RRB15R0005-_Facility_Maintenance_Services.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 & 30

1. REQUISITION NUMBER

5. SOLICITATION NUMBER

RRB15R0005

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

12/29/2014

7. FOR SOLICITATION INFORMATION

CALL:

a. NAME Kaitlyn Braswell(kaitlyn.braswell@rrb.gov)

b. TELEPHONE NUMBER (No collect calls) 312-751-4538

8. OFFER DUE DATE / LOCAL

TIME

01/27/2015 12:00:00

CODE ACQMGMT

U.S. Railroad Retirement Board Acquisition Management 844 N. Rush St.

Chicago, IL 60611

9. ISSUED BY UNRESTRICTED OR X SET ASIDE: 100.00 % FOR

X SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS: 561210

SIZE STANDARD: $38,500,000

10. THE ACQUISITION IS

SEE

SCHEDULE

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED 0 Days: 0.00 %

0 Days: 0.00 % 0 Days: 0.00 % 0 Days: 0.00 %

12. DISCOUNT TERMS

13a. THIS CONTRACT IS

RATED ORDER UNDER DPAS

13b. RATING

RFQ IFB X RFP

14. METHOD OF SOLICITATION

036CODE15. DELIVER TO

U.S. RAILROAD RETIREMENT BOARD

FACILITY MANAGER

844 N. RUSH ST., 2ND. FL.

CHICAGO, IL 60611

CODE 03916. ADMINISTERED BY

U.S.RAILROAD RETIREMENT BOARD

ACQUISITION MANAGEMENT

844 N. RUSH ST., 9TH FL.

CHICAGO, IL 60611

FACILITY

CODE

CODE

Telephone No.

17a. CONTRACTOR/

OFFEROR

CODE18a. PAYMENT WILL BE MADE BY

U.S. RAILROAD RETIREMENT BOARD

FISCAL OPERATIONS

844 N RUSH ST., 5TH FLOOR

CHICAGO, IL 60611

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER SEE ADDENDUM

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS

CHECKED

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/SERVICES

(Use Reverse and/or Attach Additional Sheets as Necessary)

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

See Lines

25. ACCOUNTING AND APPROPRIATION DATA

See Line Item Detail

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

X 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4, FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE X ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4, 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

X 28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 1 COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH

OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE

TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REF. _____________________________ OFFER

DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK 5)

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN,

IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (TYPE OR PRINT) Paul T. Ahern

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 02/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

Document Number: RRB15R0005 PROCESSED Page 1 of 38

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _________________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

PARTIAL FINAL

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

COMPLETE PARTIAL FINAL

36. PAYMENT 37. CHECK NUMBER

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 02/2012) BACK

Document Number: RRB15R0005 PROCESSED Page 2 of 38

Table of Contents

Section Description Page Number

I Introduction I Overview

II Schedule of Supplies and Services II Price Schedule Information

III Statement of Work III RRB Headquarters Operational Requirements and Repairs

IV General Terms and Conditions 52.217-8 Option to Extend Services (Nov 1999) RRB.A.01 A. General RRB Provision-1.Technical Direction RRB.A.07 A. General RRB Provision-7.The Role of Government Personnel and Responsibility for Contract Administration RRB.B.03 B. Security Provisions-3.Additional Security Requirements 52.232-33 Payment by Electronic Funds Transfer - System for Award Management (Jul 2013) RRB.A.02 A. General RRB Provision-2.Term of Contract 52.228-15 Performance and Payment Bonds - Construction (Oct 2010) 52.204-14 Service Contract Reporting Requirements (Jan 2014) 52.217-9 Option to Extend the Term of the Contract (Mar 2000) 52.222-42 Statement of Equivalent Rates for Federal Hires (May 2014) 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (Oct 2014) RRB.A.09 A. General RRB Provision-9.Site Visit 52.228-1 Bid Guarantee (Sept 1996) 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998)

V Proposal Submission Instructions 52.233-2 Service of Protest (Sept 2006) V Supplemental Instructions to Offerors

VI Evaluation and Award 52.212-2 Evaluation - Commercial Items (Oct 2014)

VII List of Attachments VI List of Attachments

Document Number: RRB15R0005 PROCESSED Page 3 of 38

Section I - Introduction

I Overview

A. Agency Information The U.S. Railroad Retirement Board (RRB) is an independent agency in the executive branch of the federal govern-ment. The RRB’s primary function is to administer comprehensive retirement/survivor and unemployment/sickness in-surance benefit programs for railroad workers and their families under the Railroad Retirement Act and the Railroad Unemployment Insurance Act. The RRB also administers aspects of the Medicare program and has administrative re-sponsibilities under the Social Security Act and Internal Revenue Code.

The RRB headquarters is located at 844 N. Rush Street in Chicago, IL 60611. The RRB currently employs approximately 900 employees who work in its headquarters and in 53 field offices across the country in localities easily accessible by large numbers of railroad workers.

B. Purpose The RRB seeks a contractor who shall provide operation services and maintenance of all mechanical, electrical, util-ity, interior, exterior and structural systems in the U.S. Railroad Retirement Board headquarters building located at 844 North Rush Street,Chicago,Illinois 60611-2092.

C. Performance Based Service Contracting Solicitation/Contract This solicitation has been developed in response to the Office of Federal Procurement Policy (OFPP) initiative to in-crease the use of performance-based contracting methods in the acquisition of services. Performance-based contracting emphasizing objective, measurable mission-related outputs rather than how the work is performed or broad and impre-cise statement of work. It requires objective, standards in developing statements of work, selecting contractors, determ-ining contract type and incentives, and performing contract administration.

D. Site Visit Offerors should visit the building and become familiar with existing conditions; examine all contract documents relat-ing to this work, and become fully informed as to the extent and character of the work required. We strongly encour-age offerors to make a thorough site investigation before submitting an offer. No allowances will be made for failure of the offerors to avail themselves of such information. A walk-thru for all interested parties will be done Wednesday January 7, 2015 beginning at 10:00 a.m. local time. Please Contact the Facility Manager listed below to schedule attendance for the site visit.

Name: Scott Rush Room No.: 2nd Floor Address: 844 No. Rush Street City, State, Zip: Chicago, Illinois 60611-2092 Phone No.: (312) 751-4566 Email: scott.rush@rrb.gov

E. Post Award Conference In order to codify the implementation and procedural issues attendant upon contract performance start up, it is anticip-ated that a post award conference will be held within 5 business days after contract award. The post award conference can be accomplished via telephone call or in-person at the RRB Headquarters Facility, 844 North Rush Street, Chicago, Illinois 60611. The contractor must attend this conference and be prepared to discuss an initial phase-in plan. As part of the initial phase-in plan, the Contractor shall demonstrate an overall understanding of the project and review the back-ground information and materials provided by the RRB. Discussions shall also include the scope of work, deliverables to be produced, how the efforts will be organized and project conducted, assumptions made, and expected results. The contractor will be responsible for all costs related to attending this conference.

Section II - Schedule of Supplies and Services

Number Supplies or Services Quantity Unit Unit Price Total ( Inc. disc., tax, and fees)

0001 Maintenance of Office Buildings 1.000000 $

Period of Performance: 04/01/2015 - 03/31/2016

Description: Initial year of facility maintenance services. Period of performance 04/01/2015 to 03/31/2016

Document Number: RRB15R0005 PROCESSED Page 4 of 38

Number Supplies or Services Quantity Unit Unit Price Total ( Inc. disc., tax, and fees)

0001aa Maintenance of Office Buildings 1.000000 $

Period of Performance: 04/01/2015 - 03/31/2016

Description:

The offeror shall submit a firm-fixed price per month for providing operations and maintenance services (as described in Section III), excluding overtime and emergency call-back, but including supplemental services (See Provision III.F) for the initial 12-month period.

0001ab Maintenance of Office Buildings 0.000000 HR

Period of Performance: 04/01/2015 - 03/31/2016

Description:

Offeror shall provide a firm fixed hourly rate for providing overtime services as described in Provision III.D. Offerors are required to enter a single hourly rate regardless of any commitments on the part of the offeror to pay various rates to its employees.

0001ac Maintenance of Office Buildings 0.000000 HR

Period of Performance: 04/01/2015 - 03/31/2016

Description:

Indicate a firm fixed hourly rate for providing Emergency call-back services as described in Provision III.E. Offerors are required to enter a single hourly rate regardless of any commitments or the part of the offeror to pay various rates to its employees.

0002 Maintenance of Office Buildings 1.000000 $

Period of Performance: 04/01/2016 - 03/31/2017

Description: Option year one for facility maintenance services. Period of performance 04/01/2016 to 03/31/2017

0002aa Maintenance of Office Buildings 1.000000 $

Period of Performance: 04/01/2016 - 03/31/2017

Description:

Option Year 1: The offeror shall submit a firm-fixed price per month for providing operations and maintenance services (as described in Section III), excluding overtime and emergency call-back, but including supplemental services (See Provision III.F) for the 12-month period.

0002ab Maintenance of Office Buildings 0.000000 HR

Period of Performance: 04/01/2016 - 03/31/2017

Description:

Option Year 1: Offeror shall provide a firm fixed hourly rate for providing overtime services as described in Provision III.D. Offerors are required to enter a single hourly rate regardless of any commitments on the part of the offeror to pay various rates to its employees.

0002ac Maintenance of Office Buildings 0.000000 HR

Period of Performance: 04/01/2016 - 03/31/2017

Description:

Option year 1: Indicate a firm fixed hourly rate for providing Emergency call-back services as described in Provision III.E. Offerors are required to enter a single hourly rate regardless of any commitments or the part of the offeror to pay various rates to its employees.

0003 Maintenance of Office Buildings 1.000000 $

Period of Performance: 04/01/2017 - 03/31/2018

Description: Option year two of facility maintenance services. Period of performance 04/01/2017 to 03/31/2018

0003aa Maintenance of Office Buildings 1.000000 $

Period of Performance: 04/01/2017 - 03/31/2018

Description:

Option Year 2: The offeror shall submit a firm-fixed price per month for providing operations and maintenance services (as described in Section III), excluding overtime and emergency call-back, but including supplemental services (See Provision III.F) for the 12-month period.

Document Number: RRB15R0005 PROCESSED Page 5 of 38

0003ab Maintenance of Office Buildings 0.000000 HR

Period of Performance: 04/01/2017 - 03/31/2018

Description:

Option Year 2: Offeror shall provide a firm fixed hourly rate for providing overtime services as described in Provision III.D. Offerors are required to enter a single hourly rate regardless of any commitments on the part of the offeror to pay various rates to its employees.

0003ac Maintenance of Office Buildings 0.000000 HR

Period of Performance: 04/01/2017 - 03/31/2018

Description:

Option Year 2: Indicate a firm fixed hourly rate for providing Emergency call-back services as described in Provision III.E. Offerors are required to enter a single hourly rate regardless of any commitments or the part of the offeror to pay various rates to its employees.

0004 Maintenance of Office Buildings 1.000000 $

Period of Performance: 04/01/2018 - 03/31/2019

Description: Option year three of facility maintenance services. Period of performance 04/01/2018 to 03/31/2019.

0004aa Maintenance of Office Buildings 1.000000 $

Period of Performance: 04/01/2018 - 03/31/2019

Description:

Option Year 3: The offeror shall submit a firm-fixed price per month for providing operations and maintenance services (as described in Section III), excluding overtime and emergency call-back, but including supplemental services (See Provision III.F) for the12-month period.

0004ab Maintenance of Office Buildings 0.000000 HR

Period of Performance: 04/01/2018 - 03/31/2019

Description:

Option Year 3: Offeror shall provide a firm fixed hourly rate for providing overtime services as described in Provision III.D. Offerors are required to enter a single hourly rate regardless of any commitments on the part of the offeror to pay various rates to its employees.

0004ac Maintenance of Office Buildings 0.000000 HR

Period of Performance: 04/01/2018 - 03/31/2019

Description:

Option Year 3: Indicate a firm fixed hourly rate for providing Emergency call-back services as described in Provision III.E. Offerors are required to enter a single hourly rate regardless of any commitments or the part of the offeror to pay various rates to its employees.

0005 Maintenance of Office Buildings 1.000000 $

Period of Performance: 04/01/2019 - 03/31/2020

Description: Option year four of facility maintenance services. Period of performance 04/01/2019 to 03/31/2020.

0005aa Maintenance of Office Buildings 1.000000 $

Period of Performance: 04/01/2019 - 03/31/2020

Description:

Option Year 4: The offeror shall submit a firm-fixed price per month for providing operations and maintenance services (as described in Section III), excluding overtime and emergency call-back, but including supplemental services (See Provision III.F) for the12-month period.

0005ab Maintenance of Office Buildings 0.000000 HR

Period of Performance: 04/01/2019 - 03/31/2020

Description:

Option Year 4: Offeror shall provide a firm fixed hourly rate for providing overtime services as described in Provision III.D. Offerors are required to enter a single hourly rate regardless of any commitments on the part of the offeror to pay various rates to its employees.

Document Number: RRB15R0005 PROCESSED Page 6 of 38

0005ac Maintenance of Office Buildings 0.000000 HR

Period of Performance: 04/01/2019 - 03/31/2020

Description:

Option Year 4: Indicate a firm fixed hourly rate for providing Emergency call-back services as described in Provision III.E. Offerors are required to enter a single hourly rate regardless of any commitments or the part of the offeror to pay various rates to its employees.

II Price Schedule Information

A. Description of Services. The Contractor shall provide operation services and maintenance of all mechanical, electrical, utility, interior, exterior and structural systems in the U.S. Railroad Retirement Board headquarters building located at 844 North Rush Street,Chicago, Illinois 60611-2092.

B. The offeror shall enter in the spaces provided above a firm-fixed price. Pricing for Basic Services, Overtime Services, and Emer-gency Call-Back services is to be entered in CLINs 0001-0005 under sublines 0001aa-0005ac. Prices shall include all labor, supervi-sion, management, materials and equipment (except what is excluded elsewhere in this solicitation), and required administrative sup-port for the operations and maintenance services specified in this solicitation. Offerors must quote prices for each of the 4 renewal options, in addition to the initial period, in order to be considered for award. The RRB reserves the right to extend the term of the contract in accordance with the clause entitled Option to Extend the Term of the Contract.

1. The offeror must quote a firm fixed price for ALL basic, overtime, emergency call-back and supplemental service time periods to be considered for award.

2. DO NOT INCLUDE any contingency to cover increased costs for which adjustments are provided for under the Fair Labor Standards Act and Service Contract Act price adjustment (option contracts) clause contained in this solicita-tion. In the event the option(s) is exercised by the Government, the contract price(s) will be adjusted upward or down-ward at the time the option is exercised in accordance with the clause entitled “Fair Labor Standards Act and Service Contract Act - Price Adjustment Multiple Year and Option Contracts”. FAR 52.222-43 (Nov 2006)”.

3. Offerors are cautioned that any offer may be rejected as nonresponsive if it is materially unbalanced as to prices for the options and the initial contract period. An offer is unbalanced when it is based on prices which are significantly less than the cost for some work and prices which are significantly overstated for other work.

C. Maintenance repair and architectural and structural maintenance services under $2,000 and the first $2,000 for repairs in the $2,000 to $10,000 category per occurrence are to be provided as part of the basic service. For repairs greater than $2,000.00, (see Sec-tion III.C.5.b). The RRB will reimburse Contractor for cost of repairs plus allowable General and Administrative (G&A) costs and profit or fee.

G&A Profit/Fee Basic __________% _____________% Opt Yr. 1 __________% _____________% Opt Yr. 2 __________% _____________% Opt Yr. 3 __________% _____________% Opt Yr. 4 __________% _____________%

D. CONTRACTOR INFORMATION FOR ORDER ADMINISTRATION

1) Order address ______________________

2) Business Size ______________________

3) Federal Tax ID # ______________________

Document Number: RRB15R0005 PROCESSED Page 7 of 38

Submit on IRS Form W9 with offer

4) DUNS No. ______________________

5) Remit Address ______________________

6) As applicable, GSA MAS Contract Number _______________ Please attach (or E-Mail) a copy of contract.

Effective dates ___________ - ______________.

7) Authorized representatives:

Business Technical

Name:

Phone #:

Fax #:

E-Mail:

8) Central Contractor Registration on the System for Award Management (SAM) completed*:

Yes [ ] No [ ]

* Offeror must be properly registered, including business size annotation, in SAM to be eligible for award of a Federal contract or or-der.

(See www.sam.gov)

E. Automatic Price Adjustment for Minor Inventory Changes.

1. If changes are made in the inventory of equipment requiring preventive (scheduled maintenance during the period of performance of the contract (including option periods), the contract price shall be automatically adjusted as follows, using the current edition of the “Preventive Maintenance” section of R.S. Means’ Means Facilities Maintenance & Repair Cost Data:

a. For each item added or deleted, multiply the annualized manhours standard for the most comparable item in the book by the appropriate hourly rates in the Price Schedule.

b. To the value determined in (a) above, add the annualized material bare cost for the same item in the book.

c. This process should be conducted for each item of equipment added or deleted to the inventory. Deletions shall be treated as negative numbers and decrease the contract price.

d. The summation of item values determined by steps (a) through (c) above shall produce the total change in contract price. This may be positive or negative.

2. This adjustment only applies to actual physical changes in building equipment during the term of the contract. Errors in inventory or assessment of the facility by the Contractor when developing the Contractor’s offer are the responsibility of the Contractor and shall not result in price adjustment.

F. Cumulative Adjustment

1. If cumulative price changes exceed +15%, or -10%, of the base price of the contract, the process referenced in Section II. E. shall no longer be used. The contract shall be subject to negotiated equitable adjustment. If Means Facilities Maintenance and Repair Cost Data does not include certain items, changes in inventory quantities of these items shall be subject to a negotiated equitable adjust-ment.

G. Price Adjustments for Equipment Upgrades

If the Government funds upgrades to controls or equipment, the contract price is subject to a negotiated price reduction to reflect the decrease in operations and maintenance costs reasonably expected from the improvements.

H. Responsibility for Assessing the Facility

Document Number: RRB15R0005 PROCESSED Page 8 of 38

The Contractor, at the time of developing an offer in anticipation of a contract, is responsible for assessing the facility equipment in-ventory, condition of equipment and systems. The Contractor is afforded some additional protection from repairs liability under the initial deficiency list provisions herein, but is otherwise responsible for assessing the cost and effort needed to meet contract require-ments. Equipment inventory and maintenance records provided for the review of offerors are provided in good faith for informational purposes, but usually contain some errors. Contract price will not be adjusted on the basis of errors in records reviewed by the con-tractor when preparing the offer.

PERIOD OF PERFORMANCE

ITEM START END

0001 04/01/2015 03/31/2016

0001 aa 04/01/2015 03/31/2016

0001 ab 04/01/2015 03/31/2016

0001 ac 04/01/2015 03/31/2016

0002 04/01/2016 03/31/2017

0002 aa 04/01/2016 03/31/2017

0002 ab 04/01/2016 03/31/2017

0002 ac 04/01/2016 03/31/2017

0003 04/01/2017 03/31/2018

0003 aa 04/01/2017 03/31/2018

0003 ab 04/01/2017 03/31/2018

0003 ac 04/01/2017 03/31/2018

0004 04/01/2018 03/31/2019

0004 aa 04/01/2018 03/31/2019

0004 ab 04/01/2018 03/31/2019

0004 ac 04/01/2018 03/31/2019

0005 04/01/2019 03/31/2020

0005 aa 04/01/2019 03/31/2020

0005 ab 04/01/2019 03/31/2020

0005 ac 04/01/2019 03/31/2020

Section III - Statement of Work

III RRB Headquarters Operational Requirements and Repairs

A. General Requirements.

1. The Contractor shall provide operations and maintenance service to support the listed aspects of the building opera-tions including but not limited to watches, tours, water treatment, preventive maintenance (PM) and energy conserva-tion. All equipment shall be maintained in accordance with the manufacturer’s recommendations and/or the best prac-tices of the industry including especially:

• American Society of Heating Refrigeration and Air Conditioning Engineers, Inc. (ASHRAE)

• Thermal Environmental Conditions for Human Occupancy

• Environmental Protection Agency (EPA) guidelines on Air Pollution

• ANSI/ASME Safety Code Requirements

• Manufacturer’s Recommendations

Document Number: RRB15R0005 PROCESSED Page 9 of 38

• Executive Order 13423 of January 24, 2007, Strengthening Federal Environmental, Energy, and Transportation Manage-ment

• National Fire Protection Association (NFPA)

• The requirements of this solicitation

• All other applicable laws, regulations, rules, ordinances, and codes.

a. Operations and maintenance is defined as all services, repairs and testing necessary to maintain all mechanical, elec-trical, utility, interior and exterior systems, in a fully operational mode at all times except for scheduled downtime in-cluding all labor, parts and materials.

b. The Contractor shall provide all management, supervision, labor, materials, supplies, repair parts, tools, instruments and equipment, and shall plan, schedule, coordinate and ensure effective and economical completion of all work and services specified herein.

c. The Contractor will perform the above described operations and maintenance services at the U.S. Railroad Retire-ment Board, 844 North Rush Street, Chicago, IL 60611-2029.

d. Equipment under warranty shall be maintained in accordance with warranty instructions and conditions.

2. The Contractor shall provide environmental temperatures mandated by the Government during the heating and cooling seasons. The occupant agencies working hours are between the hours of 6:00 a.m. and 6:00 p.m.Monday through Friday excluding Federal holidays. Proper environmental conditions must be maintained during those hours.

Based upon weather conditions, this may necessitate operating building HVAC equipment prior to these hours. Build-ing equipment shall not be operated unnecessarily during the evening hours, on weekends or Federal holidays, or when the total building or specific areas of the building are not in use. Contractor operation of HVAC outside regular work-ing hours is within scope but will be requested in advance from the COR to the Contractor’s on-site senior representat-ive. Such services shall be funded under a separate obligation document and will be reimbursed at the overtime rates.

a. Running tests or checks of large or high energy use equipment, such as chillers, pumps, air handling equipment, etc., shall be performed during normal operating times provided that it does not cause an interruption in service or in-crease monthly demand cost. The COR will define the peak usage periods during which tests or checks are prohib-ited, and provide the Contractor with this information.

b. Boiler operation shall be in accordance with Environmental Protection Agency guidelines on air pollution.

c. The Contractor must negotiate seperately and directly with the commercial tenants on the First Floor for HVAC ser-vices after hours, Saturday and Federal holidays. Charges for such service WILL NOT be reimbursed by the Gov-ernment.

3. When applicable, the Contractor shall obtain any special tools necessary to troubleshoot, service and maintain the building’s mechanical, electrical, utility, interior and exterior systems, and accessories.

4. The Contractor shall maintain the machinery spaces, shops and storage areas in a clean and orderly manner. When work is performed in these areas, the Contractor’s personnel shall clean up all grease, oil, other lubricants, and debris and leave the area in a safe and presentable condition.

5. All scheduled work that requires systems, equipment, or accessories to be taken out of service shall be coordinated with the COR and the Contractor shall report to the COR the status of the equipment or systems not operating due to uncompleted work by the close of each workday. Any equipment or system not operational by the official start time of the occupants shall be reported to the COR by 8:00 a.m. that day.

6. Exhibit 1, Safety and Health, is incorporated into any service contract which is likely to involve contact with sprayed or troweled on asbestos containing materials, damaged or deteriorated pipe or boiler insulation which contains asbestos, PCB type transformers, capacitors and other hazardous materials or building components including cleaning and/or disposal of same. The Contractor should contact the COR to address matters concerning the apparent or con-firmed presence of hazardous/toxic materials/substances in the facility(ies) covered by this contract to obtain specific information and instructions regarding the extent/location of the materials/substances.

7. Water Treatment

a. The Contractor shall provide chemicals and services, including application required to control corrosion, scale, algae, and slime in all heating and air conditioning equipment and systems throughout the building. These will include steam, Document Number: RRB15R0005 PROCESSED Page 10 of 38 hot water (for heating), condensate, chilled water, and condenser water for both open and closed systems. Contractor shall maintain 22-25% glycol ratio in chilled water closed loop system. (Unless otherwise specified by the manufac-turer).

b. All automatic feeding devices required for water treatment, and not now installed shall be furnished by the RRB and shall remain the property of the RRB. It will be the contractor’s responsibility to maintain this equipment.

c. The Contractor shall submit a report, to the COR, on the initial water analysis and the prescribed water treatment pro-gram within 25 calendar days of the starting date of the contract. The Contractor will also submit supplemental reports subsequent to any changes required in the treatment program.

d. The water treatment must prevent the buildup of adherent mineral deposits (scale) on the heat transfer surfaces of the equipment of systems being treated.

e. Contractor warrants that the chemicals used in the water treatment program will not endanger the health or safety of per-sons coming into contact with the materials and will not harm personnel or damage real property. The Contractor also warrants that the chemicals used in the water treatment program shall have no detrimental effect on the metallic, non-metallic and wood materials in the equipment being treated. Chemicals shall be considered in compliance with current water pollution regulations of county, state and the Environmental Protection Agency (EPA).

f. Required water treatment tests and frequency are shown in Exhibit 21.

8. Air Filters

a. Shall be “carbon” pre-filters on all floors for all main air-handling units. Filters shall be carbon impregnated type with non-woven polyester media 10.44 Grams/Carbon per square foot. These pre-filters shall be changed semi-annually.

b. All main air handling units shall also have 95% efficiency pleated bag type filters with a MERV rating of 15. These bag filters shall be replaced annually and must have an anti-microbial coating.

9. Building Automation System

a. The contractor will be responsible for the operation and troubleshooting of the building automation/energy management system for the facility. The contractor will change the building operating parameters in the building automation system (BAS) to provide tenant comfort without excessive energy usage. The contractor will be responsible for associated HVAC end device hardware, i.e. valves, sensors,Variable Frequency Drive’s (VFD) and actuators etc. Contractor will not be responsible for maintaining the Tridium area network controllers, Circon VAV’s, and all control panels housing circon controllers of the BAS. Front end system is owned by the RRB but utilized and operated by the contractor. The LonWorks lighting control hardware for the facility will be maintained by a separate RRB contract outside of this con-tract. However, all other lighting hardware is the responsibility of the contractor.

b. The existing building network layout is shown in Exhibit 23.

B. Preventive Maintenance Requirements.

1. The Contractor shall repair, replace and/or service any piece of mechanical or structural equipment, component or part of the mechanical or structural system as is required in a well planned preventive maintenance program. The preventive maintenance program shall consist of systematic examination of the mechanical or structural mechanical, electrical, utility, interior and exterior systems. The Contractor shall be responsible for establishing an effective system for accomplishing scheduled and unscheduled maintenance, including a backlog listing of work to be accomplished. (See Section III.J. for reporting requirements.)

2. The principal period to provide basic maintenance and repair service shall be 6:00 a.m.through 6:00 p.m., Monday through Friday except Federal holidays. This does not preclude the contractor from factoring in his/her pricing, overtime costs associated with providing preventive maintenance services for servicing equipment outside the basic work hours. This scheduling of preventive maintenance work would be required after hours to avoid disruption to employee operations. Equipment to be figured un-der this category should include but is not limited to air handling units, cleaning and rodding of drain stacks, fire pumps (5 yr. test).

3. All preventive maintenance scheduled for each month must be completed during that month. Re-quests by the Contractor for deviations from the approved schedule must be submitted 2 weeks in ad-vance with appropriate justification to the COR for approval. All preventive maintenance work shall be initiated and tracked through the existing automated work order system in place currently at the RRB.

This automated work order system is called Micromain XM. The COR will not give automatic approval to schedule change requests.

4. The Contractor shall conduct running tests or checks of large or high energy use equipment, such as

Document Number: RRB15R0005 PROCESSED Page 11 of 38 chillers and air handling equipment. The tests shall be performed during normal operating times provided that it does not cause an interruption in service or increase monthly demand cost. The COR will define the peak usage periods during which tests or checks are prohibited, and provide the Contract-or with this information.

5. Equipment for which scheduled maintenance is to be performed less frequently than annually (i.e., every 3 years, every 5 years, etc.,) shall be proportionally scheduled for completion during the first 9 months of the appropriate contract year, taking into consideration the existing PM cycle.

C. Repairs

1. Repairs are defined as unscheduled work required to prevent a breakdown of a piece of equipment or system or work required to put the equipment or service back in service after a breakdown or failure.

2. Structural repairs are defined as unscheduled maintenance and repair work involving the interior and exterior of the building(s) including; but not limited to: exterior walls, roofing, flashing, skylights, chim-neys, ventilators (and other items that pierce the roof), down spouts, splash blocks, overhangs, windows, doors, sidewalks, driveways, curbing, parking areas, patios, concrete floors, ceramic tile, interior stair-ways, ceilings and ceiling tile, Venetian blinds and shades, doors, windows, toilet fixtures, piping sys-tems, electrical systems and equipment (including lighting fixtures).

3. The level of repair shall assure that the property is free of missing components or defects which af-fect the safety, appearance, or intended use of the building(s) or would prevent any electrical, mechanic-al, plumbing, or structural system from functioning in accordance with the design intent. Corrected or repaired work shall be carried to completion, including touch-up painting and/or operational checks.

The quality of the work and the repaired areas shall be fully compatible with adjacent surfaces or equip-ment.

4. All replacement structures, equipment, or features shall match existing dimensions, materials, quality of work, finish, color, and design.

5. Repair Charges

a. The Contractor shall be responsible for all costs associated with accomplishing all ar-chitectural and structural repairs where the cost of labor, equipment and material is ex-pected to be $2,000 or less. This dollar threshold applies to each individual repair job that may be required. The Contractor shall accomplish such repairs within 10 calendar days or at the discretion of the COR. The Contractor shall notify the COR 24 hours in advance of any work that is to be performed and would be disruptive to building occu-pants or interfere with normal building operations.

b. Any repairs where the cost of labor, equipment and materials is estim-ated to be in excess of $2,000, but not to exceed $10,000, shall be immedi-ately reported to the COR. Work in the above price range shall not be per-formed until the Contractor and COR have reached an agreement on the price to accomplish the project. This requirement may be waived by the COR in case of an emergency. The COR will report to CO and CA all emergency conditions and need for repair within 4 clock hours or before the close of business, whichever is sooner. The Contractor shall submit to the COR a detailed cost breakout to perform the work. This shall include the labor hours by trade or by the various types of work to be performed on the project and an itemized listing of the cost of supplies, materials and any overhead. The Contractor shall compute the labor costs using the offered unit hourly rates for overtime services prorated down from time and a half to regular time as specified in Section II.E.1. The Contractor shall be responsible for the first $2,000 for each repair that does not ex-ceed $10,000 in this category. The contractor is not responsible for the first $2,000 for any repair in excess of $10,000.

Note: All repairs in excess of $2,000 shall be immedi-ately reported to the COR. Repairs between $2,000 and $10,000 are subject to negotiation between the Con-

Document Number: RRB15R0005 PROCESSED Page 12 of 38 tractor and the government.

c. The Government reserves the right to furnish any or all parts/materials required for a particular repair to the Contractor as Government furnished property if the repair exceeds $2,000. If the Contractor furnishes the parts/materials, the price to be paid shall be on the basis of established catalog or list prices, in effect when material is furnished, less all applic-able discounts, but in no event shall such price be in excess of the Con-tractor’s sale price to his most favored customers for the same item in like quantity, or the current market price, whichever is lower.

6. The Contractor shall respond promptly (within 30 minutes) to requests for routine ser-vice. Service calls are responses and subsequent repairs to problems reported to the Con-tractor by RRB Facilities Help Desk and building occupants. If the service call cannot be resolved within 30 minutes, the Contractor shall immediately secure the equipment, and notify the COR of the problem and the time and date corrective action will be completed.

In the case of the Boiler, Air Condition or electrical systems, or those service calls deemed emergency work, this type of work shall continue with immediate notification to the COR of the problem and time and date corrective action will be completed. All emer-gency calls shall be routed through the RRB Facilities Help Desk. These emergency calls will be responded to within 15 minutes. All service calls routine and emergency type will be tracked through the currently in place building automation work order sys-tem.

D. Emergency Call-Back Service

1. Emergency-call back service consists of restoring inoperative equipment and/or systems which are causing disruption to the arrival and departure of building occupants, or other situations determined by the COR to be of an emergency nature, outside of regular building operating hours (6:00 a.m. to 6:00 p.m.).

2. The Contractor shall respond promptly to emergency call-backs (within 1 hour of the time of notification) to the site of the emergency during other than normal operating times. The Contractor shall remain on the job until the emergency has been resolved. If the situation cannot be resolved immediately, the Contractor shall promptly notify the COR of the time and date corrective action will be taken. Requests for service may be made by the COR by telephone. When emergency call back services are provided during other than normal operating times, the Contractor will be paid at the hourly rate specified in Section II. CLINs for emergency services (CLINS 0001-0005 sublines 0001ac-0005ac).

3. Emergency call-back hours shall be defined as all hours other than those defined as normal operating hours(specified in Section III.D.1).

E. Overtime Service

1. During the term of the contract, the COR may require the Contractor to use overtime to perform work within the scope of this contract for the purpose of expediting return of equipment and/or systems to operating condition or to minimize disruption to building occupants. The use of overtime will be au-thorized only by the COR.

2. Overtime Services. Overtime services are those non-emergency call-back services provided at times other than those defined as “normal operating time” per Section III.A.8. Periodically, occupant agencies may work on Saturdays, Sundays or evenings. In this case, the building equipment must be operated to maintain the environmental conditions present during normal operating hours. There may be occasions when it is deemed necessary by the COR that certain repair services be performed at times other than normal operating time (for example, to restore a boiler to operation before the start of the next work day).

3. The Contractor shall provide overtime services when requested, either verbally or in writing, by the COR. The request for overtime services will normally be made 2 hours in advance.

Document Number: RRB15R0005 PROCESSED Page 13 of 38

F. Supplemental Service.

1. The Contractor shall provide 20 hours per month of supplemental services. Supplemental services are defined as any work, requested and authorized by the Government (COR) that is directly related to the operation and maintenance of the physical plant and facility under this contract. Work shall be per-formed immediately, if necessary (i.e., an exigency), although typically a 48 hour notice will be given.

2. See also Section III.C.4.b.

3. The Contractor shall furnish locksmith services and supplies for routine installation and removal of lock-sets and tumblers, duplication of keys, repair of defective lock-sets, opening doors, cabinets, and safes in the event of lost keys and changing of combinations. If the Contractor loses any keys, the Con-tractor is responsible for changing or retumbling all affected locks and must provide the appropriate keys at the Contractor’s expense.

4. Supplemental services are included in the price for Basic monthly services. Any amount of the re-quired 20 hours not used in a particular month shall be available for use in succeeding months. The RRB will maintain a log of all monthly hours used. All such hours shall be completed in any given con-tract annual period.

G. Pricing for Services - As defined in D. & E. above.

The Contractor will be paid at the hourly rate for each hour a contract employee spends at the site, not for each hour the equipment is operated. For example, if a Contractor employee goes to the site, starts up the equipment, leaves the facil-ity and returns several hours later to shutdown the equipment the Contractor will only be paid for hours spent at the site starting up and shutting down the equipment and/or completing the repair under emergency call-ack or overtime provi-sion.

H. Exclusions

1. The Contractor shall be responsible, effective on day one of the contract, for all mechanical or structural mainten-ance that falls within the scope of the contract. The Contractor will not be responsible to correct any mechanical defi-ciency outside the scope of the contract under the monthly price for basic service. This does not exempt deficiencies from coverage under this contract that developed or were caused prior to the contract effective date.

The upgrading of equipment to meet changes in code requirements is not within the scope of this specification.

2. The Contractor shall not be required to make repairs made necessary by reason of negligence or misuse of the equipment by persons other than the Contractor, his representatives and employees, or any other cause beyond the con-trol of the Contractor, except ordinary wear and tear.

3. The Contractor shall not be required to perform any repairs where the cost is expected to exceed $10,000. This dol-lar threshold applies to each individual repair that may be required.

4. The Contractor shall not change or alter existing mechanical or structural equipment or any electrical circuits, wir-ing, controls, or sequencing without the written consent of the COR. If changes are authorized, the Contractor shall make appropriate revisions to the mechanical or structural drawings and/or specifications. All parts or components in-stalled, or improvements made, by the Contractor during the term of this contract shall become and remain the property of the Government.

I. Staffing Personnel

1. Minimum Work Levels

a. These specifications are a statement of the minimum level of work and services that are to be provided under this contract. They are not intended to be, nor shall they be con-strued as, limiting specifications or requirements. At a minimum the Contractor will be required to take all steps and measures which would be taken by a prudent building own-er to maximize the life expectancy of the property. At a minimum, the Contractor shall provide a total of three (3) full-time journeymen mechanics. Of these three (3) mechan-ics, a minimum of one (1) full-time journeymen level mechanic shall be on site during

Document Number: RRB15R0005 PROCESSED Page 14 of 38 occupied hours to respond to all types of service calls. Staggering the shifts of the three

(3) journeymen mechanics during operating hours is acceptable as long as the shift begins and ends during operating hours. The Contractor shall perform the majority of the pre-ventive maintenance after the official working hours of the building, to the greatest extent practicable.

b. The Contractor shall instruct his personnel that any time they perform work under this contract they shall:

Sign in and out on the “Record of time of arrival and departure” from building located at the first floor security desk.

2. Maintenance Work in Commercial Space.

Under provisions of the Public Buildings Cooperative Use Act, 17,500 square feet of street-level space at the RRB has been out-leased to a private sector developer. Con-tractor employees providing services under the terms of a contract resulting from this so-licitation shall be assigned full time to satisfy only the RRB requirements. Therefore, FTE assigned to the RRB shall provide no maintenance support to the out-leased spaces during their assigned shifts at the RRB. Any maintenance services provided by the con-tractor to any facilities in the ground floor out-leased space are outside the scope of this solicitation and shall not be paid for by the government.

3. Qualifications of Personnel.

a. Journeyman Mechanic

The Contractor shall provide a journeyman mechanic(s) on site daily, dur-ing the hours of 5:30 a.m. and 6:00 p.m., Monday through Friday, exclud-ing Federal holidays, to monitor the operational status of the mechanical systems and respond to all types of service calls. All mechanical mechan-ics engaged in the contract activities specified herein must be of a journey-man status as recognized by the industry and be licensed by the state, local authority, and/or the city local authority in those trades, crafts or profes-sions which require licensing by such jurisdictions. The license must be of a grade or other level consistent with the requirement of the work being performed and/or as established by the referenced jurisdictions. A copy of the license for each employee shall be furnished to the COR. Each must possess at least 3 years, in the past 5 years, experience in the maintenance, repair, installation and/or inspection of mechanical systems and equipment of equal or greater size, scope and complexity as those covered under this contract. Both new and replacement mechanics must meet these qualifica-tion standards. A detailed resume containing the information specified herein must be submitted to the CO or his designee for approval prior to the assignment of any mechanic to the contract:

(1) The full name of the proposed mechanic.

(2) A detailed description of the employment history of the proposed mechanic for the past 5 years.

(3) The name(s) and address(es) of the companies for whom the proposed mechanic worked for the past 5 years, along with the name(s) and telephone number(s) of the im-mediate supervisor(s).

(4) In the absence of any licensing requirement by state and local jurisdictions, the Contractor shall certify, in writ-ing, to the COR, that the mechanical personnel involved in the performance of this contract are competent.

b. Contractor shall train all their employees on the building fire alarm system, procedures to follow in the event of fire or other emergency including the pulling of fire alarm devices when necessary. In addition, all employ-ees must become thoroughly familiar with the Govern-ment’s “Occupant Emergency Plan”.

Document Number: RRB15R0005 PROCESSED Page 15 of 38

c. Employees will be trained to participate in building fire drills and to operate the building alarm systems. Contractor shall coordinate this train-ing with the COR. All contract employees are to receive this training within 30 days after assignment to duty.

4. Supervision.

a. Contractor shall employ competent supervisory person-nel shall be employed, and they will, at a minimum, have completed a supervisory training course. The on-site su-pervisor is required to be fully conversant in English.

b. The Contractor shall assign an on-site supervisor who will be responsible for the accuracy and completeness of all work performed.

c. The Contractor or his supervisor shall be available at all times, when the contract work is in progress, to receive no-tices, reports or…