Revised RFP without inventories 3.13.2009.doc

GS-10P-09-LS-D-0011, O&M Services, Anchorage Federal Buildings, Alaska

OPERATIONS & MECHANICAL MAINTENANCE SERVICES

INDEFINITE DELIVERY, INDEFINITE QUANTITY CONTRACT

THIS PROCUREMENT IS a Hub Zone Business Set Aside

222 West 7th Avenue

Anchorage, Alaska 99513

605 West 4th Avenue Anchorage, Alaska 99501

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

General Services Administration

PBS, Facility Management and Services Program Facilities Operations Support Branch (10PMMQ) 400 15th Street SW Auburn, WA 98001-6599

Solicitation Package:

Patricia Tackett, Contract Specialist

Technical: Fred Moorehead, Building Management Specialist

The information collection requirements contained in this solicitation/contract are either required by regulation or approved by the Office of Management and Budget pursuant to the Paperwork Reduction Act and assigned OMB Control No. 3090-0163.

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.

The Pre-Proposal Conference will be held on March 3 & 4, 2009 at 10:00am (Alaska Time) at the Federal Building, US Courthouse, 222 West 7th Avenue, Anchorage, Alaska. A building walk-thru will be conducted after the conference. If you plan to attend either of these, you must contact James Byers on (907)_271-1277 or james.byers@gsa.gov . Advance notification and picture ID will be required to be allowed access to facilities.

TABLE OF CONTENTS

DESCRIPTION

STANDARD FORM 1449 (SF 1449) SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

· Standard Form 1449 Solicitation/Contract/Order for Commercial Items

· Standard Form 1449 Solicitation/Contract/Order for Commercial Items Back

ADDENDUM TO STANDARD FORM 1449

· Addendum to Standard Form 1449

SCHEDULE OF SUPPLIES & SERVICES

· Pricing Information

· Payroll Tax Rates

PERFORMANCE WORK STATEMENT/SCOPE OF WORK

Section I – Operations & Maintenance Services

· Introduction

· Objectives

· Asset Standard of Performance Definitions

· Work Items

· Purpose of this Contract

· Indefinite Delivery/Indefinite Quantity Contract

· Task Order Procedures

· Performance Plan

· Performance Incentives

· The Role of Government Personnel & Responsibility for Contract Administration

· Appointment of Ordering Official(s)

· Contract Administration and Performance Measurement

· Insurance Requirements

· Recording Presence

· Suitability Determinations/Identification Credential

· Security Clearance Requirements (Non-Classified Contract)

· Suspension of Work

· Copies of the Contractor’s Payrolls

TABLE OF CONTENTS (Continued)

· Ordinances, Taxes, Permits and Licenses

· Payment of Postage, Fees and Marking

· Standards of Conduct

· Other Contractors

· Withholding Payment for Non-Submission of Performance Plan

· Asbestos and Bloodborne Pathogens Awareness

· Occupant Complaint Program

· Post Award Evaluation of Contractor Performance

· FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items (FEB 2008)

· FAR 52.216-1 Type of Contract (APR 1984)

· FAR 52.216-18 Ordering (OCT 1995)(Variation – OCT 1995)

· FAR 52.216-19 Order Limitations (OCT 1995)

· FAR 52.216-22 Indefinite Quantity (OCT 1995)

· FAR 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 1989)

· FAR 52.204-7 Central Contractor Registration (JUL 2006)

· GSAM 552.233-70 Protests Filed Directly with the General Services Administration MAR 2000)

· FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998)

· GSAM 552.212-71 Contract Terms and Conditions Applicable to GSA Acquisition of Commercial Items (JUL 2003)

· GSAM Clauses Incorporated by Reference

· Exhibit 1A – Building Information & Asset Data Sheet

· Exhibit 1B – Historic Federal Building Equipment Inventory List

· Exhibit 2A – Building Information & Asset Data Sheet

· Exhibit C – Wage Determination

· Attachment 1 – Technical Proposal Template

· Attachment 2 – Past Performance Questionnaire

· FAR 52.212-1 Instructions to Offerors – Commercial Items

· Addendum to FAR 52.212-1 Instructions to Offerors – Commercial Items

· FAR 52.212-2 Evaluation – Commercial Items

· Addendum to FAR 52.212-2- Evaluation – Commercial Items

· FAR 52.215-20 Requirements for Cost or Pricing Data or Information Other

Than Cost or Pricing Data

· FAR 52.222-38 Compliance with Veteran’s Employment Reporting Requirements

· FAR 233-2 Service of Protest

· GSAM 552.233-70 Protests Filed Directly with the General Services Administration

· FAR 52.212-3 Offeror Representations and Certifications – Commercial Items

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.

· SF 1449, Solicitation/Contract/Order for Commercial Items, submit three original copies, which have been completed and signed.

· Submit to the Contracting Officer, acknowledgement by signature of all copies of amendments, if amendments are issued.

· Submit four (4) copies of the technical proposal.

· Pricing Information, All Options, including both Pricing Schedules at $1,000 and $2500 Thresholds (1 original copy)

CURRENT CONTRACT INFORMATION:

O&M services under this contract will be performed in the Historic Federal Building and the Federal Building/US Courthouse buildings in Anchorage, Alaska, for the period June 1, 2009 through May 31, 2019, a period of ten(10) years. The current contractor is Northern Management Services, Inc. Their total contract price for O&M Services is approximately $7,184,751.22 for the entire contract period.

This information is being provided as information only, and is not reflective of the new contract price. This information is not reliable for bidding purposes, as the building and equipment information have changed significantly from the original contract specifications and information.

PRE-PROPOSAL MEETING and SITE VISIT:

See the bottom of the “Request for Proposal” cover sheet for information on the Pre-Proposal Meeting.

All questions shall be submitted in writing to the Contracting Officer. An amendment with responses to questions submitted will be downloaded onto www.fedbizopps.gov.

NOTE: Advance notification and picture ID will be required to be allowed access to facilities. If you plan to attend the Pre-Proposal Meeting and/or the subsequent walk through of the facilities, you must contact the following individuals:

Historic Federal Building:

Call Richard Fort

(907) 271-4298

Federal Building, US Courthouse:

Call Ed Parsad

(907) 271-5992

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

DATE

DATE

7.

FOR SOLICITATION

INFORMATION CALL:

calls)

8. OFFER DUE DATE/

LOCAL TIME (PDT)

FOB DESTINATION

GSA PBS Property Development Division

Facilities Operations and Services Branch

SMALL BUSINESS

SEE SCHEDULE

O & M Team (10PMMQ)

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

222 West 7th Avenue

Anchorage, Alaska 99513

17a. CONTRACTOR/

CODE

FACILITY

OFFEROR

CODE

GSA, Finance Division, BCFA

P. O. Box 17181

Ft. Worth, TX 76102

TELEPHONE NO.

SEE ADDENDUM

Provide operations and mechanical maintenance services at the following locations in accordance with the terms and conditions contained in this contract.

Federal Building, U.S. Court House, located at 222 West 7th Avenue, Anchorage, Alaska, and

Historic Federal Building, located at 605 West 4th Avenue, Anchorage, Alaska

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

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 and Mechanical Maintenance Services described herein for the following buildings:

Historic Federal Building (AK0001ZZ)

Federal Building, US Courthouse (AK0031AA) 605 West 4th Avenue

222 West 7th Avenue

Anchorage, Alaska 99501

Anchorage, Alaska 99513

Please be aware: Offerors are responsible for filling out all years for both of the pricing schedules; the one with a $1,000.00 repair threshold and the other with a $2,500.00 repair threshold. Failure to complete both schedules will cause the offeror to be ineligible for the contract award.

PRICING SCHEDULE #1 - $1,000.00 REPAIR THRESHOLD

Base Period - Historic Federal Building (June 1, 2009 – May 31, 2012)

PRICING INFORMATION

(Please Note: This pricing schedule will be using a $1,000 repair threshold. )

OPTION PERIOD I - HISTORIC FEDERAL BUILDING

PRICING INFORMATION

(Please Note: This pricing schedule will be using a $1,000 repair threshold. )

OPTION PERIOD II – Historic Federal Building

PRICING INFORMATION

Option III – HISTORIC FEDERAL BUILDING

PRICING INFORMATION

(Please Note: This pricing schedule will be using a $1,000 repair threshold. )

PRICING SCHEDULE II - $2,500.00 REPAIR THRESHOLD

BASE PERIOD – HISTORIC FEDERAL BUILDING

(June 1, 2009 – May 31, 2012)

PRICING INFORMATION

(Please Note: This pricing schedule will be using a $2,500 repair threshold. )

OPTION PERIOD I – HISTORIC FEDERAL BUILDING

PRICING INFORMATION

(Please Note: This pricing schedule will be using a $2,500 repair threshold. )

OPTION PERIOD II – HISTORIC FEDERAL BUILDING

PRICING INFORMATION

(Please Note: This pricing schedule will be using a $2,500 repair threshold. )

OPTION PERIOD III – HISTORIC FEDERAL BUILDING

PRICING INFORMATION

PRICING SCHEDULE #1 - $1,000.00 REPAIR THRESHOLD

Base Period - Federal Building US COURTHOUSE

(June 1, 2009 – May 31, 2012)

PRICING INFORMATION

(Please Note: This pricing schedule will be using a $1,000 repair threshold. )

OPTION PERIOD I - FEDERAL BUILDING, US COURTHOUSE

PRICING INFORMATION

OPTION PERIOD II – Federal Building, US COURTHOUSE

PRICING INFORMATION

Option III –FEDERAL BUILDING, US COURTHOUSE

PRICING INFORMATION

PRICING SCHEDULE II - $2,500.00 REPAIR THRESHOLD

Base Period - Federal Building US COURTHOUSE

(June 1, 2009 – May 31, 2012)

PRICING INFORMATION

(Please Note: This pricing schedule will be using a $2,500 repair threshold. )

OPTION PERIOD I – FEDERAL BUILDING, US COURTHOUSE

PRICING INFORMATION

(Please Note: This pricing schedule will be using a $2,500 repair threshold. )

OPTION PERIOD II – FEDERAL BUILDING, US COURTHOUSE

PRICING INFORMATION

OPTION PERIOD III –FEDERAL BUILDING, US COURTHOUSE

PRICING INFORMATION

NOTES TO ALL OFFERORS

1.

Pricing :

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 in Part 5 – Department of Labor Wage Determination. Offerors are cautioned NOT to include Labor Costs in the Option Years. The Fair Labor Standards Act/Service Contract Act Price Adjustment Clause will allow for labor costs to be evaluated and escalated if the Wage Determination prices increase.

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 Years).

2.

Reimbursable 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, PDN #, description of services and the amount charged. GSA reserves the right to procure these services from others.

3.

Basis for Award of Option Periods:

To award Option periods, there must be a continuing need for the services, and the CO must be able to justify the prices as fair and reasonable. It is anticipated that a contractor’s performance in the previous period will be one of the determining factors for the length of the option period. The poor to average, average to good, or good to excellent services provided in the previous period will determine if they will be awarded an option period, which extends the performance period an additional 12, 24 or 36 months.

It is also possible that other areas of the contractor’s performance may dictate no option be exercised at all.

4.

Other Notes:

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

B. GSA will review all offers, and will determine the best value with regard to pricing, and other proposal information. The threshold to be incorporated into the contract will be determined by the schedule which presents the best value to the Government, all items being considered.

Please provide the following information to Contract Specialist or Contracting Officer in accordance with FAR 52.222-43, Fair Labor Standards Act and Service Contract Act – Price Adjustment (Multiple Year and Option Contracts):

In order to insure your adjustments are completed accurately, when computing your bid, please indicate your payroll taxes below. If you have other payroll taxes that are not listed below, please add them. (NOTE: General Liability Insurance is NOT a payroll tax.)

In your monthly bid price, what was the percentage for direct labor (productive time including fringe benefits and payroll taxes?

The above rates will be used for labor adjustments annually throughout the life of this contract.

PLEASE COMPLETE AND RETURN THIS SHEET TO:

General Services Administration

ATTN : Patricia A. Tackett

PBS, Facilities Maintenance and Services Programs Division

O & M Team (10PMMQ)

400 15th Street SW

Auburn, WA 98001-6599

NOTE TO ALL OFFERORS

5. ALL CONTRACTORS MUST fill in all pricing schedules as indicated above.

Failure to complete all schedules will result in a partial bid only and will not be accepted.

a. Historic Federal Building contains:

1) Base Period $1,000 threshold

2) Option I, $1,000 threshold

3) Option II, $1,000 threshold

4) Option III, $1,000 threshold

1) Base Period $2,500 threshold

2) Option I , $2,500 threshold

3) Option II, $2,500 threshold

4) Option III, $2,500 threshold

B. Federal Building / US Courthousecontains:

1) Base Period $1,000 threshold

2) Option I, $1,000 threshold

3) Option II, $1,000 threshold

4) Option III, $1,000 threshold

1) Base Period $2,500 threshold

2) Option I , $2,500 threshold

3) Option II, $2,500 threshold

4) Option III, $2,500 threshold

PERFORMANCE WORK STATEMENT

OPERATIONS, MECHANICAL MAINTENANCE AND RELATED SERVICES

Introduction 1.1 Service Requirements. This Performance Work Statement (PWS) provides for operations and maintenance service including (but not limited to) all management, supervision, labor, sub-contractors, materials acquisition and disposal, supplies, tools, repair and replacement parts for the following services:

· Operations

· Maintenance

· Customer service

· Work orders

· Repairs

· Testing & inspection

· Quality control

· Warranty management

· Information systems/Records keeping management

· Lock Smith Services

1.2 Expertise and Trade Disciplines: The types of expertise and trade disciplines include, but not limited to, electrical, mechanical, HVAC/R, plumbing, Building Energy Management System (EMS), water systems, fire protection system, architectural, and structural systems.

1.3 Exclusions*: The Contractor is not responsible for operation or maintenance of the following equipment or systems:

· Vertical Transportation System maintenance and operation. Elevator equipment shown in the Equipment Inventory Exhibits is for information only and it is not part of this contract.

· Fire Alarm Monitoring Services (monitoring only)

· Entrance control system field panel(s), system software and software programming, and issuance of electronic entrance control system access cards.

· Tenant agency equipment, not installed as part of the building, including but not limited to:

* Unless authorized.

2.

Objectives

2.1 Agency Mission. The U.S. General Services Administration, mission is helping federal agencies better serve the public by offering, at best value, superior workplaces, expert solutions, acquisition services and management policies.

Our goals are providing best value for customer agencies and taxpayers, achieving responsible asset management, operating efficiently and effectively, ensuring financial accountability, and maintaining a world-class workplace.

The objective of this requirement is to obtain building operation, maintenance, repair, service calls, testing, inspection and tenant and project related services at federal assets. Evaluations of the requirements will concentrate on quality of service, ensuring customer satisfaction, and competitive pricing.

3.

Asset Standard of Performance Definitions

3.1 Standard of Performance. Buildings under this contract are categorized into one of three performance standards. The Contractor shall consider each individual building’s category when determining the level of effort the Contractor will provide while ensuring an acceptable level of maintenance. “Acceptable level” of maintenance is defined as the level of maintenance, which will preserve the equipment at its designed characteristics and capacity and in unimpaired operating condition. Refer to the Building Information and Asset Detail for each building’s established performance standard.

3.2 The three Performance Standards are:

Maximum Standard of Performance:

The contractor will be required to take all measures, which would be taken by a prudent building owner, to maximize the life expectancy of systems or equipment.

Reliable Standard of Performance:

The contractor will be required to take all measures, which would be taken by a prudent building owner, to realize an acceptable life expectancy of systems or equipment.

Prolonged Standard of Performance:

The contractor will be required to take all measures, which would be taken by a prudent building owner, to extend the operable life of systems or equipment.

Work Items 4.1 General

4.1.1 Services. The Contractor shall provide all management, supervision, labor, sub-contractors, materials, supplies, tools, repair and replacement parts, all necessary equipment to provide operations and maintenance service which includes: planning; scheduling; coordinating; inspection, to assure effective and efficient completion of all work and related services described herein.

4.1.2 Minimum Level of Work. This performance work statement provides the minimum level of work and services that are required to be provided in specific areas under this contract. It is not intended to, nor shall it be construed as limiting the Contractor’s responsibilities. At a minimum, the Contractor shall be required to take all steps and measures that would be taken by a prudent Building Owner or Property Manager to maximize the safe and efficient operability of systems in the building(s) under this contract.

4.1.3 Performance Plan & Monthly Reporting.

a.

The Contractor shall prepare and maintain a performance plan tailored to each assigned building for the work being performed under this contract. A final version of each plan shall be submitted within 30 calendar days after contract award. The plan shall include detailed information that was provided with the initial proposal used as a basis for selection. The plans shall be continuously updated to reflect any changes while remaining in compliance with the original performance plan.

b.

On or before the fifth of each month, the Contractor shall submit a summary report in narrative form describing the items listed below. The monthly report shall be submitted prior to submitting the monthly invoice to Finance (i.e. if monthly report is submitted on the 5th of the month, the earliest day invoice can be submitted to Finance is the 5th). Invoices submitted prior to the monthly report will be rejected.

(1) Activities of the previous month

(2) Activities planned for next month

(3) Results of inspections

(4) Identification and submission of any analysis, inspection or testing reports that has taken place by third party vendor i.e. Fire Protection, Electrical Switch Gear, Non-Destructive Chiller tube analysis and Flue gas analysis. Shall be submitted electronically 30 days after testing to the CO

(5) Identification of any repairs, failed equipment, and operable/repair status

(6) Any changes to current inventory

(7) Status of any issued task assignments

(8) Monthly Performance Self Rating

(9) Issues that GSA should be made aware of

(10) Concerns which could impact performance

(11) Updates to the performance plan and/or confirmation that the plan is current

(12) Recommendations to the CO

4.1.4 Equipment Failure Notification: The Contractor shall notify the CO or his/her designee (verbally) with a written follow-up notice when there is an equipment failure of such nature that it may cause tenant discomfort or threaten the safety of Government property or tenants.

4.1.5 Equipment Inventory: On or before, ninety (90) calendar days after the contract start date, the contractor will provide a revised equipment inventory. The Contractor shall be responsible for updating and maintaining a current on-site equipment inventory list. The Contractor will perform maintenance on all equipment, even if the equipment is missing from the Government’s furnished inventory. If errors are discovered in the building inventory or if there are changes in equipment (e.g. additional or new equipment) during the performance period of the contract more than 90 days after post-award, the contract price will be adjusted from receipt date of written notification. The Contractor is responsible for recording all available data plate information upon installation of equipment.

4.1.6 Contract, Performance Plan and Documentation. The Contractor shall establish and maintain a complete set of the following documentation at a central on-site location. The documentation, while not the official record, shall be made available for review and use by all parties.

a.

Contract (including all modifications) for work being performed at the asset.

b.

Performance Plan (incorporating all updates).

c.

Copies of all documentation (including but not limited to oil, water, water treatment, load bank, chiller, flue gas, boiler, switch gear, fire alarm, pressure vessel testing and inspection reports. At contract completion, this documentation will become the property of the Government.

d.

GSA Form 139, “Record of Time of Arrival and Departure from Building”.

4.1.7 Miscellaneous Work During Core Coverage Hours. When directed by the CO or his/her designee, the Contractor will provide qualified personnel to accomplish miscellaneous work during Core Coverage Hours.

a.

The purpose of these services is to facilitate tenant relations and includes, but is not limited to, moving/hanging pictures, maps, and bulletin boards, and moving furniture and other miscellaneous task. The Contractor shall provide eight (8) hours per month for this category of work as part of the basic work effort under the contract at each asset.

b.

Additionally, the Contractor shall provide four (4) hours per month for escorting services as required for meter readers, utility representatives, and/or other contractors at each asset.

4.1.8 Computerized Maintenance Management System

a. The Contractor shall utilize the Service Call Center Dispatch System (SCCDS) and the Government owned Computerized Maintenance Management System (CMMS) for preventative maintenance (PM), repairs, work orders, and operational tasks. 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 CMMS and the SCCDS programs. Should the Contractor desire additional training, it shall be obtained at contractor's own expense.

(3) GSA will provide one (1) VPN account for access into the CMMS, in and one (1) account for logging into the SCCDS.

(4) The contractor will provide to GSA CMMS Program Manager the PM schedule for each location covered by this contract 30 days prior to the start date of the contract.

(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 and SCCDS systems. Contractor shall ensure that all work requests and 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 from the COR.

(7) All SCCDS work orders shall be closed with in 24 hours (except for weekends and holidays) of receipt of work request. If the contractor is unable to close the work request within 24 hour, the contractor shall provide documentation to the work order in SCCDS on the status of completion.

(8) Contractors staff shall ensure that all service/repairs are recorded by work order ticket in SCCDS. This includes work request from building tenants made to the contractor’s staff and work discovered by the contractor’s staff.

c.

The Contractor shall be responsible for generating (as appropriate) and closing out all work orders using SCCS system.

d.

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:

(1) Equipment ID number or location of deficiency

(2) Description of repair (significant components installed or replaced)

(3) Cost of repair

(4) Work request number

4.1.9 building Automation System (BAS) and Energy Management System (EMS) a.

BAS/EMS is a critical element for successful operation of the building. The Contractor shall ensure that the technician(s) responsible for operating, maintaining and repairing these systems have the fundamental combination of experience, knowledge, Manufacturer’s approved training, and any required follow-on training during the performance period of this contract. Upon request from GSA the contractor shall set up trend logs and provide trended information to GSA or an agent of GSA.

4.1.10 Contract Phase-in and Phase-out a.

Initial Deficiencies:

(1) Inspection: Within thirty (30) calendar days after the contract award date, the in-coming Contractor, the out-going Contractor and the CO or designee, together, will make a joint, complete and systematic inspection of all mechanical, electrical, plumbing, utility systems, architectural, structural and other equipment in the building covered by this contract.

(2) Submission of Initial Deficiency List: The in-coming Contractor will prepare and submit to the CO, within fourteen (14) calendar days after the Initial Deficiency List (IDL) inspection, a report listing all deficiencies noted during the joint inspection that require corrections to bring the equipment up to an acceptable and satisfactory condition.

(3) Follow-up Inspection: Within Seven (7) calendar days prior to the contract start date, the in-coming Contractor, the outgoing contractor and the CO or designee, together, will make a second complete and systematic inspection of all mechanical, electrical, plumbing, utility systems, architectural, structural and other equipment in the building covered by this contract. This inspection is to verify that deficiencies noted from the first inspection have been corrected.

(4) Submission of Follow-up Deficiency List: The in-coming Contractor shall prepare and submit to the CO, within fourteen (14) calendar days after the Follow-Up IDL inspection a report listing all remaining deficiencies that require corrections to bring the equipment up to an acceptable and satisfactory condition. The in-coming contractor will also provide a cost proposal, within thirty (30) calendar days after submission of the follow-up IDL, for correction of each deficiency listed.

(5) Correction of Initial Deficiencies: The in-coming Contractor will be responsible for making corrections of initial deficiencies that fall within the scope of routine maintenance required by this contract, (e.g. would be corrected as part of scheduled preventive maintenance or easily corrected through a Work Request). The CO will review the report to determine which initial deficiencies are within the scope of the contract, and will notify the in-coming Contractor of the determination. All other Initial deficiencies will be corrected by the government, or the correction will be deferred if it is non-critical.

(6) Items not Identified on the Initial Deficiency List: Deficiencies discovered after the submission of the list (not noted on the IDLs submitted) are not considered pre-existing. The in-coming Contractor is liable for the correction of these deficiencies. Operational requirements which hinder inspection of specific systems or areas will be noted on the IDL and the CO may grant exceptions for discoveries post-submission.

b.

Terminal Deficiencies:

(1) On a mutually agreeable date no less than sixty (60) working days prior to the contract termination date, the out-going Contractor, the in-coming Contractor, and the CO or designee will, working together, make a complete and a systematic inspection of all mechanical, electrical, and utility systems and equipment in the buildings covered by this contract. Based upon this inspection, the out-going contractor will be provided with an existing deficiency list, and will have thirty (30) days from the receipt of the existing deficiencies list to correct all items that fall within the scope of the contract. Deductions may be taken from the out-going Contractor’s payments for all outstanding deficiencies that have not been corrected after the thirty (30) day period. This is in accordance with Federal Acquisition Regulation (FAR) 52.246-4, “Inspection of Services”. Deductions may also be taken for any additional uncorrected deficiencies that develop after the preliminary sixty (60) day closeout inspection and the termination of the contract.

(2) The out-going Contractor shall provide to the CO a detailed phase-out plan at least sixty (60) calendar days prior to the final date of the contract. This plan shall include transition and training plans for implementation during the phase-in period of the in-coming Contractor and list major items required for the orderly transition between the in-coming Contractor, out-going Contractor, and the Government. It is the responsibility of the out-going Contractor to attend to the items listed in the phase-out plan and to provide information and/or instruction to the in-coming Contractor.

4.1.11 Telephone and On-Site Communications

a.

The Contractor is responsible to provide on-site high speed internet services and private telephone service for their use in making calls into or out of the building and a FAX machine for receiving and sending Work Orders and other information.

b.

During core building coverage hours, Contractor staff shall be contactable using electronic means (cell phone, radio, pager, etc.) for response to inquiries or in the event of an emergency or equipment failure.

4.1.12 Supplies, Materials and Workmanship

a.

The Contractor must obtain the approval of the CO or his/her designee before storing anything in the building. Supplies such as packing, lubricants, rags, cleaners, etc., will be properly secured in containers approved by the CO or his/her designee and at a minimum stored in accordance with NFPA fire and safety requirements.

b.

Individual delivery orders will identify Government furnished facilities, space, and property that will be provided to Contractor for its use at a specific asset.

c.

Use of Government Property: Upon transfer of Government Property, the Contractor will take all reasonable precautions to safeguard and protect Government property. Government property will be used only in direct support of work under this contract unless proper consideration for its use is negotiated and authorized by the CO.

d.

The Contractor shall maintain all work areas, machinery spaces, shops and storerooms in a neat, clean, and orderly manner.

4.1.13 Supervision and Personnel/Qualifications a.

It is the policy of GSA, that Government direction or supervision of the Contractor's employees, directly or indirectly, shall not be exercised. Supervision of all staff (including subcontractors) working under this contract is the sole responsibility of the Contractor.

b.

The Contractor shall be responsible for compliance with all laws, rules, codes, regulatory requirements, licensing and/or certification requirements. If and where a conflict arises, the most stringent requirement, in whole or in part, shall apply.

c.

Resumes, including any/all certifications and licenses, of key personnel will be submitted to the Contracting Officer for review twenty (20) days prior to employee start date. Key personnel skills and experience should be substantially the same as those initially identified for the position submitted in the Performance Plan and must contain the following information:

Full name and title of proposed candidate, detailed description of previous five (5) years employment history, name(s) and address(es) of the companies for whom the candidate worked during the past five (5) years along with the name (s) and telephone number (s) of the immediate supervisor(s).

d. Supervisory and Maintenance personnel are required to have the following experience:

(1) Certifications pertinent to the nature of work being performed (e.g., boiler, electrical, refrigerant handling certifications, etc.).

(2) For supervisory personnel, three (3) years of recent (within the past five (5) years) experience in supervising the operation and maintenance functions in buildings of comparable size and complexity.

(3) Journeyman Personnel assigned to operate, maintain, and repair automated systems in buildings, will have three (3) years of recent (within the past five (5) years) experience operating automated control systems (including but not limited to automated HVAC control systems, EMS, BAS, etc.) in buildings of comparable size and complexity.

(4) Within the first thirty (30) days of employment, the Contractor will ensure that the Maintenance Person/Personnel responsible for operating, maintaining, and repairing the automated energy management system (EMS) (both hardware and software) has received formal training specific to the type of EMS control system currently installed for a specific building.

e.

All on-site contract personnel, including supervisors, shall wear a standardized, distinctive uniform with the Contractor and employee names easily identifiable and shall present a professional appearance and manner.

4.1.14 Building Operations Standards.

a.

Standards To Be Maintained:

(1) Temperature Standards: Temperature levels in the building will be maintained with the objective of maximizing the comfort of the tenants in the most efficient manner possible and in coordination with the CO or his/her designee.

(2) Ventilation Standards: Under no circumstance should carbon dioxide levels be allowed to exceed 1000 parts per million.

(3) Lighting levels to be established and maintained IAW 41 CFR 101-20. The Contractor is not expected to replace or retrofit fixtures to attain lighting levels.

(4) Environmental standards must be maintained throughout the building’s normal operating hours and in coordination with the CO or his/her designee. Equipment/System startup must be early enough to fully attain comfortable environmental working conditions at the beginning of the building’s normal operating hours.

(5) Hot Water Standards: Domestic hot water temperature settings will be determined by the CO or his/her designee.

b.

Energy Conservation Standards. Assets under this Contract are subject to the energy conservation requirements mandated by the Energy Independence and Security Act of 2007 (November 2007), Title IV, Subtitle C, Sec 431 (Energy reduction goals for Federal buildings). All equipment must be operated as efficiently as possible, considering both demand and the consumption costs of utilities.

4.1.15 Safety, Environmental, Hazardous Materials and Fire Protection a.

Safety, Environmental

(1) CFC Certifications will be maintained for the Governments review in accordance with EPA standards. The Contractor will be responsible for all records, reports, actions, and regulatory direction required for…