RFQ Safety and Health RMS Surveys 99 Locations.pdf

REQUEST FOR QUOTE

(RFQ)

U.S. GENERAL SERVICES

ADMINISTRATION

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

Chicago, IL 60604

PROJECTS:

SOLICITATION NO:

ISSUE DATE:

CLOSING DATE & TIME:

FY25 Safety & Health Risk Management Survey (RMS) Templates, Ninety-Nine (99) locations.

47PF0024Q0122

June 26th, 2024

July 30th, 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: Charles Ecxford, Contract Specialist & Justin Costello, Contracting Officer

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 (RFQ) for the completion of Ninety-Nine (99) FY25 Safety & Health Risk Management Survey (RMS) Templates, at Ninety-Nine (99) Federally Leased Building locations, using the GSA provided survey Excel spreadsheet templates (samples provided);

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

Please submit your quote via email to both charles.ecxford@gsa.gov & justin.costello@gsa.gov.

All quotes are due by 3:00 p.m. Central Standard Time on Tuesday, July 30th, 2024.

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

This project will be firm fixed price.

Description of Services The U.S. General Services Administration (GSA) Region 5 Fire Protection and Safety Branch requires that Fire Protection Facility Assessments (when applicable) and Safety and Health Risk Management Surveys to be conducted on a recurring basis as described in the Scope Of Work (SOW). This description of work includes the Safety and Health National Risk Management Survey (S&H RMS) templates, to be completed by the Prime Vendor as subcontracting any portion of the work is not permitted and must not occur under this work order. The Prime Vendor must meet the qualifications listed below in the qualification section of the Safety & Health requirements and be the sole provider of the qualified individuals performing this work order. Great coordination with the GSA-Lease Acquisition Managers (GSA-LAM’s) / property manager, building owner/Lessor must occur to meet the intent of completing the Safety & Health RMS surveys. 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 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.

mailto:charles.ecxford@gsa.gov mailto:justin.costello@gsa.gov

B. 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 operational and maintenance (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 Safety and Health RMS survey templates (to be provided by the Government in an Excel spreadsheet format) at the following locations:

1. 1919 S HIGHLAND AVE, LOMBARD, IL 60148 – 5823 Total Sq.Ft., with 0 Indoor Parking spaces and 37 Outdoor Parking spaces.

2. 230 W LAKE ST, BLOOMINGDALE, IL 60108 – 10844 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

3. 63 W JEFFERSON ST, JOLIET, IL 60432 – 1397 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

4. 790 FLETCHER DR, ELGIN, IL 60123 – 10864 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

5. 10718 S ROBERTS RD, PALOS HILLS, IL 60465 – 9331 Total Sq.Ft., with 0 Indoor Parking spaces and 60 Outdoor Parking spaces.

6. 9700 W. HIGGINS, ROSEMONT, IL 60018 – 12018 Total Sq.Ft., with 42 Indoor Parking spaces and 0 Outdoor Parking spaces.

7. 1325 N LAKE ST, AURORA, IL 60506 – 12500 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

8. 1771 W DIEHL RD, NAPERVILLE, IL 60563 – 4787 Total Sq.Ft., with 0 Indoor Parking spaces and 7 Outdoor Parking spaces.

9. 5259 S ASHLAND AVE, CHICAGO, IL 60609 – 8776 Total Sq.Ft., with 0 Indoor Parking spaces and 20 Outdoor Parking spaces.

10. 450 E DEVON AVE, ITASCA, IL 60143 – 12319 Total Sq.Ft., with 0 Indoor Parking spaces and 15 Outdoor Parking spaces.

11. 17W635 BUTTERFIELD RD, OAKBROOK TERRACE, IL 60181 – 7105 Total Sq.Ft., with 0 Indoor Parking spaces and 39 Outdoor Parking spaces.

12. 10255 W HIGGINS RD, ROSEMONT, IL 60018 – 4369 Total Sq.Ft., with 0 Indoor Parking spaces and 11 Outdoor Parking spaces.

13. 225 N HIGH ST, MUNCIE, IN 47305 – 4048 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

14. 620 S WALKER ST, BLOOMINGTON, IN 47403 – 9400 Total Sq.Ft., with 3 Indoor Parking spaces and 27 Outdoor Parking spaces.

15. 2422 VIRIDIAN DR, SOUTH BEND, IN 46628 – 1734 Total Sq.Ft., with 0 Indoor Parking spaces and 4 Outdoor Parking spaces.

16. 1571 E 85TH AVE, MERRILLVILLE, IN 46410 – 8395 Total Sq.Ft., with 0 Indoor Parking spaces and 25 Outdoor Parking spaces.

17. 600 N WALNUT ST, MUNCIE, IN 47305 – 10880 Total Sq.Ft., with 0 Indoor Parking spaces and 39 Outdoor Parking spaces.

18. 400 W 7TH ST, BLOOMINGTON, IN 47404 – 930 Total Sq.Ft., with 0 Indoor Parking spaces and 2 Outdoor Parking spaces.

19. 418 DOUGLAS ST, HAMMOND, IN 46320 – 11420 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

20. 602 S MICHIGAN ST, SOUTH BEND, IN 46601 – 13752 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

21. 636 NORTH PINE STREET, MICHIGAN CITY, IN 46360 – 7015 Total Sq.Ft., with 0 Indoor Parking spaces and 20 Outdoor Parking spaces.

22. 200 E MAIN ST, FORT WAYNE, IN 46802 – 7079 Total Sq.Ft., with 8 Indoor Parking spaces and 0 Outdoor Parking spaces.

23. 2017 S LIBERTY DR, BLOOMINGTON, IN 47403 – 3742 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

24. 117 S SCATTERFIELD RD, ANDERSON, IN 46012 – 12509 Total Sq.Ft., with 0 Indoor Parking spaces and 50 Outdoor Parking spaces.

25. 222 CHERRY ST, TERRE HAUTE, IN 47807 – 10131 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

26. 801 WABASH AVE, TERRE HAUTE, IN 47807 – 3970 Total Sq.Ft., with 0 Indoor Parking spaces and 15 Outdoor Parking spaces.

27. 606 VETERANS DR, VINCENNES, IN 47591 – 8600 Total Sq.Ft., with 0 Indoor Parking spaces and 40 Outdoor Parking spaces.

28. 515 W PATTERSON DR, BLOOMINGTON, IN 47403 – 10103 Total Sq.Ft., with 0 Indoor Parking spaces and 41 Outdoor Parking spaces.

29. 3867 W FERGUSON RD, FORT WAYNE, IN 46809 – 1401 Total Sq.Ft., with 0 Indoor Parking spaces and 2 Outdoor Parking spaces.

30. 4477 PROGRESS DR, SOUTH BEND, IN 46628 – 2093 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

31. 1438 E 85TH AVE, MERRILLVILLE, IN 46410 – 9092 Total Sq.Ft., with 0 Indoor Parking spaces and 40 Outdoor Parking spaces.

32. 3700 BLACKISTON BLVD, NEW ALBANY, IN 47150 – 12300 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

33. 6511 BROTHERHOOD WAY, FORT WAYNE, IN 46825 – 14061 Total Sq.Ft., with 0 Indoor Parking spaces and 68 Outdoor Parking spaces.

34. 855 TAFT ST, GARY, IN 46404 – 650 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

35. 921 OHIO ST, TERRE HAUTE, IN 47807 – 13752 Total Sq.Ft., with 0 Indoor Parking spaces and 19 Outdoor Parking spaces.

36. 201 E RUDISILL BLVD, FORT WAYNE, IN 46806 – 11332 Total Sq.Ft., with 0 Indoor Parking spaces and 3 Outdoor Parking spaces.

37. 400 N HIGH ST, MUNCIE, IN 47305 – 4159 Total Sq.Ft., with 0 Indoor Parking spaces and 5 Outdoor Parking spaces.

38. 211 S INDIANA AVE, BLOOMINGTON, IN 47405 – 2623 Total Sq.Ft., with 6 Indoor Parking spaces and 0 Outdoor Parking spaces.

39. 130 S MAIN ST, SOUTH BEND, IN 46601 – 4257 Total Sq.Ft., with 4 Indoor Parking spaces and 0 Outdoor Parking spaces.

40. 328 LEY RD, FORT WAYNE, IN 46825 – 6018 Total Sq.Ft., with 0 Indoor Parking spaces and 2 Outdoor Parking spaces.

41. 924 W 17TH ST, BLOOMINGTON, IN 47404 – 4493 Total Sq.Ft., with 0 Indoor Parking spaces and 3 Outdoor Parking spaces.

42. 110 E WAYNE ST, FORT WAYNE, IN 46802 – 6282 Total Sq.Ft., with 23 Indoor Parking spaces and 0 Outdoor Parking spaces.

43. 370 E 84TH DR, MERRILLVILLE, IN 46410 – 8386 Total Sq.Ft., with 0 Indoor Parking spaces and 60 Outdoor Parking spaces.

44. 2325 GREEN VALLEY RD, NEW ALBANY, IN 47150 – 3874 Total Sq.Ft., with 0 Indoor Parking spaces and 10 Outdoor Parking spaces.

45. 2515 N BENDIX DR, SOUTH BEND, IN 46628 – 957 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

46. 1 INDIANA SQ, INDIANAPOLIS, IN 46204 – 13711 Total Sq.Ft., with 24 Indoor Parking spaces and 0 Outdoor Parking spaces.

47. 5700 CROOKS RD, TROY, MI 48098 – 1265 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

48. 100 E BIG BEAVER RD, TROY, MI 48083 – 6887 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

49. 38701 7 MILE RD, LIVONIA, MI 48152 – 5515 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

50. 17177 N LAUREL PARK DR, LIVONIA, MI 48152 – 3446 Total Sq.Ft., with 0 Indoor Parking spaces and 8 Outdoor Parking spaces.

51. 11200 METRO AIRPORT CENTER DR, ROMULUS, MI 48174 – 5090 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

52. 5600 CROOKS RD, TROY, MI 48098 – 8700 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

53. 7385 TRIANGLE DR, STERLING HEIGHTS, MI 48314 – 8888 Total Sq.Ft., with 17 Indoor Parking spaces and 0 Outdoor Parking spaces.

54. 1401 HOWARD ST, DETROIT, MI 48216 – 9950 Total Sq.Ft., with 0 Indoor Parking spaces and 10 Outdoor Parking spaces.

55. 7015 METROPLEX DRIVE, ROMULUS, MI 48174 – 9422 Total Sq.Ft., with 0 Indoor Parking spaces and 7 Outdoor Parking spaces.

56. 415 WASHINGTON AVE, BAYFIELD, WI 54814 – 9409 Total Sq.Ft., with 0 Indoor Parking spaces and 35 Outdoor Parking spaces.

57. 2077 AIRPORT DR, GREEN BAY, WI 54313 – 821 Total Sq.Ft., with 0 Indoor Parking spaces and 2 Outdoor Parking spaces.

58. 211 N BROADWAY, GREEN BAY, WI 54303 – 1369 Total Sq.Ft., with 2 Indoor Parking spaces and 0 Outdoor Parking spaces.

59. 660 W WASHINGTON AVE, MADISON, WI 53715 – 4486 Total Sq.Ft., with 5 Indoor Parking spaces and 0 Outdoor Parking spaces.

60. 505 SCIENCE DR, MADISON, WI 53711 – 7125 Total Sq.Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

61. 37705 ROY'S POINT BLVD., BAYFIELD, WI 54814 – 11840 Total Sq.Ft., with 0 Indoor Parking spaces and 35 Outdoor Parking spaces.

62. 2675 N. MAYFAIR RD.; (Two Leases 2627 sq.ft, ,6757 sq.ft. ) 2675 N MAYFAIR RD, WAUWATOSA, WI 53226 – 9384 Total Sq. Ft., with 21 Indoor Parking spaces and 0 Outdoor Parking spaces.

63. 1901 E CAPITOL DR, APPLETON, WI 54911 – 5614 Total Sq.Ft., with 0 Indoor Parking spaces and 29 Outdoor Parking spaces.

64. 700 REGENT ST, MADISON, WI 53715 –2975 Total Sq. Ft., with 5 Indoor Parking spaces and 12 Outdoor Parking spaces.

65. 780 REGENT; (Two Leases 4542 sq.ft., 4762 sq.ft.), 780 REGENT ST, MADISON, WI 53715 – 9304 Total Sq. Ft., with 19 Indoor Parking spaces and 15 Outdoor Parking spaces.

66. 1603 MIRRO DR, MANITOWOC, WI 54220 –4500 Total Sq. Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

67. 4511 HELGESEN DR, MADISON, WI 53718 –2871 Total Sq. Ft., with 0 Indoor Parking spaces and 2 Outdoor Parking spaces.

68. 2810 CROSSROADS DR, MADISON, WI 53718 –1980 Total Sq. Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

69. 607 W NORTHLAND AVE, APPLETON, WI 54911 –8534 Total Sq. Ft., with 0 Indoor Parking spaces and 29 Outdoor Parking spaces.

70. 740 REGENT; (Four Leases 517 sq.ft., 1575 sq.ft., 3686 sq.ft., 1486 sq.ft.), 740 REGENT ST, MADISON, WI 53715 – 7264 Total Sq. Ft., with 1 Indoor Parking spaces and 20 Outdoor Parking spaces.

71. 205 DOTY ST, GREEN BAY, WI 54301 –5364 Total Sq. Ft., with 0 Indoor Parking spaces and 13 Outdoor Parking spaces.

72. 205 DOTY ST, GREEN BAY, WI 54301 – 9668 Total Sq. Ft., with 0 Indoor Parking spaces and 13 Outdoor Parking spaces.

73. 6011 ODANA RD, MADISON, WI 53719 – 13837 Total Sq. Ft., with 0 Indoor Parking spaces and 50 Outdoor Parking spaces.

74. 790 N MILWAUKEE ST, MILWAUKEE, WI 53202 – 11132 Total Sq. Ft., with 20 Indoor Parking spaces and 0 Outdoor Parking spaces.

75. N14W24200 TOWER PL, PEWAUKEE, WI 53188 – 14716 Total Sq. Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

76. 1561 DOUSMAN ST, GREEN BAY, WI 54303 – 12906 Total Sq. Ft., with 0 Indoor Parking spaces and 45 Outdoor Parking spaces.

77. 2077 AIRPORT DR, GREEN BAY, WI 54313 – 5999 Total Sq. Ft., with 0 Indoor Parking spaces and 5 Outdoor Parking spaces.

78. W6390 CHALLENGER DR, APPLETON, WI 54914 – 2709 Total Sq. Ft., with 0 Indoor Parking spaces and 2 Outdoor Parking spaces.

79. 4000 INTERNATIONAL LANE, MADISON, WI 53704 – 1974 Total Sq. Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

80. 4221 TOWER AVE, SUPERIOR, WI 54880 – 6867 Total Sq. Ft., with 0 Indoor Parking spaces and 36 Outdoor Parking spaces.

81. 8455 W LAYTON AVE, GREENFIELD, WI 53228 – 13544 Total Sq. Ft., with 0 Indoor Parking spaces and 52 Outdoor Parking spaces.

82. 180 KNIGHTS WAY, FOND DU LAC, WI 54935 – 6114 Total Sq. Ft., with 0 Indoor Parking spaces and 25 Outdoor Parking spaces.

83. 440 SECURITY BLVD, GREEN BAY, WI 54313 – 8605 Total Sq. Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

84. 525 JUNCTION RD, MADISON, WI 53717 – 6254 Total Sq. Ft., with 6 Indoor Parking spaces and 0 Outdoor Parking spaces.

85. 1 POINT PL, MADISON, WI 53719 – 2477 Total Sq. Ft., with 0 Indoor Parking spaces and 2 Outdoor Parking spaces.

86. 8215 GREENWAY BLVD, MIDDLETON, WI 53562 – 12708 Total Sq. Ft., with 0 Indoor Parking spaces and 19 Outdoor Parking spaces.

87. 1145 VERN ST, WEST BEND, WI 53090 – 6370 Total Sq. Ft., with 0 Indoor Parking spaces and 31 Outdoor Parking spaces.

88. 345 W WASHINGTON AVE, MADISON, WI 53703 – 10089 Total Sq. Ft., with 0 Indoor Parking spaces and 20 Outdoor Parking spaces.

89. 300 N BROADWAY, GREEN BAY, WI 54303 – 4302 Total Sq. Ft., with 0 Indoor Parking spaces and 6 Outdoor Parking spaces.

90. 9809 S FRANKLIN DR, FRANKLIN, WI 53132 – 11820 Total Sq. Ft., with 0 Indoor Parking spaces and 12 Outdoor Parking spaces.

91. 1242 FOURIER DR, MADISON, WI 53717 – 12187 Total Sq. Ft., with 0 Indoor Parking spaces and 30 Outdoor Parking spaces.

92. 2448 S 102ND ST, WEST ALLIS, WI 53227 – 1212 Total Sq. Ft., with 0 Indoor Parking spaces and 15 Outdoor Parking spaces.

93. 1500 N CASALOMA DR, APPLETON, WI 54913 – 450 Total Sq. Ft., with 0 Indoor Parking spaces and 2 Outdoor Parking spaces.

94. 1137 N 26TH ST, SHEBOYGAN, WI 53081 – 5125 Total Sq. Ft., with 0 Indoor Parking spaces and 15 Outdoor Parking spaces.

95. 1415 E GREEN BAY ST, SHAWANO, WI 54166 – 1990 Total Sq. Ft., with 5 Indoor Parking spaces and 10 Outdoor Parking spaces.

96. 2900 CURRY LN, GREEN BAY, WI 54311 – 467 Total Sq. Ft., with 0 Indoor Parking spaces and 1 Outdoor Parking spaces.

97. 1402 PANKRATZ ST, MADISON, WI 53704 – 7678 Total Sq. Ft., with 0 Indoor Parking spaces and 9 Outdoor Parking spaces.

98. 3915 30TH AVE, KENOSHA, WI 53144 – 6743 Total Sq. Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

99. 267 SOUTH ST, WAUKESHA, WI 53186 – 10641 Total Sq. Ft., with 0 Indoor Parking spaces and 0 Outdoor Parking spaces.

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 Safety and Health Risk Management (S&H RMS) On-Site Survey and complete the Excel spreadsheet template(s) in their entirety, 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 Safety & Health On-Site RMS surveys and their associated Excel spreadsheet templates, in accordance with this Scope Of Work. This includes a visual inspection inside and outside of the locations shown in the place of performance. If there are multiple Leases within one property, each Leased space must be separately identified throughout the properties template for coordination. The contractor must submit a completed Safety & Health RMS survey template for all location listed within the Place Of Performance.

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.

A. RISK MANAGEMENT SURVEYS (RMS)

1.) The Surveyor must prepare a Safety & Health Risk Management Survey (RMS) template(s), to address all requirements outlined within this contract and respond to all questions asked within the RMS survey templates Excel spreadsheets. The contractor must 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. The Safety & Health Risk Management Survey (RMS) templates are to be completed using the provided survey templates (by the Government after the Notice To Proceed) for the Leased building locations identified in the Place of Performance section above.

2.) The Surveyor must perform a complete and thorough Safety & Health On-Site survey, per this scope of work. All positive and negative findings shall be provided in the Safety & Health facilities Risk Management Survey (RMS). 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.) Provide the 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 required cells to be populated within the RMS template Excel spreadsheet Attachments.

4.) The Surveyor must coordinate / request any photos to be taken, if needed for clarification purposes, 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.

5.) The following information is for the contracted surveyor further clarification as it pertains to the templates 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 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.

6.) IBC, NFPA codes and standards along with applicable OSHA Regulations, etc., should be used as benchmarks (local authorities having jurisdiction may have their specific editions in use, if applicable). The potential impact shall be reported for all corrective 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 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.

c.) Underground parking, i.e., below main building / high-rise, etc., which is being surveyed, must have that related parking areas be part of these surveys and all findings recorded in the applicable RMS template.

8.) The contracted surveyor must 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 contracted surveyor.

9.) 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.

10.) The contractor’s finding, if any, 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.

11.) The contractor’s finding, if any, 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.

12.) 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, and have the on-site surveyed performed by the contractor, in regard 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 along with the on-site survey performed by the contractor. If a laboratory exists or is discovered, please respond with further details 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(s). GSA shall seek to consolidate Federal laboratory operations in facilities designed for such purposes”.

13.) 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 Excel 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 Safety & Health Risk Management Survey (RMS) template Excel spreadsheet document(s). 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) has been issued 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 Excel template spreadsheet documents will be provided, via the contractors required, new, GSA formatted GACA Google Drive Shared folder(s) at post-award.

c) The Safety & Health Risk Management Survey (S&H RMS) consists of the Excel spreadsheet survey template(s). 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 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.

d) 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 possible exception of findings associated with records/paperwork.

e) 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 (IRIS FMA Module database). 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.

f) 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.

mailto:matthew.smith@gsa.gov

g) 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.

14.) 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)

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 and once the Notice To Proceed (NTP) has been issued by the GSA Contracting Officer (CO). 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 Safety & Health RMS survey template 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 and the exterior of the building. The contractor will reach out to the COR if, after reaching out to the Building Manager / GSA LAM and there has been no response or return call provided within 3-4 business days to schedule the inspection from the initial email / phone call, the COR will provide coordination assistance.

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 On Site Safety & Health Risk Management Surveys (RMS).

3) A post award kick-off meeting will be scheduled immediately following award (virtually via email using 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, or will be sent, requesting documentation and preliminary on-site survey planning, along with the proposed and/or set date of the actual on-site survey (once confirmed).

mailto:firstname.lastname@gsa.gov about:blank

c) GSA Property Manager / GSA LAM’s contact list to be provided by GSA after the N.T.P. has been issued by the GSA C.O.

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, 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.

D. CLOSING CONFERENCE (De-Brief Meeting(s)):

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 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 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 at this virtual (de-brief) meeting.

E. SURVEY TEMPLATES:

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. Items which have actions that must be taken, must only occur if the RAC scores are RAC1 thru RAC5.

5) Notification of the completed RMS Survey template Excel spreadsheet document(s), 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 mailto:matthew.smith@gsa.gov 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 Occupational Health and Safety Manager(s) 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 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 the Safety and Health RMS surveys prime vendor / contractor, must meet the qualifications in the requirements found below, in item A and its sub-parts.

A. 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 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 “On-Site” surveyor must, at a minimum, have at least one (1) year of Safety & Health related audit experience.

c.) The prime vendor / contractor is 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 must provide a resume for all proposed personnel meeting the above qualifications for a Government review process by the GSA COR.

A current/valid certification is required for all key personnel performing the surveying, and shall be submitted with the quote sheet and SF18.

Failure to submit all required documents will result in the quote not being considered further.

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

Category Personnel (One or More

Persons)

Mission Importance

Mission Impairment

Expected Time Period

Potential Replacement Cost Of

Property/Data/ Retrieve Data

I

Death or permanent disability

Critical /Major/ Minor

Total mission loss

Over $1,000,000

Critical > than 2 weeks

II

Severe injury or severe occupational illness

Critical

< than 2 weeks

Between $100,000 and $1,000,000

Major > than 1 month

III

Minor injury or minor occupational illness

Major

< than 1 month

Between $10,000 and

$100,000 Minor > than 6 weeks

IV

No/or insignificant injury or occupational illness

Minor

< than 6 weeks

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 RAC 1 RAC 1 RAC 2 RAC 4

II RAC 1 RAC 2 RAC 3 RAC 4

III RAC 2 RAC 3 RAC 4 RAC 5

IV RAC 4 RAC 4 RAC 5 RAC 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. 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 Contracting Officer 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 Contracting Officer 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.