RFQ - FY25 Fire Protection and Safety Health RMS - 36 Leased Locations.pdf

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REQUEST FOR QUOTE

(RFQ)

U.S. GENERAL SERVICES

ADMINISTRATION

Acquisition Management Division 230 S. Dearborn Street, 35th Floor

Chicago, IL 60604

PROJECTS: FY25 Fire Protection and Safety & Health Risk Management Surveys - 36 Leased Locations

SOLICITATION NO: 47PF0024Q0112

ISSUE DATE: July 5, 2024

CLOSING DATE & TIME: August 6, 2024, 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: Kyle Collins, Contracting Specialist

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

This procurement is a Total Small Business Set-Aside

Subject: Request for Quote for FY25 Fire Protection and Safety & Health Risk Management Surveys - 36 Leased Locations

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

Request for Quote (RFQ) for the completion of Seventy-Two (72) FY24 Region 5 (Great Lakes) Fire Protection Assessment Reports and Risk Management Survey (RMS) Templates along with performing the Thirty-Six (36) Safety & Health Risk Management Survey (RMS) Templates, to be completed at Thirty-Six (36) Federally “Leased” building locations (a total of Seventy-Two (72) Risk Management Surveys and Thirty-Six (36) Fire Protection assessment reports), using the GSA provided survey Excel spreadsheet templates (samples provided).

Please submit your quote via email to kyle.collins@gsa.gov. All quotes are due by 3:00 p.m. Central Standard Time on Tuesday, August 6, 2024.

Requests for Information will not be accepted after 12:00 PM CST on Thursday, July 25, 2024.

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

This project will be firm fixed price.

This procurement is a total set-aside for small businesses.

mailto:kyle.collins@gsa.gov

FY25 Fire Protection and Safety & Health Risk Management Surveys - 36 Leased Locations

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 the Scope of Work (SOW). In addition to completing the Fire Protection Facility Assessment Report (FPFAR), a National Risk Management Survey (RMS) template must also be completed using the Fire Protection RMS Templates from the internal GSA IRIS FMA Module system (all properties templates are provided as part of this contract after Notice to Proceed). This description of work will also include the Safety and Health National Risk Management Survey (S&H RMS) templates, to also be completed by the Prime Vendor and/or their subcontractor meeting the qualifications in the listed below in the qualification of the Safety & Health requirements. The prime vendor, if needed, may subcontract out the Safety & Health RMS survey templates. If the Prime Vendor Fire Protection firm subcontracts the Safety & Health RMS templates, the Prime Vendor and subcontractor must work together to coordinate only One (1) one-site visit at the same time/location for each property, along with the GSA-Lease Acquisition Managers (GSA LAM’s) / property manager, building owner/Lessor. This description of work is applicable to only “Leased” properties managed by the GSA.

The Region 5 Fire Protection and Safety Branch is responsible for ensuring all Federal buildings (owned and leased) are provided with an adequate level of safety. The Fire Protection and Safety Branch serves as the authority having jurisdiction (AHJ) for GSA and issues Certificates of Occupancy for all new construction, renovations, and occupancy changes in federally owned buildings.

A. The Fire Protection Facility Assessment Report (FPFAR), along with the associated Fire Protection and Safety & Health RMS survey templates are a quantitative method to collect consistent and comparable facility data for compliance with all applicable IBC and NFPA Codes and Standards (NFPA 101, Life Safety Code for Egress requirements). Surveys consist of an assessment of the major mechanical spaces, elevator machine rooms (if applicable) and all common spaces that could be accessed by the tenant(s), including all tenant leased occupied spaces and Child Care Centers (if CCC’s are applicable). The intent of the survey is to conduct a risk assessment of the Leased spaces along with the overall building, its life safety systems, along with the operations & maintenance (O&M) operations.

B. 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 due to the effects of fire and/or safety & health concerns. The Fire Protection assessment is to address the effects of these conditions on the safe and healthful work environment for Federal employees and the visiting public within the Leased spaces. Conducting the FPFAR and the RMS requires an inspector or inspection team to inspect buildings (as applicable) and building Fire Protection systems. Observation and interviews of the Lessors contracted operations and maintenance (O&M) employees will assist in determining Fire Protection related hazards, the risk of injury, loss of life, property, or interruption of Federal tenant mission with regard to compliance with the applicable IBC, NFPA codes and standards (NFPA 101, Life Safety Code for Egress requirements).

C. 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 conduct an assessment of the Leased spaces within the building and their common spaces as applicable.

D. The purpose of conducting the Safety and Health RMS survey templates is to determine that the federal government is not exposing the public, or Federal employees to any safety hazards. Conducting the Safety and Health 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, and/or their contracted maintenance and operational(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 RAC scoring, per requirements provided in each template and per guidance provided under the section titled below; Assign Risk Assessment Codes (RAC)). Those RAC codes are to represent the level of risk and recommendations that need to be taken by the GSA LAM and/or the Lessor for the building or its Operations & Maintenance(O&M) contractors to achieve compliance with safety standards.

Place of Performance

This Statement of Work is applicable for the GSA Great Lakes, Region 5. This scope of work is applicable for the GSA Region 5 FPFAR and the associated RMS survey templates along with the Safety and Health RMS survey templates (to be provided by the Government in an Excel spreadsheet format) at the following locations:

1. IL2275ZZ THE ROOKERY; (One Lease LIL19261, JUST. DEPT), 209 S LASALLE ST, CHICAGO, IL 60604 – 18127 Total Sq. Ft., with 2 Indoor Parking spaces and 0 Outdoor Parking spaces. Location 1

2. IL2299ZZ OLYMPIAN OFFICE CNTR; (One Lease LIL18874, JUST. DEPT), 4343 COMMERCE CT, LISLE, IL 60563 – 22439 Total Sq. Ft., with 0 Indoor Parking spaces and 48 Outdoor Parking spaces. Location 2

3. IL2460ZZ ORLAND PARK IL OFFICE OF HEARINGS AND APPEALS; (One Lease LIL16915, SSA), 15401 S 94TH AVE, ORLAND PARK, IL 60462 – 23280 Total Sq.

Ft., with 0 Indoor Parking spaces and 124 Outdoor Parking spaces. Location 3

4. IL2540ZZ OAK BROOK GATEWAY; (One Lease LIL00111, COMMERCE DEPT), 1111 W 22ND ST, OAK BROOK, IL 60523 – 27757 Total Sq. Ft., with 8 Indoor Parking spaces and 0 Outdoor Parking spaces. Location 4

5. IL2558ZZ 5100 RIVER ROAD; (One Lease LIL00371, NA), 5100 RIVER RD, SCHILLER PARK, IL 60176 – 29874 Total Sq. Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces. Location 5

6. IL2596ZZ RIVERWAY CENTRAL; (One Lease LIL00504, DHS OFFICE OF SEC), 9377 W HIGGINS RD, ROSEMONT, IL 60018 – 38802 Total Sq. Ft., with 151 Indoor Parking spaces and 0 Outdoor Parking spaces. Location 6

7. IL2645ZZ 1375 E. WOODFIELD ROAD; (One Lease LIL19262, JUST. DEPT), 1375 E WOODFIELD RD, SCHAUMBURG, IL 60173 – 15816 Total Sq. Ft., with 0 Indoor Parking spaces and 23 Outdoor Parking spaces. Location 7

8. IL2654ZZ 747 E. 22ND STREET; (One Lease LIL00485, DOT), 747 E 22ND ST, LOMBARD, IL 60148 – 5325 Total Sq. Ft., with 0 Indoor Parking spaces and 135 Outdoor Parking spaces. Location 8

9. IN1641ZZ ONE MICHIANA SQUARE; (Three Leases LIN00938, JUST. DEPT, 5889 Sq.Ft., LIN16758, NA, 11966 Sq.Ft., LIN19115, JUST. DEPT, 4500 Sq.Ft.), 100 E WAYNE ST, SOUTH BEND, IN 46601 – 22355 Total Sq. Ft., with 7 Indoor Parking spaces and 51 Outdoor Parking spaces. Location 9

10. IN1728ZZ 2300 WILLOW STREET; (One Lease LIN18310, LABOR DEPT), 2300 WILLOW ST, VINCENNES, IN 47591 – 17029 Total Sq. Ft., with 0 Indoor Parking spaces and 47 Outdoor Parking spaces. Location 10

11. IN1769ZZ SSA/OHA OFFICE; (One Lease LIN00992, SSA), 808 S LAKE ST, GARY, IN 46403 – 15702 Total Sq. Ft., with 0 Indoor Parking spaces and 82 Outdoor Parking spaces. Location 11

12. IN1776ZZ FORT WAYNE IN SOCIAL SECURITY ADMINISTRATION; (One Lease LIN19384, SSA), 2122 LINCOLNWAY CT, FORT WAYNE, IN 46819 – 15628 Total Sq. Ft., with 0 Indoor Parking spaces and 80 Outdoor Parking spaces. Location 12

13. IN1912ZZ 1625 N. POST ROAD; (One Lease LIN19503, SSA), 1625 N POST RD, INDIANAPOLIS, IN 46219 – 15464 Total Sq. Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces. Location 13

14. MI1853ZZ DETROIT TUNNEL; (One Lease LMI00629, DHS OFFICE OF SEC), 100 E JEFFERSON AVE, DETROIT, MI 48226 – 29188 Total Sq. Ft., with 75 Indoor Parking spaces and 0 Outdoor Parking spaces. Location 14

15. MI1901ZZ 200 E BLOCK OF JOLLY; (One Lease LMI00248, USA DEPT), 120 E JOLLY RD, LANSING, MI 48911 – 34202 Total Sq. Ft., with 0 Indoor Parking spaces and 12 Outdoor Parking spaces. Location 15

16. MI1941ZZ 1172 KIRTS BOULEVARD; (One Lease LMI00251, USA DEPT), 1172 KIRTS BLVD, TROY, MI 48084 – 32662 Total Sq. Ft., with 0 Indoor Parking spaces and 12 Outdoor Parking spaces. Location 16

17. MI1963ZZ BREWERY PARK; (One Lease LMI19313, JUST. DEPT), 1155 BREWERY PARK BLVD, DETROIT, MI 48207 – 42779 Total Sq. Ft., with 97 Indoor Parking spaces and 0 Outdoor Parking spaces. Location 17

18. MI2070ZZ GALLOWAY EAST OFFICE COMPLEX; (One Lease LMI16693, SSA), 1280 PONTIAC RD, PONTIAC, MI 48340 – 15000 Total Sq. Ft., with 0 Indoor Parking spaces and 80 Outdoor Parking spaces. Location 18

19. MI2092ZZ ROMULUS MI (11700 METRO AIRPORT CENTER DR) METRO APT

CENTER; (One Lease LMI18892, JUST. DEPT), 11700 METRO AIRPORT CENTER DR, ROMULUS, MI 48174 – 20696 Total Sq. Ft., with 0 Indoor Parking spaces and 34 Outdoor Parking spaces. Location 19

20. MI2215ZZ 11411 EAST JEFFERSON; (One Lease LMI17722, DHS OFFICE OF SEC), 11411 E JEFFERSON AVE, DETROIT, MI 48214 – 55966 Total Sq. Ft., with 219 Indoor Parking spaces and 91 Outdoor Parking spaces. Location 20

21. MI3004ZZ 11301 METRO AIRPORT CENTER DRI; (One Lease LMI00962, DHS

OFFICE OF SEC), 11301 METRO AIRPORT CENTER DR, ROMULUS, MI 48174 –

15690 Total Sq. Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

Location 21

22. MI3050ZZ VICTOR PARK WEST OFFICE BLDG; (One Lease LMI01242, SSA), 19575

VICTOR PKWY, LIVONIA, MI 48152 – 19085 Total Sq. Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces. Location 22

23. MN1696ZZ 4431 ENDEAVOR DRIVE; (One Lease LMN17868, DHS OFFICE OF SEC), 4431 ENDEAVOR DR, DULUTH, MN 55811 – 31779 Total Sq. Ft., with 25 Indoor Parking spaces and 56 Outdoor Parking spaces. Location 23

24. MN1697ZZ WSSA I FALLS, INC; (One Lease LMN17766, DHS OFFICE OF SEC), 312 HIGHWAY 11 E, INTERNATIONAL FALLS, MN 56649 – 33000 Total Sq. Ft., with 25 Indoor Parking spaces and 55 Outdoor Parking spaces. Location 24

25. MN1731ZZ CHANHASSEN WEATHER FORECAST OFFICE; (One Lease LMN00385, COMMERCE DEPT), 1733 LAKE DR W, CHANHASSEN, MN 55317 – 18151 Total Sq. Ft., with 0 Indoor Parking spaces and 72 Outdoor Parking spaces. Location 25

26. MN1734ZZ BEMIDJI TECHNICAL PARK; (One Lease LMN00155, INTERIOR DEPT), 2225 COOPERATIVE CT, BEMIDJI, MN 56601 – 34811 Total Sq. Ft., with 0 Indoor Parking spaces and 10 Outdoor Parking spaces. Location 26

27. MN1741ZZ 6636 CEDAR AVENUE; (One Lease LMN00452, DEPT OF VETERAN AFFAIRS), 6636 CEDAR AVE S, RICHFIELD, MN 55423 – 27990 Total Sq. Ft., with 161 Indoor Parking spaces and 0 Outdoor Parking spaces. Location 27

28. OH2090ZZ CROWN CENTRE; (One Lease LOH00787, JUST. DEPT), 5005 ROCKSIDE RD, INDEPENDENCE, OH 44131 – 18902 Total Sq. Ft., with 35 Indoor Parking spaces and 0 Outdoor Parking spaces. Location 28

29. OH2352ZZ CLEVELAND OH EMERALD CORPORATE PARK; (One Lease LOH00847, USA DEPT), 20637 EMERALD PKWY, CLEVELAND, OH 44135 – 24881 Total Sq. Ft., with 0 Indoor Parking spaces and 3 Outdoor Parking spaces. Location 29

30. OH2436ZZ PARK CENTER PLAZA I; (One Lease LOH00415, DEPT OF VETERAN AFFAIRS), 6100 OAK TREE BLVD, INDEPENDENCE, OH 44131 – 33226 Total Sq.

Ft., with 0 Indoor Parking spaces and 15 Outdoor Parking spaces. Location 30

31. OH2496ZZ PARK CENTER PLAZA II; (One Lease LOH00415, DEPT OF VETERAN AFFAIRS), 6150 OAK TREE BLVD, INDEPENDENCE, OH 44131 – 30137 Total Sq.

Ft., with 0 Indoor Parking spaces and 15 Outdoor Parking spaces. Location 31

32. WI1559ZZ 125 S JEFFERSON ST; (Three Leases LWI18356, JUDICIARY, 4734 Sq.Ft., LWI18907, SSA, 976 Sq.Ft., LWI19224, JUDICIARY, 14032 Sq.Ft.), 125 S JEFFERSON ST, GREEN BAY, WI 54301 – 19742 Total Sq. Ft., with 0 Indoor Parking spaces and 11 Outdoor Parking spaces. Location 32

33. WI1583ZZ NYE DEVELOPMENT BLDG; (One Lease LWI18996, INTERIOR DEPT), 2800 LAKE SHORE DR E, ASHLAND, WI 54806 – 27553 Total Sq. Ft., with 0 Indoor Parking spaces and 46 Outdoor Parking spaces. Location 33

34. WI1592ZZ WORLD ACE INDUSTR PK; (One Lease LWI19256, JUST. DEPT), 6201 S ACE INDUSTRIAL DR, CUDAHY, WI 53110 – 24609 Total Sq. Ft., with 8 Indoor Parking spaces and 12 Outdoor Parking spaces. Location 34

35. WI1701ZZ 8030 EXCELSIOR DRIVE; (One Lease LWI17007, AGRICULTURE DEPT), 8030 EXCELSIOR DR, MADISON, WI 53717 – 26139 Total Sq. Ft., with 0 Indoor Parking spaces and 109 Outdoor Parking spaces. Location 35

36. WI1770ZZ ARBOR GATE; (One Lease LWI18275, SSA), 2501 W BELTLINE HWY, MADISON, WI 53713 – 16265 Total Sq. Ft., with 2 Indoor Parking spaces and 0 Outdoor Parking spaces. Location 36

Period of Performance

The contractor shall have Two Hundred and Thirty (230) calendar days, after being issued the Notice to Proceed (NTP), to complete the project. Schedule must be coordinated and approved by the Contracting Officer’s Representative.

Scope of Work

Conduct a Fire Protection Facility Assessment Report (FPFAR), complete the associated Fire Protection Risk Management Survey (RMS) template(s) for Fire Protection systems, along with performing the on-site visit for completing the Safety and Health Risk Management Survey (S&H RMS) template(s), at the listed Federally controlled “Leased” building locations, shown in the Place of Performance.

The contractor shall provide all necessary qualified personnel, transportation, supplies, equipment, materials, and services to conduct the Fire Protection Facility Assessment Report (FPFAR), associated RMS template, along with completing the Safety & Health RMS survey templates from the on-site surveys, in accordance with this scope of work. This includes a visual inspection inside and outside (including the roof areas for only the Fire Protection FPFAR and RMS surveys) of the locations shown in the place of performance. 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 of the attached, streamlined, Fire Protection program policy document titled; “Contract Ver_Fire Protection Program Policy Document.pdf”, (see separate attachment under this solicitation) for the FPFAR’s Thirty Three (36) locations and submit a completed Fire Protection RMS survey template for these same 36 locations. The contractor must also submit a completed

Safety & Health RMS survey template for those same 36 locations during the combined Fire Protection and Safety & Health RMS on site surveys.

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-contract 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.

A. ASSESSMENT REPORT and RMS SURVEYS

1.) The Surveyor must prepare a Fire Protection Facility Assessment Report (FPFAR) and complete the associated Fire Protection Risk Management Survey (RMS) templates along with the associated Safety & Health Risk Management Survey (RMS) templates, to address all requirements outlined within this contract and respond to all questions asked within the RMS survey templates 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 corrective actions and other pertinent information must be entered based on the result of the findings of the surveyor / inspector.

Both Fire Protection and Safety & Health Risk Management Survey (RMS) templates are to be completed using the provided survey templates for the Leased building locations identified in the Place of Performance section above.

2.) The Surveyor must perform a complete and thorough Fire Protection Facilities Assessment Report (FPFAR), 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, along with the associated Fire Protection RMS survey template of the Leased only spaces within the identified property locations in the Place of Performance (many locations have multiple Leases within them, please reference the Place of Performance for specific quantities of lease location for each building location). All positive and negative findings shall be provided in the Fire Protection Facilities 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.

3.) 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 Fire Protection program streamlined policy document (separate attachment), along with any other information requested within the related RMS survey template.

4.) Provide the Fire Protection and Safety & Health RMS survey template’s Response, Findings/Observations, Regulatory Citation (Code references, and their editions,), recommended Corrective Actions, Localized or Building-Wide finding(s) locations, etc., as identified within the RMS template Excel spreadsheet Attachments.

5.) The Surveyor must coordinate / request any photos to be taken with the Tenant Agency and the GSA-LAM (property manager). Please work with the Tenant agency to develop a way for photos to be taken, i.e., possibly have the Agency escort take photos and share to the GSA-LAM to then share with the Contractor / Surveyor.

6.) The Surveyor must address and ask the GSA-LAM the question in the Tab titled;

“Emergency Preparedness Records”, and under the heading of; “Occupant Emergency Plan Review”, Line 18’s question. Which is the following: “Is the Occupant Emergency Plan in Compliance?”. The surveyor must look at this from both of an individual Tenant spaces or in a single tenant building and/or if the building occupant load is over 500 people or at a minimum of 100 people above the 1st floor or the lowest level of exit discharge, per the applicable IFC reference(s). The Surveyor must work with the GSA-LAM to assist in gathering the information on the Occupant Emergency Plan (O.E.P.) documents and whether the building occupant loads require such a document.

7.) IBC and NFPA codes and standards should be used as benchmarks (local authorities having jurisdiction may have their specific editions in use). 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).

8.) The Surveyor must perform a survey of the buildings related parking structure based on the below outlined criteria.

a.) Open to atmosphere surface parking lot will not require any survey / action.

b.) Enclosed or open walled parking structures attached to the main building being surveyed must be part of these surveys and all findings recorded in the applicable RMS template and in the Fire Protection Facility Assessment Report

(FPFAR).

c.) Underground parking, i.e., below main building / high-rise, etc., which is being surveyed, must be part of these surveys and all findings recorded in the applicable RMS template and in the Fire Protection Facility Assessment Report

(FPFAR).

9.) The surveyor must also perform a Safety and Health RMS survey and provide responses / findings within the related templates. The contractor will complete each worksheet entirely. Drop down menus are provided in some response cells and must be used when provided. The Safety & Health 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.

10.) Conducting the S&H RMS survey with either positive or negative findings shall be provided in the Risk Management Survey (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 (RMS) individual spreadsheet tab.

11.) The contractor’s finding for the Safety & Health RMS survey template for the Tab titled; “Drinking Water”, and the related questions should be addressed from the perspective of the Federal agency’s space / location and not necessarily for the entire property / building, unless the Federal agency occupies the entire property / building.

12.) The contractor’s finding for the Safety & Health RMS survey template for the Tab titled; “Indoor Air Quality”, and the related questions should be addressed from the perspective of the Federal agency’s space / location and not necessarily for the entire property / building, unless the Federal agency occupies the entire property / building.

13.) The contractor must use the additional clarification below in reference to the Tab titled, “High Risk Operations”;

a.) Template question (line 11); “Does the building contain high risk operations (e.g., high risk laboratory, firing range, shoot house, or explosive materials storage) as defined in PBS 1000.4A?”. Please inquire with the GSA-LAM (property manager) if there are any existing GSA Controlled leased tenant spaces that contain any of the following high risk space uses; high risk laboratory, firing range, shoot house, or explosive materials storage. This question is not intended to look at the “building” or other “non-GSA controlled tenant spaces”, but only GSA controlled leased tenant spaces should be inquired about in regards to “High Risk Operations”.

b.) Template question (line 12); “If Laboratory is present, is it compatible with other occupancies” (ref. 29 CFR 1960.34(a))”. Please inquire with the GSA-LAM (property manager) to inquire if there is a laboratory within a GSA controlled tenant space? If so, please respond within the template.

GSA has provided some additional guidance as it relates to the templates regulatory reference from 29 CFR 1960.34(a)(7), which states the following: “Establish an occupancy permit program which will regulate the types of activities and occupancies in facilities in order to avoid incompatible groupings, e.g., chemical or biological laboratories in office space. GSA shall seek to consolidate Federal laboratory operations in facilities designed for such purposes”.

14.) For all RMS survey templates, the potential risk impact of compliance findings 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). RAC guidelines include using a 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 surveyor or inspector. The RAC score of 1 is the most severe and requires immediate notification of the GSA Property Manager and/or the GSA LAM along with the Project Manager / Contracting Officer Representative. 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 R5 Fire Protection and Safety & Health Risk Management Survey (RMS) template Excel spreadsheet documents. These applicable templates will be provided to the Contractor within 14 calendar days after the following; 1.) Project kick-off meeting completion, 2.) Contracting Officer’s Notice To Proceed (NTP) and 3.) The contractors newly created GSA Affiliated Customer Account (GACA) Google Drive Folder has been created and a sample of the shared folder is shared back to the C.O.R. for verification.

b) The spreadsheet documents will be provided, via the contractors required, new, GSA formatted GACA Google Drive Shared folder(s) at post-award.

c) The Fire Protection and the Safety & Health Risk Management Surveys (RMS) consists of the Excel spreadsheet survey template. Each tab within the shared spreadsheet document (template) must have each response cell provided with a response and be completely populated. The tabs within the Fire Protection RMS survey template / Excel 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, 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. This Fire Protection RMS template is to be populated in conjunction with the required Fire Protection Facilities Assessment Report (FPFAR).

d) The Fire Protection and the Safety & Health Risk Management Surveys (RMS) consists of the survey Excel spreadsheet template. Each tab within the shared spreadsheet document (template) must be completely populated. The tabs within the Safety and Health RMS survey template / Excel 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 Operations, Indoor Air Quality, Lead, Non-Ionizing Radiation, Confined Spaces, Powered Industrial Vehicles, Radon, 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 will indicate on the RMS Survey template the specific location in the building where all non-compliant findings are identified and may supply at least one digital photo for each with the exception of findings associated with records/paperwork.

f) The contractor shall download the GSA provided Excel spreadsheet template documents (RMS) 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 GSA Central Office Repository. All spreadsheet documents must have the contractor populate all cells as required within this Scope-Of-Work.

Once the spreadsheet document is completed, the contractor must contact and/or share via the completed RMS surveys, using their GACA Google Drive Shared Folder(s) account, to the Contracting Officer’s Representative (COR) and the Fire Protection and Safety Branch representative, Matthew T. Smith at matthew.smith@gsa.gov.

g) Any request/need for building drawings must be requested by the contractor through the GSA Property Management / GSA LAM as soon as possible after the Notice To Proceed to fulfill this request using their company email sharing the newly created GACA Google Drive Shared Folder.

h) Additional documentation that must be requested and reviewed can be found below;

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

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

c. Radon test results, etc.

15.) The survey Excel spreadsheet Templates will be provided, via the contractors required, GSA Affiliated Customer Account (GACA) Google Drive Folder(s). Please read the below instructions on how to create the shared Google Drive folder(s) for sharing files between GSA and the Prime Vendor and/or their subcontractors.

It is forbidden to use GACA accounts to send or receive emails. GACA accounts are to be solely used for sharing files directly from Google Drive and Google Sites. When using GACA the GSA employee must create a separate share drive, do not use your “My Drive” for sharing information with GACA. Also, the GSA employee must restrict the data being shared to the highest extent possible (e.g.

restrict downloading, printing).

How to Create a GSA Affiliated Customer Account (GACA) mailto:matthew.smith@gsa.gov

Provide the following steps to your government agency customer or business partner to create a GACA:

Create a Gmail account at http://mail.google.com/mail/signup

Enter the first name and last name

Enter the username: must start with “GSA.” then first name, last name - example: GSA.johnsmith@gmail.com

Complete all required fields

Accept the Terms of Service and submit the request.

Set up 2-Step Verification (also known as two-factor authentication) using a smartphone that can receive simple messages.

Click on the account profile picture (top right)

Click “Manage your Google Account”

Select “Security” on the left side navigation panel In the “Signing in to Google” section, turn “2-Step Verification” to “On”.

B. PRE-SITE PREPARATION:

1) GSA will provide a list of all Property Managers and/or GSA-LAM’s with telephone numbers and their firstname.lastname@gsa.gov email address to the contractor following the award and/or Kick-Off meeting/ after the Notice To Proceed (NTP). GSA will provide the most recent Risk Management Survey (RMS) Excel spreadsheet templates at the time of award and/or at the Kick-Off meeting / after the Notice To Proceed (NTP), for all the proposed surveyed locations to the contractor and any past completed surveys (if conducted and available).

2) Contractor will prepare and submit a site visit notification email to the GSA Property Manager / GSA 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 those to become familiar with the RMS survey template. The contractor must contact the GSA Building Manager’s / GSA 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 / GSA-mailto:firstname.lastname@gsa.gov

LAM, there has been no response or return call provided within 3-4 business days to schedule the inspection from the initial email / phone call.

Building managers / GSA LAMs are the GSA facility staff responsible for contacting the Lessor to include the Operations and Maintenance (O&M) contractors, or themselves, to be available during the Risk Management Surveys (RMS).

3) A post award kick-off meeting will be scheduled immediately following award (virtually via Google Meet calendar invite(s), or in person) with the GSA Property Managers and/or GSA LAM’s. Site coordination for dates/times of surveys will be determined after the completion of the Kick-Off meeting and the Notice To Proceed (NTP) by the GSA Contracting Officer (CO). Contractor shall record all correspondence. Contractor shall send an email requesting and/or confirming the date and time of the survey to the Building Manager / GSA LAM’s, the COR, and to the Fire Protection and Safety Branch representative Matthew T. Smith at matthew.smith@gsa.gov.

4) 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) The contractors must provide a full building schedule using a sharable google sheets document within 21 calendar days after Notice to Proceed (NTP) that indicate when an email has been sent requesting documentation and preliminary about:blank on-site survey planning, along with the proposed and/or set date of the actual on-site survey (once confirmed).

c) GSA Property Manager / GSA LAM’s contact list to be provided by GSA.

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

e) Types of mechanical systems and operations conducted in the building and/or Leased spaces.

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

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

h) 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.

C. ON-SITE PROCEDURES:

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

2) A GSA Property Manager and/or GSA LAM, shall arrange for access to all

Leased spaces under this contract (place of performance) and documentation (electronic and/or paper) that the contractor needs to view.

3) The contractor shall conduct a complete and thorough walk-through of each of the buildings Leased tenant’s spaces under this contracts Place of Performance (multiple, different Agencies, may reside within the same property and must be coordinated to survey all of 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 Fire Protection facilities assessment report (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.

4) Under the Place of Performance, the buildings associated Risk

Management Survey (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.

5) All Fire Protection and Safety & Health RMS survey On-Site visits Must be performed at the same time with, if applicable, the prime vendor and their subcontractor. This is to minimize the coordination / scheduling impact for the Lessors and the GSA-LAM’s. Constant and consistent communication between the prime vendor personnel and, if applicable, their subcontractor(s), is critical in achieving this task order in a timely fashion as identified in the Period of Performance.

D. 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 Property Manager and/or GSA Lease Administration Manager (LAM). The contractor must also attend a virtual meeting to include the GSA assigned Fire Protection Engineer (FPE), the GSA assigned Occupational Safety and Health Manager, the GSA Project Manager/C.O.R. (Matthew Smith), as well as the GSA Property Manager and/or GSA LAMs 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 Fire Protection / Safety & Health 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 Risk Assessment Condition (RAC) scoring.

E. SURVEY REPORTS:

1) File Format: The contractor must not rename the shared Excel spreadsheet template documents in any manner and these documents must be returned to the GSA with the originally shared File format / naming structure, as to assure compatibility with GSA electronic database system(s).

2) General: 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 Property Manager). These documents contain Sensitive but Unclassified (SBU) Information.

3) If a Risk Management Survey (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.

4) 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 and if provided those comments must be part of the Assessment report for Fire Protection RMS surveys. Items which have actions that must be taken, must only occur if the RAC scores are RAC1 thru RAC5.

5) Notification of the completed FPFAR and RMS Survey template Excel spreadsheet documents, with a completed RAC summary score, must be sent via email to the COR and Regional Fire Protection and Safety Branch representative, Matthew T. Smith at matthew.smith@gsa.gov.

6) 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 / findings fields. The shared Excel spreadsheet document will be shared post-award using the contractor’s GACA compliant GSA Google Shared Folder(s).

7) The GSA’s assigned Fire Protection Engineers (FPE) and the GSA Occupational

Health and Safety Managers will have 10 business 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 Property mailto:matthew.smith@gsa.gov

Managers and successfully being uploaded and Finalized into the IRIS FMA module within Central Office IRIS FMA Module database.

8) 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 GSA Project Manager / COR for another Government review process.

Qualifications of Firm/Personnel At a minimum, the prime vendor / contractor personnel conducting fire protection facility assessments (RMS surveys) must meet one of the following requirements in A., B., or C.

In addition, the Safety and Health RMS surveys prime vendor / contractor or their subcontractor, must meet the qualifications in the requirements found below, in item D and its sub-parts.

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 4 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 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.

D. The Safety & Health Risk Management Surveys (RMS) personnel must meet the following qualifications for individuals performing on-site surveys and/or reviewing the RMS surveys:

a.) A Certified Safety Professional (CSP) must be provided as part of the prime vendor / contractor and/or their subcontractor to perform the required oversite / review of all comments/findings, with a minimum of five (5) years of related experience.

b.) The prime vendor / contractor and/or their subcontractor “On-Site” surveyor must, at a minimum, have at least one (1) year of safety & health related audit experience.

c.) Both the prime vendor and any of their subcontractors are required to attend all the related de-brief meetings that GSA conducts with the GSA- LAM’s and the GSA Subject Matter Experts / Safety Managers.

d.) The prime vendor / contractor and/or their subcontractors must provide a resume for all proposed personnel meeting the above qualifications for a review by the GSA COR.

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 Contracting Officer, 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 Contracting Officer. No increase in contract process will be allowed when personnel substitution is authorized.

NOTE:

The information below has been provided to further detail the Risk Assessment Codes (RAC) in addition to the guidance already provided within the Risk Management Survey templates tab titled "RAC Guidance".

Assign Risk Assessment Codes (RAC)

Evaluate the condition severity (Table 1) and determine the incident probability (Table

2) if the incident did occur. Then, using the RAC Matrix (Table 3), determine the Risk Assessment Code number for each identified risk condition.

The level of risk for each analyzed condition is expressed in terms of a Risk Assessment Code (RAC). The Risk Assessment Code(s) quantifies identified hazardous conditions and allows them to be prioritized. The RAC number reflects the risk potential of the resulting incident and not the individual event(s) contributing to the incident.

The following steps indicate how RAC values are assigned to potential conditions and their associated undesirable events:

Develop scenarios that describe how the most reasonable undesirable events affect the identified potential conditions.

Estimate the severity of each condition. The condition severity is based upon the potential impact of the condition if the undesirable event(s) occur. Quantitative risk assessment techniques, computer modeling, published information and professional judgment are to be used to determine the severity. See Table 1, Condition Severity.

TABLE 1 - CONDITION

SEVERITY

Catego ry

Personnel (One or More

Persons)

Missio n Importa nce

Mission Impairmen t Expected

Time Period

Potential Replacement

Cost Of Property/Data/ Retrieve Data

I

Death or permanent disability

Critical /Major/ Minor

Total missi on loss

Over $1,000,000

Critical > than 2 weeks

Severe injury or severe occupational illness

Critical

< than 2

Between $100,000 and $1,000,000 Major > than 1 month

Minor injury or minor

Major

< than 1 month

Between $10,000 and $100,000 Minor > than 6

V

No/or insignificant injury or

Minor

< than 6

Less than $10,000 Negligible Minimal

Estimate the probability of the undesirable event(s) occurring. Professional judgment is used to assign one of the incident probability categories. See Table 2, Incident Probability.

Table 2 - Incident Probability

Category Definition

A Likely to occur immediately or in a short period of time in the life of the facility.

B Probably will occur during the life of the facility.

C Possibly will occur during the life of the facility.

D Unlikely to occur during the life of the facility.

Determine the Risk Assessment Code number for each identified condition analyzed.

This is accomplished by using Table 3, Risk Assessment Code Matrix. The intersection of the Condition Severity and Incident Probability Category gives a direct reading of the applicable Risk Assessment Code.

TABLE 3 - RISK ASSESSMENT CODE

(RAC) MATRIX

Severity Of The Condition

Categories

Probability Of Occurrence Categories

A B C D

I RA

C 1

RA

C 1

RA

C 2

RA

C 4

II RA

C 1

RA

C 2

RA

C 3

RA

C 4

III RA

C 2

RA

C 3

RA

C 4

RA

C 5

IV RA

C 4

RA

C 4

RA

C 5

RA

C 5

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.