Draft_PWS_-_Mobile_OandM_services.pdf

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Southeast Sunbelt Region Birmingham Service Center Operations and Maintenance Services Mobile, AL ID04140085 – RFI/Sources Sought Version

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

INTRODUCTION

Work is to be accomplished for the GSA Region 4, Public Building Services (PBS), Birmingham Service Center, Birmingham, AL, herein referred to as Client(s), through the General Services Administration (GSA), Federal Acquisition Service (FAS), Assisted Acquisitions Services Division (AASD), Southeast Sunbelt Region.

This is a Performance Based Service Contract which focuses on the needs of the customer rather than on how the contractor meets those needs. The success of the contract depends on the satisfaction of the requirements. Rather than a mere list of activities, this is a written expression of the GSA’s expectation of the service to be performed by the contractor. A higher level of effective communication between the Government and contractor is essential for partnering and performance based service contracting to succeed.

The contractor, through innovation, technology, or other means, shall perform the required maintenance of these facilities by following our Guiding Principles for Sustainable Building (Executive Order 13514 – Existing Building):

1. Employ Integrated Assessment, Operation and Management Principles

a. In conjunction with the CO or his/her designee establish operational performance goals for energy, water, material use and recycling, and indoor environmental quality, and ensure incorporation of these goals throughout the lifecycle of this contract

b. Ensure that operating decisions are carried out with regard to sustainable operations.

c. Meet ASHRAE standards as noted throughout the Performance Work Statement (PWS) for thermal comfort and indoor air quality

d. Use low emitting materials for maintenance. In particular, use products that have low pollutant emissions; adhesives, sealants, and solvents.

e. Use products meeting or exceeding Environmental Protection Agency’s (EPA’s) recycled content recommendations for building maintenance. For other products such as ceiling tiles, use materials with recycled content. For more information see EPA’s Comprehensive Procurement Guideline website.

f. Use materials with the highest content level per United States Department of Agriculture’s (USDA’s) bio based content recommendations (website) for maintenance of or use in the building.

g. Use environmentally preferable products that have a lesser or reduced effect on human health and the environment, See the Federal Green Construction Guide.

h. Provide salvage, reuse and recycling services for waste generated from building operations, maintenance, and repair and discarded equipment.

i. Eliminate the use of ozone depleting compounds where alternative environmentally preferable products are available consistent with the Clean Air Act.

II. Optimize Energy Performance – Operate all equipment to optimize efficiency to reduce energy use and otherwise seek operating costs reductions wherever possible

Southeast Sunbelt Region Birmingham Service Center Operations and Maintenance Services Mobile, AL ID04140085 – RFI/Sources Sought Version

III. Protect and Conserve Water where possible inside and outside. Metering systems may be already installed or will be installed in government buildings to aid in reducing consumption.

Where available use EPA’s Water Sense-labeled products or other water conserving products.

IV. Be aware that the building(s) and management involved with this contract maybe in the process of establishing processes, instituting plans, and operational procedures to meet energy efficiency goals either through receiving an ENERGY STAR rating, Leadership in Energy and Environment Design (LEED) or comparable programs. The contractor will play an integral part of obtaining these goals and should be aware of the programs and processes.

V. The policy of GSA is to bring existing buildings into conformity with GSA’s Strategic Sustainability Performance Plan (SSPP). The contractor should follow the guidelines set forth in J.4, Summary of Environmentally Sustainable Product Attributes and Offerings, regarding materials and products purchased during the performance of this contract.

VI The purpose of partnering is to adopt procedures wherein the contract and Government work together in achieving contract objectives. Partnering involves the development of a cooperative management team that seeks to identify compatible interests, and common goals and objectives.

VII. This is a fixed-price contract and while working with the Government in obtaining goals the contractor is motivated to find improved methods of performance in order to increase its profits.

Results of an effective partnership should reflect a “mutual win” situation.

C.1. SCOPE OF WORK

C.1.1 The Contractor Shall (Management, Supervision, Labor, Materials, Equipment, and Supplies)

The Contractor shall 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 lines of the John A. Campbell USCH (AL0039AB), Mobile Federal Building (AL0076AB), GSA Parking garage (AL0077AB), and Hannah House (AL0012ZZ) buildings, to include the following:

a. Air-handling/distribution equipment and systems.

b. Electrical systems and equipment, lighting and switchgear systems.

c. Energy management control systems (EMCS) where applicable,

d. Building Automation System (BAS) where applicable (where BAS/ ECMS systems are connected to the GSA network, the Contractor’s employees will need to obtain a GSA ENT account to access systems) and heating, ventilation, exhaust systems and air conditioning (HVAC) systems and equipment.

e. Heating, ventilation, and air conditioning (HVAC) systems and equipment.

f. Plumbing and domestic water equipment and systems to include domestic water fountains and coolers, decorative ponds and exterior fountains.

g. Sanitary sewage equipment and systems.

h. Storm drainage equipment and systems - reduce storm water pollution by minimizing discharges and runoff to the storm sewer system and environment.

Southeast Sunbelt Region Birmingham Service Center Operations and Maintenance Services Mobile, AL ID04140085 – RFI/Sources Sought Version

i. Fire protection and life safety systems and equipment including detection, notification, and communication systems as well as monitoring service, including sprinkler systems, standpipes, backflow preventers, water storage tanks, fire extinguishers, etc.

j. Special suppression systems (i.e., wet chemical, dry chemical, FM-200, Inergen, Halon, etc.)

k. All control systems that are within the scope of this Contract. All Building Automation Systems (BAS), Public Address Systems, and Computerized Lighting Systems that are within the scope of this Contract (BAS, and Computerized software maintenance is excluded).

l. Smoke control systems (i.e., building, atrium, stair pressurization, elevator ventilation, etc.)

m. Kitchen hood and exhaust systems

n. Fire doors and windows (including hinges, closers and latching hardware)

o. Non agency security system (locks, gates/arms, hydraulic bollards, keypads, card readers, cameras, magnetic locks, etc…) and its components (hardware only).

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

q. Service request desk operations as identified in Section C.8.4 to include record keeping using a computerized maintenance management system (CMMS) if available or by other means as well as other administrative functions.

r. Maintenance of landscape irrigation systems to include controllers, pumps, timers, and sprinkler nozzles.

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

t. Dock levelers and roll-up and sliding garage doors.

u. Parking Lots, parking lot surfaces, sidewalks and illumination.

v. DSL, Modems, and other information systems periphery used to include the communication and data lines necessary to operate the fire alarm monitoring, building automation system and web based access to CMMS.

w. Locks, keycard systems, vehicle barrier systems and static and dynamic bollard systems

x. Kitchen appliances and equipment (NOTE: kitchen including cleaning and maintenance of ductwork above the ceiling, and any fire suppression or fire alarm equipment are included in the scope).

y. Elevator and vertical transportation systems, including locks and keycard systems.

Elevator Service (Changing of Light Bulbs/Ballast in the Elevator Cars is the responsibility of the O&M Contractor as well as Emergency Phone testing. The O&M contractor is NOT responsible for actually changing light bulbs in elevator pits and hoistways however, supplying the bulbs/ballast is required.)

z. The Contractor shall complete roofing system investigations and repairs.

aa. The Contractor shall maintain and repair U.S. flag pole, lighting and pulley system.

bb. The Contractor shall maintain kitchen/concessions area drains and grease traps.

cc. The Contractor shall maintain conveying equipment, parking control equipment, and loading dock equipment.

Over & Above services may be required 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.

C.1.2 The Contractor Shall:

Southeast Sunbelt Region Birmingham Service Center Operations and Maintenance Services Mobile, AL ID04140085 – RFI/Sources Sought Version

a. Be responsible to make the management and operational decisions to meet the quality standards required under this contract.

b. Use innovation, technology and other means and methods to develop and perform the most efficient services for the building.

c. Implement an approved Quality Control Plan (QCP).

d. Implement a service call system, as specified under the Special Requirements section of this contract that results in prompt, professional, and courteous resolution of tenant concerns.

e. Keep the Contracting Officer (CO) or designee informed of current status of the work being performed, provide work schedules, provide a major equipment and critical system break down or impairment form, and provide other pertinent information needed by the CO or designee.

f. Reduce the environmental impacts of work performed under this contract by using, to the maximum extent, environmentally sound practices, processes, and products.

g. Provide training to employees that will stress stewardship in maintenance practices i.e., the proper use, disposal, recycling of chemicals, dispensing equipment and packaging. Provide documentation that employees are completing training in the core competences and participating in continual educational training according to the Federal Building Personnel Training Act. Ensure that employees are properly licensed and/or certified to operate necessary building systems or equipment for which licensed and/or certified personnel are required by federal, state or local law, codes or ordinances (H.15. Personnel Qualifications).

h. Federal Requirements: The Contractor shall comply with all applicable Federal, state and local laws, regulations and codes, including any supplements or revisions. The Contractor shall obtain all applicable licenses training, and permits.

C.1.3 Excluded from this scope are:

a. Security systems (does not include mechanical components of the door ,closers, keepers, hinges, etc)

b. Government telecommunication systems.

c. Equipment owned and operated by tenant agencies.

d. Furnishings, furniture, portable equipment, office partitions and cubicles unless specifically noted in the inventory (not installed as fixtures).

e. Paper, soap, and hand-sanitizer dispensing equipment in restrooms.

f. Kitchen appliances and equipment (NOTE: kitchen except ductwork above the ceiling, grease traps with associated piping, and any fire suppression or fire alarm equipment are included in the scope).

g. Equipment owned by servicing public utilities.

h. Upgrade of supported IT software or software licenses (to include building automation systems (BAS), security systems, advance metering systems and lighting control systems.

i. Fitness center equipment.

j. Additional services as needed by various agencies.

Additional Over and Above 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.

C.1.4 Reserved

Southeast Sunbelt Region Birmingham Service Center Operations and Maintenance Services Mobile, AL ID04140085 – RFI/Sources Sought Version

C.2. DEFINITIONS

C.2.1 Acceptance

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

C.2.2 Above Standard Services

Above Standard Services are services not covered in the monthly price of the contract. Contractor prices include all applicable labor, materials, supplies, equipment (except as otherwise provided), supervision, and management.

C.2.3 Acts Of God

These are unanticipated grave natural disasters or other natural phenomenon of an exceptional, inevitable, and irresistible character; the effects of which could not have been prevented or avoided by the exercise of due care or foresight.

C.2.4 Over & Above Services

“Over & Above services” (O&A 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.

C.2.5 Advance Meters

Advanced meters are those that have the capability to measure and record interval data (at least hourly for electricity), and communicate the data to a remote location in a format that can be easily integrated into an advanced metering system.

C.2.6 Advance Metering Systems

A system that collects time-differentiated energy usage data from advanced meters via a network system on either an on-request or defined schedule basis. The system is capable of providing usage information on at least a daily basis and can support desired features and functionality related to energy use management, procurement, and operations, U.S. Department of Energy, EERE:

Guidance for Electric Metering in Federal Buildings, (February 3, 2006).

C.2.7 Approval

“Approval” means the Government has reviewed submittals, deliverables, and administrative documents (e.g., insurance certificates, installation schedules, planned utility interruptions, etc.)

and has determined the documents conform to contract requirements.

C.2.8 Architectural and Structural

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

C.2.9 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 performance-based statement of work and related general and administrative requirements that do not contain provisions for separate reimbursement.

Southeast Sunbelt Region Birmingham Service Center Operations and Maintenance Services Mobile, AL ID04140085 – RFI/Sources Sought Version

C.2.10 Building

A reference to “facility” and “site” is interchangeable with “building”. A man made structure or edifice which services are performed within or on the exterior of the formation and is intended to support or shelter any use or continuous occupancy.

C.2.11 Building Automation System (BAS)

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

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

C.2.12 Building Operating Plan

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

C.2.13 Commissioning

A practice used to optimize and verify performance of fundamental building systems.

C.2.14 Commissioning (Ongoing)

The practice of optimizing system performance by continuing to fine-tune equipment so will result in actively preventing problems for the lifetime of the building. GSA’s Ongoing Commissioning efforts will focus on maintaining the facility in the optimized state resulting from TBC and Re/Retro Commissioning efforts. GSA will achieve this through its relationship with its service providers (Operations and Maintenance/Custodial/Repair and Alterations/IT/Utilities) and the use of technology (networked systems/Advanced Meters/Smart Buildings).

C.2. 15 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. A CMMS is designed to enhance efficiency and effectiveness of maintenance activities. Typical features include planning, scheduling and monitoring of work orders and maintenance needs.

The National CMMS (N-CMMS) is a central repository (Database) for all maintainable GSA Assets. The N-CMMS provides a mandatory, Agency-Wide means and method for processing and reporting all maintenance work done for GSA regardless of Region or Contractor.

C.2.16 Consumable Parts

“Consumable parts” or components are parts or components that customarily require regular replacement rather than repair in a maintenance program and shall be disposed of properly.

Examples include oil, grease, belts, filters, ballasts, lamps, etc.

C.2.17 Contracting Officer (CO)

Contracting Officer (CO) has the overall responsibility for the administration of this contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules. However, the CO may delegate certain other responsibilities to authorized Government representatives.

C.2.18 Contracting Officer Representative (COR) or Designee

Southeast Sunbelt Region Birmingham Service Center Operations and Maintenance Services Mobile, AL ID04140085 – RFI/Sources Sought Version

Contracting Officer's Representatives (COR) or their designee will be appointed by letter from the CO. CORs or designees will be the primary Government representatives for the administration of Contract, shall have proper training and experience in inspecting contracts, but will not have the authority to modify the contract nor any terms of the contract.

C.2.19 Contract Award Date

Contract award date” as used in this document refers to the date the contracting officer signs the contract.

C.2.20 Contract Services Start Date

“Contract service start date” as used in this document refers to the first day after completion of any phase in/transition period and the performance of O&M services for the period of this contract begins.

C.2.21 Contract Phase-in/ Transition Period

“Contract phase-in/Transition Period” as used in this document refers to the first day after completion of any phase in/transition period after award and prior to performance of O&M services for the period of this contract.

C.2.22 Contractor

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

C.2.23 Contractor’s Other Than Normal Working/Duty Hours

Hours other than those identified as Normal Working Hours.

C.2.24 Controls and Control System

A “control system” is any low-voltage control, communication and monitoring system, including but not limited to stand alone devices, field and global controllers; instrumentation; networking infrastructure; computers and peripherals; software; programming; database files; and licenses.

Examples are the BAS, Advance Metering System (AMS), 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.

C.2.25 Critical Equipment

Any equipment or system used for safeguarding of life and property. Equipment needed to give adequate security to areas subject to compromise; to eliminate health, fire, or safety hazards; or to protect valuable property or equipment. Equipment used in direct support of the overall GSA mission that, if not operational, would reduce the effectiveness of GSA's ability to sustain tenants in a property; equipment that supports the property or prevents a breakdown of essential equipment operations or housekeeping functions.

C.2.26 Defective Services

A unit of service that does not conform with specified contract requirements.

C.2.27 Emergency

The term “Emergency” includes bombings, and bomb threats, civil disturbances, fires, explosions, electrical failure, loss of water pressure, building flooding, sanitary and sewer line stoppage, Southeast Sunbelt Region Birmingham Service Center Operations and Maintenance Services Mobile, AL ID04140085 – RFI/Sources Sought Version chemical and gas leaks, medical emergencies, hurricanes, tornadoes, floods, and earthquakes. The term does not apply to civil defense matters such as potential or actual enemy attacks.

C.2.28 Emergency Callback

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

C.2.29 Environmentally Sustainable

Products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, products and chemicals, packaging, distribution, reuse, operation, maintenance, or disposal of the product or service. Attributes of environmentally sustainable products include those that are energy efficient, water-efficient, biodegradable, environmentally preferable, non-ozone depleting, contain recycle content, non or less toxic, EPA-designated and bio-based.

C.2.30 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. 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 in accordance with the requirements of this specification for correcting each deficiency.

C.2.31 Exterior

This includes entrances; landings; steps; sidewalks; parking areas; arcades; courts; planters; lawns;

irrigation systems; fountains; security bollards; gates; fences; flagpoles; building-mounted, pole, and ground lighting; etc. located adjacent to the facility extending to the legal property line.

C.2.32 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. Veterans’ Day is always on the 11th of

November and Thanksgiving is always the 3rd Thursday of November.

C.2.33 Federal Executive Holiday, Unanticipated

Unanticipated holidays declared by the president will count as Federal holidays.

C.2.34 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

Southeast Sunbelt Region Birmingham Service Center Operations and Maintenance Services Mobile, AL ID04140085 – RFI/Sources Sought Version utilities control. Life safety systems and equipment includes emergency lighting, exit signage, special egress door locking arrangements, and exit stair markings.

C.2.35 GSALink

The GSA Link initiative is one of GSA’s strategic projects. The purpose of this initiative is to leverage automated building analytics technology to measure and substantially lower operational expenses in the existing owned building portfolio. GSA Link is a hardware and software solution to capture real-time building systems point data, apply rules-based analytics software to the data, and spot trends and deficiencies while reporting actionable events to building operators, O&M contractors, and GSA Service Center property managers.

Note: The buildings contained in this contract are part of GSA Link initiative and as a result of this a separate contractor will be monitoring the BAS system and reporting anomalies to the GSA property manager who will have the O&M contractor investigate as part of the Service call requirements of the contract.

C.2.36 Guiding Principles for Sustainable Existing Buildings

A practice of using processes that is environmentally responsible and resource-efficient throughout a building's life-cycle. The goal is to minimize and offset consumption of energy, water, and other resources and to eliminate all waste and pollution in building operations and activities. The result is to reduce the environmental impact of the Federal government, which will expand and complement the building design economy, utility, durability, and comfort. The common objective is to reduce the overall impact of the building environment on human health and the natural environment by:

a. Improving energy efficiency and reductions in greenhouse gas emissions.

b. Reducing water consumption intensity.

c. Acquiring green products and services.

d. Implementing pollution prevention measure, including reduction or elimination of the use of toxic and hazardous chemicals and materials.

e. Implementing cost-effective waste prevention and recycling programs.

f. Increasing diversion of solid waste.

C.2.37 GSA Green Purchasing Program (GPP)

The GPP which includes the Green Purchasing Plan specifies requirements to promote the purchase of environmentally sustainable products and services.

C.2.38 Government Furnished Equipment (GFE)

Any required computer or server hardware (i.e. PC, laptop) and peripherals (i.e. mouse, keyboard, monitor) and/or routing and switching equipment, used to provide GSA network connectivity, must be government-furnished and must be provided by the GSA.

C.2.39 Reserved

C.2.40 Maintenance Repair

Work required preventing a breakdown of a piece of equipment or system, or put equipment or systems back in service after a breakdown or failure.

C.2.41 Miscellaneous Work

Southeast Sunbelt Region Birmingham Service Center Operations and Maintenance Services Mobile, AL ID04140085 – RFI/Sources Sought Version

“Miscellaneous work” is additional labor that is performed at the request of the agency 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. Miscellaneous work is treated as a Service Call and is included in the Basic Operations and Maintenance price quoted per month.

During normal duty hours minor tasks related to routine, day-to-day operational requirements requested by the which will consist of, but not be limited to: making door keys; changing locks;

hanging pictures, maps and bulletin boards; trimming door bases; and other similar functions as directed. Miscellaneous work shall be accomplished in the same time frame as routine service calls unless otherwise directed by the CO or designee. The Contractor will be paid at the hourly rate quoted for after normal duty hours only if authorized by the CO or designee.

C.2.42 Modification of Contract

Modification is a bilateral or unilateral Government issued change in the terms of a contract.

C.2.43 Negligence

“Negligence” is the failure to use due care under the circumstances. It is the doing of some act which a person of ordinary prudence would not have done under similar circumstances or failure to do what a person of ordinary prudence would have done under similar circumstances.

C.2.44 Non Agency Specific Equipment

Equipment owned or controlled by the tenant agency and not GSA.

C.2.45 Non-Reimbursable Repair

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

C.2.46 Normal Working Hours

“Normal working hours” is the hours of building operations under most circumstances when all services shall be provided to all occupants.

C.2.47 Occupant Emergency Plan (OEP)

The lead 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 shall do in case of an emergency. The plan identifies floor wardens, shelter in place locations etc. The Contractor shall support all OEP efforts to the fullest extent possible.

C.2.48 Open System

An “open systems” solution is based on industry standard open protocols. This environment and solution is typically designed, procured, installed and maintained in a manner that provides the building owner with as many competitive configuration options as possible while maintaining the integrity of the supported manufacture system. The solution must be procured and installed so that the result delivers device level interoperability amongst different manufactures residing on a common network. In addition, the solution must be maintained with no future need for the original (installing) contractor. Additions, modifications, and retrofits can easily, without significant additional cost, be made to the system without dependence on the original installing contractor nor require substantial engineering or other technical development. Contractors shall specify Open Systems solutions where feasible and reasonably possible.

C.2.49 Operations

Southeast Sunbelt Region Birmingham Service Center Operations and Maintenance Services Mobile, AL ID04140085 – RFI/Sources Sought Version

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

C.2.50 Overtime Services

Overtime services are the operation and maintenance services provided at times other than those defined as "normal tenant working hours".

C.2.51 Performance Based Contracting

The procurement strategy that seeks to issue technical requirements that set forth outcomes for performance instead of specific requirements on how to perform the service. This strategy shifts the risk of performance to the Contractor by allowing the Contractor to design the methods of achieving desired results as defined by the performance quality standards established by the Government.

C.2.52 Performance Work Statement (PWS)

The Performance Work Statement details the work requirement and can be referred to as the specification.

C.2.53 Phase in

“Contract Phase in” as used in this document refers to the period the contractor has to develop and submit for approval required plans, schedules and submittals prior to beginning performance of O&M services.

C.2.54 Phase out Transition Period

“Contract Phase out Transition Period” as used in this document refers in accordance with FAR 52.237-3 of O&M services.

C.2.55 Predictive Maintenance

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

C.2.56 Preventive Maintenance (Scheduled and Unscheduled)

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

C.2.57 Product Preference

(See Section J.4 Summary of Environmental Sustainable Product Attributes)

Use of “environmentally sustainable” products is mandatory for performance of this contract. As such, products identified as “environmentally sustainable” will be selected over those which do not carry such designations. The following factors should be considered when selecting products:

environmental performance, cost performance, bio-based, recycled content, biodegradability, technical performance, and availability.

Southeast Sunbelt Region Birmingham Service Center Operations and Maintenance Services Mobile, AL ID04140085 – RFI/Sources Sought Version

C.2.58 Quality Assurance Surveillance Plan (QASP)

The QASP is the Government’s surveillance method of monitoring and evaluating the Contractor's performance under a Performance Based Statement of Work (PWS).

C.2.59 Quality Control Plan

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

C.2.60 Repair

A “repair” is an act of restoring inoperable, dysfunctional or deteriorated equipment, systems, or material to a fully functional, non-deteriorated state. Repairs usually involve some combination of labor and replacement parts, components or materials.

C.2.61 Reimbursable Repair

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

C.2.62 Sequence of Operations

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

C.2.63 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 standard of the contract is not being met. A service request shall be considered as any corrected maintenance action that requires three (3) hours or less of in-house labor and no more than $200.00 in parts and materials. Service request response involves analysis of the problem and adjustment of operating or monitoring controls or other immediate corrective action. A requirement to perform a repair may result from the analysis stage of a service request. Service requests may be generated automatically from interfaces to BAS or diagnostic software.

C.2.64 Standard Services

Standard services are defined as all services that are included in the monthly price or as defined in the Contract document. Prices are to include all applicable labor, materials, supplies, training/certifications, equipment (except as otherwise provided), supervision, and management.

C.2.65 Stewardship

The act of stewardship is to take the responsibility for managing, conducting or supervising the quality, state or condition of a commercial building. A Stewardship program in addition to caring for the building, its occupants and visitors includes among other things a sense of shared responsibility, occupant participation and communications amongst building management, O&M personnel, cleaning personnel, occupants, contractors and others who have an impact on/in the building.

C.2.66 Supervisor, On-site

The term “on-site supervisor” means a person designated in writing by the Contractor who has authority to act for the contract on a day-to-day basis at the work site.

Southeast Sunbelt Region Birmingham Service Center Operations and Maintenance Services Mobile, AL ID04140085 – RFI/Sources Sought Version

C.2.67 Technical Proposal

Technical proposal” means all documentation (regardless of the form or method of the recording) of a technical nature submitted by the contractor in response to contract requirements.

C.2.68 Tour

A “tour” is generally a scheduled walkthrough of equipment rooms and installations including computer rooms, 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. Equipment log sheets are a part of the tour plan/program. All tours are "inspection" work orders in the CMMS and will comply with all work order requirements.

C.2.69 Vertical Transportation Systems

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

C.2.70 Watch

A “watch” involves performing certain tasks required for the operation of the HVAC equipment (central systems over 300 tons), boilers, compressors, and related equipment in a centralized location. Watches include, but are not limited to starting equipment, checking at designated intervals all operating equipment in the area, recording readings, shifting equipment and loads, making adjustments at the central control center, taking water samples, making tests, and adding chemicals as required.

C.2.71Acronyms

ACRONYM DEFINITIONS

AASD Assisted Acquisition Service Division AHU Air Handling Unit AMP Advanced Metering Program AMS Advance Metering System ANSI American National Standards Institute AQMD Air Quality Management District ASHRAE American Society of Heating, Refrigerating and Air-Conditioning

Engineers BAS Building Automation System BEER BOMA Experience Exchange Report BMP Best Management Practices BOMA Building Owners and Managers Association CBA Collective Bargaining Agreement CCTV Closed-Circuit Television CFC Chlorofluorocarbon CLIN Contract Line Item Number CMMS Computerized Maintenance Management System CSD Control and Safety Devices

Southeast Sunbelt Region Birmingham Service Center Operations and Maintenance Services Mobile, AL ID04140085 – RFI/Sources Sought Version

CO Contracting Officer COOP Continuity Of Operations COR Contracting Officer’s Representative CPARS Contractor Performance Assessment Reporting System DOE Department of Energy DOL Department of Labor EMCS Energy management control systems EPA Environmental Protection Agency FAR Federal Acquisition Regulations FAS Federal Acquisition Service G&A General and Administrative GFE Government Furnished Equipment GPP Green Purchasing Program HCFC Hydro Chlorofluorocarbon HVAC Heating, Ventilation, and Air Conditioning ICC International Code Council IT Information Technology ITSS IT Solutions Shop GSA General Services Administration GSAR General Services Administration Acquisition Regulations LEED Leadership in Energy and Environment Design M&H Material and Handling NATE North America Technical Excellence NEC National Electric Code NEPA National Environmental Policy Act NETA International Electrical Testing Association NICET National Institute for Certification in Engineering Technologies NIOSH National Institute for Safety and Health O&A Over & Above O&M Operations and Maintenance OEP Occupant Emergency Plan OSHA Occupational Safety and Health Administration N-CMMS National Computerized Maintenance Management System EERE The Office of Energy Efficiency and Renewable Energy PBS Public Buildings Service PWS Performance Work Statement QAE Quality Assurance Evaluators QASP Quality Assurance Surveillance Plan QCP Quality Control Plan RGA Return Goods Authorization SEMS Sustainable Environmental Management System SMACNA Sheet Metal and Air Conditioning Contractors National Association SPCC Spill Prevention, Control and Countermeasure SSPP Strategic Sustainability Performance Plan USDA United States Department of Agriculture

Southeast Sunbelt Region Birmingham Service Center Operations and Maintenance Services Mobile, AL ID04140085 – RFI/Sources Sought Version

C.3. REFERENCES

The following publications are incorporated by reference as setting quality, performance, and design standards for work required in this document. Unless a specific date is provided, references are for the current edition, 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 most current Public Buildings Service Operations and Maintenance Standards (most current), 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

● 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;

● American Society of Mechanical Engineers ASME A17.1/CSA B44, Safety Code for

Elevators and Escalators

● American Society of Mechanical Engineers ASME A17.2, Inspector’s Manual for

Elevators

● 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

● Clean Air Act

● Clean Water Act

● EPA Green Book

● EPA Purple Book

● 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

Southeast Sunbelt Region Birmingham Service Center Operations and Maintenance Services Mobile, AL ID04140085 – RFI/Sources Sought Version

● NFPA 10, Standard for Portable Fire Extinguishers

● NFPA 12, Standard on Carbon Dioxide Extinguishing Systems

● NFPA 12A, Standard on Halon 1301 Fire Extinguishing Systems

● NFPA 13, Standard for the Installation of Sprinkler Systems

● NFPA 14, Standard for the Installation of Standpipe and Hose Systems

● NFPA 17, Standard for Dry Chemical Extinguishing Systems

● NFPA 17A, Standard for Wet Chemical Extinguishing Systems

● NFPA 20, Standard for the Installation of Stationary Pumps for Fire Protection

● NFPA 22, Standard for Water Tanks for Private Fire Protection

● NFPA 24, Standard for the Installation of Private Fire Service Mains and Their

● Appurtenances

● 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 and Signaling Code

● NFPA 85, Boiler and Combustible Systems Hazards Code

● NFPA 92, Standard for Smoke Control Systems

● 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

● 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

● Title 40 CFR part 273, Universal Waste Rule

● ANSI/ASME A17.1 Safety Code for Elevators and Escalators

● OSHA 29 CFR 1910.1200, 29 CFR 1910.146, 29 CFR 1910.147, 29 CFR 1910.1030, 29

CFR 1910.1001, 29 CFR 1910.178

● Guideline 3-1990 and Addendum, or latest version, FAR 52.223-2, ARI Standard 700-1988, or latest edition, and Appendix A to 40, CFR, Part 82, Subpart F.

● Resource Conservation and Recovery Act

Southeast Sunbelt Region Birmingham Service Center Operations and Maintenance Services Mobile, AL ID04140085 – RFI/Sources Sought Version

Toxic Substances Control Act National Historic Preservation Act of 1966 National Park Service Technical Preservation Services - Preservation Briefs ( Entire

Series) North American Technician Excellence (N.A.T.E.) Core Service with any Service

Specialty) http://www.natex.org/technicians/what-tests-to-takekates/kates-specialty-exams/ HVAC Excellence Professional - the following three certifications : Light Commercial

Air Conditioning, Gas Heat, and Green Awareness Certification http://www.hvacexcellence.org/ProfessionalLevel.aspx

UA Star HVAC Mastery http://www.ua.org/HVACR.asp

Public Law 94-344(Joint Resolution to Codify and Emphasize Existing Rules and Customs Pertaining to The Display and Use of The Flag of the United States Of America)

Technology Policy for PBS-Owned Building Monitoring and Control Systems (https://sharepoint.pbs.gsa.gov/pbs/energyit/ESI/Library%20of%20docs%20saved%20on%20this%20si te/ImplementationGuide/Technology%20Policy%20for%20PBS- Owned%20Buildings%20Monitoring%20and%20Control%20Systems_4.5.11.pdf)

Building Technologies Technical Reference Guide (https://sharepoint.pbs.gsa.gov/pbs/energyit/ESI/Library%20of%20docs%20saved%20on%20this%20si te/ImplementationGuide/Building%20Technologies%20Technical%20Reference%20Guide_FINALDR AFT_6.7.11.doc

Telecommunications Distribution Design Guide.

C.4. EXISTING DEFICIENCY INSPECTION/INITIAL DEFICIENCY LIST

The existing deficiency inspection and list is meant to identify and document all deficiencies that exist in the equipment and systems covered by this performance work statement, but that will not be repaired during routine preventative maintenance and includes the Contractor's itemized price (including, but not limited to labor, materials, overhead, and profit) for correcting each deficiency.

This inspection is required to be documented in the CMMS.

C.4.1 Initial Inspection

The Contractor and the CO or his/her designee shall make a complete and systematic initial inspection together commencing within five (5) days after contract services date that will include all mechanical, electrical, fire protection and life safety systems, environmental systems, including but not limited to USTs and structural storm water Best Management Practices (BMP’s) (including drains, oil/water separators, etc.) 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 contractor shall provide pricing for only those items the CO or his/her designee require.

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 shall not

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