RFQ_Fire Protection Facility Assessment Reports and Risk Management Surveys.pdf

GSA GSA GSA GSA GSA GSA GSA GSA GSA GSA GSA GSA

REQUEST FOR QUOTE

(RFQ)

U.S. GENERAL SERVICES

ADMINISTRATION

Acquisition Management Division

230 S. Dearborn Street, 35th Floor

Chicago, IL 60604

PROJECTS:

Fire Protection Facility Assessment Reports, Risk Management

Surveys, and Safety & Health Risk Management Surveys at

Multiple GSA Region 5 Locations

SOLICITATION NO: 47PF0022Q0098

ISSUE DATE: March 29, 2022

CLOSING DATE & TIME: April 19, 2022, 3:00 PM (Central Time)

CONTRACT NO:

DATE OF AWARD:

ISSUED BY:

U.S. General Services Administration

Public Buildings Service

Acquisition Management Division

230 South Dearborn Street, 35th Floor

Chicago, Illinois 60604

Attn: Jeff Whelpley, Contracting Officer

GSA GSA GSA GSA GSA GSA GSA GSA GSA GSA GSA GSA

Subject: Request for Quote for Fire Protection Facility Assessment Reports, Risk

Management Surveys, and Health Risk Management Surveys at multiple Region 5 locations.

You are invited to submit a quote for the subject project in accordance with the attached

RFQ.

Please submit your quote via email to jeffrey.whelpley@gsa.gov. All quotes are due by 3:00 p.m.

Central Standard Time on Monday, April 18, 2022.

Requests for Information will not be accepted after 12:00 PM CST on Tuesday, April 12, 2022.

The Government reserves the right to make an award without holding negotiations.

This project will be firm fixed price.

mailto:jeffrey.whelpley@gsa.gov

Description of Services

The U.S. General Services Administration (GSA) Region 5 Fire Protection and Safety

Branch requires that fire protection facility assessments and safety and health risk management surveys are required to be conducted on a recurring basis as described in this scope of work. In addition to completing the Fire Protection Facility Assessment Report

(FPFAR), a National Risk Management Survey (RMS) must be completed using the Fire

Protection Template found in the IRIS FMA module (templates provide as part of this contract) and are to be conducted on a recurring basis as described in the scope of work.

The Region 5 Fire Protection and Safety Branch is responsible for ensuring all Federal buildings are provided with an adequate level of safety. The Fire Protection and Safety

Branch serves as the authority having jurisdiction for GSA and issues Certificates of

Occupancy for all new construction, renovations, and occupancy changes in federally owned buildings.

The Fire Protection facility assessment report and the RMS template(s) are a quantitative method to collect consistent and comparable facility data for compliance with all applicable

International Code Council, NFPA Codes and Standards and PBS-P100 design guidelines.

Surveys consist of an assessment of the entire building, including all tenant occupied spaces and Child Care Centers (per PBS P140) NFPA 101, Life Safety Code, Means of egress and the applicable Day Care occupancy Chapter. The intent of the survey is to conduct a risk assessment of the building, its life safety systems, along with the O&M operations.

The purpose of conducting the FPFAR and the RMS survey is to analyze buildings, including occupancies and intended use, to determine the risk of injury, loss of life, property, or interruption of Federal tenant mission because of fire and/or safety concerns. The assessment is to address the effects of these conditions on the safe and healthful work environment for

Federal employees and the visiting public within GSA’s leased spaces. Conducting the

FPFAR and the RMS requires an inspector or inspection team to inspect buildings and building Fire Protection systems. Observation and interviews of the Lessors’ and/or their building manager’s contracted operations and maintenance employees will assist in determining Fire Protection related hazards, the risk of injury, loss of life, property, or interruption of Federal tenant mission regarding compliance with the applicable IBC, NFPA codes and standards along with the PBS-P100 Design guidelines.

The Safety and Health Risk Management Survey (S&H RMS) templates are a quantitative method to collect consistent and comparable facility data for compliance with safety regulations. The intent of the surveys is to assess GSA’s leased spaces within a building, and common spaces as applicable.

The purpose of conducting the S&H RMS is to determine that the federal government is not exposing the public, contract employees and GSA employees to any safety hazards.

Conducting the S&H RMS survey template requires an inspector or inspection team to walk and inspect building leased spaces only under GSA control and to observe and interview the

GSA Lease Administration Manager (LAM), the Lessor, the Lessor’s building manager, and/or their contracted maintenance and O&M employees, to determine safety related hazards, the risk of injury, loss of life, property, or interruption of the Federal Tenant

Mission, with regard to compliance with safety regulations and industry related consensus standards. The surveys will identify safety compliance findings, and an evaluation (via Risk

Assessment Code scoring, per requirements provided in each template and per guidance provided in Attachment 5 – Risk Assessment Codes. Those Risk Assessment Codes (RAC) are to represent the level of risk and recommendations that need to be taken by the GSA

LAM, and/or the Lessor and/or their building manager for the building, or its O&M contractors to achieve compliance with safety standards. Most of the S&H RMS survey template is in a Questions and Answers format for which the Fire Protection Engineer is to complete based on the interview process with both the GSA LAM, the Lessor and/or their building manager, and/or their O&M contractor.

Place of Performance

This scope of work is applicable for the GSA Region 5 FPFAR and the RMS templates (to be provided by the Government in an Excel spreadsheet format) at the following locations:

1. IL1889ZZ – Three leases at 2300 E. Devon Ave., Des Plaines, IL (RSF = 6,148 sq.

ft., RSF = 1,496 sq. ft., RSF = 194,540 sq. ft.) - Location 01.

2. IL1921ZZ – Two leases at 175 W. Jackson Blvd., Chicago, IL (RSF = 81,492 sq. ft., RSF = 40,017 sq. ft.) - Location 02.

3. IL2177ZZ – Three leases at 200 W Adams St., Chicago, IL (RSF = 22,942 sq. ft., RSF = 34,494 sq. ft., RSF = 23,500 sq. ft.) - Location 03

4. IL2274ZZ – Two leases at 1033 University Place, Evanston, IL (RSF = 3,220 sq. ft., RSF = 19,319 sq. ft.) - Location 04.

5. IL2337ZZ – One lease at 2001 Butterfield Rd., Downers Grove, IL (RSF = 75,111

sq. ft.) - Location 05.

6. IL2409ZZ – One lease at 233 N Michigan Ave., Chicago, IL (RSF = 175,837 sq. ft.) -

Location 06.

7. IL2457ZZ – Three leases at 525 W Van Buren St., Chicago, IL (RSF = 50,080 sq. ft., RSF = 76,200 sq. ft., RSF = 5,000 sq. ft.) - Location 07.

8. MI1873ZZ – Two leases at 3033 Porter St., Detroit, MI (RSF = 18,914 sq. ft., RSF =

340,122 sq. ft.) - Location 08.

9. MI1980ZZ – Two leases at 2321 Pine Grove Ave., Port Huron, MI (RSF = 1,593 sq.

ft., RSF = 26,542 sq. ft.) - Location 09.

10. MI1984ZZ – Eight leases at 211 W Fort St., Detroit, MI (RSF = 19,400 sq. ft., RSF =

944 sq. ft., RSF = 32,170 sq. ft., RSF = 16,163 sq. ft., RSF = 745 sq. ft., RSF = 5,680

sq. ft., RSF =108,419 sq. ft., RSF = 61,227 sq. ft.) - Location 10.

11. MI1991ZZ – One lease at 431 Howard St., Detroit, MI (RSF = 78,272 sq. ft.) -

Location 11.

12. MI2004ZZ – One lease at 2000 Traverwood Dr., Ann Arbor, MI (RSF = 71,092 sq.

ft.) - Location 12.

13. MI2082ZZ – Three leases at 300 River Place Dr., Detroit, MI (RSF = 39,640 sq. ft., RSF = 9,764 sq. ft., RSF = 76,827 sq. ft.) - Location 13.

14. MN1600ZZ -Three leases at 30 7th St. E., St. Paul, MN (RSF = 4,858 sq. ft., RSF =

38,396 sq. ft., RSF = 55,520 sq. ft.) - Location 14.

15. MN1611 ZZ -Three leases at 180 5th St. E., St. Paul MN (RSF = 89,130 sq. ft., RSF =

3,006 sq. ft., RSF = 4,245 sq. ft.) - Location 15.

16. MN1651ZZ – Two leases at 920 2nd Ave. S, Minneapolis, MN (RSF = 4,256 sq. ft., RSF = 18,450 sq. ft.) - Location 16.

17. MN1672ZZ – Four leases at 250 Marquette Ave., Minneapolis, MN (RSF = 33,380

sq. ft., RSF = 45,158 sq. ft., RSF = 37,543 sq. ft., RSF = 36,954 sq. ft.) - Location 17.

18. MN1685ZZ – One lease at 1501 Freeway Blvd., Brooklyn Center, MN (RSF =

162,530 sq. ft.) - Location 18.

19. MN1721ZZ – Two leases at 332 Minnesota St., St. Paul, MN (RSF = N/A, RSF =

24,387 Sq. Ft.) - Location 19.

20. OH2028ZZ – Two leases at 1375 E. 9th St., Cleveland, OH (RSF = 18,176 sq. ft., RSF = 18,996 sq. ft.) - Location 20.

21. OH2084ZZ – Two leases at 1660 W. 2nd St., Cleveland, OH (RSF = 34,104 sq. ft., RSF = 17,385 sq. ft.) - Location 21.

22. OH2085ZZ – Three leases at 1001 Lakeside Ave. E, Cleveland, OH (RSF = 28,704

sq. ft., RSF = 2,287 sq. ft., RSF = 45,455 sq. ft.) - Location 22.

23. OH2101ZZ – Four leases at 1350 Euclid Ave., Cleveland, OH (RSF = 34,247 sq. ft., RSF = 10,818 sq. ft., RSF = 10,976 sq. ft., RSF = 5,722 sq. ft.) - Location 23.

24. OH2146ZZ – Six leases at 433 N Summit St., Toledo, OH (RSF = 11,707 sq. ft., RSF

= 16,669 sq. ft., RSF = 3,718 sq. ft., RSF = 8,702 sq. ft., RSF = 16,787 sq. ft., RSF =

5,071 sq. ft.,) - Location 24.

25. OH2208ZZ – Three leases at 420 Madison Ave., Toledo, OH (RSF = 7,611 sq. ft., RSF = 10,000 sq. ft., RSF = 18,066 sq. ft.) - Location 25.

26. OH2238ZZ – One lease at 1501 Lakeside Ave. E, Cleveland, OH (RSF = 121,912 sq.

ft.) - Location 26.

27. OH2320ZZ – Two leases at 6450 Rockside Woods Blvd. S, Independence, OH (RSF

= 35,115 sq. ft., RSF = 15,907 sq. ft.) - Location 27.

28. OH2471ZZ – Two leases at 925 Keynote Cir., Brooklyn Hts., OH (RSF = 40,502 sq.

ft., RSF = 9,480 sq. ft.) - Location 28.

Period of Performance

The contractor shall have 130 days, after being issued the notice to proceed, to complete the project. Schedule must be coordinated and approved by the Contracting Officer’s

Representative.

Scope of Work

Conduct a FPFAR and complete the RMS template(s) for Fire Protection systems, along with completing the S&H RMS template(s), at the listed Federally controlled leased building locations shown in the place of performance. (Please see Attachments 1 and 2 for sample templates.)

The contractor shall provide all necessary qualified personnel, transportation, supplies, equipment, materials, and services to conduct the FPFAR and the RMS, along with the S&H

RMS, in accordance with this scope of work. This includes a visual inspection inside and outside (including the roof) of the locations 1-28.

The contractor must submit a FPFAR assessment report that is centered around the leased spaces. If there are multiple leases within one property, each leased space must be separately identified throughout the report for coordination, per the requirements outlined in Attachment

4 - Fire Protection Program Policy Document.

Space managed by GSA in leased buildings must meet applicable state and local codes as well as the requirements noted in the GSA lease contract.

The contractor selected must have experience, capability, and willingness to commit the resources necessary to plan, organize, and execute the tasks in an expeditious and efficient manner and meet all assigned deadlines and expiration dates. Please reference the required

Qualifications sections/references provided in its related section(s) below.

The Contractor / Prime Vendor may not sub-c to a Fire Protection Engineer or fire protection firm, if the Contractor / Prime Vendor is not qualified per the description within this solicitation’s qualifications section, such as that their business must be primarily in the field of fire protection.

The contractor shall perform a FPFAR and populate the provided RMS templates for locations 1 through 28:

1) The Surveyor must prepare a facility assessment report and complete the surveys fire protection risk management survey template (all templates provided as part of this contract) as described in the scope of work. Address all requirements outlined within this contract and respond to all questions asked in the RMS survey template Excel spreadsheets. The contractor will complete each worksheet / tab entirely. Drop down menus are provided in some response cells. Findings, regulatory citations, locations, and recommended actions and other pertinent information must be entered based on the result of the findings of the surveyor/inspector.

2) The contractor must provide a response to each question within the RMS as to assure uploading capabilities within GSA’s internal tracking system (IRIS FMA Module), as no response. Blank questions will cause internal errors and the survey(s) will be returned for the contractor to take corrective action(s) at no cost to the Government.

3) Perform a complete and thorough FPFAR and the RMS survey template of the entire building(s), per this scope of work and the requirements within the Fire Protection policy document for the specific leased properties’ overall Fire Protection and Life

Safety systems to determine how the building's fire protection and safety features function as a system. All positive and negative findings shall be provided in the assessment report / RMS survey. Additional related findings, not provided within the

RMS template survey tab questions, must be provided in the “Other Findings” field, located at the end of the questions of each applicable RMS template survey spreadsheet tab.

4) The FPFAR and the RMS template require a records review of the O&M’s

Inspection, Testing and Maintenance (ITM) for the building related Fire Protection systems. Records reviews are based on operations conducted at the building as well as the building design and equipment present. Each fire protection system review shall include responses to all questions within the RMS template survey tabs. The contractor must adhere to the policy document provided as Attachment 4 “Fire

Protection Program Policy Document”, along with any other information requested within the related RMS survey template.

5) Provide the survey’s Response, Findings/Observations, Regulatory Citation (Code references, and their editions,), recommended Corrective Actions, etc., as identified within the RMS template Excel spreadsheet Attachments.

6) IBC and NFPA codes and standards should be used as benchmarks. The potential impact shall be reported for all recommendations and alternatives using the Risk

Assessment Code (RAC) guidance within the survey (found in the RAC Guidance tab of the provided RMS spreadsheets).

7) The contractor must also perform a Safety and Health RMS survey and provide the related template questions through a Questions and Answers (Q&A) session with the

GSA Property Manager, the GSA LAM, the Facility Lessor and/or their building manager, and their O&M contractor(s), to populate all findings. The contractor will complete each worksheet entirely. Drop down menus are provided in some response cells and must be used when provided. The S&H RMS survey templates contain

“N/A” portions that require no input from the contractor as the “N/A” indicates that the question is not applicable to the Leased locations. All related survey template findings, regulatory citations (if known), finding locations, and recommended corrective actions and other pertinent information must be entered based on the result of the findings of the surveyor/inspector.

8) When the contractor is performing the Safety & Health Q&A with the GSA Property

Manager (PM), the GSA LAM, the facility Lessor and/or their building manager, and/or their O&M contractor, for the templates tab titled, “High Risk, Space Use”, line 11’s question should be interpreted as asking if any of the Leased spaces are free of high-risk space usage. (Not necessarily applicable for the entire property, as this question is asking, if the property contains multi non-Government tenant spaces).

9) Conducting the S&H RMS survey with either positive or negative findings shall be provided in the RMS templates based on the requirements for all the Places of

Performance. Additional related findings, not provided within the S&H RMS survey questions, must be provided in the “Other Findings” field, located at the bottom of each individual spreadsheet tab.

10) The potential risk impact of compliance findings shall be reported for all recommendations and alternatives using the RAC guidance within the survey (found in the RAC Guidance tab of the provided RMS spreadsheets). RAC guidelines include using dropdown menu features to select a probability and severity determination as listed within the survey. RAC Scoring is done automatically once the severity and probability are selected by the inspector. The RAC score of 1 is the most severe and requires immediate notification of the GSA PM and/or the GSA

LAM along with the COR. The RAC score of 6 is the least impactful and no further action is required.

a. The contractor shall enter all findings /observations electronically into the most recently updated RMS Excel spreadsheet document for each property/building, which will be provided to the Contractor after the following:

i. Project kick-off meeting completion

ii. Contracting Officer’s (CO) Notice to Proceed

iii. The contractors newly created GSA Affiliated Customer Account

(GACA) Gmail email address is created and shared back to the GSA

Contracting Officer’s Representative (COR) for verification.

iv. Any additional documentation of associated findings, i.e., listing of all related findings/locations throughout the property if “Building

Wide” is used in location of findings, must be defined within the associated FPFAR and referenced as such within the RMS findings for each location identified as a “building-wide” finding.

v. If a property has had prior surveys performed within the last five years, they will be provided by the Government to the Vendor as part of this contract. The Vendor must review the previous findings under this contract to assess whether they have been addressed and/or are carried over as part of this contract’s findings.

b. The RMS spreadsheet documents will be provided, via the contractors required, new, GSA formatted GACA Gmail email address (i.e.;

GSA.firstnamesecondname@gmail.com and/or as the following sample;

GSA.johnsmith@gmail.com). The contractor’s new email address would need to follow the requirements using the GSA Affiliated Customer Account

(GACA) in Gmail.

c. The Fire Protection RMS spreadsheet consists of the survey template. Each tab within the shared spreadsheet document must be completely populated.

The tabs within the spreadsheet document are identified as the following:

RAC Summary, IRIS Building Profile, Building Information, Means of

Egress System, Fire Alarm & Emerg. Comm Sys., Automatic Sprinkler

Systems, Non-Water-Based Fire Ext. Sys., Smoke Management Systems, Interior Finish, Passive Fire Protection Systems, Vertical Transportation

Systems, Preventative Maint. Records, Emergency Preparedness Records, Special Systems or Areas, Significant Fuel Loads & HazMat, Other

Categories, RAC Guidance and Help Text. The IRIS Building Profile tab will be pre-populated by GSA.

d. The Safety & Health RMS consists of the survey template. Each tab within the shared spreadsheet document (template) must be completely populated.

The tabs within the Safety and Health RMS spreadsheet document are identified as the following: RAC Summary, IRIS Building Profile, Building

Information, Asbestos, Drinking Water, Electrical, Emergency Planning, Equipment Machine Guard, HazMat HazCom, Hazardous Energy Control, High Risk Space Use, Indoor Air Quality, Lead, Non-Ionizing Radiation, Permit-Required Confined Space, Powered Industrial Vehicles, Radon and

Walking Work Surfaces, RAC Guidance and Help Text. The IRIS Building

Profile tab will be pre-populated by GSA, if any items are not pre-populated in the IRIS Building Profile tab, those must be coordinated with GSA

Property Management to have the information provided at the time of the survey.

e. The contractor shall adjust the Excel spreadsheet document cells, if needed, based on the provided write-up / information provided to assure all text is visible in the spreadsheet document.

f. The contractor will indicate on the RMS, the specific location in the building where all non-compliant findings are identified and may supply at least one digital photo for each except for findings associated with records/paperwork.

g. The contractor shall download the GSA provided Excel spreadsheet documents and the originally provided file naming structure must Not be modified, as the Government system uses this file name structure for document uploading to a central website. All spreadsheet cells must be populated as required within this scope of work. The contractor must not use the copy and paste function to populate any spreadsheet cells. Contractor must answer all questions independently from one another. Once the spreadsheet document is completed, the contractor must contact and/or share, via the completed FPFAR and RMS survey templates using the GACA Gmail email account, to the COR and the Fire Protection and Safety Branch representative, Matthew Smith at matthew.smith@gsa.gov.

h. Any request/need for building drawings must be requested by the contractor through the COR post-award, after the Notice to Proceed (NTP) has been issued by the GSA CO; or from the GSA PM, typically after the associated kick-off meeting has concluded and the CO has issued the NTP.

i. The following are examples, not all inclusive, of additional documentation that must be requested and reviewed by the contractor from the GSA Property

Management team (contacts will be provided at kick-off meeting and/or within the actual Google calendar invite to GSA Property Managers and the

Vendor):

i. ITM records as required by the applicable codes at the time of the

O&M contractor’s award. These must include, but not limited to the following ITM records: NFPA 10 (Fire Extinguishers), NFPA 25

(Standard for Inspection, Testing, and Maintenance of Water-Based mailto:matthew.smith@gsa.gov

Fire Protection Systems), NFPA 72 (National Fire Alarm and

Signaling Code), NFPA 20 (Standard for the Installation of Stationary

Pumps for Fire Protection), NFPA 80 (Standard for Fire Doors and

Other Opening Protectives), NFPA 101 (Emergency Lighting / Exit signage ITM, Chapter 7 Egress requirements), NFPA 101A (Guide on

Alternative Approaches to Life Safety) for the required Fire Safety

Evaluation System (FSES) & the BFRI number to be provided within the FPFAR and RMS templates, etc.

ii. Discrepancies listed in the above mentioned ITM records.

iii. The Vendor must work with the GSA Property Management team for any ITM records kept within the GSA’s N.C.M.M.S. system.

iv. Year of Main Fire Alarm Main Control Unit installation (located within the Fire Command Center).

v. Current date of the Occupant Emergency Plan.

vi. Floor plan drawings (Controlled Unclassified Information) only and transmitted through the contractors new GACA Gmail email account).

vii. The asbestos free-certification or an asbestos management plan.

viii. A copy of the buildings indoor air quality log, if applicable.

ix. Radon test results.

11) OSHA has identified COVID-19 as a recognized workplace hazard, all current occupational safety and health regulations and requirements apply to this hazard.

a. The contractor must work with the contract COR to review any CDC prescribed entrance requirements due to the COVID-19 pandemic that GSA has assigned to the specific Federally owned buildings they will be inspecting/surveying.

b. The contractor may be required to provide responses to a short GSA provided checklist on their COVID-19 safe work practices before the contractors will be permitted to enter any of our owned Federal buildings listed herein this contract.

c. The contractor should familiarize themselves with the CDC and OSHA requirements for safe work practices based on the level of risk they may be exposed to at the specific federal workplaces they will be inspecting.

Pre-site Preparation

GSA will provide a list of all PMs, Operation Managers, and/or Building Service Specialists, with telephone numbers, to the contractor following the award and/or kick-off meeting. GSA will provide the most recent RMS templates at the time of award and/or at the kick-off meeting for all the proposed surveyed locations to the contractor and any past completed surveys (if conducted and available).

The contractor will prepare and submit a site visit notification email to the GSA

PM/LAM and the COR prior to conducting an inspection detailing the purpose of the inspection, what to expect, and contacts they will need to speak with. A blank RMS survey template for both disciplines will be attached within the kick-off meeting for the team to become familiar with the RMS survey template. The contractor may contact the

GSA PM/LAM to make an appointment to gain access into the building to survey all areas of the building that are necessary, including the roof (fire protection only) and the exterior of the building. The contractor will reach out to the COR if, after reaching out to the Building Manager, no response or return call provided to schedule the inspection has been received within 5-7 business days of the initial call.

PM/LAM’s are the GSA facility staff responsible for contacting the Lessor and/or their building manager to include the O&M contractors to be available during the RMS.

A post award kick-off meeting will be scheduled immediately following award (virtually via Google Meet within the contractor G-suite/GACA account or in person) with the

GSA PMs or LAMs. Site coordination for dates/times of surveys will be determined after the completion of the Kick-Off meeting and the NTP by the GSA CO. Contractor shall record all correspondence. Contractor shall send an email confirming the date and time of the survey to the PM/LAM, and the COR Fire Protection and Safety Branch representative Matthew T. Smith at matthew.smith@gsa.gov.

The kick-off meeting shall discuss the necessary topics and background including, but not limited to:

a) The contractors schedule development and plans for conducting the on-site survey.

b) GSA PM/LAM contact list to be provided by GSA.

c) Secured areas in the building and access to those.

d) Types of mechanical systems and operations conducted in the building and/or

Leased spaces.

e) Preventive maintenance records, Inspection, and required Safety related plans and programs.

f) Navigation of the Excel spreadsheet document(s).

g) Original Excel file format to remain as *.xlsx and these templates, to be shared by GSA, must never be stored, opened in, saved to or converted within or to a Google environment or file format.

On-site Procedures

Upon every arrival at the facility to be surveyed, the contractor shall meet with a GSA PM and or LAM. The survey shall not begin until this meeting is accomplished and documented.

A GSA PM and or LAM shall arrange for access to all Leased spaces under this contract’s place of performance and documentation (electronic and/or paper) that the contractor needs to view.

The contractor shall conduct a complete and thorough walk-through of each of the buildings

Leased tenant’s spaces under this contract’s place of performance (multiple, different agencies, may reside within the same property and must be coordinated to survey all those agency’s spaces at the same on-site survey time).

The contractor must also survey common spaces that the Government tenant would typically use, i.e., cafeteria’s, break rooms, conference rooms, etc., along with the FPFAR requiring survey of the following spaces: Fire Alarm Command Center, fire pump room, generator space, stairways, elevator machine rooms, egress corridors from the related tenant spaces, electrical switchgear rooms, etc.

In a multi-tenant building and also occupied by Non-Government Leased space within the same building, the contractor is NOT required to perform a survey in non-Government office spaces under this contract.

The contractor will record all conditions affecting risk, both positive and negative as deemed necessary for the Leased spaces. In addition, the contractor shall verify the status of any projects contained in the information provided by the COR.

Under the place of performance, the buildings associated RMS spreadsheet template will require the contractor to provide the specific lease space or tenant agency name and floor location for each Finding within the RMS. There may be multiple finding under a single specific tab line item that will require independent references to the specific lease in a multi-tenant leased facility.

Closing Conference

At the conclusion of the building walk-through, the surveyor must have a virtual teleconference or in-person meeting with the survey point of contact to discuss the conditions of risk observed during the walk-through, typically with the GSA PM and/or LAM. The contractor must also attend a virtual meeting to include the GSA assigned Fire Protection

Engineer, the GSA assigned Occupational Safety and Health Manager, COR, and the PM and/or LAM to review the findings within the RMS Survey templates. The purpose is to discuss the survey observations after the contractors “Draft” submission to the GSA COR of the completed FPFAR and the FP/S&H RMS surveys. The contractor cannot have a closing conference with a contract employee (i.e., O&M contractor). The contractor must review all items that were found to be deficient and review abatement recommendations as they relate to the RAC scoring.

Survey Reports

The contractor must not rename the shared Excel spreadsheet documents in any manner and these documents must be return to the GSA with the originally shared file format/naming structure as to assure compatibility with GSA electronic systems.

The Building Information tab is pre-populated (any areas not populated will need to be populated by the contractor once they have gathered that information from the PM). These documents contain Sensitive but Unclassified (SBU) Information.

If a RMS tab is not applicable to the property, then the contractor must provide a RAC score of 6 in the “User Adjusted RAC” field, and must provide a reason within the user adjusted

RAC score in the “Explanation of User Adjusted RAC” field, in order to achieve a total RAC score for that building, which is calculated and displayed in the “RAC Summary” tab.

Items that require no action to be taken within these RMS surveys must be scored as a RAC

6, even when observational comments are provided. Items which have actions that must be taken, must only occur if the RAC scores are RAC 1 thru 5.

Notification of the completed FPFAR and RMS Survey template Excel spreadsheet documents, with a completed RAC summary score, must be sent via email, using the contractors newly established Government email address to the COR Matthew T. Smith at matthew.smith@gsa.gov.

Each completed survey data shall be included in the shared Excel spreadsheet document. The shared blank Excel spreadsheet document for each of the listed properties will be provided by the GSA. The information required to be entered on the spreadsheet is provided within the

Excel spreadsheets documents question / observation fields. The shared Excel spreadsheet document will be shared post-award using the contractor’s GACA compliant GSA Gmail email address.

The GSA’s assigned Fire Protection Engineers and the GSA Occupational Health and Safety

Managers will have 10 working days to perform a review of the contractors completed shared

Excel spreadsheet “Draft” survey documents and for any and all comments to be incorporated into the Excel spreadsheet document by the contractor before contract completion/sharing with PMs and successfully being uploaded and Finalized into the IRIS

FMA module within GSA’s Central Office.

Any identified discrepancies at the required closeout/review of documents at the draft meeting(s) between the contractor and the GSA Subject Matter Expert (SME) must be discussed and if any changes by the GSA SME are required the contractor may leave their original comment/finding/RAC score, etc., but should update the related documents based on the GSA SME’s direction and the related documents are to be resubmitted to the COR for another Government review process.

Qualifications of Firm/Personnel

At a minimum, contractor personnel conducting fire protection facility assessments must meet one of the following requirements in A., B., or C.

A. A licensed engineer who has passed the principals and practice of engineering examination in fire protection administered by the National Council of Examiners for

Engineering and Surveying (NCEES). In addition, the engineer must have at least two years’ experience in conducting fire protection assessments of similar size, type, and complexity.

B. A licensed engineer who has passed a principals and practice of engineering examination administered by the NCEES and holds Professional Member grade in the

Society of Fire Protection Engineers (SFPE). In addition, the engineer must have at least two years’ experience conducting fire protection assessments of similar size, type, and complexity.

C. An engineer having an undergraduate degree or a graduate degree from a college or university in the course of study in fire protection engineering, fire protection engineering technology, or fire safety engineering that is accredited by the

Accreditation Board for Engineering and Technology or a similar accreditation and has at least four years of experience in fire protection engineering. In addition, all worked performed by these professionals must be reviewed and approved by a licensed engineer that meets the above qualifications in A. or B. and is also employed by the same company.

Personnel conducting fire protection facility assessments must submit documentation as part of their quote to verify their qualifications. GSA does not require licensed engineers conducting fire protection facility assessments to be licensed in the state where the facility is located.

SUBSTITUTION OF PERSONNEL: The contractor shall utilize the personnel named in its proposal to perform the services required under this contract. If any of the personnel named in the proposal are unable to perform because of death, illness, resignation from the contractor's employment, or any other reasons, the contractor shall promptly submit to the

CO, in writing:

· a detailed explanation of the circumstances necessitating the proposed substitution

· a complete resume for the proposed employee

· any other information needed to approve or disapprove the proposed employee

No employee substitutions shall be made without prior written approval by the CO. No increase in contract process will be allowed when personnel substitution is authorized.

Security Requirements

Contractor and any Contractor employee assigned to this order shall sign a copy of a nondisclosure statement to be provided to the CO and COR prior to beginning work. In performance of the order, the Contractor may be required to work in conjunction with other

Contractors. It is the incumbent responsibility of the Contractor to execute any Non-

Disclosure or other privacy agreements needed with other Contractors in order to protect its own proprietary data and interests. Contractor personnel and their subcontractors must identify themselves as Contractors or subcontractors during meetings, telephone conversations, in electronic messages, or correspondence related to the contract.

All Contractor personnel are always subject to the terms of GSA’s non-disclosure agreement.

Contractors shall identify themselves in all situations where discussion of sensitive information that has been initiated by a non-government party and immediately refer that party to the appropriate CO for further information.

GSA-issued identification badges must be worn at all times by the contractor when on GSA premises. Contractor must dress in appropriate business attire and exhibit courteous behavior at all times. A Government employee will be on-site at all times when contract personnel are working.

Security Clearance/Suitability Determinations

All contract employees requiring routine unescorted access to Federally-controlled facilities and/or information systems for more than six months (Regular Employees) will be required to undergo a suitability determination before a facility identification card is issued. Prior to the time that an identification card is issued, such Regular Employees will be required to comply with normal facility access control procedures, including sign-in, temporary badging, and escorted entry, as applicable.

-Failure of a Regular Employee to receive a favorable suitability determination shall be cause for removal of the employee from the work site and from other work in connection with the contract.

-Contract employees working less than six months (Temporary Employees) may, at the

Government's option, be required to undergo a lesser form of suitability determination. Prior to the time that an identification card is issued, if at all, such Temporary

Employees will be required to comply with normal facility access control procedures, including sign-in, temporary badging, and escorted entry, as applicable.

- All contractors are required to be given at a minimum a preliminary favorable in order to start working.

-The Government, at its sole discretion, may grant temporary suitability determinations to

Regular or Temporary Employees. However, the granting of a temporary suitability determination to any such employee shall not be considered as assurance that a favorable suitability determination will follow.

-The CO or his/her designee shall provide the Contractor with required forms for obtaining necessary clearances. The Contractor shall be required to cause such forms to be returned to the Government for processing not later than 14 days following being provided by the

Government.

-The Contractor shall be responsible for planning and scheduling its work in such a manner as to account for facility access issues. Difficulties encountered by the Contractor in gaining access to facilities by its employees and subcontractors shall not be an excuse to any

Contractor performance under the contract.

-The award letter to the successful offeror will identify a GSA Security Sponsor for the security clearance process. Upon receipt of the letter, the awardee will immediately contact the GSA Security Sponsor for this contract and provide a Contractor security clearance point-of-contact (POC) for contractor and subcontractor employees. The Contractor POC will be responsible for ensuring timely submittal and accuracy of security clearance applications. He or she will also have the responsibility of monitoring and tracking all security clearance submissions. The GSA Security Sponsor will send additional forms and instructions regarding the security clearance process to the Contractor point-of-contact via email.

Contractor is responsible for all fingerprinting. The Contractor POC will be required to submit a list of contractor employees for whom you are seeking security clearances, including their position on the contract. Compliance with the security clearance process will be a factor assessed in the Government’s evaluation of contractor performance. Failure to submit all security clearance documents may result in the contract being terminated for default.

Process for Regular:

The automated Electronic Questionnaire for Investigations Processing (e-QIP) clearance system is used to conduct background suitability investigations of regular clearances. Before receiving access to the e-QIP database, Contractor employees must complete the Contractor

Information Worksheet. Completing this form and submitting electronically will assist in the efficient processing of contract applicant e-QIP invitations.

Individual Contractor Information Worksheets (CIW) are to be electronically submitted to the GSA Security Sponsor via the Contractor POC. In addition, individual CIWs should be completed for individuals who have had a prior investigation conducted or have been a U.S.

resident for less than three years.

All forms should be sent in electronically to the appropriate GSA Security Sponsor. The email attachments must be encrypted and the password should be sent in a separate email to help protect the personal identification information.

After the forms are found to be accurate and complete, GSA processes the e-QIP invitation. Contractor employees will then receive an email invitation to the e-QIP database.

This email will explain the process in detail.

Once the Contractor employee has completed all the e-QIP information, they are to print, sign and date the “Authorization to Release Information” and “e-QIP Investigation Request” signature forms. To do this they would follow the “Click to Sign” function in e-QIP. They also need to fill out the OF306 and GSA 3665 electronically, print, sign and date the form.

Then both forms are to be uploaded into e-QIP before releasing to the Office of Personnel

Management (OPM). Contractor employees will then receive an email invitation to set up an appointment to go to a Managed Service Office (MSO) Credentialing Station to get fingerprinted. If the contractor is 100+ miles from an MSO Credentialing Station they must submit in hard copy two SF87 fingerprint cards to the GSA Security Sponsor or the designated GSA Security Clearance Office for submission to OPM for adjudication.

Once OPM has completed all the necessary checks, the applicant will be notified of their preliminary status; either favorable or unfavorable. If the status is favorable, a security badge will be issued. If the status is unfavorable, a letter will be issued identifying a process for an appeal.

Security clearance submittals are due to the GSA Zone C Mailbox within 10 days of award.

Contractors shall submit a CIW V4 for every member of the team. Failure to submit required security clearance applications in a timely manner jeopardizes the successful on-time completion of the project. Failure to submit security clearance documents may result in the contract being terminated for default.

NOTICE TO PROCEED (NTP) WILL NOT BE ISSUED UNTIL THE GSA

SECURITY SPONSOR HAS OFFICIALLY NOTIFIED THE CONTRACTING

OFFICER THAT SECURITY CLEARANCES FOR PROPOSED EMPLOYEES

HAVE BEEN RECEIVED AND APPROVED BY THE OFFICE OF PERSONNEL

MANAGEMENT (OPM). PERMANENT CONTRACT STAFF WILL NOT BE

ALLOWED TO WORK IN FEDERALLY CONTROLLED SPACE PRIOR TO

OBTAINING THE APPROPRIATE BACKGROUND INVESTIGATION.

-A background criminal history check by name and date of birth from the State of Residence will be performed by GSA.

-No employee or subcontractor shall be allowed to perform any work under this contract without receiving prior clearance from GSA.

-The GSA Security Sponsor reserves the right to require the Contractor to resubmit the documents at any time. If requested by the GSA Security Sponsor, the requested forms shall be submitted to the GSA Security Sponsor within three working days of receiving such a request. If a preliminary favorable has been issued by OPM and a contractor fails to provide additional information requested by OPM for a final clearance within the specified time period the employee will be removed until such time that the documents are submitted, and approved.

-The Government shall have, and exercise, full and complete control over granting, denying, withholding, and terminating clearances for any employee.

-Occupant agencies may require the Contractor and the Contractor’s employees to obtain special clearances for access to certain areas covered under this contract. The GSA Security

Sponsor will inform the Contractor when such clearances are required.

GSA Criteria for Adjudication

The following criteria were prepared under the guidelines of the Office of Personnel

Management’s (OPM) FPM Supplement 731-1, “Determining Suitability for Federal

Employment,” and guidelines from GSA’s Office of Audit Resolution and Internal Controls.

The criteria for adjudication have been approved by the GSA General Counsel. The following criteria are used by trained regional and/or National Office personnel security specialists, to determine the eligibility of prospective construction, service contract employees, and child care providers.

As a general guideline, the criminal history background records are examined for construction, service contract employees, and child care providers for the previous 5 years, (for contract guards the previous 10 years). However, the entire record is reviewed to ascertain if any serious offenses or incidents are noted that would disqualify. Criminal history background checks for construction, service contract employees are good for as long as they are working on a GSA contract and have not had more than a two year break in service. Child care providers are conducted every five years.

All information of record, both acceptable and unacceptable, will be assessed in terms of its relevance, recentness, and seriousness, while keeping in mind that the objective is to provide fair, impartial, and equitable treatment of all employee applicants. The limited criminal history checks may reflect juvenile records, psychological referrals or information sealed by court order or statute, which would be given special consideration.

The principal factors used in the adjudication process in determining whether a person’s conduct would be expected to interfere with the ability of the applicant(s) to function in the position, or if the applicant’s past conduct was such that the safety of Federal employees and/or visitors to delegated and/or GSA-controlled facilities would be in jeopardy, are outlined below:

-Any type of misconduct or negligence in prior employment which would have an effect on the quality of security and protection provided to customer agencies or prior conduct which would interfere with or prevent a delinquency or misconduct in employment are: attitude, personality, conflict insubordination, absenteeism/attendance, rules/regulation violation and pattern of unemployment based on misconduct or delinquency as reflected in employment history.

-Criminal or dishonest conduct related to the duties to be assigned to the applicant/employee and/or the performance of such duties. The following crimes are acts which could disqualify prospective or regular employees:

Abuse or neglect of a child or other dependent person entrusted to their care.

Child molestation.

Forcible or statutory rape.

Possession and sale of narcotics and/or dangerous drugs.

Arson.

Murder.

Kidnapping.

Robbery.

Burglary.

Larceny.

Theft.

Aggravated assault.

Buying, receiving or possessing stolen property.

Embezzlement, forgery, counterfeiting.

Fraud.

Under ATF Standards, any felony (for guards only who are required to carry firearms).

Domestic violence issues.

-Intentional false statement, deception or fraud in examination or appointment.

-Refusal to furnish testimony required during an official investigation by Federal, State, and/or law enforcement officials.

-Found to be a chronic alcoholic by any court, which suggest that the condition would prevent the applicant/employee from performing the duties of the position, or that the condition would pose a serious threat to the property and safety of others. (If an applicant can present medical certification that he or she has thoroughly recovered or completed a rehabilitation program, this will be weighted accordingly).

-Illegal use of narcotics, drugs, or other controlled substances, without evidence of rehabilitation.

-Any statutory or regulatory bar which prevents the lawful employment of the person involved in the position in question.

-Serious misconduct while in the military service which is indicative of conduct unacceptable for child care providers and/or other contract personnel.

-Is a fugitive from justice.

-Is an illegal alien in the United States or is an alien who is not entitled to accept gainful employment.

-Has been committed voluntarily or involuntarily to a mental hospital or institution, unless the applicant can present medical certification of recovery.

-In the absence of convictions, when the examination of the circumstances involved is a pattern of arrests, or an arrest for a single serious crime indicates that an applicant is unacceptable for a position.

-In the event information is developed that a contract employee has been arrested; National

Office FPS will re-evaluate until this function is transferred to the region. The regional reviewing official will re-evaluate to determine if the employee should continue to work.

Department of Homeland Security, Bureau of Immigration and Customs Enforcement, Federal Protective Service (DHS, BICE, FPS) will ensure the contractor takes appropriate action, and if the employee needs to be removed, a letter of removal will be sent to a contractor.

-Financial responsibility such as pattern of non-support judgment tax lien or other default with no attempt at restitution, illegal gambling, eviction, or other irresponsibility as reflected in credit history, disregard for debts, abuse of fiduciary trust.

-Immoral conduct when a pattern of misconduct is shown by conviction records, medical treatment, public knowledge, child molestation, sexual assault, statutory rape, incest, bestiality, or convictions of or involvement in other sex related crimes.

-If information is developed related to disruptive or violent behavior such as assault, damaging property, destroying property, vandalism, criminal/malicious mischief, harassment, or other patterns of violence as reflected in conviction records.

-Any issue relating to firearms/weapons such as carrying concealed firearms/weapons brandishing firearm, possession of firearm by a felon, possession of loaded firearm or explosives, improper/illegal sale or transportation of firearms or explosives, illegal manufacture of firearm/explosives.

-Right of Review. A person who receives an unfavorable determination will be provided reasonable time (30 days) after the individual receives written notification that derogatory information is contained in the individual’s background check which needs clarification.

He/she may challenge the accuracy of the…