RRB-ITC Special Notice.pdf

Ronald Reagan Building & International Trade Center

Property Management & Facility Maintenance Services

Introduction Page 2 of 4

Introduction The Government of the United States of American, acting through the General Services Administration (“GSA”) is seeking input from qualified firms regarding potential property management, licensing, and facility operations and maintenance services for the Ronald Reagan Building & International Trade Center (“RRB/ITC”).

GSA’s specific objectives for the RRB/ITC include but are not limited to:

● Develop and implement a strategy to maximize RRB/ITC revenues

● Implement a transparent budgeting process for the operation and maintenance of the

RRB/ITC

● Efficiently structure the property management team to minimize GSA oversight requirements

● Identify and recommend short, medium, and long-term capital improvements for the

RRB/ITC and assist GSA in the planning and budgeting for those needs

Background Located at 1300 Pennsylvania Avenue, NW in Washington, DC the Ronald Reagan Building & International Trade Center is GSA’s largest asset in the nation. Authorized for construction in 1987 when the U.S. Congress enacted the Federal Triangle Development Act, the RRB/ITC was envisioned as a federal building with a unique international and trade center component. This component, referred to as the International Trade Center (“ITC”) and designated as the World Trade Center Washington, DC by the World Trade Centers Association, was originally created to assist U.S.-based companies in the global marketplace, focusing on small and medium-sized businesses while leveraging the presence of federal agencies to drive international trade. The ITC is occupied by private-sector companies, and although it is located within the larger federally owned and occupied building, it functions independently.

The Federal Triangle Development Act also consolidated several federal agencies at this central location. The federally occupied portion of the RRB/ITC includes the U.S. Agency for International Development (“USAID”), Department of Homeland Security’s Customs and Border Protection, the Environmental Protection Agency (“EPA”), the Woodrow Wilson International Center for Scholars (“Wilson Center”), and the Department of Commerce’s (“DOC”) Trade Information Center. These federal tenants are housed in four office towers and portions of floors B-1, B-2, B-3. USAID, EPA and DOC also occupy limited space on the Mezzanine Level.

The RRB/ITC is approximately 3.4M SF in size; the ITC component is comprised of approximately 978,000 SF including private sector office and retail spaces, a food court, conference and events center spaces, the parking garage and common area spaces on the concourse and mezzanine levels, and ground floor of the RRB/ITC. It also includes all exterior public spaces such as Daniel Patrick Moynihan Place, the Woodrow Wilson Plaza and the 14 th Street Plaza. A more detailed breakout of the RRB/ITC can be found in the figure below:

Introduction Page 3 of 4

Figure 1 – Ronald Reagan Building & International Trade Center Program

Federally Controlled Area1 International Trade Center Area1

Total RRB/ITC Area1

Usable Area 1,410,000 480,000 1,890,000

Indoor Common Area 510,000 180,000 690,000 Other Areas2 460,000 220,000 680,000

Subtotal Indoor Area 2,380,000 3,260,000 Outdoor Common Area3 0 98,000 98,000

Parking Spaces 0 1,954 1,954 Total 2,380,000 978,000 3,358,000

Prospective Scope of Work GSA is exploring the possibility of combining ITC property management and RRB/ITC facility operations and maintenance responsibilities within a single contract. If combined, GSA would execute a contract with a single provider (“Manager”) for property, operations, maintenance, and facilities management of the entire RRB/ITC with the exception of federally tenanted and secured areas. A list briefly summarizing the combined responsibilities can be found below:

i. Budget and Finance: Manage the budgeting, collecting, accounting, reporting, depositing, tracking, auditing and verifying all GSA monies for the ITC.

ii. Licensing: License vacant ITC office and spaces. This includes coordinating with third-party brokers, marketing ITC space to potential tenants, and negotiating transactions on the GSA’s behalf.

iii. License Administration: For ITC tenants only, collect rents, apply escalation terms and enforce license contract provisions. Respond to all ITC tenant service requests and perform all legal and functional responsibilities relating to administration of each ITC tenant license and any relevant ITC building policies.

iv. ITC Conference and Event Space Services: Provide all marketing, sales, booking, setup and tear-down services. Catering services for events may be performed on-site in the kitchen located on the second floor of the garage. If catering services are provided on-site, Manager will be responsible for all kitchen staffing, food and beverage inventory and preparation, maintenance of all kitchen equipment, glassware, flatware, china, table linens, etc.

v. Parking Garage Services: Operate and maintain the parking garage. Fully staff, manage, collect, account, and deposit parking revenue on behalf of the GSA. Provide valet parking, manage monthly parking permits, and pay collected taxes on the GSA’s behalf.

vi. Marketing: Promote and market all aspects of the ITC program and design and fabricate marketing and signage materials. Promotional responsibilities include

Area calculations are estimates, in square feet.

“Other Areas” comprised of elevator shafts, stairwells, and other vertical penetration areas.

“Outdoor Common Areas” comprised of Patrick Moynihan Place, Woodrow Wilson Plaza, and 14th Street Plaza.

Introduction Page 4 of 4 developing brochures, collateral materials, exterior and interior advertising, a dedicated web site, radio and newspaper ads, special event promotions, press releases, and directional signage.

vii. Construction Management: Manage all ITC construction build out services, space repair and alterations, including ITC tenant-related improvements.

viii. Operations, Maintenance, and Facilities Management (OM/FM): Manage all exterior and interior cleaning services related to the ITC including, pest control, snow and ice removal, and landscaping. Manage minor building repairs of ITC public spaces, conference and event spaces, office, retail, the food court, parking garage, and loading bays.

Manager will also be responsible for operations, maintenance, and facilities management services for the RRB/ITC to include all exterior aspects of the property and a portion of the Federal Triangle Metro Station Tunnel. These services include maintenance of HVAC, electrical, plumbing, and vertical transportation systems.

ix. Security-Related Services: Coordinate all security requirements for ITC tenants.

Respond to alarm issues and emergency incidents, report internal/external building space and parking garage issues to the GSA and RRB/ITC’s security contract management. Coordinate deliveries and convey delivery requirements, coordinate all event security, conduct background checks as required by GSA including HSPD-12 requirements, RRB/ITC badge processing for tenants, subcontractors, and employees.

x. Information Technology and Electronic Systems: Manage all telephone, wireless fidelity, and other cable and telecommunications requirements. Provide IT and internet services to event holders as needed.

GSA is seeking feedback from qualified firms regarding the terms and scope of the general services outlined above. Feedback received may be used to inform a future solicitation for these services. For detailed terms of the contractual structure GSA may use to procure these services, please see Appendix I. For a more detailed scope of the RRB/ITC property, operations, maintenance, and facilities management services GSA may solicit in the future, please see Appendix II.

Appendix I Page 1 of 4

Appendix I

Ronald Reagan Building (RRB) and International Trade Center (ITC)

Outline of General Contract Terms

13 March 2020

Category Proposed Terms of Property Management Services

Contract Term

● 3 years minimum with possibility of up to 7 – one year options

● GSA has the flexibility to structure this contract in any combination of base term and options years up to 10 years.

Contract Type

● Cost Reimbursement (FAR Subpart 16.3, requiring CAS compliance, in accordance with

FAR Part 30) for a minimum of 3 years.

● GSA’s intent is to convert this contract to a fixed price type contract at some point in the future.

Manager

● GSA’s selected offeror for property management services at the Ronald Reagan Building and International Trade Center

● Required services outlined in Appendix II

Manager

Compensation

● A TBD % of Gross Revenues fee (as proposed by offeror and approved by GSA)

● The above fee to be paid monthly, in arrears, based on Gross Revenues received during the immediately preceding month or partial month

Brokerage

Fee(s)

● A TBD % for licensing ITC office and retail spaces (as proposed by offeror and approved by GSA)

● Payment of fee(s) will be 50% at execution of license agreement and 50% at receipt of tenants first month’s rental payment

● Fees will be determined by multiplying the TBD % rate by the amount of base rent for the initial, fixed term of the license agreement less any abated rent

● No license agreement term shall exceed 10-years without GSA approval

Cost Savings

Share

● After two full fiscal years of Manager operating the RRB/ITC, GSA will split actual net cost savings below Approved Operating Budget projections with Manager

● May be proposed by offeror but not a requirement

● RRB/ITC operations must be cash flow positive for Cost Savings Share to be paid

Project

Management

Fee(s)

● Manager shall only be entitled to a project management fee for services requested in writing by GSA

● Project Management Fee schedule to be proposed by offeror and approved by GSA

Gross

Revenues

● The total monthly collections received from the RRB/ITC, including:

o All rents paid by private sector tenants o All revenue collected from parking operations o Operating expense pass-throughs to tenants o All revenue from events, catering, and operation of concessions o Tenant security deposits applied to the payment of rent

● Management fee shall be adjusted for any refunds of collections that originally had a

Appendix I Page 2 of 4 management fee charged against it

Gross Revenue

Exclusions

● Gross Revenues exclude:

o All rents paid by federal tenants in the RRB/ITC o Payments by tenants for amortization of license improvements over building standard, as determined by GSA o Reductions in the security deposits as a result of damage from tenant misuse of or damage to the RRB/ITC o Receipts arising out of the sale of assets, settlement of fire losses or liability claims, condemnation proceeds, etc.

o Rebates, discounts or other credits received by Manager related to purchases, contracts or other arrangements entered into pursuant to operating RRB/ITV o Abated rent o Possessory interest tax paid by private sector tenants o Sales tax o Sales and use tax for parking patrons o Interest income

GSA

Appointment of

Manager

● GSA authorizes Manager to exercise powers necessary for the performance of Manager's obligations as outlined in Appendix II

● Manager has no authority to obligate GSA in any manner except as approved by GSA

GSA Costs

● GSA responsible for costs, expenses, and disbursements incurred by Manager for the

RRB/ITC, including but not limited to:

o License administration o Cleaning services o Landscaping o Maintenance and engineering of RRB/ITC o Supplies and equipment o Onsite office rent of Manager (if any) o On-site telephone expenses, stationery, and postage relating to the RRB/ITV

● Expenses which will not be paid by the GSA include, but are not limited to:

o Late fees on utility bills o Fees to acquire surety bonds which may become necessary as a result of late fees o Overnight mail or courier services for any documents not related to the management of the RRB/ITC o Overhead, accounting, billing, travel and staffing expenses related to the operation of any Manager offices not located at the RRB/ITC and devoted exclusively to the management of the RRB/ITC

Record

Keeping

Requirements

● Manager will maintain books and records for the RRB/ITC supported by proper documentation, including tax records, audit reports, year-end financials, etc.

● Manager will account for and keep detailed records for all cash receipts and cash disbursements generated by the operations of the RRB/ITC on a monthly basis

● Manager shall cooperate with GSA and any third-party in connection with any audit related to the RRB/ITC

● GSA will have access to any and all books and records at all times and provide periodic

Appendix I Page 3 of 4 required reports.

Manager

Employees

● All persons employed in connection with the operation of the RRB/ITC shall be employees, consultants, contractors, etc. of the Manager and not employees of GSA

● Manager will provide GSA with a schedule of the employees employed in the direct management of the RRB/ITC (including names of employees, job description, title, salary, overhead and burden information, and time allocated to RRB/ITC)

● Manager will identify in the proposed Operating Budget for approval by GSA, all employees whose salaries or wages may be charged as employed for direct services rendered to the RRB/ITC

● Manager is required to bear the costs of all salaries of Manager's home office executive and management personnel

● Costs that Manager incurs for wages and benefits of Manager’s employees engaged in management of RRB/ITC (either directly or in proportion to their time spent on management) shall be passed through to GSA, subject to Approved Operating Budget

Termination of

License

Agreements

● Manager may not terminate any license agreement without approval of GSA

Service

Contracts

● Manager shall arrange on behalf of GSA for the cleaning, maintenance and other services outlined in Appendix II needed by the RRB/ITC

● Manager cannot enter into any contract or obligation in connection with the management, operation, and maintenance of the RRB/ITC not included in the Approved Operating

Budget (as outlined in Appendix II) without the prior written authorization of GSA

● To obtain authorization, Manager will provide GSA with a copy of the proposed contract and state the relationship, if any, between Manager and the party proposed to perform work o All proposed contracts must be accompanied by two (2) additional independent bids for same scope

● Each service contract entered into by Manager shall not extend for more than one (1) year o Must also include ability to cancel with thirty (30) calendar days written notice and without cancellation fee o Must require all contractors provide evidence of sufficient insurance

● Funds necessary to pay for the service contracts entered into by Manager in name of GSA paid from the Operating Account with funds advanced by GSA

● Manager will include the RRB/ITC with other properties it manages in the region in bundling service contract requirements with objective of achieving lowest possible costs

GSA

Termination

Rights

● Manager can be terminated under any of the following circumstances:

o If Manager or a service company providing services to the RRB/ITC owned in whole or part by Manager files a petition under any bankruptcy or insolvency statute o If GSA disposes of the RRB/ITC o Any time at GSA’s discretion without cause upon 30 days prior written notice in accordance with the clauses and provisions prescribed in FAR Part 49.

Manager

Obligations

After

Termination

● If terminated, Manager will promptly:

o Deliver to GSA copies of all books, licenses, license files and financial records of the

Managed Premise

Appendix I Page 4 of 4 o Deliverable all funds in the possession of Manager belonging to GSA o Assign to GSA or person designated by GSA all service contracts and personal property used in the operation and maintenance of the RRB/ITC o Adhere to all requirements in FAR Part 49 and its clauses and provisions

Appendix II Page 1 of 9

Appendix II

Ronald Reagan Building (RRB) and International Trade Center (ITC)

Outline of General Scope of Work & Operating Standards

13 March 2020

Category Proposed Scope of Property Management Services

Collection of

Rent and Other

Income

● Manager is responsible for collecting all rents and other charges due in connection with the use of the RRB/ITC and any other income due to GSA for miscellaneous services provided to tenants or to the general public, including, but not limited to, income from rental payments from private-sector ITC tenants, events, parking, tenant storage, vending machines, etc.

o Manager not responsible for collecting rents and other charges due from federal tenants.

● Manager will provide GSA with a recommended rent collection and delinquency policy.

Policy will outline strategies for managing delinquencies, including time-phased actions, notification of defaults, selection and use of legal counsel, litigation and eviction of tenants

Licensing of

ITC Space

● Manager is responsible for licensing all ITC office and retail spaces and will function as

GSA’s in-house ITC leasing representative. Manager will manage the marketing of ITC space, coordination with third-party real estate brokers, negotiation of term sheets, and coordination of GSA execution of license agreements with ITC tenants.

License

Administration

● Manager is responsible for administering the licenses of all ITC tenants.

● Manager will enforce all legal and functional responsibilities relating to administration of each tenant license (i.e., collect rents, apply escalation terms and enforce license contract provisions and manage service requests from tenants.

● Manager will ensure the compliance of tenants with the terms, covenants and conditions of their licenses and will keep tenants informed of, and ensure all tenants comply with all rules and regulations of the RRB/ITC including all federal building guidelines.

● Manager will also ensure ITC tenants receive the services required to be provided by GSA under their licenses and will perform all of GSA’s obligations under the licenses on behalf of GSA.

Construction

Management

● Manager will provide all ITC construction build out, building space repair and alterations and construction services within the RRB/ITC, but not including tenant spaces.

● Responsibilities include construction management services, construction document recordkeeping and coordination, programming, design supervision, bid procurement, management of all subcontractors, inspection, coordination of construction and outside vendors (deliveries/shipments and worker entrance/exit), and all project closeouts.

Conference and

Event Space

Services

● Manager is responsible for all marketing, sales, booking, setup and tear-down services for all ITC conference and event spaces.

● Manager will establish a rate schedule for all conference and event spaces, to be updated annually.

● Manager will provide or arrange ancillary services for all events. Ancillary services include but are not limited to capacity for world-wide broadcasting media coverage to various

Appendix II Page 2 of 9 networks, audiovisual and sound systems services, language translation, conventional and wireless telephone equipment rental, internet access, satellite broadcasting, audio-visual recording, floral work, decorating, and event security.

Catering

Services

● Catering services for events may be performed on-site in the kitchen located on the second floor of the garage. If catering services are provided on-site, Manager will be responsible for all kitchen staffing, food and beverage inventory and preparation, maintenance of all kitchen equipment, glassware, flatware, china, table linens, etc.

● Manager may also provide catering services by utilizing external vendors or allowing off-site catering services provided by vendors within the boundaries of the GSA National

Capital Region.

Concierge

Services

● Manager will provide a professional, uniformed concierge staff to provide services to tenants, conference event attendees, and other building guests.

● A minimum of four concierges will be on site during regular business hours (8:00am to

5:00pm) at the concierge desks located at the North Tower, the 14th street entrance, the

Berlin Wall entrance, and the concourse level.

● All staff shall be knowledgeable about the RRB/ITC, its tenants, services, and activities, as well as Washington, DC-centric information.

Parking

Services

● Manager will staff, operate and maintain the RRB/ITC parking garage. The garage accommodates approximately 1,950 vehicles on four below-grade floors. Floors B-1 and

B-2 have approximately 350 transient parking spaces available to the public to support the

ITC. Floors B-3 through B-4 have approximately 1,244 monthly parking spaces.

● Manager will collect, account, and deposit money (providing valet parking, issuance of permits, payment of taxes, etc.).

● Manager must honor existing parking agreements between GSA and RRB/ITC federal tenants, and GSA and private-sector ITC tenants.

● Manager must provide general valet services and valet assisted “stacked” parking services in order to maximize garage capacity.

● Manager is responsible for coordinating special event parking as required by event holders, exterior valet service must be provided as requested.

● Manager will sell monthly permits giving preference to tenants. Each month, Manager will sell up to the designated number of monthly federal permits based upon a specific limit determined in existing agreements between GSA and RRB/ITC federal tenants, and the designated number for private-sector ITC tenants based on their license agreements.

● All parkers are subject to security screening that is performed by the Department of

Homeland Security (DHS)/Federal Protective Service (FPS).

Vehicular

Deliveries

● All vehicular deliveries to the building are screened at an offsite location and must be coordinated with GSA contact TBD.

● Manager will ensure that all RRB/ITC deliveries comply with loading dock and security procedures and is responsible for coordinating the loading dock’s scheduling, and loading/unloading with a representative of the offsite location.

Marketing ● Manager will promote and market all aspects of the ITC program and design and fabricate marketing and signage materials.

Appendix II Page 3 of 9

● Promotional responsibilities include developing brochures, collateral materials, exterior and interior advertising, a dedicated web site, radio and newspaper ads, special event promotions, press releases, and directional signage.

Operations, Maintenance, and Facilities

Management

(OM/FM)

● Manager is responsible for providing OM/FM services for the RRB/ITC to include all exterior aspects of the building property and a portion of the Federal Triangle Metro

Station Tunnel that houses RRB/ITC tenants.

● Manager will provide all managerial, supervision, labor, supplies, materials, equipment and will plan, schedule, coordinate, and assure the effective and economical completion of all services including but not limited to waste management services, pest control services, snow and ice removal, landscaping, removal of trash, debris and recycle material from all loading docks.

● Manager is responsible for minor building repairs of ITC public spaces, conference spaces, office spaces, retail spaces, and the parking garage (including loading bays).

● Manager is responsible for repairs and maintenance of the garage security pop-up bollards, wedge barriers, and traffic lights and loops for the various eight (8) garage lanes and the controls that operate those devices inside the guard’s booth, as well as the Security

Command Center.

● Manager is responsible for re-lamping all exterior banner poles – flag poles and poles having “fish” eye lights around the building, lights on the roof, under the tree grates and drum lights on the Woodrow Wilson Plaza.

● Manager responsibilities do not include janitorial cleaning within federal tenant spaces except on the Mezzanine level, but will include taking service calls and distributing and tracking same for the federal tenant janitorial contractor and maintaining service call records; taking service calls for the electronic door locking security systems contractor and distributing those service calls to the contractor.

o Manager is not responsible for tracking completion or repair orders for the security system, but will report, as needed, the numbers and types of calls for the security system.

Cleaning, Repair and

Replacement

● Manager is responsible for cleaning, repairing, and replacement in all RRB/ITC common areas except in the federally tenanted spaces, including all stairwells and service corridors, up to any access points secured by the Government of the United States of America. This includes cleaning in ITC office spaces, conference and event spaces, public areas, the parking garage, and service corridors and back of the house spaces.

● Manager is responsible for all preventative maintenance and repair of all Furniture, Fixtures, and Equipment (FF&E) used in association with ITC functions.

Waste

Management

● Manager is responsible for collecting and transporting all solid waste/trash and debris for removal from the RRB/ITC.

● Manager is responsible for ensuring that all solid waste is transported to a solid waste disposal facility that has been certified by the appropriate state agency responsible for solid waste management, or by the Environmental Protection Agency.

● Manager is responsible for the delivery, maintenance, repair, cleanliness, labeling, and removal of storage containers and equipment throughout the contract period. The containers must be kept free of holes, pests, grease, oils, and odors, etc.

Appendix II Page 4 of 9

● Manager is responsible for keeping container and dumpster areas clean. Overflow of materials shall be picked up from the ground and floor area used to collect and consolidate the materials. Hydraulic fluid and oil spillages caused either by the collection vehicles or released from containers at the designated centralized collection site shall be cleaned and disposed of in accordance with the EPA, and State and local regulatory agency requirements.

Mechanical

Equipment

Operations and

Maintenance

● Manager is responsible for the management, operation, maintenance and repair of all

RRB/ITC mechanical systems. Equipment and systems to be managed, operated, maintained and repaired include all mechanical, electrical, plumbing, and utility systems installed in the RRB/ITC, including vertical transportation systems.

● Manager is responsible for performing scheduled and unscheduled maintenance and repairs, as necessary, on a twenty-four (24) hour a day, three-hundred-sixty-five (365) days per year basis, including providing emergency callback service call response and corrective action when determined necessary by the GSA.

● Manager is responsible for all visible and hidden utility systems beginning immediately at the point where the local municipality or other provider terminates their service.

● Manager is responsible for mechanical, electrical and architectural maintenance of all pedestrian tunnels including, but not limited to lighting, conduit, wiring, walls, ceilings, tile flooring and piping (if applicable).

● Manager will maintain all RRB/ITC loading ramps and doors (including all power doors, overhead gates, sliding doors and gates and roll-up doors and gates throughout the building).

Architectural and Structural

Maintenance

● Manager will provide labor, equipment and materials to perform all architectural, structural, and preventive maintenance and repairs to the RRB/ITC interior and exterior including all exterior walls, roofs and roofing systems, flashing, skylights, chimneys, ventilators (and all other items that pierce the roof), gutters, downspouts, splash blocks, overhangs, windows, doors, door locks, door hinges, sidewalks, driveways, building moat drainage areas, snow melting systems, access roads, road and sidewalk curbing, parking areas and parking lot/garages, patios, interior walls, floor coverings, concrete floors, hardwood flooring, carpeting, ceramic tile, interior and exterior stairways, ceiling tiles and ceiling structure systems, Venetian blinds and shades, doors, windows, and all bathroom toilet fixtures.

● Manager will perform touch-up painting to the RRB/ITC interior and exterior, as required, in accomplishing maintenance and repair work.

Elevator and

Escalator

Maintenance

● Manager is responsible for maintenance and repair of all RRB/ITC elevators and escalators.

● Manager is responsible for maintaining a supply of spare parts at the RRB/ITC sufficient for the normal maintenance and expedient repairs of the elevators, escalators, wheelchair lifts, dumb waiters, overhead and handicap doors and gates, and their associated equipment to meet repair timeframes.

● Manager is responsible for providing metal storage cabinet(s), repair parts, and metal containers for storage of waste and other flammable materials along with an adequate supply of tools for making elevator repairs, escalator, wheel chair lifts, dumb waiters, overhead and handicap doors and gates without delay at the RRB/ITC.

● Manager is responsible for conducting elevator and escalator tests as necessary and in

Appendix II Page 5 of 9 accordance with ASME A17.1.

● Manager is responsible for all two-way emergency communication systems in each elevator car.

Garage

Equipment

Maintenance

● With the exception of the security access systems operated by DHS that provide for the first entrance barrier into the RRB/ITC garage entrances, Manager will operate, maintain, and repair all equipment facilitating the garage operation including revenue collection systems and vehicle access gates located within the garage.

● Manager is responsible for all parking signage, lighting, safety devices, overhead vehicular clearance bars, and other general conditions in the parking garage.

Hood

Ventilation

System

Cleaning

● Manager is responsible for ensuring that all hoods, grease-removal devices, fans, ducts and other appurtenances are cleaned, whether by manager or tenant, at intervals necessary to prevent the accumulation of grease. All exterior surfaces shall remain free of smears, stains, smudges, or other soil substances and present a uniform luster.

● Certifications from any hood cleaning firm(s) for completed work must be maintained.

Cleaning records shall state the extent, time and date of cleaning. These records will be maintained on site at the RRB/ITC by Manager.

● Specific hood ventilation cleaning requirements are as follows:

o Seventeen (17) food court spaces have food vending capabilities, and eleven (11) have exhaust capabilities.

o The eleven (11) vendor exhaust systems consist of four major components, 1) the stainless steel hoods themselves, 2) the black iron duct leading from the hood to the exterior exhaust chamber, 3) the exhaust fan(s) and 4) the fire suppression systems for the hoods.

Energy

Management

Control

System, Lighting and

Electrical

Control

Systems, and the Fire Alarm

Monitoring

System

● Manager is responsible for the operation, maintenance and repair of the existing Fire Alarm

Monitoring System. Currently:

o The EMCS controls mechanical systems that provide the environmental interior temperatures required in the building.

o The Square D systems turn the light on and off and monitor electrical consumption and system faults.

o The Ellenco system monitors all devices in the building that will affect a fire alarm.

● Manager will perform all required preventive maintenance on the EMCS, Square D systems, Ellenco and all peripheral components.

● Manager will provide whatever additional temporary personnel or subcontractor support necessary to maintain full and acceptable performance from all building systems during any EMCS, Square D or Ellenco operational failure.

Signage ● Manager is responsible for necessary all labor and materials to change, maintain, repair and replace wall and door mounted identification plaques/signs and numbers.

Information

Technology and Electronic

Systems

● Manager is responsible for oversight, management, payments associated with the ITC’s approximately 70 telephones.

● Manager is responsible for the repair and maintenance of all ITC monitors. Manager will also maintain any media system that supports monitors located in the ITC unless otherwise maintained by an ITC tenant.

Appendix II Page 6 of 9

● Manager will update all daily conference center event schedule monitors before the start of every day to reflect all events taking place during that day. All electronic signage systems and networks including all software and hardware will also be maintained and repaired by

Manager.

● Manager is responsible for maintaining and repairing all mechanical and electronic systems used in the parking garage operation. This includes but is not limited to any repair or maintenance to the cashier system, and the electronic revenue gate systems (that track visitor and monthly parker traffic and enable access and payments at all garage entrances and exits).

Security ● Manager is responsible for coordinating all ITC related tenant and event security activities, including reporting internal/external building and parking issues to GSA, conducting all background checks as required by GSA including HSPD-12 requirements, report suspicious persons, conduct emergency response, and perform information and document security checks and protocol.

● All RRB/ITC security regulations and policies must be complied. This can involve working with the GSA, the Department of Homeland Security (DHS) Federal Protective Service

(FPS), U.S. Secret Service, and others.

● Large events and certain VIP guests may require additional security. Manager will coordinate these services in advance with DHS/FPS and verify security services have been delivered.

Badge

Processing

● Manager is responsible for the collection of the required data for building badge processing for its employees, subcontractors, and for ITC tenants applying for access badges.

● All collected information will be secured and processed per GSA’s required procedures.

This includes but is not limited to facilitating the processing of the required information, tracking all submissions and following up on submissions as required. An electronic fingerprint machine must be operated and maintained for processing all badge applicants.

Operating

Standards

● Manager will manage, operate, and maintain the RRB/ITC at a superior level of management and operation of a quality urban commercial building with a mix of uses.

● Manager will provide professional, uniformed concierge staff and provide services to tenants, conference event attendees, and other building guests. A minimum of four concierges will be on site during regular business hours at the concierge desks at the north tower, the 14 th street entrance, the Berlin Wall entrance, and the concourse level.

● Manager will operate RRB/ITC 24 hours/day, 7 days/week, 365 days/year.

● Manager will operate the parking garage 24 hours/day, 7 days/week, 365 days/year:

o Entries permitted between 5:00AM to 2:00AM o No entries from 2:00AM to 5:00AM o Manager will ensure vehicles can exit 24 hours/day o At times, garage access may be temporarily closed for United States Secret Service protective entry o All garage patrons are subject to security screening that is performed by DHS/FPS

Cleaning

Standards

● Manager will perform the highest level of cleaning and maintenance, congruent with Class-

A urban office buildings, including but not limited to:

o Office cleaning must occur in the evenings between 7:00PM and 11:00PM, Mon-Fri

Appendix II Page 7 of 9 o Interior and exterior public areas must remain clean at all times o Conference and event center set up, cleaning and take down for events. All events must be taken down and cleaned immediately after events are concluded. Evening events must be cleaned before 5:00AM the next day, 7 days/week o The parking garage must be cleaned by 6:00AM, 7 days/week

Maintenance

Standards

● Manager will ensure that the RRB/ITC and surrounding property are free of missing components or defects that could affect the safety, appearance, or intended use of the building, or could prevent any electrical, mechanical, plumbing, utility, or structural system from functioning in accordance with its intended design.

● Manager will ensure that repaired areas are fully compatible with and match adjacent surfaces or equipment. All replacement items will match existing in dimensions, materials, quality of work, finish, color, design, and performance.

● Manager will ensure that during all stages of work, debris will not be allowed to spread into adjacent areas or accumulate in the work area itself. All such debris, excess material, and parts must be cleared and removed at the end of each day while work is in progress. Upon work completion, stains and other unsightly marks must be removed.

Record

Keeping

Requirements

● Manager will maintain books and records for the RRB/ITC supported by proper documentation, including tax records, audit reports, year-end financials, etc.

● Manager will account for and keep detailed records for all cash receipts and cash disbursements generated by the operations of the RRB/ITC on a monthly basis

● Manager shall cooperate with GSA and any third-party in connection with any audit related to the RRB/ITC

● GSA will have access to any and all books and records at all times and provide periodic required reports.

Minimum

Reporting

Requirements

● Manager will provide complete set of financial reports summarizing all transactions for the preceding calendar month no later than TBD period after the end of each calendar month, including:

o Unaudited financial statement prepared in accordance with GAAP, including a balance sheet and operating statements o Utilization report for all conference and event spaces, identifying customers, rental rates achieved by space, etc.

o Comparison against projections for the applicable calendar month in the Approved

Operating Budget

● Manager will provide first updated rent roll within TBD period of the commencement of

Manager responsibilities:

o Additional updated rent rolls within or as requested by GSA

● Manager will provide a Marketing and Licensing Plan that outlines strategies for licensing

ITC office and retail spaces prior to the commencement of Manager responsibilities:

o The plan will outline all rates, terms, and conditions selected Manager believes market will bear for ITC space o Plan will also include a form license agreement to be used in future negotiations between Manager and prospective tenants o Manager shall update plan annually

● Manager will provide a report summarizing Manager’s inspection to address issues such as

Appendix II Page 8 of 9 deferred maintenance, tenant problems, general appearance, service contracts, and market conditions.

o Due to GSA within TBD period of the commencement of Manager Responsibilities o Manager shall update the report annually

● Manager will provide for GSA’s approval a plan for preventive and scheduled maintenance and testing for all mechanical equipment and systems within the RRB/ITC o Will include schedules and procedures for maintenance on an anticipatory basis o Manager shall update the plan annually o Due within TBD period of the commencement of Manager Responsibilities

● Manager will provide financial statement for the RRB/ITC, for such fiscal year (as stipulated by GSA) o Will include a statement of profits and losses, a balance sheet as of the last day of such fiscal year, a cash flow statement for such fiscal year and any other information required by GSA o Due within TBD period after the closing date for accounting and reporting purposes of fiscal year

Operating

Budget

Preparation

● Manager will submit prior to the beginning of each fiscal year (specific timing TBD) a proposed Operating Budget to GSA, prepared on a future cash basis, for management and operation expenses and the replacement, repair, and maintenance of equipment or capital improvements within the RRB/ITC o Will contain estimated monthly cash flows showing estimated income, operating expenses (including management fees), capital expenditures and other nonrecurring items and a list with narrative explanation of assumptions used in arriving at projected leasing activity and rates, expenses, and capital expenditures o Due no later than TBD date of the preceding fiscal year

Approved

Operating

Budget

● If proposed Operating Budget is acceptable to GSA, GSA will notify Manager within TBD period after GSA's receipt of proposed budget (the “Approved Operating Budget”)

● Approved Operating Budget is an authorization for Manager to expend necessary monies to manage and operate the RRB/ITC in accordance with the budget

● Authorization to expend money is limited to:

o For individual major Approved Operating Budget line items, amounts equal to the lesser of (a) TBD % of an Approved Operating Budget expenditure amount, or (b)

TBD dollar amount o For any transaction or series of related transactions when taken with all prior expenditures during the particular fiscal year related thereto amounts equal to the lesser of (a) TBD % of the maximum expenditure amount in the Approved Operating Budget for such fiscal year for such transaction or series of related transactions, or (b) TBD dollar amount in excess of the maximum expenditure amount in the Approved

Operating Budget for such fiscal year for such transaction or series of related transactions

● Nonrecurring costs approved through the budget process is an authorization for Manager to collect bids for the expenditure, and present a final recommendation to GSA for approval

Service

Contracts

● Manager shall arrange on behalf of GSA for the cleaning, maintenance and services needed by the RRB/ITC

Appendix II Page 9 of 9

● Manager cannot enter into any contract or obligation in connection with the management, operation, and maintenance of the RRB/ITC not included in the Approved Operating

Budget without the prior written authorization of GSA

● To obtain authorization, Manager will provide GSA with a copy of the proposed contract and state the relationship, if any, between Manager and the party proposed to perform work o All proposed contracts must be accompanied by two (2) additional independent bids for same scope

● Each service contract entered into by Manager shall not extend for more than one (1) year o Must also include ability to cancel with thirty (30) calendar days written notice and without cancellation fee o Must require all contractors provide evidence of sufficient insurance

● Manager will include the RRB/ITC with other properties it manages in the region in bundling service contract requirements with objective of achieving lowest possible costs

RRB/ITC Property Management Questionnaire

The following questions are ones the GSA will ask during the face-to-face meetings. This list is not all inclusive, but is a solid baseline. Please be prepared to provide responses to these questions.

A. General Questions

1. Combining ITC Property Management and RRB/ITC Operations and Maintenance

Responsibilities: Currently, ITC property management responsibilities and RRB/ITC operations and maintenance responsibilities are satisfied under separate contracts. Would bundling all responsibilities under the ITC property manager make a potential opportunity more or less attractive?

B. Contracting

1. Operating Costs:

a. What is the best way for operating costs to be managed and budgeted under the contractual model outlined in Appendix I (e.g., initial working capital funding requirements, timing for any pass throughs, certification of costs incurred, etc.)?

b. Is it preferable to collect revenue, incur operating costs, and reconcile the difference each month or separate revenue and costs and reconcile each separately?

c. Is it necessary to have an operating account funded by GSA that the manager can draw upon to pay for RRB/ITC expenses?

d. Would your firm consider funding operating expenses out of pocket and then seeking reimbursement from GSA on a monthly basis?

2. Contract Term: What should be the minimum length of the contract term and any extension periods?

3. CAS Compliance/Open-Book Accounting: Is your firm Cost Accounting Standards

(CAS) compliance in accordance with FAR Part 30?

4. Contract Type:

a. The Government intends to convert this contract from cost reimbursement to fixed price type. Are there any barriers that could prevent this?

b. If the contract was a fixed price type would a larger award fee make the fixed price contract type more attractive?

c. Please provide comments (barriers, incentives, etc.) on a hybrid contract type.

This includes having certain line items fixed price and others as reimbursable.

C. Solicitation Content and Process

1. Due Diligence: Please list any/all desired due diligence materials that would help your firm understand the opportunity, decide whether to bid, and prepare a comprehensive proposal (e.g., rent roll, operating budget, etc.)

Questionnaire page 1 of 1