SF18 Rainwater study 2021 07 09.pdf

SPECIFICATION

AND

REQUEST FOR QUOTE

PROJECT:

Rainwater Harvest Systems Technical Compliance Study

LOCATION:

Multiple, See Attachment A of SOW

SITE VISIT:

RFIs:

N/A

July 15, 2021 1:00pm EST.

CONTACT PERSON:

Melissa Martel 202-258-0072

E-mail: melissa.martel@gsa.gov

ISSUING OFFICE: General Services Administration National Capital Region (NCR)

Office of Acquisitions HOTD & Planning Branch

1800 F Street, NW, Washington DC 20407

PROPOSAL DUE DATE PLACE

AND TIME:

Friday, August 6, 2021 melissa.martel@gsa.gov 2:00 P.M. local time (EST)

SOLICITATION NO.:

47PM1121Q0023

GENERAL SERVICES ADMINISTRATION

THIS PROCUREMENT HAS NOT BEEN SET-ASIDE FOR SMALL BUSINESS

mailto:melissa.martel@gsa.gov mailto:melissa.martel@gsa.gov

REQUEST FOR QUOTATION

(THIS IS NOT AN ORDER)

THIS RFQ IS IS NOT A SMALL BUSINESS SET-ASIDE

15. DATE OF QUOTATION

16. SIGNER

a. NAME (Type or print)

c. TITLE (Type or print)

b. TELEPHONE

AREA CODE

NUMBER

STANDARD FORM 18 (REV. 6-95)

Prescribed by GSA-FAR (48 CFR) 53.215-1(a)

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition not usable

8. TO:

b. COMPANYa. NAME

c. STREET ADDRESS

d. CITY e. STATE f. ZIP CODE

9. DESTINATION

a. NAME OF CONSIGNEE

b. STREET ADDRESS

c. CITY

d. STATE e. ZIP CODE

7. DELIVERY

FOB DESTINATION

OTHER

(See Schedule)

10. PLEASE FURNISH QUOTATIONS TO THE

ISSUING OFFICE IN BLOCK 5a ON OR BEFORE CLOSE OF BUSINESS (Date)

IMPORTANT: This is a request for information and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5a. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or service. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotation must be completed by the quoter.

11. SCHEDULE (Include applicable Federal, State and local taxes)

ITEM NO.

(a)

SUPPLIES/ SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

12. DISCOUNT FOR PROMPT PAYMENT

a. 10 CALENDAR DAYS (%) b. 20 CALENDAR DAYS (%) c. 30 CALENDAR DAYS (%) d. CALENDAR DAYS

NUMBER PERCENTAGE

NOTE: Additional provisions and representations are are not attached.

13. NAME AND ADDRESS OF QUOTER

a. NAME OF QUOTER

b. STREET ADDRESS

c. COUNTY

d. CITY e. STATE f. ZIP CODE

14. SIGNATURE OF PERSON AUTHORIZED TO

SIGN QUOTATION

PAGE OF PAGES

1. REQUEST NO. 2. DATE ISSUED 3. REQUISITION/PURCHASE REQUEST NO. 4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG. 1

RATING

5a. ISSUED BY 6. DELIVER BY (Date)

5b. FOR INFORMATION CALL (NO COLLECT CALLS)

NAME TELEPHONE NUMBER

AREA CODE NUMBER

Please see attached

EQWPMAB-21-001847PM1121Q0023

HOTD & Planning GSA PBS R11 Office of Acquisitions Specials Programs Division-HOTD and Studies Washington, DC, DC 20405 USA

Melissa Martel

See below for additional information

(202) 734-4210

7/9/2021

PAGE

OF

ITEM NO.

(a)

SUPPLIES OR SERVICES

(b)

QUANTITY

ORDERED

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

EA

attached statement of work (SOW) dated 5/3/2021.

0002 Lafayette Building Rainwater Harvest Systems Technical 1

PSC: B533 -- SPECIAL STUDIES/ANALYSIS- WATER QUALITY

compliance study to bring the region's rainwater harvest

Place of Performance: 811 VERMONT AVE NW WASHINGTON, DC

Study

Contract Type: Firm Fixed Price

The contractor is required to provide all supervision, systems into regulatory compliance in accordance with the

Deliverable labor, materials and equipment necessary to provide the

PoP: 10/01/2021 - 02/25/2022

__________US Tax Court Rainwater Harvest Systems Technical Compliance compliance study to bring the region's rainwater harvest

PSC: B533 -- SPECIAL STUDIES/ANALYSIS- WATER QUALITY

Compliance Study

EA

labor, materials and equipment necessary to provide the

MARTIN LUTHER KING JR. AVE. SE WASHINGTON, DC 20032-2601

attached statement of work (SOW) dated 5/3/2021.

The contractor is required to provide all supervision, Contract Type: Firm Fixed Price

Deliverable

Place of Performance: ST. ELIZABETH'S WEST CAMPUS 2700

St. Elizabeth's Campus Rainwater Harvest Systems Technical

EPA/HQ Rainwater Harvest Systems Technical Compliance Study systems into regulatory compliance in accordance with the

__________EA

PSC: B533 -- SPECIAL STUDIES/ANALYSIS- WATER QUALITY

The contractor is required to provide all supervision, 20001-0000 attached statement of work (SOW) dated 5/3/2021.

Compliance Study

Place of Performance: 1301 CONSTITUTION AV NW WASHINGTON, DC compliance study to bring the region's rainwater harvest

EA

PoP: 10/01/2021 - 02/25/2022

Deliverable

Contract Type: Firm Fixed Price systems into regulatory compliance in accordance with the

20009-0000

The contractor is required to provide all supervision, PoP: 10/01/2021 - 02/25/2022 labor, materials and equipment necessary to provide the

OF

ITEM NO.

(a)

SUPPLIES OR SERVICES

(b)

QUANTITY

ORDERED

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

PoP: 10/01/2021 - 02/25/2022 compliance study to bring the region's rainwater harvest

Place of Performance: 400 SECOND STREET NW WASHINGTON, DC

Deliverable

Compliance Study labor, materials and equipment necessary to provide the compliance study to bring the region's rainwater harvest

20230-0001

EA

systems into regulatory compliance in accordance with the

EA

Contract Type: Firm Fixed Price

PoP: 10/01/2021 - 02/25/2022 attached statement of work (SOW) dated 5/3/2021.

Switzer Building Rainwater Harvest Systems Technical labor, materials and equipment necessary to provide the

PSC: B533 -- SPECIAL STUDIES/ANALYSIS- WATER QUALITY

Place of Performance: 330 C STREET SW WASHINGTON, DC compliance study to bring the region's rainwater harvest

Deliverable

The contractor is required to provide all supervision, Contract Type: Firm Fixed Price systems into regulatory compliance in accordance with the

The contractor is required to provide all supervision, PoP: 10/01/2021 - 02/25/2022

ATF HQ Rainwater Harvest Systems Technical Compliance Study labor, materials and equipment necessary to provide the compliance study to bring the region's rainwater harvest

EA

PSC: B533 -- SPECIAL STUDIES/ANALYSIS- WATER QUALITY

0005 1

20003-0000 attached statement of work (SOW) dated 5/3/2021.

Study

Contract Type: Firm Fixed Price labor, materials and equipment necessary to provide the systems into regulatory compliance in accordance with the

HOTD Building Rainwater Harvest Systems Technical Compliance

Deliverable

Place of Performance: 14TH + INDEP AVE SW WASHINGTON, DC

20217-0001

PSC: B533 -- SPECIAL STUDIES/ANALYSIS- WATER QUALITY

The contractor is required to provide all supervision, systems into regulatory compliance in accordance with the attached statement of work (SOW) dated 5/3/2021.

OF

ITEM NO.

(a)

SUPPLIES OR SERVICES

(b)

QUANTITY

ORDERED

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

Springs, MD 20993 USA attached statement of work (SOW) dated 5/3/2021.

White Oak Federal Research Campus Rainwater Harvest Systems

Contract Type: Firm Fixed Price

EA

labor, materials and equipment necessary to provide the systems into regulatory compliance in accordance with the

PSC: B533 -- SPECIAL STUDIES/ANALYSIS- WATER QUALITY

The contractor is required to provide all supervision, PSC: B533 -- SPECIAL STUDIES/ANALYSIS- WATER QUALITY

Place of Performance: Federal Research Campus 10903 Spring

EA

PSC: B533 -- SPECIAL STUDIES/ANALYSIS- WATER QUALITY

The contractor is required to provide all supervision, EA

Deliverable

PoP: 10/01/2021 - 02/25/2022

GSA HQ Rainwater Harvest Systems Technical Compliance Study

Deliverable

Contract Type: Firm Fixed Price compliance study to bring the region's rainwater harvest

20407-0001

Deliverable

Technical Compliance Study attached statement of work (SOW) dated 5/3/2021.

labor, materials and equipment necessary to provide the attached statement of work (SOW) dated 5/3/2021.

attached statement of work (SOW) dated 5/3/2021.

Place of Performance: 13TH & C STS SW WASHINGTON, DC

NOAA Satellite Operations Facility Rainwater Harvest Systems

PSC: B533 -- SPECIAL STUDIES/ANALYSIS- WATER QUALITY

systems into regulatory compliance in accordance with the

Place of Performance: NOAA NSOF, Suitland, MD systems into regulatory compliance in accordance with the

Deliverable compliance study to bring the region's rainwater harvest

PoP: 10/01/2021 - 02/25/2022

The contractor is required to provide all supervision, Technical Compliance Study

PoP: 10/01/2021 - 02/25/2022 compliance study to bring the region's rainwater harvest

Contract Type: Firm Fixed Price labor, materials and equipment necessary to provide the

Contract Type: Firm Fixed Price

OF

ITEM NO.

(a)

SUPPLIES OR SERVICES

(b)

QUANTITY

ORDERED

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

EA

compliance study to bring the region's rainwater harvest

Place of Performance: 19TH & C STS NW WASHINGTON, DC

EA

systems into regulatory compliance in accordance with the

Compliance Study

Contract Type: Firm Fixed Price

PoP: 10/01/2021 - 02/25/2022 attached statement of work (SOW) dated 5/3/2021.

20405-0001

EA

labor, materials and equipment necessary to provide the compliance study to bring the region's rainwater harvest

State Dept. HQ Rainwater Harvest Systems Technical

PSC: B533 -- SPECIAL STUDIES/ANALYSIS- WATER QUALITY

Place of Performance: 2201 C ST NW WASHINGTON, DC 20520-0099

The contractor is required to provide all supervision, systems into regulatory compliance in accordance with the

Place of Performance: 18TH AND F STS NW WASHINGTON, DC

USDA HQ Rainwater Harvest Systems Technical Compliance Study

Contract Type: Firm Fixed Price labor, materials and equipment necessary to provide the

Deliverable

PoP: 10/01/2021 - 02/25/2022 compliance study to bring the region's rainwater harvest

PSC: B533 -- SPECIAL STUDIES/ANALYSIS- WATER QUALITY

PoP: 10/01/2021 - 02/25/2022

20250-0001

The contractor is required to provide all supervision, attached statement of work (SOW) dated 5/3/2021.

Contract Type: Firm Fixed Price labor, materials and equipment necessary to provide the

Place of Performance: 12TH & JEFF DRIVE SW WASHINGTON, DC

20240-0001

PSC: B533 -- SPECIAL STUDIES/ANALYSIS- WATER QUALITY

DOI HQ Rainwater Harvest Systems Technical Compliance Study

Deliverable systems into regulatory compliance in accordance with the attached statement of work (SOW) dated 5/3/2021.

The contractor is required to provide all supervision, PoP: 10/01/2021 - 02/25/2022

Deliverable

RFP #47PM1121Q0023

EVALUATION FACTORS FOR AWARD

1. Basis of Award

1.1. General: This source selection procurement shall be awarded based on best value in which all evaluation factors other than cost or price, when combined, are significantly more important than cost or price. Award will be made to the responsible offeror whose offer conforms to the solicitation and presents the best value for the Government. The objective is to select the proposal that offers the most for the money, without necessarily basing selection on the lowest price.

1.2. Award will be made on a firm fixed price contract to one Contractor.

2. Technical Evaluation Factors.

2.1 The following technical factors shall be used

TECHNICAL EVALUATION FACTORS

FACTOR 1 - KNOWLEDGE OF SUBJECT MATTER

FACTOR 2 - EXPERIENCE AND QUALIFICATIONS OF KEY PERSONNEL

FACTOR 3 - MANAGEMENT STRATEGIES

FACTOR 4 - PAST PERFORMANCE OF THE FIRM AND KEY PERSONNEL

EVALUATION FACTOR 1 – KNOWLEDGE OF SUBJECT MATTER

(a) Offeror(s) must submit information that demonstrates knowledge of the proper design, installation and maintenance of Rainwater Harvest Systems as well as common issues experienced as the industry evolved and industry trends that are moving customers away from the common issues. Experience must be demonstrated over at least the six

(6) years prior to the date of the RFP's issuance.

Standard for Evaluation: Standard is met when the offer submits descriptions of the outlined experience over the last six (6) years or more.

EVALUATION FACTOR 2 – EXPERIENCE AND QUALIFICATIONS OF KEY PERSONNEL

(NOTE: Key personnel shall be those persons who will have major contract responsibilities and/or who will provide unusual or unique capabilities and whose availability is considered critical to the accomplishment of required services.)

(a) Identify the key personnel who will manage the overall effort and perform the duties required in this solicitation and indicate their availability to perform the work. This factor will consider whether each person identified as "Key Personnel" acquired experience over the six (6) years or more prior to the RFP issue date. The Offeror may propose a single person to perform multiple roles. For the key personnel who will be assigned to the work under the contract, provide for each person a “brief” resume giving the following information in the order shown below (blanket statements or descriptions are unacceptable):

1. First name, middle initial, last name.

2. Name and address of current employer.

3. Position title for proposed task order.

4. Description of duties and responsibilities projected for the proposed task order.

5. Professional qualifications, registrations, etc.

6. College or high school level and vocational education.

7. Positions held within the last 10 years, the start and end dates for each and the actual duties performed in each position.

Standard for Evaluation: The standard is met when the Key Personnel proposed sufficiently demonstrates experience and their resume reflects all applicable items identified above.

EVALUATION FACTOR 3 – MANAGEMENT STRATEGIES

(a) Provide a “brief” narrative that discusses your management strategies with respect to all phases of work required under this solicitation and describes the Offeror’s organizational structure, lines of communication, relationships, responsibilities, and assignments of the

Key Personnel proposed for this contract.

Standard for Evaluation: The standard is met when the Offeror submits a Narrative

Description that includes the above-mentioned criteria.

EVALUATION FACTOR 4 – PAST PERFORMANCE OF THE FIRM AND KEY PERSONNEL

(a) Provide three (3) references who can verify the competency of the team proposed by providing the following information for each: Company/Agency Name, Primary Contact

Name and their E-mail Address and Telephone Number. Offerors are responsible for assuring contact information regarding references is current.

Standard for Evaluation: The standard is met when references can confirm acceptable experience.

METHOD OF AWARD:

The Government intends to award on best value. Trade-offs are permitted. Responses to all the Evaluation Factors must meet the standards for evaluation to be considered “Technically

Acceptable”. All offers will be reviewed for their ability to meet the technical requirements.

Offers that do not meet all the technical acceptability requirements, shall be ineligible for further evaluation. The awarded is based on best value in which all evaluation factors other than cost or price, when combined, are significantly more important than cost or price. The

Government will award a firm fixed price Purchase Order resulting from this solicitation to the responsible Offeror whose offer conforms to the solicitation and will be most advantageous to the Government, price and technical factors considered.

General Services Administration Public Buildings Service

Office of Facilities Management

Statement of Work Rainwater Harvest Systems Technical Compliance Study for GSA’s National Capital Region

May 3rd, 2021

Table of Contents

1.0 Introduction 4

1.1 Purpose 4

1.2 Objective 4

1.3 Background 5

2.0 Scope of Work 6

3.0 Tasks 6

3.1 Task 1. Develop Project Work Plan and Schedule 6

3.2 Task 2. Prepare Facility Manager/O&M Contractor Interview Questionnaire 7

3.3 Task 3. Conduct Interviews with Facility Manager and O&M Contractor Teams 7

3.4 Task 4. (OPTION) Conduct Site Visits to Perform Field Assessments of the Basic Design and Current Performance of the Systems 8

3.5 Task 5. (OPTION) Summarize Maintenance and Repair Findings and Recommendations 8

3.6 Task 6. (OPTION) Develop Maintenance and Repair Scopes of Work with Cost Estimates 8

3.7 Task 7. Capture Lessons Learned, Best Practices and Industry Trends 9

3.8 Task 8. Integrate All Documentation Into Electronic File Folder Structure 9

4.0 Meetings, Calls and Site Visits 9

5.0 Labor Requirements 10

6.0 Deliverables 10

7.0 Place and Period of Performance / Contract Type 11

8.0 Travel 11

9.0 Government Furnished Equipment (GFE) 11

10.0 Security 11

10.1 Homeland Security Presidential Directive (HSPD-12) and Background Investigations Requirements 11

10.2 Privacy Act 12

10.3 Protection of Information 12

10.4 Secure Information Sharing 13

11.0 Administration 13

11.1 GSA Electronic Invoicing 13

11.2 Delivery Schedule 14

11.3 Inspection and Acceptance 14

11.4 Cancellation of Orders 14

11.5 Unauthorized Commitment 14

11.6 Personal Services 14

12.0 Safety 15

13.0 Government Points of Contact 15

Attachments

● Attachment A, Rainwater Harvesting Systems Background Information Spreadsheet

1.0 Introduction

1.1 Purpose

The General Services Administration (GSA) National Capital Region (NCR) Public Buildings Service (PBS) Office of Facilities Management (OFM), Facilities Management and Services Programs Division (FMSP), is pursuing environmental technical study work to:

1. assess the performance status of the region’s various rainwater harvesting systems so facility managers may make needed repairs or perform needed maintenance,

2. document lessons learned and best practices to share with future project teams considering or planning on designing and installing a new system,

3. understand industry trends around the design and sale of off-the-shelf/stock systems to share with future project teams considering or planning on designing and installing a new system, and

4. learn if and where the best bang-for-the-buck retrofit opportunities exist that could yield additional potable water savings within a favorable payback period.

1.2 Objective

The Objective of this study is four-fold. The first objective is to determine if facility managers have the information they need to:

1. understand the sequence of operation of these systems (where applicable since some understand this well),

2. determine their current operational condition and level of performance, and

3. identify if maintenance or repairs will need to be done to optimize each system’s performance and maximize potable water savings.

The second objective is to document lessons learned and best practices to share with future project teams considering or planning on designing and installing a new system. If the cost to design, install and maintain these systems can be brought down and have shorter payback period profiles, more of these systems could be installed. And if the systems installed had less issues and one umbrella supplier as a contact to help with issues when they occur, the operation and maintenance of the systems seems like it could go more smoothly.

The third objective is to develop an understanding of the following trends: 1) trends in the industry around the development and sale of systems with off-the-shelf/stock designs by suppliers of rainwater harvesting systems, and 2) trends in other federal agencies around the development of standard agency specifications. It is GSA’s understanding that the industry had been observing how often these systems were being value engineered out of projects. So these stock, off-the-shelf system offerings have been an attempt by them to address the affordability issue and hopefully allow more systems to make it through design and be installed. And it is also GSA’s understanding that other federal agencies have been moving toward the development of standard specifications that drive project teams toward the off-the-shelf systems to move away from the customized/one-off design approach that has proven to have a range of drawbacks and pitfalls.

A fourth (option) objective to understand if and where any practical retrofit opportunities could be implemented to enhance the performance of these systems and help the agency further reduce potable water usage within a favorable payback period was planned but will not be included. Budget limitations require that a priority be placed on the other three objectives. But if any particular system appears to present more potential over others as generally noticed while performing the work related to the other three objectives, that would be a valuable lead to have for potential future follow-up.

1.3 Background

NCR’s portfolio includes 16 owned and operated rainwater harvesting systems located at ten different facilities or campuses. Five more systems were installed at facilities no longer owned by or not managed by GSA. There are only two rainwater harvest systems residing at two different campuses in MD. The rest are located in facilities in DC with six in SE, five in SW and eight in NW.

The system at GSA’s headquarters in NW DC is the most sophisticated and complicated in its design and operation and is the only system which harvests greywater in addition to rainwater. Of the remaining systems, two systems harvest groundwater while the rest of the systems exclusively harvest rainwater. Water is reused for a variety of purposes including cooling tower make-up water, toilet flushing and irrigation although NCR attempts to plant landscapes that are drought tolerant so they don’t need a lot of watering.

These systems were largely designed and installed over the last decade to meet stormwater regulations and/or earn LEED points but a few were installed as part of Energy Savings Performance Contracts or to take advantage of excessive amounts of groundwater. The ESPC systems are likely well understood and well maintained by the responsible operations and maintenance contractors since they need the systems to perform well to recoup their costs. How well other systems are understood and maintained will be a hit or miss. And this can be exacerbated if there has been turnover in the facility management staff or in the O&M contractor teams. In these cases, historical knowledge back to the date of operational launch may not be able to be as fully mined as would be helpful.

The lack of standards and codes guiding this industry until more recently meant that these systems consisted of highly customized designs with components from a variety of suppliers. This has resulted in systems that were expensive to design, install and maintain and also posed challenges in identifying which component company to work with to troubleshoot and resolve issues. Some treatment systems have also included approaches that were much more expensive to install and maintain that other ones that would do the same job. Some systems have redundant pumps. And certain types of tanks have had leaks that were difficult to remedy likely due to installation issues.

2.0 Scope of Work

The ultimate purpose of this procurement request is oriented around the four objectives outlined above. However GSA understands that the level of effort involved in this study is very much dependent on the amount of detail pursued and documented. And due to a limited budget, the fourth objective stated above will be made an option so it can be dropped if the first three tasks will need the available dollars to reach meaningful outcomes in those realms. And while the first three objectives could involve diving into great amounts of detail, it will be important to focus on and highlight the narrower set of “key” information and documentation or opportunities that will yield the most meaningful and best value results.

3.0 Tasks

The Tasks defined below shall be required during the contract performance period. The following attachment has been generated to provide additional information to support the Contractor with preparing the Tasks:

● Attachment A, Rainwater Harvesting Systems Background Information Spreadsheet

During the conduct of the work under this contract, the Contractor may conduct interviews (by phone or email) with relevant GSA and contractor personnel, rainwater harvest system company representatives, or other relevant stakeholders. In addition, the Contractor may also conduct site visits as required.

The Contractor shall also prepare a draft and final version of each deliverable required under Tasks 1 through 8.

3.1 Task 1. Develop Project Work Plan and Schedule

Within two weeks of the kick-off meeting, the Contractor shall prepare a Project Work Plan and Schedule to perform Tasks 2 through 8. The Contractor must also include dates for providing draft and final deliverables. The Project Work Plan and Schedule should include proposed dates for any meetings and site visits required inclusive of the minimum specified in Section 4 below.

The Project Work Plan and Schedule shall be provided to the COR, after award but before any work has begun, within two weeks of the kick-off meeting and must be accepted by the COR. During the kick-off meeting and in preparation of the Project Work Plan and Schedule, the Contractor and GSA will determine the frequency of routine project team meetings (e.g., via phone and web-based meetings). The Contractor, COR/Regional Stormwater Program Manager and support team will meet for a minimum of 1 hour per month to discuss project status and deliverables. The Contractor shall be responsible for tracking project status and providing routine (at least monthly) project status updates to the COR. The project status updates will include an updated Project Work Plan and Schedule to show completion progress. The Contractor is responsible for preparing the meeting agenda and minutes for all meetings/conference calls.

3.2 Task 2. Prepare Facility Manager/O&M Contractor Interview Questionnaire

Starting with the questions GSA started drafting a few years ago (which will be shared after award), look at a better way to organize the questions and cut existing or add new questions as needed to make sure that only the most relevant questions are being asked and the most relevant documentation is being sought to reach the best outcomes most efficiently. The deliverable will be a questionnaire along with a written summary of the overall strategy and approach the Contractor suggests following to obtain the answers and information. GSA will review and approve the approach and questions prior to execution. If a meeting to discuss boundaries around the universe of questions that could be asked would be helpful, that can precede the work of this task.

3.3 Task 3. Conduct Interviews with Facility Manager and O&M Contractor Teams

Using the questionnaire developed in the previous task, conduct the interviews with the applicable facility team members most familiar with the operation, maintenance and history of each system. GSA will confirm all of these contacts in advance and provide them to the Contractor. GSA will also brief each facility team in advance on the purpose of this study and about the Contractor contacting them to set up an online meeting for the interview.

Following the interview, the results/answers obtained will be documented in one summary report for each system. Information and documentation gaps shall be highlighted in some obvious way so GSA may work with the Contractor to prioritize trying to fill in particularly needed gaps with the assistance of facility teams during the course of the study. GSA will work with facility teams to pursue the missing documentation as required.

Each report shall include a summary of the key elements of the collected and organized information including but not limited to:

● the original design intent of each system

● the important functional design elements

● the sequence of operation

● the current operational condition and level of performance

● if maintenance or repairs will need to be done to optimize each system’s performance and maximize potable water savings.

3.4 (OPTION) Task 4. Conduct Site Visits to Perform Field Assessments of the Basic Design and Current Performance of the Systems

Prepare an inspection checklist with key design elements and data points for use during the performance of site visit assessments. Visit each rainwater harvesting system in person in order to field verify relevant system attributes and generally assess the design and current performance of each system. This will involve confirming if and what recommendations for maintenance and/or repairs would be best to perform to optimize system performance and functionality. Priority will be given to the biggest-bang-for-the-buck opportunities so making distinctions between nice-to-haves and have-to-haves will be important.

3.5 (OPTION) Task 5. Summarize Maintenance and Repair Findings and Recommendations

This task involves adding additional information into the individual interview reports generated in an earlier task to incorporate site assessment findings and recommendations.

The length of the report only needs to be as long as required to cover the following “summarized” information:

● pertinent background on key details around the design intent, treatment approach, status of available documentation, status of inspection and maintenance task and frequency outline, etc.

● findings from site assessments,

● general routine inspection and maintenance tasks with calendar frequencies (See

Attachment C, Generic Regulatory Rainwater Harvest System Maintenance Inspection Checklist, for reference,

● one-time non-routine maintenance as well as repair recommendations (The recommendations for each system shall be roughly prioritized from the ones with the best financial return to the least return.), and

● retrofit potential (This will be considered an optional task element in case budget constraints require its elimination. Any recommendation made around retrofit potential would only be based on a general sense of any possible opportunity with the major caveat being that more investigation and legwork would be needed to vet the full potential. A more detailed retrofit potential analysis was intended to be an Optioned Task in this scope but was excluded due to budget limitations.)

The findings and recommendations shall be discussed with GSA to decide on the scopes to develop in the next task. And the results of those discussions and decisions made shall be documented and shared as well.

3.6 (OPTION) Task 6. Develop Maintenance and Repair Scopes of Work with Cost Estimates

Scopes of work for the non-routine maintenance and repairs selected through discussions in the previous task shall be developed here to guide facility managers in the procurement process for the needed services. The scope language only needs to be as detailed as required to be actionable. Locally-based and meaningfully derived cost “estimates” shall be provided along with the scopes for use in budget planning. A description of the approach that will be used for generating the cost estimates shall be provided to GSA prior to proceeding with the estimating work. Some approaches used by contractors in the past have included referencing costs from national databases of cost estimates which proved to be exponentially offbase from local pricing.

3.7 Task 7. Capture Lessons Learned, Best Practices and Industry Trends

In this task, GSA would like to understand in summary:

● where the larger issues have surfaced within the existing system inventory as well as the likely source of the issues between design, installation and maintenance,

● what best practices can be documented that address the identified issues, and

● important trend lines in the industry that might inform and guide GSA as it looks ahead to designing, installing and maintaining future rainwater harvesting systems.

The development and sale of systems with off-the-shelf/stock designs by suppliers of these systems is of particular interest. But GSA’s overarching interest is to learn if and how future projects might be able to align with systems that are less costly to design, install and maintain to realize better payback scenarios.

3.8 Task 8. Integrate All Documentation Into Electronic File Folder Structure

The final step in completing this scope of work will involve organizing the content generated in the conduct of work in Tasks 2 - 7 into an electronic file folder and sub-folder format. This will serve as a one-stop shop for all of the specific information related to each system as well as more general information common to rainwater harvest systems and the industry. A simple file folder structure shall be proposed for GSA review and approval before completing the task of organizing the content into the applicable folders.

4.0 Meetings, Calls and Site Visits

● Monthly 1-hour project team virtual check-in meetings;

● Two 1-hour calls with regulatory agencies;

● Virtual meetings (# TBD) with facility teams to obtain needed information;

● Site visits (# TBD) to obtain needed information;

● Two final virtual meetings to present findings and an explanation of final draft deliverables before GSA’s final reviews and then a final debrief.

5.0 Labor Requirements

To be considered for award, the Contractor must propose total firm-fixed hourly rates/prices to perform services in this SOW (in accordance with the Contractor’s Environmental Services (899-1) Federal Supply Schedule where applicable). Staff proposed for this task order should demonstrate experience with pond design, permitting, construction, maintenance, repair and dredging approaches and related costs. Staff proposed should also be shown to possess educational backgrounds and experience in the disciplines (plumbing, irrigation, etc.) required to perform the tasks.

6.0 Deliverables

The Contractor shall prepare a draft of each listed deliverable, and each draft document shall be forwarded to the COR for review by GSA within 10 working days or less (unless otherwise notified well in advance). The Contractor shall make any changes, as required through the review process, prior to delivering the final documents. Each deliverable shall be considered final upon acceptance by the COR.

# Deliverable Tentative Due Date Format

3.0 Tasks - -

Task 3.1 Work Plan and Schedule 2 weeks of KO meeting MS Word / Excel

Task 3.2 Interview Questionnaire Template TBD MS Word / Excel

Task 3.3 Interview Answers Summary Reports TBD MS Word / Excel

Task 3.4 Site Assessment Reports TBD MS Word

Task 3.5 Findings/Recommendations Reports TBD MS Word

Task 3.6 Maintenance and Repair Scopes of Work and Cost Estimates

TBD MS Word / Excel

Task 3.7 Lessons Learned, Best Practices and Industry Trends Summary Report

TBD MS Word

Task 3.8 Documentation File Folders TBD Various Formats

Documentation developed and obtained in the process of preparing the deliverables should be provided to GSA, and may include: photos, reference materials, reports, graphs, charts, drawings.

7.0 Place and Period of Performance / Contract Type

Off-site refers to the Contractor’s offices and on-site refers to GSA facility sites as well as in-transit to and from GSA sites. The work will primarily be performed at the Contractor’s offices or another off-site location. The Contractor is expected to conduct work on-site for site visits of the facilities listed in Attachment A.

The estimated period of performance is from October 1, 2021 to February 25, 2022. Under no circumstances shall the work extend beyond one calendar year beyond the task order award date unless granted in advance by the COR and CO.

This will be a firm fixed price contract.

8.0 Travel

Local travel is not reimbursable. Local travel shall be considered within fifty (50) miles of the GSA Headquarters and within fifty (50) miles from each Regional Office Building. Each of the properties in Attachment A is located within 50 miles of the GSA Headquarters Office. Only local travel is anticipated under this contract in order to obtain additional information to prepare the deliverables under Tasks 1 through 7.

9.0 Government Furnished Equipment - N/A

10.0 Security

The Contractor shall comply with GSA administrative, physical, and technical security controls to ensure that all Government’s security requirements are met. In addition, all Contractor personnel shall adhere to the GSA Public Building Service’s (PBS) rules and regulations. The Contractor is responsible for addressing any issues or concerns raised by PBS within a one week turn around.

The Contractor will work with each site’s facility management team to determine security and access requirements applicable to each site ahead of scheduling site visits.

10.1 Homeland Security Presidential Directive (HSPD-12) and Background Investigations Requirements

For any Contractor personnel performing work under this SOW who shall require access to GSA IT applications, systems, or data, the Contractor(s) shall comply with the Homeland Security Presidential Directive-12 (HSPD-12) security clearance process.

This means first obtaining a fingerprint clearance, which typically takes 3-4 weeks. At that point, the Authorizing Official (AO) can grant limited access on a case by case basis.

Next, a preliminary favorable adjudication of their National Agency Check with Inquiries (NACI) clearance level shall be received. This process can take 1 to 2 months. Only when a full NACI adjudication is received shall full access be granted. This process usually takes four (4) to eight (8) months, though it could take as many as 12 months.

The Contractor(s) shall submit the necessary paperwork to conduct a National Agency Check with Inquiries (NACI) background investigation for each proposed personnel prior to working on the contract. Contractor(s) shall not be granted access to a GSA facility or to any GSA IT system prior to a favorable response to the fingerprint portion of this background investigation. An individual Contractor’s failure to return satisfactory results from the background investigation shall result in immediate removal of that Contractor.

Higher levels of clearance shall also be required depending on the level of trust required to perform specific duties or perform a specific task. For any Contractor who shall have access to Sensitive but Unclassified (SBU), Financial Transactions, Personally Identifiable Information (PII), or any data that is deemed to require a higher level of trust, a Minimum Background Investigation (MBI) shall be required.

The Contractor shall be required to fund their employees’ security clearance and background investigation processes; the Government will not provide funding for these requirements.

10.2 Privacy Act

Work on this contract will require personnel to have access to Privacy Information.

Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

10.3 Protection of Information

The Contractor shall be responsible for properly protecting all information used, gathered, or developed as a result of work under the contract. In addition, the Contractor shall protect all government data, equipment, or information by treating the material as sensitive. SBU information, data, and/or equipment shall only be disclosed to authorized personnel. The Contractor shall ensure that appropriate administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, and/or equipment is properly protected. When no longer required, this information, data, and/or equipment shall be returned to Government control, destroyed, or held until otherwise directed. Items returned to the Government will be hand carried or mailed to the COR using certified mail. The Contractor shall destroy unneeded items by burning, shredding, or any other method that precludes the reconstruction of the material.

10.4 Secure Information Sharing

The Contractor will be required to create a GSA Affiliated Customer Account (GACA).

This will result in the generation of a GSA-specific email address that will allow secure information sharing via a shared location on a Google Shared Drive.

11.0 Administration

11.1 GSA Electronic Invoicing

All invoicing shall be done electronically. Password and electronic invoice access shall be obtained through GSA web site at http://www.finance.gsa.gov. Invoices shall be itemized as per the specific line items utilized during that billing period.

GSAM 552.232-78 PAYMENT INFORMATION (JULY 2000):

The General Services Administration (GSA) makes information on contract payments available electronically at http://www.finance.gsa.gov. The Contractor shall be required to request a password in order to submit their invoice to GSA Finance. This site provides information only on payments made by GSA, not by other agencies. The GSA Finance Customer Service center can be reached by calling 816- 926-7287.

SUBMISSION OF INVOICE INFORMATION:

The Contractor shall submit its EFT information to the following office:

GSA, Finance Division (BCFA) P. O. Box 17181, Fort Worth, Texas 76102-0181

The Contractor shall submit original/draft invoices to the Contracting Officer's Representative/Project Manager at the following email address and copies submitted to the Contracting Officer:

Russell Clark (COR/PM) Regional Stormwater Program Manager

GSA’s National Capital Region, Public Building Service, Office of Facilities Management 1800 F St. NW, Room 4336, Washington, DC 20407 russell.clark@gsa.gov, C: 202-704-3642

**FINAL INVOICE shall be submitted to the CS/CO only, after CO approval it will route to COR.

INCLUDE THE FOLLOWING INFORMATION ON THE INVOICE IN ORDER

FOR IT TO BE CONSIDERED PROPER FOR PAYMENT:

(a) Contract Number

(b) ACT Number

(c) Applicable CLINs in which the costs were incurred, quantity, unit price and extended price

(d) List of all applicable materials and/or services provided under this order to include the part number, nomenclature, quantity, and the unit and extended price The Contractor shall include the following statement on all invoices submitted for payment: “The costs and pricing contained within this invoice do not exceed the allowable costs of the applicable Government contract.”

The Contractor shall submit with a GSA Form 1142- Release of Claims with submission of the final invoice at the end of the period of performance. A copy of the form should be sent via email to the Contracting Officer identified in Block 26A of the award document (GSA Form 300) and to the Contract Specialist and COR identified as the Government POCs in this SOW.

11.2 Delivery Schedule

The Contractor’s delivery schedule shall be as follows: project delivery schedule is set up with the project team and invoices are processed monthly.

11.3 Inspection and Acceptance

The Government will have ten (10) business days to complete the review of each deliverable and accept or reject the deliverable by giving written notice. When the Government fails to complete the review within the review period, the deliverable shall become acceptable, unless an extension of the review period is requested and mutually agreed upon. In the event of rejection of any deliverable, the Contractor shall be so notified in writing by the Government PM or CO, giving the specific reason(s) for the rejection. The Contractor shall have ten (10) business days to correct the rejected deliverable and return it to the Government PM.

11.4 Cancellation of Orders

The Government has the right to terminate this contract if the requirement is eliminated, changed, or no longer needed. The Government will notify the Contract Holder, in writing thirty (30) calendar days prior to the stop work date.

11.5 Unauthorized Commitment

The Government PM or any other client representative is not authorized to change any of the terms and conditions of the contract. Changes, if any, shall be made by the CO only.

11.6 Personal Services

The Government has determined that in order to satisfy the requirements in this SOW the use of a JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION is in the best interest of the Government, economic and other factors considered, and this contract is not being used to procure personal services prohibited by the Federal Acquisition Regulation (FAR) Part 37.104 titled "Personal Services Contract."

12.0 Safety

The contractors are expected to follow all safety procedures and take all precautions that they think should apply to the conduct of their work while on GSA properties.

13.0 Government Points of Contact

Melissa Martel (Contracting Officer) GSA/NCR/PBS – Office of Acquisition HOTD & Planning Branch, Special Programs Division Office: (202) 734-4210 or C: (202) 258-0072 melissa.martel@gsa.gov

ATTACHMENT A. RAINWATER HARVESTING SYSTEMS BACKGROUND INFORMATION SPREADSHEET

FACILITY NAME RESPONSIBLE

AGENCY

AREA

LOCATION

RWH SYSTEM

LOCATION

SOURCE OF

WATER

PART OF

AN ESPC

CONTRACT

VERY LOW

TECH/MINIMAL

DOCUMENTATI

ON

ANALYSIS

LEVEL

NEEDED

DC

St. Elizabeths Campus

GSA SE DC

US Coast Guard DOC rainwater No No Medium

Cafeteria rainwater No No Medium

Center Building - East rainwater No No Medium

Center Building - West rainwater No No Medium

West Addition rainwater No No Medium

Hitchcock Hall rainwater No No Medium

GSA HQ GSA NW DC

South Courtyard &

Basement rainwater and greywater No No Medium

Lafayette Building GSA NW DC Basement rainwater No No Medium

EPA HQ

GSA

NW DC

WJC Building South Courtyard rainwater No Yes Very Low

GSA

EPA E/W Connecting

Wing Basement rainwater No Yes Very Low

US Tax Court GSA NW DC Loading Dock rainwater No Yes Very Low

ATF HQ GSA NW DC Basement groundwater Yes No Medium

Switzer Building GSA SW DC Basement rainwater No No Medium

HOTD Building GSA SW DC TBD rainwater No Yes Very Low

DOI HQ DOI NW DC TBD rainwater Yes No Low

USDA HQ USDA SW DC TBD rainwater No No Low

State Dept. HQ State NW DC Basement rainwater No No Low

O'Neil Building AOC SW DC TBD rainwater No No Low

Eisenhower Memorial

NPS SW DC

Along Independence Ave & basement of Visitor's

Center rainwater No No Low

MD

White Oak Federal Research Campus

GSA

White Oak, MD

Central Utility Plant rainwater No Yes Very Low

NOAA Satellite Operations Facility

GSA

Hillcrest Heights, MD

Basement groundwater No No Medium

KEY: Owned and Maintained by

GSA

Owned by GSA but Maintained by Tenant Agency

GSA Installed but Now Owned and Maintained by Other Agency