Montana PWS Full Facilities Services.pdf

Section C – Description, Specification, Performance Work Statement Page 40

C. DESCRIPTION/SPECIFICATION/PERFORMANCE WORK STATEMENT

INTRODUCTION

GSA seeks to establish a partnering relationship with the Contractor to accomplish the requirements in this Contract. The goal of the partnering process is to provide effective problem-finding/problem-solving management team composed of personnel from both parties, thus creating a single culture with one set of goals and objectives. Partnering requires that both parties recognize and address those opportunities and challenges that will be confronted to help maintain the health of the partnership. The relationship is based on trust, dedication to common goals, and an understanding of each other's individual expectations and values. The outcome of this initiative is for GSA to seek Contractor technical, managerial, and decision making expertise to assist GSA in accomplishing these goals and objectives.

This is a Performance Based Service Contract and the success of the Contract depends on the satisfaction of the requirements, but also the satisfaction of our shared customer. 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 Operations and Maintenance Contractor (known from here on as Contractor). A higher level of effective communication between the Government and Contractor is essential for partnering and for the performance based service contract to succeed.

The Contractor, through innovation, technology, or other means, shall perform the required maintenance of these facilities by following the Guiding Principles for Sustainable Existing Buildings.

While working with the Government, the Contractor is motivated to obtain GSA’s goals through improved methods of performance to assist GSA in reducing operating cost. The effectiveness of this partnership will be demonstrated in GSA attaining its goals.

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.

FACILITIES/BUILDINGS INCLUDED IN CONTRACT:

This Performance Based Service Contract is inclusive of Operations, Mechanical Maintenance, Custodial, Grounds

Services, and Snow Removal and shall be performed at the following Facilities/Buildings, where appropriate:

Battin U.S. Courthouse, Billings, MT (MT0050ZZ) Mechanical Maintenance

Grounds Maintenance Snow Removal Pest Control

Bozeman Federal Building/US Post Office, Bozeman, MT (MT0046ZZ) - Historical

Mechanical Maintenance Custodial Services (Includes Pest Control) Grounds Maintenance

Mansfield Federal Building/US Courthouse, Butte, MT (MT0004ZZ) - Historical

Mechanical Maintenance Custodial Services (Includes Pest Control) Grounds Maintenance Snow Removal Missoula Federal Building/US Post Office, Missoula, MT (MT0017ZZ) - Historical

Mechanical Maintenance Grounds Maintenance

Pest Control

TiffanyLCampbell Cross-Out

Section C – Description, Specification, Performance Work Statement Page 41

C.1 SCOPE - OPERATIONS AND MECHANICAL MAINTENANCE SERVICES

Mechanical Maintenance services shall be performed and the following locations (all locations):

1. Battin U.S. Courthouse

2. Bozeman Federal Building and U.S. Post Office

3. Mike Mansfield Federal Building and U.S. Post Office

CI.1.1 Contractor Responsibility for Equipment and Systems

The Contractor shall provide all management, supervision, labor, materials, equipment, and supplies necessary for the maintenance and operation of all buildings to include but not limited to the following:

a. Electrical systems and equipment.

b. Mechanical, plumbing, (where 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.

c. Fire protection and life safety systems and equipment.

d. All Building Monitor and Controls (BMC) system are within the scope of this contract. These BMC systems may include Building Automation Systems (BAS), Digital Lighting Systems and Public Address Systems, Energy Management Systems or other building controls systems. BMC systems will be connected to the GSA Network and access to these systems will require GSA ENT network credentials (see section C.35.4.1.1 for details).

Contractor will be responsible for hardware and software for listed systems excluding computerized operating systems (For example Windows Server 2008, Linux, etc.). Software maintenance must include security patching and minor revision updates as recommended by system installer. A minor revision is an incremental patch or update to the existing software or firmware version with low risk to existing interoperability.

e. Architectural and structural systems, fixtures, and equipment within the site (within the building envelope and attached to the building exterior).

f. Work Request / Work Order desk operations as identified in Section C.8.4 to include record keeping using a National Computerized Maintenance Management System (NCMMS) or by other means as well as other administrative functions.

g. Locks (including re-keying), keys, keycard systems (access enrollments where applicable), vehicle barrier systems and static and dynamic bollard systems.

h. Maintenance of grounds irrigation systems.

i. Dock levelers and roll-up and sliding garage doors (except for agency-specific equipment).

j. Water System, Water Softener Systems, and Waste Water System.

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

l. The Contractor shall complete roofing system investigations, per manufacturer’s recommendations.

m. Elevator and vertical transportation systems – lights only.

n. The Contractor shall maintain kitchen/concessions area drains.

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

(except for agency-specific equipment).

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

q. The Contractor shall maintain kitchen/concession/break area drains.

r. Sanitary sewage equipment and systems, including kennels waste interceptors (if applicable).

s. The Contractor shall provide the CO or their designee copies of all sub-contracts and ensure subcontractors are qualified for performing the work.

CII.1.2 Contractor Responsibilities for Management and Communication

The Contractor Shall:

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 effective Quality Management Plan (QMP), to include Quality Control and Assurance.

Section C – Description, Specification, Performance Work Statement Page 42

d. Implement an effective service call system, as specified under the C.8.4 Work Request / Work Order and

Administrative Support section of this contract that result 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 process, and provide any other pertinent information to the CO or designee.

f. Reduce the environmental impact of work performed under this contract by using, to the maximum extent practicable, environmentally sound practices, processes, and products required by federal, state or local law, codes or ordinances.

g. Provide training to their employees that will stress stewardship in maintenance practices including but not limited to, the proper use, disposal, recycling, storage, dispensing equipment and packaging of chemicals. Provide documentation that their employees are completing training in the core competences and participating in continual educational training according to the Federal Building Personnel Training Act. Ensure that their 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. If a change in law or regulation requires the Contractor to implement an action that will result in an increase or decrease in Contract price, the Contractor shall implement the required action and within 30 calendar days submit to the CO or their designee a price proposal for such change. If the CO or their designee determines an equitable adjustment is substantiated a modification to the Contract will be issued.

C.1.3 Exclusions

Excluded from this scope are:

a. Telecommunication systems (including GSA switches, Routers, Workstations and peripherals).

b. All Government Furnished Equipment.

c. Equipment owned and operated by tenant agencies not included under this contract.

d. Furnishings (not installed as fixtures).

e. 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).

f. Equipment owned by servicing public utilities.

g. Upgrade of software and software licenses for NCMMS.

h. Any major revision upgrade of software (minor revision, security patching and firmware patching shall be included as system maintenance).

i. Fitness center equipment.

j. Mechanical equipment for window washing.

k. Elevator and vertical transportation systems, including their locks and keycard systems.

DEFINITIONS C.2

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 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.2.3 Additional Services

“Additional services” are services that the Contractor will provide at an additional cost to the Government, to include all labor, supervision, supplies and materials specifically identified as being outside the provisions of the basic services and included in the offeror’s overall pricing. The CO or their designee will issue a separate delivery order before work may proceed.

Section C – Description, Specification, Performance Work Statement Page 43

C.2.4 Advanced 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.2.5 Advanced 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.2.6 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.2.7 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.2.8 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. Indefinite Quantity requirements (Additional

Services and Reimbursable Repairs) are requirements outside of Basic Services, for which payment is made on a case-by-case basis.

C.2.9 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 System Integrator is the "BAS support vendor," or "BAS

Dealer/Distributor," or a brand software company such as ,"JCI," "Siemens," "Honeywell," or a branch or independent

BAS vendor.

C.2.10 GSALink

GSAlink is a strategic platform to leverage automated building analytics technology to measure and substantially lower operational expenses in the existing owned building portfolio through on going commissioning. GSAlink 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. This platform is provided to the O&M to help meet their contractual requirements to the GSA of running the building in the most efficient and energy savings way possible.

C.2.11 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.2.12 Commissioning

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

Commissioning C.2.12.1

With respect to a facility, means a systematic process –

a. of ensuring, using appropriate verification and documentation, during the period beginning on the initial day of the design phase of the facility and ending not earlier than 1 year after the date of completion of construction of the facility, that all facility systems perform interactively in accordance with—

1. the design documentation and intent of the facility; and

2. the operational needs of the owner of the facility, including preparation of operation personnel; and

Section C – Description, Specification, Performance Work Statement Page 44

3. the primary goal of which is to ensure fully functional systems that can be properly operated and maintained during the useful life of the facility.

Recommissioning C.2.12.2

A process –

(i) of commissioning a facility or system beyond the project development and warranty phases of the facility or system; and

(ii) the primary goal of which is to ensure optimum performance of a facility, in accordance with design or current operating needs, over the useful life of the facility, while meeting building occupancy requirements.

Retro-commissioning C.2.12.3

A process of commissioning a facility or system that was not commissioned at the time of construction of the facility or system.

C.2.13 Ongoing Commissioning

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/GSALink).

C.2.14 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. GSA’s National Computerized Maintenance System (NCMMS) 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 NCMMS (NCMMS) is a central repository (Database) for all maintainable GSA Assets. The NCMMS provides a mandatory, Agency-Wide means and method for processing and reporting all maintenance work done for GSA regardless of Region or Contractor.

C.2.15 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, but are not limited to: oil, grease, belts, filters, ballasts, lamps, etc.

C.2.16 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.2.17 Contracting Officer Representative (COR)

Contracting Officer's Representatives (COR) or their designee shall 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.

C.2.18 Contractor

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

C.2.19 Contract’s Other Than Normal Working/Duty Hours

Hours other than those identified as Normal Working Hours.

C.2.20 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 Building Automation System (BAS), Advanced

Metering System (AMS), and lighting control systems. Fire protection systems and security systems are excluded from

Section C – Description, Specification, Performance Work Statement Page 45 this definition for purposes of this Contract and are defined separately. Gateway devices, 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.2.21 Defective Service

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

C.2.22 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, 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.2.23 Emergency Callback

An “emergency callback” is a Work Request / Work Order 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.2.24 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, nontoxic or less toxic, EPA-designated and bio based.

C.2.25 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.

C.2.26 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.2.27 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 4th Thursday of November.

C.2.28 Federal Executive Holiday, Unanticipated

Unanticipated holidays declared by the president will count as Federal holidays. As long as the Contractor pays employees as if it were an anticipated Federal holiday, the Contractor will be paid for the unanticipated holiday as if it were a normal Federal Holiday.

C.2.29 Fire Protection and Life 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 systems (4) initiate fire suppression systems, (5) control or suppress fires and (6) facilitate or enhance emergency egress. These systems also may communicate with other major building systems for fire and smoke control, elevator recall, and utilities control. Life safety systems and equipment includes emergency lighting, exit signage, special egress door locking arrangements, and exit stair markings.

C.2.30 Guiding Principles for Sustainable Existing Buildings

Guiding Principles is a certification program compilation of best practices that support sustainability and high-performance building and operations. This integration of processes that delivers a healthy, productive and safe working environment

Section C – Description, Specification, Performance Work Statement Page 46 that minimizes resources use, is environmentally responsible and factors in a building's life-cycle. This is a requirement of

EO13693.

C.2.31 GSA Green Purchasing Program (GPP)

Guiding Principles is a certification program compilation of best practices that support sustainability and high-performance building and operations. This integration of processes that delivers a healthy, productive and safe working environment that minimizes resource use, is environmentally responsible and factors in a building's life-cycle.

C.2.32 Indefinite Quantity

“Indefinite quantity” provisions permit the Government to order work, in addition to the basic services, and upon acceptance permit additional payment to the Contractor.

C.2.33 Miscellaneous 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.2.34 Miscellaneous Work

“Miscellaneous work” is additional labor that is performed at the request of the tenant agency and/or GSA (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 on the bid sheet. During normal duty hours, minor tasks related to day-to-day operational requirements requested by the CO or designee consists of, but is not limited to: 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 during normal business hours unless otherwise directed by the CO or designee.

C.2.35 Modification of Contract

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

C.2.36 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.2.37 Non-Reimbursable Repairs

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

Government.

C.2.38 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.2.39 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.

C.2.40 Open Systems

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.

By purchasing an 'open system' the GSA is not restricted to a single source or product to control, maintain, update or replace any components of the system. Pressure from large customers of building automation systems has helped to drive the industry to adopt more of these open concepts, but the GSA must enforce these requirements to continue to

Section C – Description, Specification, Performance Work Statement Page 47 drive the industry to complete open standardization. “Open” applies to communication protocols, software and business practices.

C.2.41 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 Work Request / Work Orders, touring and observing equipment performance and condition, adjusting equipment, identifying needed maintenance and repairs to equipment, and maintaining lubrication and chemical treatments, etc.

C.2.42 Performance Based Service 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.2.43 Performance Work Statement (PWS)

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

C.2.44 Predictive Maintenance

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

C.2.45 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.

Examples are: ensuring sequences of operation; operational schedules; heating and cooling reset schedules; optimum start and stop procedures are utilized and ensuring that all equipment such as dampers and valves are kept fully functional, and repaired immediately should a failure occur.

C.2.46 Product Preference

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.

C.2.47 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 (PBSOW).

C.2.48 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.2.49 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.2.50 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.2.51 Sequence of Operations

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

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C.2.52 Work Request / Work Order

A “Work Request / Work Order” 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. Work Request / Work Order 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 Work Request / Work Order.

Work Request / Work Orders may be generated automatically from interfaces to BAS or diagnostic software.

C.2.53 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.2.54 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. 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 such as BAS or diagnostic software.

C.2.55 Shave Energy

Involves the following training and work: Building Operating Plan: Acquaints user with zone-by-zone equipment operations and schedules; Space Audit: Measure, record, and compare readings for space temperature, humidity, and luminance.

Energy Audit Checklist: Enumerate specific efficiency measures for every building space including instructions for implementation. Night Audit: Identify equipment running during unoccupied hours. Outside Air Verification: Measure, record, and compare outside air flows to set points and standard ventilation requirements. Controls & Sequences:

Compares Controls/sequences for operational HVAC equipment to prescribed optimization strategies

C.2.56 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.2.57 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.

C.2.58 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 NCMMS and will comply with all work order requirements.

C.2.59 Vertical Transportation Systems

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

C.2.60 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.

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C.2.61 Government-Furnished Equipment (GFE)

Any Government owned and/or furnished property provided to the contractor. 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.

REFERENCESC.3

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 access to all referenced documents at their own expense, the exception of the Facilities

Standards for the Public Buildings Service (PBS P100), which will be provided by the Government.

· Facilities Standards for the Public Buildings Service (PBS P100)

· Public Buildings Service Operations and Maintenance Standards - 2012

· 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

· 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

Section C – Description, Specification, Performance Work Statement Page 50

· 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

· 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

· Toxic Substances Control Act

· Technology Policy for PBS-Owned Building Monitoring and Control Systems

· Building Technologies Technical Reference Guide

· ISO 9001 Standard for Quality Control and Quality Standard

EXISTING DEFICIENCY INSPECTION/INITIAL DEFICIENCY LIST C.4

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 NCMMS.

C.4.1 Initial Inspections

The Contractors (both outgoing Contractor and incoming Contractor) and the CO or their designee shall make a complete and systematic initial inspection together during the transition phase of the contract that will include all mechanical, electrical, fire protection and life safety systems, environmental systems, may include but not limited to USTs and structural storm water best management practices (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 Government may elect to have all or any part of this work performed by the Contractor (at the price or prices quoted), by Government employees, or by other Contractors. The existing deficiency list report shall not include any items that would be replaced, repaired, or adjusted during the performance of normal preventive or predictive maintenance. The CO or their designee may defer/approve the inspection activities that were performed, without the presence of a Government representative, subject to adequate documentation of conditions found by the Contractor.

Section C – Description, Specification, Performance Work Statement Page 51

C.4.2 Initial Deficiency List

The Contractor shall submit an initial deficiency list report not later than 30 calendar days after award of the Contract to the CO or designee. Any dispute between the Government and the Contractor as to classification of initial deficiency list report items will be resolved under the Disputes Clause in this document. The Contractor’s itemized estimates for correcting each deficiency shall remain in effect for 120 calendar days after submission of the initial deficiency list report.

Deficiencies discovered after the submission of the initial deficiency list report will not be considered pre-existing for purposes of this Contract, unless equipment is operational and cannot be secured and inspected. Any piece of equipment or system that cannot be inspected shall be highlighted at the beginning of the deficiency list stating why it cannot be secured and inspected. An estimate of when the Contractor reasonably expects to be able to inspect the piece of equipment shall be provided. When an existing deficiency in an item is corrected, the Contractor shall assume full responsibility for the subsequent repair of the item as covered under the terms of this Contract at no additional cost to the Government. Nothing in the initial deficiency list clause shall be construed as diminishing the obligations imposed by this Contract upon the Contractor to operate any deficient item (to the extent operable) or to adjust or maintain any such item.

TRANSITION PHASE C.5

C.5.1 Transition Phase Startup

The Contractor shall provide transition services during the 30 calendar days of transition services prior to the Contract start date to assist transitioning between Contractors. The purpose of this phase is to permit a transition that is seamless to the tenants and to assess the condition of the building and incomplete maintenance work at the time of Contractor transition. During this period the Contractor shall:

a. Revise and submit to the CO or their designee by the end of the startup phase an updated building operating plan.

b. Inspect the condition of all equipment and systems for which the Contractor will assume responsibility.

c. Revalidate NCMMS copy of equipment inventory. Provide work order history and document all deferred or open work orders. Provide a consolidated list of work orders that are deferred, open, pending completion.

d. Review the preventive maintenance schedule in the NCMMS. Cross-check PM schedules and guides used by contractor versus any newly proposed guides and schedules. The new periodic maintenance schedule and guides shall be based off of the last time PMs were performed and in accordance with the requirements of the contract.

e. The incumbent Contractor shall provide within the startup period, NCMMS transition services in order to assist transitioning between incumbent and incoming contractors. The purpose of this phase is to permit a transition that is seamless to the tenants and to assess incomplete maintenance work at the time of transfer. The contractor is to review the current schedule of maintenance and shall revalidate in line with accepted proposed maintenance schedule. The contractor shall be responsible for creating and maintaining the preventive maintenance schedule in the NCMMS and entering data of past performance of maintenance for each piece of equipment where needed.

f. Complete the government-furnished NCMMS training.

g. Develop and submit to the CO or their designee by the end of the startup phase the initial deficiency list report, including an itemized estimate for correcting each deficiency as described in Section C.4., Existing Deficiency

Inspection /Initial Deficiency List.

h. Complete the Annual Energy and Water Efficiency Report.

C.5.2 Transition Phase Startup Schedule

Within the first 15 calendar days of the transition startup phase of the Contract, the Contractor shall submit a schedule and staffing plan for the startup phase. This plan shall describe, by week, work to be accomplished. At the end of each week during the startup phase the Contractor shall submit a letter report describing work accomplished.

C.5.3 Adjustments and Corrections

The Contractor shall be responsible for making immediate adjustments or corrections that fall within the proposed maintenance plan and any other requirements within this Contract at no additional cost to the Government. In conjunction with CO or designee, Building management, OFM and GSA IT this includes, but is not limited to: making recommendation and/or performing approved 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

Section C – Description, Specification, Performance Work Statement Page 52 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 shall identify for the Government all alarm points with originating point identification information (device ID, point number, description), so that the Government, at its discretion, may arrange for automatic generation of work orders from alarm conditions.

PHASE-OUT TRANSITION PERIOD C.6

When the Contract ends, the Contractor shall cooperate with the incoming Contractor during a phase-out period. For planning purposes, the Contractor shall assume a phase-out period of 60 calendar days.

During this phase-out period, the Contractor shall:

a. Assist the CO or their designee and incoming Contractor for a seamless transition in operations and maintenance with no adverse effect on the building tenants;

b. Provide GSA and the successor Contractor with access to all records and official documentation (both hard copies and electronic as applicable) required by this Contract;

c. Provide training to the successor Contractor on methods of accessing and programming the building automation system (BAS) and other control systems; and

d. Show the successor Contractor where all archived programs and systems literature are maintained. On the last performance day of the Contract, the Contractor shall turn over to the CO or their designee all keys and identification badges or cards.

e. Coordinate and complete disposal, cleanup, and transfer of all materials according to applicable laws.

f. Provide all data records (database files, spreadsheets, etc.) relating to building systems, assets, work orders, permits, work activities, etc. to GSA. GSA owns all data compiled under this Contract or ancillary to this Contract.

g. Return all Government furnished property including GSA IT equipment (list of GFP)

DEFICIENCY LIST COMPLETION AND WITHHOLDING OF FINAL PAYMENT C.7

The Government may create a deficiency list of unmet Contractual requirements…