Attachmetn_1_revised_PWS_08-29-2013.docx

Performance Work Statement for Maintenance Services Region 10 August 29, 2013

Statement of Work Table of Contents

A. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

A.1. SCOPE OF WORK

A.2. DEFINITIONS

A.3. REFERNECES

A.4. EXISTING DEFINCIENCY INSPECTION/INITIAL DEFICIENCY LIST

A.5 START-UP PHASE/TRANSITION PERIOD

A.5.1 Start-up phase (choose application A.5.1) A.5.1 Transition Phase

A.6. PHASEOUT TRANSITION PERIOD

A.7. GENERAL AND ADMINISTRACTIVE REQUIREMENTS

A.7.2 Communication Equipment A.7.3 Onsite Records A.7.4 Quality Control Program A.7.5 Government Quality Assurance Program

A.8. BUILDING OPERATINGPLAN

A.8.1 Purpose A.8.2 Components of the Building Operating

A.9. EQUIPMENT INVENTORY

A.10. MONTHLY PROGRESS REPORTS

A.11. PERFORMANCE REVIEW MEETINGS

A.12. EQUIPMENT CONDITION ASSESSMENT

A.13. REFERENCE LIBRARY

A.15. BUILDING MANAGEMENT SUPPORT SERVICES

A.17. EMERGENCY SHUTDOWN INSTRUCTIONS AND TOUR CHECKLISTS

A.18.OPERATIONAL REQUIREMENTS

A.18.1 General A.18.3 Continuity of Operations A.18.4 Tenant Environment A.18.5 Energy Conservation

A.19. SERVICE REQUESTS

A.19.1 General A.19.2 Emergency Service Request and callback response A.19.3 Urgent Service Request Response A.19.4 Routine Service Request Response

A.20. TOURS

A.20.1 General A.20.2 Operating Logs and Tour Check Sheets A.20.3 Tour Frequencies

A.22. BAS ALARM REPONSE

A.23. PROTECTION AND DAMAGE

A.24. KEY CONTROL

A.25. DISRUPTIVE OR HAZARDOUS TOOLS

A.26. DISRUPTION TO UTILITIES, LIGHTING, OR SPACE CONDITIONING

A.27. PLUMBING AND RESTROOMS

A.28. MAINTENANCE PROGRAM

A.28.1 General A.28.2 Maintenance Standard A.28.3 Application of Diagnostic Software A.28.4 Control Systems A.28.5 Labeling of Electrical Circuits

A.29. WATER TREATMENT

A.29.1 General A.29.2 Tolerances A.29.5 Monthly Testing

A.30. OIL ANALYSIS AND OIL CHANGES

A.30.1 Periodic Oil Analysis A.30.2 Oil and Refrigerant Additives

A.31. LAMPS AND

A.32. ARCHITECTURAL AND STRUCTURAL SYSTEMS MAINTENANCE

A.32.1. FINISHES MAINTENANCE

A.32.2. VERTICAL TRANSPORTATION AND ASSOCIATED EQUIPMENT

A.33. REPAIRS

A.33.1 General A.33.2 Non-reimbursable Repairs Supplies and Materials.

A.33.5 Invoicing

A.33.7 Force Majeure (Uncontrollable events) A.33.8 Warranties A.33.9 Quality of Materials and Replacement Parts

A.34. SAFETY & ENVIRONMENTAL MANAGEMENT

A.34.1 General A.34.2 Scheduling and Recordkeeping A.34.3 Refrigerant Control and Certification A.34.4 AQMD Operating Permits Capability A.34.6 Polychlorinated Biphenyl (PCB) Control Correct context A.34.8 Facility Hazards A.34.9 Workplace Safety A.34.10 Electrical Safety A.34.11 Fall Protection A.34.12 LockOut/TagOut A.34.13 Confined Spaces A.34.16 Backflow Prevention Devices A.34.18 Potable Water Systems A.34.19 Labeling and Signage

A.35. FIRE PROTECTION AND LIFE SAFETY EQUIPMENT AND SYSTEMS

A.35.1 General A.35.2 Fire Alarm System A.35.3 Water Based Fire Suppression System A.35.4 Portable Fire Extinguishers A.35.5 Non-Water-Based Fire Extinguishing Systems A.35.6 Emergency and Standby Power Systems A.35.7 Emergency Lighting and Exit Signage A.36.Custodian and ground maintenance Work

A.37. Routine SERVICES

A.38. EXTERIOR

A.39. SNOW AND ICE REMOVAL

A.40. GROUNDS MAINTENANCE

Safety concerns. Remove) A.41.3 Snow and Ice Removal for

A.42 RECYCLING

A.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 FEMA Region 10 Federal Regional Center located at 130-228th Street, SW, Bothell, Washington. The facilities involved in this contract include one main underground facility, one three bay storage building, Disaster Storage Bldg. (2013), Equipment Storage Bldg., on 42 acres of grounds. Personnel under this contract may also perform services at any other FEMA Region 10 facility within a 5 mile radius. (NOTE: An adjacent vehicle storage facility/garage and adjacent U.S. Army Reserve Center, with accessory features are not included in the scope of work.).

The scope of work includes all maintenance described herein at the fixed month price (CLIN 0001 and corresponding option periods) and repair and upgrade of equipment and facility not to exceed $2,500 per work order that are not defined as construction or A&E under Federal Acquisition Regulation (FAR). The cost of all pre-approved supplies and materials exceeding $250 shall be billed under CLIN 0002 and corresponding option periods at cost. The cost of all pre-approved emergency (after hour) repairs shall be billed under CLIN 0003 and corresponding option periods at cost. Overall the fixed monthly price (CLIN 0001 and corresponding option periods) shall include the cost of all labor and supervision (fully loaded with all indirect costs and profit) performed during normal working hours and the cost of all necessary supplies and materials with a unit cost under $250.

For pricing purposes estimated labor of effort during normal working hours is 4 full time equivalent employees under the following labor categories: categories: Janitor, Laborer/Groundskeeper, General Maintenance Worker, and Electrician (Maintenance).

Contractor will provide services to include 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. Fixtures and equipment within the site.

6. Maintenance of landscape irrigation systems.

7. Furnishings (not installed as fixtures).

8. Paper and soap dispensing equipment in restrooms.

9. Fitness center equipment.

10. Lawn sprinkler heads.

Excluded from this scope are:

1. Security systems.

2. Telecommunication systems.

3. Equipment owned and operated by tenant agencies.

4. 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).

5. Equipment owned by servicing public utilities.

6. Upgrade of software or software licenses (to include building automation systems (BAS).

7. A&E and construction services

8. Contraction services as defined by FAR.

A.2. DEFINITIONS

A.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 Covered

A.2.2 - Reserved.

A.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.

A.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.

A.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

A.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.

A.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.

A.2.8 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.

A.2.9 Contractor:

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

A.2.10 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.

A.2.11 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. Will be prices separately.A.2.12 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.

A.2.13 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.

A.2.15 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.

A.2.16 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: 6am to 4pm.

A.2.17 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.

A.2.18 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.

A.2.19 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.

A.2.20 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.

A.2.21 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.

A.2.22 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.

A.2.23 Non-Reimbursable Repair:

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

A.2.24 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. The labor cost for all repairs made during Normal Working shall be included in the fixed monthly rate. Labor costs are only reimbursable for after hour emergency repairs. Supplies and materials exceeding $250 may be billed at cost to the CLIN 0002 and corresponding option periods upon pre-approval by the COR.

A.2.25 Sequence of Operations:

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

A.2.26 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.

A.2.27 Vertical Transportation Systems:

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

A.2.28 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.

A.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)

• 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;

• OSHA 29 CFR 1910 and 29 CFR 1926

Systems

Protection Systems

Efficiency for Distribution Transformers

Water

A.4. EXISTING DEFICIENCY INSPECTION/INITIAL DEFICIENCY LIST

The Contractor and the COR or designee must make a complete and systematic initial inspection together during the startup or transition phase of the contract that will include all 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. The Government may elect to have all or any part of this work performed by the Contractor, 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 report no later than 60 days after award of the contract to the COR or designee. 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.

A.5. START-UP PHASE/TRANSITION PHASE

A.5.1 Transition Phase Startup:

The Contractor must provide 10 days of transition startup service 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. Not later than the end of the transition startup phase and the concurrent beginning of operations and maintenance services, the Contractor must submit for FEMA’s approval:

a. The new building operating plan.

b. The initial deficiency list report.

A.6. PHASEOUT 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 10 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 effect 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.

A.7. GENERAL AND ADMINISTRATIVE REQUIREMENTS:

A.7.1 Minimum Staffing and Ability to Contact and Communicate with 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 A.7.2, 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.

A.7.2 Communication Equipment:

The Contractor must provide key operational personnel (managers, supervisors, and duty mechanics) with portable electronic means to communicate with FEMA 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. FEMA will provide onsite laptops as needed for research, ordering and communication needs

A.7.3 Onsite 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.

A.7.4 Quality Control Program:

A Quality Control Plan (QCP) must be developed and submitted for approval to the CO and COR 7 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.

A.7.5 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 are 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. FEMA 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.

A.8. BUILDING OPERATING PLAN

A.8.1 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 A.8.2., 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.

A.8.2 Components of the Building Operating:

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. Reference the location or incorporate contingency plans for:

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

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

9. Description of demand response or utility curtailment programs in which the building participates, to include communications protocols and curtailment activities. If the Contractor fails to submit a satisfactory building operating plan at the end of the startup phase, the Government may suspend payments until a satisfactory plan is submitted.

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.

A.9. 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 of value for maintaining the equipment. 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 resubmit the complete inventory with all required data fields to the COR or designee in spreadsheet (MS Excel) or other format approved by the COR, with certification that the inventory is complete and accurate.

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

A.10. MONTHLY PROGRESS REPORTS:

On a monthly basis, not later than the 5th 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., 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.

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.

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

8. (if applicable).

9. Description of corrective actions being taken resulting from findings of major maintenance reports, or other reports.

10. 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.

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

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

13. Hours used for the month.

14. List of major equipment out of service, including the date and time with estimated completion date.

15. Copy of arrival and departure reports.

A.11. PERFORMANCE REVIEW MEETINGS:

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

A.12. EQUIPMENT CONDITION ASSESSMENT:

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. When requested, the Contractor must complete and submit to the COR or designee an itemized equipment condition assessment with their recommendation for equipment or system upgrades or replacements, including a text description of each recommended upgrade or replacement and their estimate of project cost. The equipment condition assessment reports must be produced in Word, Excel, or PDF format, as directed by the COR, and submitted electronically as an e-mail attachment as well as in hardcopy delivered to the COR or designee.

A.13. REFERENCE LIBRARY:

The Contractor must maintain a comprehensive reference library that includes building design or record documents, renovation or equipment retrofit design or record documents, maintenance reference documents, fire protection system as-built drawings, fire protection system operations and maintenance manuals with copies of approved submittals, fire protection system parts list, fire protection system zoning scheme, HVAC Operations Manual (if one has been developed), building operating plan, energy and other building technical studies, hazardous materials surveys, and other documents necessary to document the design, function, and condition of the building. The Contractor must safeguard this information in accordance with the provisions of section C.6., Sensitive but Unclassified Building Information (SBU)

A.14. REVIEW OF DESIGN DOCUMENTS:

Utilizing the most qualified onsite personnel familiar with the operations of the facilities covered under the scope of this contract, the Contractor must review design and construction project documents as requested by the COR or designee. The purpose of this review is to allow the Contractor to comment on any negative impact the proposed project may have on their ability to efficiently operate the building equipment or systems.

A.15. BUILDING MANAGEMENT SUPPORT SERVICES:

The Contractor must provide reasonable and competent assistance during normal working hours to FEMA personnel or other FEMA contractors performing energy studies, engineering studies, building condition evaluations, project designs within the building, and other access needs. Such assistance must include escorting investigatory personnel through spaces in the building in accordance with building security requirements, explaining the operation and condition of equipment and systems to investigatory personnel, and providing access to trend data, maintenance records, reference library materials, and other pertinent building technical data to investigatory personnel. The COR or designee shall inform the Contractor as far in advance as possible of the actual date and time these services are needed.

A.16. INSPECTION ASSISTANCE FOR SPACE BUILDOUTS:

When tenant improvement or space alteration work is completed in the building, the COR or designee may request that the Contractor inspect the space to verify that all offices have appropriate air supply and return ductwork and diffusers, and that lighting circuits have been adjusted as appropriate. Obvious problems or conditions that may potentially affect the efficient operation of the building or create a negative impact on the tenant must be immediately reported to the COR or designee.

A.17. EMERGENCY SHUTDOWN INSTRUCTIONS AND TOUR CHECKLISTS:

Emergency shutdown instructions (including contact name and telephone numbers) and tour inspection checklists must be posted by the Contractor in all mechanical rooms and or electrical rooms, as applicable to the equipment in the given room. Such instructions and checklists must be posted in an accessible and conspicuous location.

A.18. OPERATIONAL REQUIREMENTS

A.18.1 GENERAL:

The Contractor must provide building operations services for all systems covered by this contract, so as to maintain utilities services and environmental conditioning to tenants during normal working hours, and at other times as described in this document, so as to preserve the asset value of the facility and its systems and to otherwise minimize operating costs to the Government without compromising other contract objectives or requirements. The Contractor shall be briefed on FEMA’s policy regarding overtime utilities to better understand what is considered standard and above standard services.

A.18.2 EXTENDED OPERATING HOURS:

The following areas of the building regularly operate during hours outside of normal working hours: Server Rooms, Communication Center, Front Entry Security Area supporting equipment must be operated and maintained by the Contractor so as to support these extended operating hours. Areas of the building with extended operating hours may change during the period of the contract. The Contractor will be notified of these changes as soon as possible.

A.18.3 CONTINUITY OF OPERATIONS: (COOP)

The Contractor must operate the facility and participate in emergency operations to the fullest extent possible during all emergency situations such as fires, accident and rescue operations, strikes, civil disturbances, natural disasters, severe weather, terrorist threats, contingency operations, and practice drills unless ordered to evacuate the building by a Government representative, emergency personnel, or the authority having jurisdiction. The Contractor shall be responsible for developing an emergency operations plan within the building operating plan and must become thoroughly familiar with the Government’s occupant emergency plan and other regional plans as applicable.

A.18.4 TENANT ENVIRONMENT:

Lighting levels must be adjusted under the guidance of the COR where they can be adjusted without changing fixtures (e.g., tuning dimmable ballasts, de-lamping). The Contractor should note that while the PBS P100 establishes target lighting levels, light quality, specific tenant requirements, and other individual factors also have an impact on requirements. Environmental standards must be maintained throughout normal working hours and equipment startup must be early enough to fully attain environmental conditions at the beginning of normal working hours. The Contractor must report significant changes in the operating conditions to the COR. If the building is capable of meeting the standards and changes deviate from ASHRAE Standards 55 and 62, such deviation must be explicitly reported to the COR.

A.18.5 ENERGY CONSERVATION:

The Contractor must operate equipment and systems as efficiently as possible without compromising service to the tenants. Operational control should avoid unnecessarily setting demand peaks, simultaneously heating and cooling, operating equipment when not needed, overriding set point unnecessarily, or failing to correct underlying conditions. The Contractor must develop a Building Energy Conservation Use Plan. The energy use report must identify measures to conserve energy, any operational or physical changes to the system, plant, or equipment, and optimization opportunities to reduce energy consumption or cost. The Contractor is expected to make full use of available analytical tools (e.g., interval meter data, BAS trend data) to diagnose problems and identify operational improvements.

The Contractor, in coordination with the COR or designee, must pursue the use of energy- efficient replacement parts and equipment items that will meet or exceed the requirements of this statement of work. Cost responsibility for using high-efficiency, energy-saving parts or equipment items will be assessed on a case-by-case basis. In cases where high-efficiency equipment is currently installed and requires replacement, the replacement part must be the most efficient in its class. Any rebates received from a service utility provider shall be assigned to the Government.

A.19. SERVICE REQUESTS:

A.19.1 GENERAL

The Contractor must respond to service requests and initiate corrective actions and identify any repair requirements during normal working hours. The Contractor must respond to emergency service requests and callback response work requests at all times. The Government may transmit work orders to the Contractor for service request or emergency service request and callback response orally, by e-mail, by creation of a work order by a Government employee or representative, or by generating an automated work order. The Contractor must respond promptly to conditions indicating deficiencies in environmental conditioning, lighting, or condition of the facility or equipment. The Contractor must respond immediately upon receipt of notice of any condition that may negatively impact the operation of the facility.

A.19.2 EMERGENCY SERVICE REQUEST AND CALLBACK RESPONSE:

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

The Contractor must respond to emergency service request and callback response work requests immediately (within the shortest possible time consistent with the mechanic's location) during normal working hours and within 2 hours when the work request is made outside of normal working hours. The Contractor must remain on the job until the emergency situation has been secured and adequate temporary repairs have been made. Permanent repair must be governed by the repairs provisions in this document. The Contractor must provide a written accounting of any emergency callback, to include costs incurred and plan for permanent correction of the problem, to the COR or designee the morning of the next working day.

A.19.3 URGENT SERVICE REQUEST RESPONSE:

Urgent service requests are those service…