PWS Region 8 MT Interstate FE_FSS.pdf

May 2024 National Consolidated Facilities Engineering Specification

PROJECT TITLE: Montana Interstate Facilities Engineering and Full Facilities Services

SERVICE: FACILITIES ENGINEERING, LANDSCAPE, SNOW REMOVAL, CUSTODIAL AND

RELATED SERVICES

REGION 8 MONTANA LOCATION(S):

City/State Building Name Building Number Building Address

Billings, MT 59101 James F. Battin U.S.

Courthouse

MT0050ZZ 2601 2nd Ave. N.

Bozeman, MT 59715 Bozeman Federal Building and U.S. Post Office

MT0046ZZ 10 E. Babcock St.

Butte, MT 59701 Mike Mansfield Federal

Building and U.S.

Courthouse

MT0004ZZ 400 N. Main St.

NOTE: This contract consists of a total of 3 properties.

Table of Contents

SECTION 1 GENERAL CONTRACT REQUIREMENTS 14

C.1.0 General 14

C.1.0.1 Facilities Engineering 14

C.1.0.2 Systems Thinking 14

C.1.0.3 Partnering 15

C.1.0.4 Tenant Satisfaction 15

C.1.0.5 GSA Programs and Strategic Objectives 16

C.1.0.6 Guiding Principles 16

C.1.1 Scope of Work 18

C.1.1.1 Contract Systems and General Objectives 18

C.1.1.2 Scope Exclusions 21

C.1.1.3 Discrepancy in the Specifications 22

C.1.2 Personnel 22

C.1.2.1 Adherence to Staffing Plan 22

C.1.2.2 Service Calls 23

C.1.2.3 Service Request and Administrative Support 25

C.1.2.4 Qualifications of Project Manager and Onsite Supervisory Personnel 26

C.1.2.5 Authority 27

C.1.2.6 Communication Equipment 27

C.1.2.7 CIO 2100 IT Security Policy 28

C.1.2.8 Language 28

C.1.2.9 Employee Suitability 28

C.1.2.10 Employee Technical Qualifications 29

C.1.2.11 Certifications 30

C.1.2.11.1 Qualifications of Fire Alarm System Technicians 30

C.1.2.11.2 Qualifications of Water-Based Fire Suppression System Technicians 30

C.1.2.11.3 Qualifications of Technicians 31

C.1.2.11.4 Qualifications for Electrical Technician 31

C.1.2.11.5 Qualifications of AMS / BAS / EMS Technicians 31

C.1.2.11.6 Qualifications of HVAC Technician 32

C.1.2.11.7 Qualifications of a Production Control Clerk 32

C.1.2.11.8 Qualifications of a Water Treatment Technician 33

C.1.2.12 Employee Training 33

C.1.2.12.1 Asbestos Awareness Training 33

C.1.2.12.1.1 Asbestos Worker Training 33

C.1.2.12.2 Re-Tuning Training 34

C.1.2.12.3 Education Requirements and Certifications 34

C.1.2.12.4 NCMMS Training 35

C.1.2.12.5 Lead Awareness Training 36

C.1.2.12.6 Custodial Training 36

C.1.2.13 Appearance 36

C.1.2.14 Standards of Conduct 37

C.1.2.15 Recording Presence 37

C.1.2.16 Personal Identity Verification Requirements 37

C.1.2.17 Credentials and Identification 38

C.1.2.18 Escorting 38

C.1.2.19 Occupancy Emergency Plan (OEP) 39

C.1.3 Quality Management System 39

C.1.3.1 Inspection and Data collection Program 41

C.1.3.2 Methods 42

C.1.3.3 Data Collection and Analysis Program 42

C.1.3.4 Methods 42

C.1.3.1 Performance Evaluation And Review 42

C.1.3.1.1 General: 42

C.1.3.1.2 Communications Requirements: 42

C.1.4 Quality Assurance 43

C.1.4.1 Contracting Officer's Representative (COR) 44

C.1.4.2 Government Monitoring 45

C.1.4.3 Performance Evaluations 45

C.1.5 Physical Security 45

C.1.5.1 Key Control 45

C.1.5.2 Lock Combinations 46

C.1.6 Safeguarding Sensitive Data and Information Technology Resources 46

C.1.6.1 General 46

C.1.6.2 Safeguarding and Dissemination of Controlled Unclassified Information 47

C.1.6.2.1 General 47

C.1.6.2.2 Marking CUI 47

C.1.6.2.3 Authorized Recipients 47

C.1.6.2.4 Dissemination of CUI Building Information 48

C.1.6.2.4.1 By Electronic Transmission 48

C.1.6.2.4.2 By Non-electronic Form or on Portable Electronic Data Storage Devices 48

C.1.6.2.5 Record Keeping 48

C.1.6.2.6 Safeguarding CUI Documents 49

C.1.6.2.7 Destroying CUI Building Information 49

C.1.6.2.8 Notice of Disposal 49

C.1.6.2.9 Incidents 49

C.1.6.2.10 Subcontracts 49

C.1.7 Hours of Operation 49

C.1.7.1 Normal Working Hours 49

C.1.7.1.1 Tenant Working Hours 50

C.1.7.2 Core Coverage Hours 50

C.1.7.3 Recognized Holidays 50

C.1.7.4 Extended Operating Hours 51

C.1.7.5 Building Access 51

C.1.8 Conservation of Utilities 51

C.1.9 Use of NCMMS 51

C.1.9.1 General 51

C.1.9.2 Operations 52

C.1.9.3 Reporting 55

C.1.10 Documentation and Records 55

C.1.11 Ordinances, Taxes, Permits, and Licenses 56

C.1.12 Other Contractors 56

C.1.13 Government Forms 56

C.1.14 Contractor Maintenance Performance Plans 56

SECTION 2 DEFINITIONS 57

C.2.0 General 57

Quality Management System 68

Quality Assurance 69

Quality Control 69

SECTION 3 GOVERNMENT-FURNISHED PROPERTY 73

C.3.0 General 74

C.3.1 Electric Power 74

C.3.2 Water Source 74

C.3.3 Contractor Office Space and Furnishings 74

C.3.4 Storage Space 74

C.3.5 Network Equipment and Computer Hardware 75

SECTION 4 CONTRACTOR-FURNISHED PROPERTY SUPPLIES/MATERIAL/EQUIPMENT

C.4.0 General 76

C.4.1 Specific Requirements - RESERVED 76

SECTION 5 OPERATION-SPECIFIC REQUIREMENTS 77

C.5.0 General 77

C.5.1 Tenant Environment 77

C.5.1.1 Tenant Furniture 77

C.5.2 Building Operating Plan 78

C.5.2.1 Components of the Building Operating Plan 78

C.5.3 Equipment Inventory 82

C.5.3.1 General: 82

C.5.3.2 Operations 83

C.5.3.3 Reporting 85

C.5.4 Safety Management 86

C.5.4.1 General 86

C.5.4.2 Workplace Safety and Health Program 87

C.5.4.2.1 Reporting 87

C.5.4.3 Scheduling and Record Keeping 87

C.5.4.3.1 Reporting 87

C.5.4.4 Fall Protection 87

C.5.4.5 Powered Platforms - Reserved 87

C.5.4.6 Lock Out/Tag Out 87

C.5.4.7 Confined Spaces 87

C.5.4.8 Facility Hazards and Accidents 88

C.5.4.8.1 Hazards 88

C.5.4.8.2 Accidents 88

C.5.4.9 Disruptive or Hazardous Equipment 88

C.5.4.9.1 Tools 88

C.5.4.9.2 Hooks, Cranes, Hoists Chains and Slings 88

C.5.4.10 Scheduled Disruption to Utilities, Lighting, Fire Protection & Life Safety Systems, or Space Conditioning 88

C.5.4.11 Safety Data Sheets and Hazard Communication Plan 89

C.5.4.11.1 Safety Data Sheets 89

C.5.4.11.2 Hazard Communication Plan 89

C.5.4.12 Labeling and signage 89

C.5.4.13 Emergency Shutdown Instructions 89

C.5.4.14 Electrical Safety 90

C.5.4.15 Labeling of Electrical Circuits and Panels 90

C.5.5 Environmental Management 90

C.5.5.1 General 90

C.5.5.2 Refrigerants 91

C.5.5.2.1 Operations 91

C.5.5.2.2 Maintenance (Refrigerant Recycling, Reclamation, and Disposal) 91

C.5.5.2.3 Testing/Inspections 91

C.5.5.2.4 Reporting 92

C.5.5.3 Local Air Quality Management Operating Permits 92

C.5.5.4 Stationary Engines 92

C.5.5.5 Fuel Storage Tank Management 92

C.5.5.5.1 Fuel Storage Tanks 93

C.5.5.5.2 Underground Storage Tanks 93

C.5.5.5.3 Aboveground Storage Tanks 94

C.5.5.6 Solid Waste 95

C.5.5.7 Polychlorinated Biphenyl (PCB) Control 95

C.5.5.8 Asbestos Management 95

C.5.5.9 Facility Hazards 96

C.5.5.10 Disposition of Hazardous Waste 96

C.5.5.11 Backflow Prevention Devices 97

C.5.5.12 Domestic Water Systems 97

C.5.5.12.1 PBS Guidance to Maintain or Restore Water Quality 97

C.5.5.12.2 Inspection and Assessment 98

C.5.5.12.3 Repaired, Modified, Serviced or Breached 98

C.5.5.12.4 Reporting and Documentation 98

C.5.5.12.5 Routine Flushing for Child Care Centers, health Units, or Showers 99

C.5.5.13 Reporting 100

(a) Waste Reports 100

(b) Environmental Compliance 101

(c) Sustainable Purchasing Practices 101

(d) Sustainable Product Standards 102

(e) Proof of Compliance 102

C.5.5.14 Contractor Pandemic Plan 103

C.5.5.14.1 Services Plan for Water Outages 104

C.5.6 Energy and Water Efficiency 104

C.5.6.1 General 104

C.5.6.2 Operations 105

C.5.6.3 Reporting 105

C.5.7 Advanced Metering Systems 106

C.5.7.1 General 106

C.5.7.2 Operations 106

C.5.7.3 Maintenance 106

C.5.7.4 Reporting 107

C.5.8 Building Automation Systems and IT Controls 107

C.5.8.1 General 107

C.5.8.2 Operations 108

C.5.8.2.1 GSA-hosted Systems Requirements 109

C.5.8.2.2 Excepted Systems Requirements 110

C.5.8.3 Maintenance 112

C.5.8.3.1 BAS Control Systems and upgrades 112

C.5.8.3.2 BAS Alarms 112

C.5.8.4 Testing/Inspecting 113

C.5.8.5 Reporting 113

C.5.8.6 Smart Building Technology 113

C.5.9 Fire Protection and Life Safety Equipment and Systems 114

C.5.9.1 General 114

C.5.9.2 Fire Alarm System Services and Emergency Communication Systems 115

C.5.9.3 Water-Based Fire Protection Systems 116

C.5.9.3.1 Five Year Obstruction Test 117

C.5.9.4 Fire-rated Door Assemblies 117

C.5.9.5 Fire Damper and Combination Fire/Smoke Dampers 117

C.5.9.6 Smoke Doors Assemblies 118

C.5.9.7 Smoke Dampers 118

C.5.9.8 Portable Fire Extinguishers 118

C.5.9.9 Non-Water-Based Fire Extinguishing Systems 119

C.5.9.10 Smoke Control Systems 120

C.5.9.11 Emergency and Standby Power Systems 120

C.5.9.12 Emergency Lighting Systems and Exit Signage 120

C.5.9.13 Fire Resistance Rated Construction 120

C.5.9.14 Lightning Protection Systems 121

C.5.9.15 Chemical Sensors 121

C.5.10 Tours 121

C.5.10.1 General 121

C.5.10.2 Proactive Facility Tours 121

C.5.10.3 Minimum Tour Frequencies 122

C.5.10.4 Monitoring of Central Plant Equipment 122

C.5.10.5 Operating Logs and Tour Check Sheets 122

C.5.10.6 Reporting 123

C.5.11 Repairs 123

C.5.11.1 General 123

C.5.11.2 Operations 124

C.5.11.2.1 Non Reimbursable Repair 124

C.5.11.2.2 Partially Reimbursable Repairs 125

C.5.11.2.3 Fully Reimbursable Repairs 126

C.5.11.3 Warranties 126

C.5.11.4 Third-Party Contractors 126

C.5.12 Work Orders 127

C.5.12.1 General 127

C.5.12.2 Operations 127

C.5.12.2.1 Emergency Work Order (During Hours) 128

C.5.12.2.2 Emergency Callback (Beyond Normal Work Hours) 128

C.5.12.2.3 Urgent Work Order 129

C.5.12.2.4 Routine Work Orders 129

C.5.12.3 Data Maintenance 129

C.5.12.4 Reporting 130

C.5.13 Additional Services Indefinite Quantity Provisions 130

C.5.13.1 General 130

C.5.13.2 Price Proposal for Additional Services Work Request 130

C.5.13.2.1 Parts and Materials 130

C.5.13.2.2 Labor 131

C.5.13.3 Additional (Non-Pricing Schedule) Subcontracts 131

C.5.13.4 Indirect Costs (Markup) 131

C.5.13.5 Proposal Review 131

C.5.13.6 Additional Services Work Request Ordering and Invoicing 131

C.5.13.7 Cost Documentation 132

C.5.13.8 Ancillary Repairs and Alterations, System Support, and Project Support 132

C.5.14 Building Management and Support Services 132

C.5.14.1 General 132

C.5.14.2 Miscellaneous Work 133

C.5.14.3 Review of Design Documents 134

C.5.14.3.1 Reporting 134

C.5.14.4 Inspections Assistance for Space Build Outs 134

C.5.14.5 Flag Procedures 134

C.5.14.6 Overtime Utilities 134

C.5.14.8 Technical Program, Property, and Project Support 135

C.5.14.8.1 Alteration Project Assistance 135

C.5.14.8.2 Project Management Assistance 136

C.5.14.8.3 Equipment Engineering & Design Assistance 136

C.5.14.8.4 Program / Property Management Support 137

C.5.14.9 Specialized Asbestos Services 137

C.5.14.9.1 Asbestos Sample and Test 138

C.5.14.9.2 Pre-Alteration Asbestos Assessment Services 139

C.5.14.9.3 Pre-Alteration Asbestos Design Services 139

C.5.15 Monthly Progress Report 140

C.5.15.1 General 140

C.5.16 Reference Library 141

C.5.16.1 General 141

C.5.17 Healthy Building Continuous Commissioning 142

SECTION 6 MAINTENANCE SPECIFIC REQUIREMENTS 142

C.6.0 General 142

C.6.1 Maintenance Standard 143

C.6.2 Boiler Systems 144

C.6.2.1 General 144

C.6.2.2 Operation 144

C.6.2.3 Boiler Maintenance 144

C.6.2.4 Testing and Inspecting 145

C.6.2.4.1 Layup of Boilers and Chillers 145

C.6.2.5 Reporting 145

C.6.3 Air Distribution Equipment 146

C.6.3.1 General 146

C.6.3.2 Operation 146

C.6.3.3 Maintenance 146

C.6.3.4 Replacement of Air Filters 147

C.6.3.5 Testing and Inspecting 149

C.6.3.6 Reporting 149

C.6.4 Chiller Systems 149

C.6.4.1 General 149

C.6.4.2 Operation 149

C.6.4.3 Maintenance 150

C.6.4.4 Testing/Inspecting 150

C.6.4.5 Reporting 150

C.6.5 Cooling Towers 150

C.6.5.1 General 150

C.6.5.2 Operations 151

C.6.5.3 Maintenance 151

C.6.5.5 Reporting 153

C.6.6 HVAC Water Management 153

C.6.6.1 General 153

C.6.6.2 HVAC Water Management Plan 154

C.6.6.3 Operation 154

C.6.6.4 Maintenance 154

C.6.6.5 Testing and Inspecting 154

C.6.6.6 Reporting 156

C.6.6.7 Chemical Free Water Treatment System 159

C.6.7 Domestic Plumbing Systems 159

C.6.7.1 General 159

C.6.8 Lighting Systems 159

C.6.8.4 Testing and Inspecting 162

C.6.9 Electrical Switchgear and Switchboards 162

C.6.10 Emergency Power Equipment 162

C.6.10.1 General 162

C.6.10.2 Operation 163

C.6.10.3 Maintenance 163

C.6.10.4 Testing and Inspecting 163

C.6.10.5 Reporting 164

C.6.11 Oil Analysis and Oil Changes 165

C.6.11.1 General 165

C.6.11.2 Operations 165

C.6.11.3 Testing and Inspecting 165

C.6.11.4 Reporting 165

C.6.12 Vertical Transportation Systems (VTS) - RESERVED 165

C.6.12.1 General - RESERVED 165

C.6.12.2 OPERATIONS (Elevator Program Administrative and Technical Support) -

RESERVED 165

C.6.12.3.1 Elevator Associated Equipment Maintenance 165

C.6.13 Architectural and Structural Systems 165

C.6.13.1 General 165

C.6.13.2 Replacement Items and Painting 166

C.6.13.3 Machinery Rooms 167

C.6.13.4 Historic Buildings 167

C.6.13.5 Architectural Woodwork 167

C.6.13.6 Directories 168

C.6.13.7 Roofs 168

C.6.13.8 Roof Anchorages 168

C.6.13.9 Green Roof - RESERVED 168

C.6.13.10 Vertical Transportation and Associated Equipment (Contractor Responsibilities)

C.6.14 Perimeter Access Control Systems (Security fixtures) 169

C.6.14.1 General 169

C.6.15 Child Care Center - Reserved 169

C.6.16 Photo Voltaic Systems and Electrical Vehicle Support Systems 169

C.6.16.1 General 169

C.6.16.2 Operation 169

C.6.16.3 Maintenance 169

C.6.16.4 Testing and Inspecting 169

C.6.16.5 Reporting 170

SECTION 7 ADMINISTRATIVE INSTRUCTIONS 171

C.7.0 Initial Inspection 171

C.7.1 Existing Deficiency Inspection/Initial Deficiency Report 171

C.7.2 Transition Phase 172

C.7.2 Transition Phase 172

C.7.2.1 Transition Phase Schedule 173

C.7.3 Phase-out Transition Period 173

C.7.4 Contract Closeout Examination and Withholding of Final Payment 175

SECTION 8 PUBLICATIONS AND STANDARDS 176

C.8.0 General 176

C.8.1 General Publications 176

C.8.2 Federal Publications 179

SECTION 9 CUSTODIAL OBJECTIVES AND SCOPE 184

C.9.0 General 184

C.9.1 Cleaning Hours 184

C.9.1.1 Emergency After Hours Support 184

C.9.2 Sustainable Cleaning 184

C.9.3 Sustainable Cleaning Plan 185

C.9.4 Exposure Control Plan 185

C.9.5 Contractor Pandemic Plan – Reserved see C.5.5.14 186

C.9.6 Cleaning Schedule 187

C.9.7 Space Change Methodology 187

SECTION 10 CUSTODIAL STANDARD SERVICES 189

C.10 Standard Services 189

C.10.1 Interior Services 189

C.10.1.1 Floor Care 189

C.10.1.2 Carpets and Rugs 190

C.10.1.3 Floor Mats and Runners 191

C.10.1.4 Restrooms, Shower Rooms, Tenant Break Rooms, Locker Rooms, Fitness Centers, and Lactation Rooms 191

C.10.1.5 Fixtures 192

C.10.1.6 Surfaces 192

C.10.1.7 High-Touch Surfaces 193

C.10.1.8 Walls 193

C.10.1.9 Trash and Wastebaskets 193

C.10.1.10 Elevators, Escalators and Stairways 193

C.10.1.11 Interior Window Washing 194

C.10.1.12 Blinds and Coverings (Not Including Drapes, Curtains and Unique Coverings) 194

C.10.1.13 Fine Arts Collection 194

C.10.1.14 Historic Buildings 194

C.10.1.15 Policing Inside Areas 195

C.10.1.16 Interior and Atrium Plants (Government Furnished Plants) - RESERVED 195

C.10.1.17 Concessions (Cafeterias, Snack Bars and Vending Machine Areas) 195

C.10.1.18 United States Postal Space - Reserved 195

C10.1.19 High Cleaning 195

C.10.2 Exterior Services 195

C.10.2.1 Exterior Plate Glass 195

C.10.2.2 Exterior Window Washing 195

C.10.2.3 Canopies 196

C.10.2.4 Hard Surface Areas 196

C.10.2.5 Ash Receptacles and Trash Containers 196

C.10.2.6 Surfaces (Signs, Vending Machines, Tables, etc.) 196

C.10.2.7 Graffiti Removal 196

C.10.2.8 Excrement Removal (Human, Bird and Animal) 196

C.10.2.9 Policing Outside Areas 197

C.10.3 Snow and Ice Removal 197

SECTION 11 GROUNDS MAINTENANCE 200

C.11 Grounds Maintenance 200

C.11.1 Landscape Erosion Management 200

C.11.2 Grounds Maintenance Services 200

C.11.3 Composting 201

C.11.4 Trees and Shrubs 201

C.11.5 Mulching 202

C.11.6 Mowing and Edging 202

C.11.7 Leaf Removal 202

C.11.8 Overseeding, Dethatching and Plugging 202

C.11.9 Fertilization 202

C.11.10 Flowerbeds and Plants 202

C.11.11 Soil and Ground Covers 203

C.11.12 Unimproved Grounds 203

C.11.13 Fence Lines 203

C.11.14 Weeds 203

C.11.15 Irrigation 203

C.11.16 Watering 204

C.11.17 Integrated Pest Management Plan (IPM) 204

C.11.18 Asphalt Sealing and Striping 204

SECTION 12 SOLID WASTE MANAGEMENT 204

C.12 Solid Waste Management 205

C.12.1 Solid Waste Management Program 205

C.12.1.1 Excluded Waste Types 205

C.12.1.2 Solid Waste Audits 205

C.12.1.3 Solid Waste Removal and Disposal 206

C.12.1.4 Solid Waste Records and Reports 207

C.12.1.5 Pick-ups on Call 207

C.12.1.6 Recycling 207

C.12.1.7 Extent of Work 207

C.12.1.8 Recyclable Materials Disposition 208

C.12.1.9 Recyclables 208

C.12.1.10 Pick-ups on Call 208

C.12.1.11 Recycling Containers 208

C.12.1.12 Restriction on Use 209

C.12.1.13 Recycling Proceeds 209

C.12.1.14 Solid Waste and Recycling Reports 209

SECTION 13 INTEGRATED PEST MANAGEMENT 210

C.13 Integrated Pest Management 210

C.13.0 General 210

C.13.1 Preventive Pest Maintenance 210

C.13.2 Initial Pest Assessment 211

C.13.3 Recommendations for Pest Management and Control 211

C.13.4 General 211

C.13.5 Pests Included and Excluded 211

C.13.6 Integrated Pest Management Plan 212

C.13.7 Pesticide Application 212

C.13.8 Structural and Procedural Recommendations 213

C.13.9 Record Keeping 213

C.13.10 Manner and Time to Conduct Service 214

C.13.11 Insect Control 214

C.13.12 Rodent Control 215

C.13.13 Safety and Health 215

SECTION 14 CHILD CARE CENTER CLEANING- RESERVED 216

SECTION 15 CUSTODIAL ABOVE STANDARD SERVICES 216

C.15 Custodial Above Standard Services 216

C.15.1 Carpet Extraction (Private Areas) 216

C.15.2 Interior Window Washing 216

C.15.3 Exterior Window Washing 216

C.15.4 Pressure Washing and Steam Cleaning 216

C.15.5 Tree Thinning 216

C.15.6 Government Furnished Trees and Plants 217

C.15.7 Snow and Ice Removal including Areas Requiring Heavy Equipment 217

C.15.8 Sub-Contracted Graffiti Removal 217

C.15.9 High Cleaning 217

C.15.10 Machine Strip and Wax Resilient Office Floors 217

C.15.11 Holding Cell Interiors 218

C.15.12 Cleaning/Polishing of Exterior Brass 218

C.15.13 Postal Service Floor Sealing 218

C.15.14 Additional Disinfecting of Frequently Touched Surfaces 218

C.15.15 Disinfecting in Response To a COVID-19 or Other Pandemic Incidences 219

C.15.16 Exterior Building Washing 22218

SECTION 16 EXHIBITS 221

Exhibit 1 - O&M and Custodial Building Information Sheets 221

Exhibit 2 - Energy and Water Efficiency Monthly Report 223

Exhibit 3 - Contractor Chart of Deliverables for COR 232

Exhibit 4 – GSA Smart and Sustainable Buildings 238

Exhibit 5 – PBS Waste Audits 241

Exhibit 6 – Recycling/Solid Waste/Trash Report 245

EXHIBIT 7: Exposure Control Plan (ECP) Example 247

EXHIBIT 8 - Exterior Building Washing Guidance 250

SECTION 1 GENERAL CONTRACT REQUIREMENTS

C.1.0 General

This is a Performance Based Work Statement (PWS) for Operations, Maintenance, Grounds, Custodial, and Related Services defined under the scope of this contract. This PWS describes the minimum requirements of the U.S. General Services Administration (GSA) and acceptable outcomes to be performed by the Operations and Maintenance Contractor (known from here on as Contractor).

C.1.0.1 Facilities Engineering

GSA intends to purchase Contractor provided technical and managerial expertise to assist in the holistic management of assets over the long term. This program strategy has taken the name

“facilities engineering” and has proven to be a successful model resulting in efficient and effective management of assets while maintaining a lower overall cost of operations. The facilities engineering model is dependent upon an effective partnership with a highly skilled

Contractor whose objectives are based on mutual understanding of the stated requirements and objectives. A higher level of effective communication between the Government and

Contractor is essential for partnering and for this performance-based service contract to succeed, whereas the success of this contract is shared between the Government and the

Contractor. More emphasis is placed on the Contractor’s self-management of quality, not the usual inspection by Government inspectors, although that is a part of this contract as well. All parties shall act proactively to reduce service cost.

C.1.0.2 Systems Thinking To establish a standard of operations and maintenance practices, thought processes and problem solving throughout the model, GSA established a program philosophy rooted in

“systems thinking” whereby the means and methods for providing building operations and maintenance are established through investigations, metrics, and feedback loops, and by establishing a partnership between the Government and Contractor to achieve joint performance objectives. The goal of applying systems thinking to facility management is to see that every action or decision in operating, maintaining, and retrofitting a building results in an impact (financial, environmental or, human resource, or any combination thereof), and to evaluate the “full circle” implications. Long term application of systems thinking throughout

GSA has resulted in both Contractor and Government joint command of short-term and long-term cohesive management of real property assets.

C.1.0.3 Partnering GSA seeks to establish a partnering relationship with the Contractor to accomplish the program objectives in this contract. The objective of the partnering process is to provide an 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 to maintain the health of the Contractor/GSA relationship. The relationship is based on trust, dedication to common goals, and an understanding of each other's individual expectations and values. The team should utilize an operations and maintenance and systems thinking approach to provide solutions from a global perspective. The outcome of this initiative is for GSA to leverage

Contractor expertise to assist GSA in accomplishing GSA goals and objectives.

GSA team members, as a minimum, should include the Contracting Officer Representative (COR), Property Manager(s), Facilities Management Subject Management Experts (SME), and if necessary the Contracting Officer.

Recurring partnering meetings will be vital in establishing a complete understanding by all stakeholders of the government's key performance measures and contract requirements, and in communicating means and methods by which the Contractor is working to ensure they are consistently met and providing clear plans for corrective actions (e.g., problem identification, schedule, solution, and status updates) when they are not met.

C.1.0.4 Tenant Satisfaction While all GSA measures are important, it is imperative that the Contractor has an understanding of the government’s prioritization of commitment to tenant satisfaction. In order to improve the customer experience, it is necessary that the Contractor ensure that accurate and timely communications on issues that have a global impact on the tenant environment are communicated timely to GSA.

C.1.0.5 GSA Programs and Strategic Objectives The Contractor shall work closely with GSA in management of strategic program goals and objectives. These goals, objectives and measures include but are not limited to the following:

● Assimilate into GSA programs and strategic objectives

○ Management of GSA objectives, performance measures and KPIs (energy consumption, tenant satisfaction, NCMMS, and sustainability, etc.)

■ Environmental Compliance

■ GSA Sustainability Program

■ Tenant Satisfaction

○ Leveraging GSA information technology resources (current examples include, but are not limited to, the following)

■ Use of the GSA Google Platform (Google Drive (shared documents, sites, storage)

■ Use of GSA networks and BAS systems on the network (shared document storage, paperless environment); where applicable

■ Energy Analysis Utilization System (EAUS)

■ Advanced Metering Technology, ION EEM

■ BIM resources where available

■ GSA Link network where applicable

● To work jointly and/or in stewardship with other facility related initiatives including design, construction and other activities performed by GSA or other 3rd party contractors

○ Architectural and engineering, construction, studies and surveys, environmental and energy assessments, etc.

○ Upon invitation participate in - Design reviews, consultation, punch lists, quality inspections, etc.

● Participate in review of Building Assessment Tool (BATS) surveys

○ Assist in the planning and prioritizing of repairs and long term capital improvements

C.1.0.6 Guiding Principles The Contractor, through innovation, technology, or other means, shall perform the required maintenance of these facilities by following our Guiding Principles for Sustainable Buildings:

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 SOW 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 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 USDA’s biobased 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.

2. Optimize Energy Performance – GSA is in the process of optimizing energy performance through many means and processes. Operate all equipment to optimize efficiency to reduce energy use and otherwise seek operating costs reductions wherever possible

3. 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 WaterSense-labeled products or other water conserving products, where available.

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

5. The policy of GSA is to bring existing buildings into conformity with GSA’s Strategic Sustainability Performance Plan (SSPP).

The following sections detail the GSA minimum requirements and acceptable outcomes. The

Contractor shall closely monitor all aspects of the work, identify deficiencies and implement corrective action, without reliance on Government oversight.

C.1.1 Scope of Work

C.1.1.1 Contract Systems and General Objectives The Contractor shall provide management, supervision, labor, materials, equipment, and supplies (shipping & handling) and shall be responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, repair and replacement of equipment and systems,(listed below), and all custodial related services located within the property line of the locations captured in the chart below:

Summary of Services

Battin CH

Building

Tenant Hours

(Normal) O&M Custodial Grounds

Snow

Removal

Interior Pest

Management

Solid

Waste/Trash

Interior

Window

Exterior

Window

MT0050ZZ

8:00am -

5:00pm Y N Y Y Y N Y Y

Building

Tenant Hours

(Normal) O&M Custodial Grounds

Snow

Removal

Interior Pest

Management

Solid

Waste/Trash

Interior

Window

Exterior

Window

MT0046ZZ

7:00am -

5:00pm Y Y Y Y Y Y Y Y

Mike Mansfield FB/CH

Building

Tenant Hours

(Normal) O&M Custodial Grounds

Snow

Removal

Interior Pest

Management

Solid

Waste/Trash

Interior

Window

Exterior

Window

MT0004ZZ Mike Mansfield Federal

Building/Courthouse

7:00am -

5:00pm Y Y Y Y Y Y Y Y

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

b. Kitchen hoods, toilets, and exhaust systems

c. Electrical systems and equipment, lighting and switchgear systems

d. All control systems that are within the scope of this Contract:

1. Building Automation System (BAS) (where BAS systems are connected to the GSA network, the Contractor’s employees will need to obtain a GSA ENT account to access systems).

2. All Building Control Systems include (BAS), Public Address Systems, (Note:

Software maintenance and upgrades for BAS is the responsibility of GSA if on the

GSA network; Software maintenance and Access and Control for Security Systems such as card readers is the responsibility of GSA. Software maintenance for Fire

Alarm Systems is the responsibility of the O&M contractor. The software maintenance of lighting control systems and BAS systems not on the GSA network is the responsibility of the contractor).

e. Plumbing and domestic water equipment and systems to include domestic water fountains and coolers, storage tanks, pumps, backflow preventers, rainwater harvesting systems, filtration systems, and cisterns.

f. Kitchen/restroom/mechanical area drains

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

h. Sanitary sewage equipment and systems.

i. Storm drainage equipment and systems -

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

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

l. Perimeter and non-tenant security system (locks, gates/arms, wedge plates, keypads, card readers, magnetic locks, etc.…) and its components (hardware only) which includes general building public access and all garage access.

m. Dock levelers, roll-up doors, and sliding gates.

n. Architectural and structural systems, fixtures, doors, windows, roofs, and equipment within the site (to the property line).

o. US Flag pole, lighting and pulley systems.

p. Roofing system investigations, inspections, and repairs.

q. Mechanical equipment for window washing (associated equipment).

r. Static and dynamic bollard systems, gates, and fences including USMS equipment at the Battin and Bozeman buildings.

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

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

u. Parking control equipment, and loading dock equipment.

v. DSL, Modems, and other information systems periphery used to include the communication and data lines necessary to operate the fire alarm monitoring and web based access to NCMMS. Phone lines for the fire alarm dialer.

w. Provide program administrative (to include tracking in NCMMS system) and technical support to the regional elevator team. (Monitoring, testing, inspecting, and reporting of Vertical Transportation systems and equipment is excluded)

x. Dispensing equipment in the restrooms and all hand sanitizers in common areas. This includes supplying batteries for all towel dispensers, soap dispensers, automatic operated flush valves, and sink faucets.

y. Window Blind repairs for common areas ONLY (i.e. non-tenant space) and those Blinds which are part of the architectural structure of the window.

z. Service request desk operations to include asset/equipment records management, real-time production control and dispatching of tenant or any reactive Requests for all types of services, development and scheduling of planned maintenance and repairs, creating and use of query based reports, and record keeping using the National computerized maintenance management system (NCMMS).

aa. Custodial and Related Services

Additional services may be ordered at the discretion of GSA for work relating to the operations, maintenance and repair or upgrade of the facilities listed above, but not covered in the basic services of the contract. Government furnished items are specifically excluded in this contract, except as specified in Section 3.

In addition, the Contractor shall be responsible for supporting GSA strategic management and capital improvement programs associated with physical assets and components. In certain instances, GSA may contract with third party resources to accomplish component and/or systems services. As needed, the Contractor shall be responsible to serve as agents of GSA requirements. The strategic general categories of services included within this PWS are as follows:

● Assimilate into GSA programs and strategic objectives

○ Management of GSA objectives, performance measures and KPIs (energy consumption, tenant satisfaction, financial performance, sustainability, etc.)

■ Environmental Compliance Audits

■ GSA Sustainability Program

■ Tenant Satisfaction Survey (TSS) Program

■ Federal Building Personnel Training Act (FBPTA)

■ GSA Link if implemented

○ Organizational/political/tenant priorities that will change over the course of the contract term

○ Leveraging GSA information technology resources (current examples include, but are not limited to, the following)

■ Use of GSA laptops

■ Use of the GSA Google Platform (Google Drive (shared documents, sites, storage))

■ Use of GSA networks (shared document storage, paperless environment)

■ Energy Usage Analysis System (EUAS)

■ Advanced Metering Technology, ION EEM

■ BIM resources where available

■ GSA Link and Smart Buildings Technology where applicable

● To work jointly and/or in stewardship with other facility related initiatives including design, construction and other activities performed by GSA or other 3rd party contractors

○ Architectural and engineering, construction, studies and surveys, environmental and energy assessments, etc.

○ Design reviews, project meetings, expert consultation, punch lists, quality inspections, etc.

● Work closely in joint partnership with GSA in the strategic implementation of a complete facilities management program within an environment of increasingly limited resources

○ WEBBER / Physical Condition Survey (PCS)

○ Planning and prioritizing of repairs and long-term capital improvements

○ Assessment and identification of risks, along with the realignment of resources

○ Information and data management, performance indicators, feedback loops, etc.

C.1.1.2 Scope Exclusions Excluded from this scope are:

a. Agency installed/specific security systems (does not include mechanical components of the door, closers, keepers, hinges, bollards, gates 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 asset list (not installed as fixtures).

e. Kitchen appliances and equipment owned by the concessions vendor.

f. Equipment owned by servicing public utilities.

g. Maintenance and upgrade of software supported IT software or software licenses (to include building automation systems (BAS), lighting systems, security systems, and advance metering systems that reside on the GSA Network.

h. Upgrade of software and software licenses for NCMMS.

i. Fitness center equipment.

j. Vending machines (with exception of wiping down of buttons for COVID-19 prevention)

k. Additional services as needed by various agencies.

C.1.1.3 Discrepancy in the Specifications In any cases of discrepancy in the specifications, the matter shall be immediately submitted to the Contracting Officer (CO). The decision of the CO as to the proper interpretation of the specifications shall be final in accordance with the Disputes Clause of this Contract.

C.1.2 Personnel

The Contractor shall adhere to the submitted staffing plan and subcontracting plan that was submitted prior to award as incorporated into the award documents. Contractor shall submit staffing/subcontractor plans to include 24/7 operations that provide sufficient numbers of staff at the various levels of expertise to ensure all scheduled and unscheduled services are performed and conditions are maintained to avoid any disruption to the tenant. Any changes to the proposed staffing levels, qualifications of proposed staff or key personnel, or the areas of expertise or disciplines of the proposed staff shall be submitted for review and approval from the

CO or their designee.

If positions remain unfilled after 30 days, the contracting officer has the right to deduct the cost of that position until an approved fill is provided.

C.1.2.1 Adherence to Staffing Plan

The Contractor shall provide qualified staff and onsite technicians to ensure services are continued without disruption to the tenant. The Contractor shall be able to respond immediately to a variety of service requests involving multiple trades, including the operation of building control and energy management systems. Technicians shall be certified and properly licensed to work on building systems, where applicable, in accordance with Federal, State, or Local laws, codes, or ordinances.

A. Maintain communication with the Government during normal duty hours and after hours for emergencies.

B. Immediately notify the CO or their designee of any recognized safety hazard that might severely affect the building occupants.

C. Develop and submit to the CO or their designee within 6 business days of contract award a list of key personnel and emergency contact information

(which may include subcontractor contacts, as applicable).

D. Shall have all contract employees, including subcontractor employees, sign in and out, upon entering or exiting the building using a log established at each building for security and contract administration purposes.

E. On each official Federal workday the Contractor shall provide fully qualified and trained mechanical personnel and appropriate administrative support staff on the premises to enhance satisfactory/timely performance and customer service response and delivery to building tenants.

a. At a minimum, these personnel shall be on the premises and available to the CO/COR and building occupants during core working hours established for each building in this performance work statement per buildings covered under this contract. Monday through Friday, excluding

Federal Holidays.

b. Support staff duties shall include answering the phones for the

Contractor during normal working hours established in this PWS, with a backup to be provided if the support person is off. (During breaks and lunch periods, the phones may roll over to a cell phone.)

c. Offerors are advised that the "On Premises" hours specified above DO

NOT necessarily represent the time needed to successfully perform all the building operation and maintenance services specified herein.

d. Also, "On Premises" hours are NOT IN ADDITION TO the normal work requirements outlined in this specification. These hours can be performed in conjunction with other on-site work requirements (except reimbursable repairs) and which does not otherwise prohibit service delivery responsibilities.

C.1.2.2 Service Calls

Contractor shall provide adequate staff to respond to service calls during building(s) operating hours and during the Contractor’s regular cleaning schedule. Contractors shall detail in their

Quality Management System how they will monitor and respond to service calls.

Service calls shall be monitored and satisfactorily responded to in a timely manner. The

Contractor shall include a method of recording customer calls, the time to complete the service call, and the corrective action taken. These records shall be made available for review by the CO or their designee.

The Contractor shall provide a means to receive custodial related service requests twenty four (24) hours a day by means of telephone or email. The Contractor shall provide adequate staff to respond to service requests during normal building operating hours. Upon receiving a service request (either from the Customer Service Desk or equivalent), the Contractor must document the following:

● Time the request was received

● Requesting person’s name and phone number

● Location of the service

● Time the service was completed

● Corrective action taken

● Reason for any deferred requests

The Contractor shall report via email, at a minimum daily, to the Contracting Officer’s

Representative (COR) and Customer Service Desk the status of all service requests received. The report shall include the time the call was received, the time the service was completed, and the corrective action taken. In addition to the monthly reporting requirement, these records shall be made available for review by the COR at any time.

The Contractor shall respond to all service call requests (custodial issues, rearranging furniture and furnishings, special event support, etP.4) using building specific service call procedures. The

Contractor shall respond to normal service calls during normal business hours within 1 hour, or sooner if possible, and shall remedy all service calls within 12 hours, unless granted written permission from the COR for an extension. If a service call is deemed an emergency, the Contractor shall respond within 5 minutes during normal working hours, and within 1 hour after hours.

At the close of each business day, the Contractor must report via email to the COR and CSD the status of all service requests received regardless of the method. In addition to the daily reporting requirement, these records must be made available for review by the COR at any time and must be kept for the duration of the contract. The Custodial Contractor shall fully cooperate and work in conjunction with the CSD to ensure seamless and timely resolution of service requests.

For emergency service requests, the costs shall only be reimbursed to the Contractor if the request is outside of the building's operating hours and outside the Contractor’s regular cleaning schedule. Service calls that the COR determines to be urgent (spilled water in traffic areas, lack of toilet supplies, etP.4) shall be handled immediately.

The Contractor shall respond to all service call requests (custodial issues, special event support, etP.4) using building specific service call procedures. Contractor shall detail in its quality management system how it will monitor and respond to service calls.

C.1.2.3 Service Request and Administrative Support

The Contractor will provide support of the Government’s day-to-day administrative operations with any and all necessary or requested duties assuming priority over any contract related support activities. A primary function of the contractor administrative support includes handling communications and dispatch for various services (including custodial and operations and maintenance), complaints, and inquiries from tenants located at the facilities covered under this contract. Other functions may include, but are not limited to: CMMS operations, data management and reporting, parking pass assignment and distribution, conference room scheduling, electronic filing, data analysis, writing correspondence and other administrative functions as assigned by the COR. Contractor administrative support functions and duties are precluded from performing duties not specifically related to this contract or acting in a role supporting the Contractor’s corporate offices duties.

The Contractor must be able to receive service calls, faxes, emails, NCMMS notifications, and building systems notifications (where applicable) when the Government supplied VOIP phone lines or internet services are unavailable.

The Government utilizes the Federal Protective Service (FPS) MegaCenter for after hours emergency situations. The Megacenter maintains a notification procedure and will contact

GSA and/or the Contractor as appropriate. The Contractor shall work with GSA to update and maintain after hour call notification procedures throughout the duration of this contract. A staffing plan, with proposed hours of daytime staffing, shall be included as a portion to the Contractor’s management plan.

C.1.2.4 Qualifications of Project Manager and Onsite Supervisory Personnel The Project Manager is a person, designated in writing by the Contractor, who has complete authority to act for the Contractor in every detail during the term of the contract. The Project

Manager must have the authority to accept notices of deductions, inspection reports and all other correspondence on behalf of the Contractor. The Project Manager's physical location and availability must be satisfactory to the Contracting Officer and Its Representatives Officer or

Representative. The Project Manager must have at minimum five (5) years of O&M/Facilities

Management type experience, with at least 8 years in a project management/supervisory role.

The proposed Project Manager’s experience must be in the operation, management, and supervision of building mechanical maintenance operations for buildings of the approximate size, complexity, and characteristics of the office buildings and courthouses to be covered by this contract. A detailed resume containing the information specified in this document must be submitted to the CO for approval during the Transition Phase and prior to the assignment of the project manager to the contract. Both new and replacement project managers must meet these qualification standards. Minimally the resume must contain:

1. The full name of the proposed project manager.

2. A detailed description of the previous 7 years’ employment history of the proposed project manager.

3. The names and addresses of the companies for whom the proposed project manager worked for the past 7 years, along with the names and telephone numbers of the immediate supervisors.

The O&M Onsite Maintenance Supervisor (Chief Engineer) and Custodial Onsite Supervisor shall possess at least 3 years of recent experience in directing operation and maintenance of asset in a supervisory capacity for assets of the approximate size, complexity, and other characteristics of the asset to be operated and maintained under this Contract for the O&M Onsite Maintenance

Supervisor. The On-Site Custodial Supervisor shall possess at least 3 years of experience in custodial services, two of which must have been supervisory, which includes knowledge of cleaning procedures, equipment and supplies, is required. A detailed resume for each candidate containing the information specified in this document shall be submitted to the CO or their designee for approval during the Transition Phase and prior to the assignment of any supervisor to the Contract. Both new and replacement onsite supervisors shall meet these qualification standards. Minimally the resume shall contain:

1. The full name of the proposed supervisor.

2. A detailed description of the previous 3 years’ employment history of the proposed supervisor.

3. The names and addresses of the companies for whom the proposed supervisor worked for the past 3 years, along with the names and telephone numbers of the immediate supervisors.

The Onsite Management Supervisor is a person(s) designed in writing by the Contractor, who has the authority to direct the workforce, and the work to be accomplished under this contract on behalf of the Contractor. This position is dedicated to workload management, planning, supervision, inspections, and Quality Management; not the performance of service requests or preventive maintenance.

If leave is needed for either the Project Manager, or the Onsite Maintenance Supervisor, for 1 -

5 business days, these positions may cover for each other. If leave over 5 business days is needed for the onsite Project Manager or the Onsite Maintenance Supervisor, the Contactor must provide a written plan on how coverage will be provided that does not include a solution where these positions cover for each other.

C.1.2.5 Authority The Project Manager shall have complete authority to act for the Contractor in every detail during the term of the Contract, and shall have the authority to exercise financial expenditures and controls, accept notices of deductions, inspection reports and all other correspondence on behalf of the Contractor.

C.1.2.6 Communication Equipment The Contractor shall provide key operational personnel (Managers, Supervisors, and

Mechanical Engineers, Mechanical Supervisors, Operating Engineers, Heating, Ventilation and

Air Conditioning (HVAC) Mechanics) with portable electronic means to communicate with GSA for all work covered under this Contract (Work Orders, emergencies, status of projects).

Outside of normal working hours, the Contractor shall maintain some designated form of communication with on-call staff to allow the CO or their designee to contact such on-call staff at any time for emergency response. Electronic communication methods are the following:

● Phone/Emails/Text messaging smartphone or tablet devices. The Contractor is responsible for all initial and monthly costs associated with the device(s). Such devices shall be on the list of GSA- approved devices for remote mobile management. This shall allow for mobile access to GSA email and Building Automation Systems (BAS) alarms.

The process for this and the list of currently approved devices is available upon request.

Contractor personnel under this Contract must obtain and maintain an official GSA ENT account (this is your enterprise account for signing into systems administered by GSA) and monitor their GSA email account for all notifications.

● Fax machines are not an acceptable form of communication.

● Administrative Station – The management of NCMMS for a contract group of buildings will require at least one administrative station to administer the scheduling, communication log, creation and modification of route plans, creation of task planning, work order process flow, report generation and maintenance, preventive maintenance tracking and accomplishment for the contract, and numerous other functions not able…