR 97204-2930

The Pioneer Courthouse 700 SW 6th Avenue

Portland, OR 97204-1336

PRICING INFORMATION

MINIMUM GUARANTEE

TRANSITIONAL START UP PERIOD – JANUARY 1, 2010 TO FEBRUARY 28, 2010

Operations & Maintenance Services

January 1, 2010 to February 28, 2010

*May not apply if the current incumbent contractor wins the award.

BASE PERIOD – MARCH 1, 2010 TO DECEMBER 31, 2010

Operations & Maintenance Services

March 1, 2010 to December 31, 2010

nomal building operational hours

OPTION I PERIOD

Operations & Maintenance Services

Option I – Full Services

nomal building operational hours

OPTION II PERIOD

Operations & Maintenance Services

Option II – Full Services

nomal building operational hours

OPTION III PERIOD

Total Amount

Operations & Maintenance Services

Option III – Full Services

nomal building operational hours

NOTES TO ALL OFFERORS

1.

Pricing of Option Years:

Offerors shall price the option period by assuming that the minimum hourly wages and fringe benefits established by the Administrator, Wage and Hour Division, U.S. Department of Labor, for the initial twelve month period of performance will apply to all additional twelve-month periods of performance are included on the attached Wage Determination.

In the event the options are exercised by the Government, the contract price(s) will be adjusted upward or downward at the time the option is exercised in accordance with the FAR clause 52.222-43 Fair Labor Standards Act and Service Contract Act – Price Adjustment (Multiple Year and Option Contracts).

2.

Additional Services and Additional Task Orders:

When specific requirements are identified with a scope of work and schedule, the Contractor will submit a proposal for the work. Following negotiations, a sequentially numbered task order will be issued authorizing performance. Upon completion of the work, the Contractor will invoice separately from the monthly recurring services. The invoice needs to identify the task order, including the PDN #, description of services including labor hours and supplies, and the amount charged. GSA reserves the right to procure these services from others.

3.

Basis for Award or Option Periods:

It is anticipated that a Contractor who has performed successfully during the base period of this contract will be awarded an option period, which extends the performance period an additional twelve (12), twenty-four (24), or thirty-six (36) months. Each option period [total of three (3) option periods] will include three (3) alternate timeframes (A = 12 months, B = 24 months and C = 36 months). Selection of the alternate award time will be based on the performance rating of the Contractor. An outstanding performance rating will warrant a three-year option, an excellent performance rating will warrant a two-year option, and a good performance rating will warrant a one-year option period.

The methodology for determing additional terms of performance will be based primarily on, but not limited to, how successful the Contractor is performing on subject contract as rated and evaluated by the Contracting Officer on the interim Vendor Past Performance (VPP) evaluation in Comprizon Suite, which will be inputed and loaded to the Past Performance Information Retrieval System (PPIRS) at www.ppirs.gov.

The total contract period cannot exceed ten (10) years. The third option period may be limited to 12 or 24 months depending on what period was ordered for Option I and II periods.

Award of base and option periods longer than twelve (12) continuous months are subject to the availability of funds within the fiscal year the work and/or services will be performed.

4.

Other Notes:

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

5.

Transition Phase Startup Period:

The first two (2) months of the base period will be a transition period between the incoming and outgoing Contractors. The purpose of this period is to permit a transition that is seamless to the tenants and to assess the condition of the equipment in the building(s). During this period, the incoming Contractor must:

(a) Develop a new, updated building operating plan;

(b) Inspect the condition of all equipment and systems;

(c) Review work order history and equipment inventory information;

(d) Update the initial deficiency list report submitted during the initial walk through; and

(e) Update the Preventative Maintenance Schedule.

For purposes of evaluating the proposals, the Contractor needs to price this transition period separately. If this period changes, an amendment will be made to the solicitation adjusting the transition period and base period.

PERFORMANCE WORK STATEMENT

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 of the below listed building:

Mark O. Hatfield U.S. Courthouse (OR0052ZZ) 1000 SW Third Avenue

Portland, OR 97204

The Pioneer Courthouse (OR0024ZZ) 700 SW Sixth Avenue

Portland, OR 97204

Service will include but not be limited to the following:

1.

Electrical systems and equipment;

2.

Mechanical, plumbing, energy management control systems (EMCS) where applicable, and heating, ventilation, and air conditioning (HVAC) systems and equipment;

3.

Fire protection and life safety systems and equipment;

4.

All control systems that are within the scope of this contract;

5.

Architectural and structural systems, fixtures, and equipment within the site (to the property line);

6.

Maintenance of landscape irrigation systems;

7.

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

8.

Locks, door hardware, door closers, electric strike, DSX field devices (card readers) and associated hardware and field wiring to the DSX computer;

9.

Dock levelers and static bollard system;

10.

Mechanical shade system;

11.

Flags and associated equipment, including flag raising and lowering;

12.

Kitchen equipment and appliances, duck work above ceiling, grease traps with associated piping, and Kitchen hood, exhaust system, fire suppression system any fire alarm equipment are included in the scope;

13.

Storm drainage systems;

14.

Decorative fountains and associated equipment;

15.

Courtroom lighting and sun shade interface; and 16.

Interior Glazing to include but not limited to, doors, partition windows receiving windows.

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.

Security systems;

2.

Telecommunication systems;

3.

Equipment owned and operated by tenant agencies;

4.

Furnishings (not installed as fixtures);

5.

Paper and soap dispensing equipment in restrooms;

6.

Equipment owned by servicing public utilities;

7.

Upgrade of software or software licenses (to include building automation systems (BAS) and CMMS);

8.

Fitness center equipment;

9.

Lawn sprinkler heads;

10.

Exterior glazing to include windows and skylights considered part of the building envelope; and 11.

Elevator Maintenance, hoist way lighting.

2.

DEFINITIONS

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.

2.2 Additional Services

“Additional services” are services that the Contractor will provide at an additional cost to the Government, to include all labor, supervision, supplies and materials specifically identified as being outside the provisions of the basic services and included in the offeror’s overall pricing. These services may be provided during or after normal working hours. The Contracting Officer (CO) will issue a separate delivery order before work may proceed.

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.

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.

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.

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.

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.

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.

2.9 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.

2.10 Contractor

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

2.11 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 and lighting control systems. Fire protection systems and security systems are excluded from this definition for purposes of this contract and are defined separately. Gateway devices and mapping software and files for data interchange between a control system and a fire protection or security system are considered part of the control system.

2.12 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.

2.13 Existing Deficiency List Report

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

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.

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.

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.

2.17 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.

2.18 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 7:00am to 5:00pm.

2.19 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.

2.20 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.

2.21 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.

2.22 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.

2.23 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.

2.24 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.

2.25 Non-Reimbursable Repair

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

2.26 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.

2.27 Sequence of Operations

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

2.28 Service Request

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

2.29 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.

2.30 Vertical Transportation Systems

“Vertical transportation systems” include elevators, escalators, dumbwaiters, lifts, etc.

2.31 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.

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

· 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 4.

EXISTING DEFICIENCY INSPECTION/INITIAL DEFICIENCY LIST

The incoming Contractor and the COR or designee must make a complete and systematic initial inspection together within thirty (30) days after contract award date. The inspection shall 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 existing 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 existing deficiency list report must not include any items that would be replaced, repaired, or adjusted during the performance of normal preventive maintenance. The Contractor shall be responsible for making immediate adjustments or corrections that fall within the scope of routine preventive maintenance required by this contract at no additional cost to the Government. This includes but is not limited to making adjustments to controls; adjusting the BAS software, e.g., correcting set points; reloading programs; restoring equipment being operated manually to automatic operation (this does not include changing established sequences of operation or programming sequences); applying lubricants; cleaning fan housings, fans, coils, dampers, air handling unit (AHU) sections, and equipment rooms and replacing consumable parts or components.

The Contractor must submit an initial deficiency list report not later than 14 days after the Initial Deficiency List (IDL) inspection of the building to the COR and CO 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. 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.

5.

START-UP PHASE/TRANSITION PHASE

5.1 Transition Phase Startup The Contractor must provide 60 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.

Update the initial deficiency list report submitted during the initial walk through notating what items have not been corrected by the exiting contractor. Provide an itemized estimate for correcting each deficiency. The estimated pricing must remain in effect for 90 days after submission. Described in section 4, Existing Deficiency Inspection/Initial Deficiency List; and 5.

Update the Preventive Maintenance /Schedule.

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.

PHASE-OUT TRANSITION PERIOD

When this contract expires 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 60 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.

7.

INITIAL DEFICIENCY LIST COMPLETION AND WITHHOLDING OF FINAL PAYMENT

The Government may create a punch list of deficiencies (IDL’s) 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.

8.

GENERAL AND ADMINISTRATIVE REQUIREMENTS

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

The Contractor must provide staff 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 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 30 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.

8.2 Communication Equipment

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.

8.3 On-site Records

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.

8.4 Service Request and Administrative Support

The Contractor must determine the level of administrative support required during normal working hours to track and maintain the SCCDS.

The Contractor shall utilize the Service Call Center Dispatch System (SCCDS). All service calls received from the Service Call Center Dispatch System must be entered and closed in SCCDS by the Contractor.

At all locations:

1. The contractor will provide one (1) dedicated desktop personal computer (PC), loaded with the appropriate software and high speed internet service (HSIS). The PC shall be located at one asset and used for all locations covered by this contract.

2. GSA will provide one (1) session of basic training for the SCCDS programs. Should the Contractor desire additional training, it shall be obtained at contractor’s expense.

3. GSA will provide one (1) account for logging into the SCCDS.

4. If the contractor discovers the HSIS is not available to the site the contractor may select an alternate location where HSIS is available for accessing the SCCDS systems.

5. Work Request Tracking System. A work request & repair tracking system will be maintained on-site for the Government’s review, which will contain, as a minimum, the following data:

a. Equipment ID number or location of deficiency;

b. Description of repair (significant components installed or replace);

c. Cost of repair; and

d. Work request number.

The Contractor must determine the level of administrative support required during normal working hours to track and maintain the SCCDS service calls.

8.5 Use of CMMS

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, the Contractor must construct the inventory database. 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. 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.

a) The Contractor shall utilize the Computerized Maintenance Management System (CMMS) for preventative maintenance (PM). All service calls received from the Service Call Center Dispatch System must be entered and closed and reflected in MAXIMO by the Contractor.

b) At locations where CMMS is automated:

1. The Contractor will provide one (1) desktop personal computer (PC) loaded with the appropriate software and high speed internet service (HSIS). Computer can be the same as required in section 8.4 Service Request and Administrative Support.

2. GSA will provide one (1) session for basic training for the CMMS program. Should the Contractor desire additional training, it shall be obtained at the contractor’s own expense.

3. GSA will provide one (1) VPN account for access into the CMMS.

4. The Contractor will provide the GSA CMMS Program Manager the PM schedule for each location covered by this contract 30 days prior to the start of the Transitional phase.

5. If the contractor discovers that HSIS is not available to the site, the contractor may select an alternate location where HSIS is available for accessing the CMMS system. Contractor shall ensure that all PM orders are delivered to the assets and closed per this contract.

6. All CMMS PM work orders shall be closed by the last day of the month that work was scheduled in. If PM were not completed per the agreed upon schedule the contractor shall request additional time in writing form the COR.

The Contractor must determine the level of administrative support required during normal working hours to track and maintain the CMMS.

8.6 Quality Control Plan A Quality Control Plan (QCP) must be developed and submitted for approval to the CO and COR fifteen (15) 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.

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…