SJDO_TE-1 DEFINITIONS.pdf

Technical Exhibit 1 – Definitions

1. Above Standard Services Above Standard Services are custodial and grounds maintenance and related services not covered in the monthly price of the contract. Such services shall be issued as individual Task Orders when applicable.

Contractor prices include all applicable labor, materials, supplies, equipment (except as otherwise provided), supervision, and management. Historical examples of this type of service but are not limited to are: cloth towels, polishing underneath sides of glass, dusting agency owned pictures or personal property, paper towels other than what is required for the paper towel dispensers, cleaning fitness center equipment, etc.

2. Acceptable Quality Level (AQL) The maximum percent defective (or the maximum number of defects per hundred units) that, for purposes of random sampling, may occur before the Government will affect the price computation system in accordance with the Performance Requirements Summary, and the Inspection of Services Clause. When the method of surveillance is other than random sampling, the AQL is defined as the amount of defective work in the lot that may occur before the Government will affect the price computation system in accordance with the Performance Requirements Summary. An AQL does not allow a contractor to knowingly offer defective service, but limits outputs drawn from a lot. The number of outputs in the sample is the sample size.

3. Architectural and Structural “Architectural and structural” systems include all building structure, envelope, building improvements and finishes, and site improvements (e.g., paving, walkways, asphalt, etc.) to the property line.

4. As-Builts Drawings A set of drawings that are marked-up by the contractor building a facility or fabricating a piece of equipment that show how the item or facility was actually built versus the way it was originally designed. At the completion of a project, the as-built drawings describe what was actually built.

5. Basic Service The “basic services” of the contract consist of the recurring operations and maintenance contract requirements for which the Contractor is paid as a base price, i.e., the requirements established by the contract statement of work and related general and administrative requirements that do not contain provisions for separate reimbursement.

6. Building A reference to “facility” and “site” is interchangeable with “building”. A man-made structure or edifice which services are performed within or on the exterior of the formation and is intended to support or shelter any use or continuous occupancy.

7. Building Automation System (BAS) The “building automation system” is a system controlling and monitoring building HVAC, and possibly other systems, to include all device, field, and global controllers; instrumentation; networking infrastructure; computers and peripherals; software; programming; database files; and licenses.

8. Building Operating Plan The “building operating plan” is a mandatory plan that the Contractor prepares for Government approval that describes the Contractor’s program for operating and maintaining the building, to include both normal circumstances and contingencies.

9. Computerized Maintenance Management System (CMMS) A “computerized maintenance management system” is a database and application software package that automates the O&M and repairs record keeping requirements. C.2.9 Consumable Parts

10. Consumable Parts “Consumable parts” or components are parts or components that customarily require regular replacement rather than repair in a maintenance program and must be disposed of properly. Examples include oil, grease, belts, filters, ballasts, lamps, etc. All filter efficiency ratings shall be at the highest percentage possible but not less than a MERV rating of 8.

11. Contracting officer (CO) “Contracting officer” is the person with the overall responsibility for administering this contract. He/she alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the contract terms, conditions, requirements, specifications, details and delivery schedules; make final decisions on disputed deductions from contract payments for non-performance or unsatisfactory performance; terminate the contract for convenience or default; and issue final decisions regarding contract questions or matters under dispute. Additionally, he/she may delegate certain other responsibilities to his/her authorized representatives.

12. Contracting Officer Representative (COR) “Contracting officer’s representative” is the person designated by the CO at time of award and if necessary revised by letter during the contract period to assist him/her in discharging his/her responsibilities. The responsibilities of the COR include but are not limited to: Evaluating Contractor performance with the Government's representative at the work site; advising the Contractor of proposed deductions for non-performance or unsatisfactory performance; compliance with contract requirements as the work is concerned; and advising the CO of any factors which may cause delay in work performance.

13. Contractor “Contractor” as used in this document refers to the firm awarded this contract.

14. Contractor Furnished Property (CFP) All property and supplies other than Government Furnished Property required to perform the specified services of this contract.

15. Controls and Control System A “control system” is any low-voltage control, communication and monitoring system, including but not limited to device, field, and global controllers; instrumentation; networking infrastructure; computers and peripherals; software; programming; database files; and licenses. Examples are the BAS and lighting control systems. Fire protection systems and security systems are excluded from this definition for purposes of this contract and are defined separately. Gateway devices and mapping software and files for data interchange between a control system and a fire protection or security system are considered part of the control system.

16. Custodial A reference to “custodial” is interchangeable with “janitorial”. Custodial and related services include cleaning, window washing, trash removal, recycling, landscaping, and maintaining a building or area.

17. Deduct Percentage The percentage of a contract line-item price that represents the dollar value of a particular performance indicator of that contract line item, described in the applicable Performance Requirements Summary

18. Defective Service A unit of service which contains one or more defects, or nonconformance with specified requirements.

19. Emergency Callback An “emergency callback” is a service call or other request for service placed outside of normal working hours and of such a nature that response cannot wait for the resumption of the next day’s normal working hours.

20. Environmentally Preferable Products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, products and chemicals, packaging, distribution, reuse, operation, maintenance, or disposal of the product or service.

21. Existing Deficiency List Report The “existing deficiency list report” or “existing deficiency list” is a list of deficiencies that may exist in the equipment and systems covered by this performance work statement, as well as the Contractor's itemized price (including, but not limited to, labor, materials, overhead, and profit) for correcting each deficiency.

22. Federal Holidays “Federal holidays” for the purposes of this contract are New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day. When Federal holidays fall on weekends, a weekday is typically designated as the holiday. Holidays that fall on Saturday are observed on the previous Friday and holidays that fall on a Sunday are observed on the following Monday.

23. Fire Protection and Life Safety Systems “Fire protection and life safety systems” are systems and equipment installed in the building to

(1) detect fire and products of combustion, (2) notify building occupants and emergency responders, (3) initiate smoke control and management systems (4) initiate fire suppression systems, (5) control or suppress fires and (6) facilitate or enhance emergency egress. These systems also may communicate with other major building systems for fire and smoke control, elevator recall, and utilities control. Life safety systems and equipment includes emergency lighting, exit signage, special egress door locking arrangements, and exit stair markings.

24. Green Cleaning Green cleaning is a planned and organized approach to cleaning that uses products and processes that go beyond simple appearance and focuses on reducing impacts on human health and the environment.

25. Good Laboratory Practice Reference is made to Good Laboratory Studies and 21CFR Part 58, Good Laboratory Practice for Non- Critical Laboratory Studies.

26. Government Field Coordinator The individual who is designated as being responsible for Government monitoring and technical direction for the Contracting Officer Representative. (COR)

27. Government Furnished Property (GFP) All Government facilities, property, and supplies provided to the Contractor to be used and/or expended by the Contractor in carrying out responsibilities set forth in this contract.

Ownership of GFP remains that of the Government at all times (unless and until consumed and expended in the normal course of business) and all GFP must be returned or accounted for upon completion of the contract terms as set forth in this contract.

28. Indefinite Quantity “Indefinite quantity” provisions permit the Government to order additional work, in addition to the basic services, and upon acceptance permit additional payment to the Contractor.

29. Journeyman One who has served and passed a recognized apprenticeship which includes four year’s experience in a specific trade.

30. Key Personnel The Project Manager, Assistant Project Manager, and the Chief Engineer

31. Laboratory Support Equipment Equipment in support of the laboratory research mission appearing on the building equipment inventory.

32. Lot The total number of service outputs in a surveillance period, as defined in the AQL column of the Performance Requirements Summary (PRS).

33. Maintenance Includes preventive maintenance.

34. Miscellaneous Work “Miscellaneous work” is additional labor that is performed at the request of the COR at no additional cost to the Government (i.e., they are part of basic services.) The Contractor may also have to provide consumable materials to complete the request.

35. Modification Modification is a bilateral or unilateral change in the terms of a contract.

36. Normal Working Hours “Normal working hours” is the hours of building operations under most circumstances when all services must be provided to all occupants. Normal working hours are: Normal operating hours: M-F, 6am to 10pm EST for O&M personnel and M-F, 6 am to 6 pm AST for Custodial/Janitorial personnel.

37. Occupant Emergency Plan (OEP) The largest agency in each building is responsible for development and enforcement of the building’s “Occupant Emergency Plan” (OEP). The OEP details what the building tenants must do in case of an emergency. The plan identifies fires wardens, shelter in place locations etc. The Contractor must support all OEP efforts to the fullest extent possible.

38. On-site Supervisor The term "onsite supervisor" means a person designated in writing by the Contractor who has authority to act for the Contractor on a day-to-day basis at the work site. In order to be able to react instantaneously to emergency situations, the Contractor must provide for instant communication between the SJDO Facilities personnel offices and the onsite supervisors during normal operation time (e.g., two-way radios, pagers).

39. Operations “Operations” is the continual process of using building equipment systems to accomplish their function, optimize building performance, and improve energy efficiency. Operations includes analysis of requirements and systems capabilities, operating controls, and control systems, responding to service calls, touring and observing equipment performance and condition, adjusting equipment, identifying needed maintenance and repairs to equipment, and maintaining lubrication and chemical treatments, etc.

40. Ordering Official Ordering Officials shall be appointed by letter from the CO. Ordering Officials will be the Government’s representative for the ordering of supplies and services.

41. Operational support The providing of all services other than maintenance and shop services in accordance with applicable statutes, regulations, and standards as are herein prescribed; and in such a manner that Center programs are allowed to function at optimum levels.

42. Operator Checks and Services Routine inspections of all services to plant and equipment performed by the operator as a standard part of his/her operation of the plan or equipment; while similar to preventive maintenance, it is not included in the definition of preventive maintenance.

43. Overtime Services Overtime services are services provided at times other than those defined as "normal operating time'.

Periodically, occupant agencies may work on Saturdays, Sundays, or evenings in which case the building equipment must be operated to maintain the environmental conditions present during normal operating hours.

44. Performance Based Service Contracting The procurement strategy that seeks to issue technical requirements that set forth outcomes for performance instead of specific requirements on how to perform the service. This strategy shifts the risk of performance to the Contractor by allowing the Contractor to design the methods of achieving desired results as defined by the performance quality standards established by the Government.

45. Performance Requirements Summary (PRS) Identifies the key service outputs of the contract that will be evaluated by the Government to assure contract performance standards are met by the contractor.

46. Physical Security Those actions taken to preserve property from loss or damage.

47. Predictive Maintenance “Predictive maintenance” is a program of maintenance activities in which scheduling of maintenance derives from monitoring the operating condition, or changes in the operating condition, of equipment being maintained.

48. Preventive Maintenance (Scheduled and Unscheduled) “Scheduled preventive maintenance” is a program of maintenance activities performed based on a fixed schedule or on equipment runtimes. “Unscheduled preventive maintenance” is all work performed including adjustments and procedures necessary to sustain the proper operation of all building equipment and systems pending a scheduled procedure.

49. Product Preference Products that are identified as “environmentally preferable”, and bio-based will be selected over those which do not carry such designations. The following factors to consider when selecting products include environmental performance, cost performance, bio-based, recycled content, biodegradability, technical performance, and availability.

50. Quality Assurance Surveillance Plan (QASP) The QASP is the Government’s surveillance method of monitoring and evaluating the Contractor's performance under a Performance Based Statement of Work (PBSOW).

51. Quality Control Program The Contractor’s complete system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. Preparation of the written plan is the responsibility of the Contractor.

52. Quality Assurance Those actions taken by the Government and the Contractor to assure services meet the requirements of the Performance Work Statement (SOW).

53. Quality Control Those actions taken by a Contractor to control the performance of Service so that they meet the requirements of the SOW.

54. Random Sample A sampling method in which each service output in a lot has an equal chance of being selected.

55. Remedial Maintenance Repair of buildings and structures and their installed equipment, utility systems, and process and non-process equipment in accordance with manufacturers' recommendations or standards within the industry, to restore it to its proper operating condition. This term may be used interchangeably with "repair".

56. Repair A “repair” is an act of restoring inoperable, dysfunctional, or deteriorated equipment, systems, or material to a fully functional, non-deteriorated state. Repairs usually involve some combination of labor and replacement parts, components, or materials.

57. Repair - Non-Reimbursable A “non-reimbursable repair” is a repair that is the Contractor’s responsibility with no additional reimbursement from the Government.

58. Repair - Reimbursable A “reimbursable repair” is a repair that is reimbursable to the Contractor, in whole or in part, in accordance with the provisions in this document.

59. Sample A sample consists of one or more service outputs drawn from a lot; the outputs being chosen at random. The number of outputs in the sample is the sample size.

60. Sequence of Operations A “sequence of operations” is the control logic used to operate a system normally put into effect through a control program.

61. Service Call A "service call" is a report made by building occupants, HHS/FDA/SJDO personnel or other interested parties, of a mechanical, electrical, plumbing, or architectural/structural malfunction and/or related problem, and the Contractor's subsequent response to, and correction of the problem, including any needed repairs requiring three (3) hours or less of labor and no more than $200 in parts and materials.

62. Service Calls - Custodial Custodial service calls are considered standard service requirements, such as nonrecurring requests for rearranging of furniture in a conference room, special event support, spills, replenishing restroom supplies, etc.

63. Shall This word is used in connection with the Contractor and specifies that the provision is binding.

64. Standard Services A standard service is defined as custodial and grounds maintenance and related services that are included in the monthly price or as defined in the Contract document. Prices are to include all applicable labor, materials, supplies, equipment (except as otherwise provided), supervision, and management.

65. Tour A “tour” is generally a scheduled walkthrough of equipment rooms and installations including computer rooms, and restrooms, etc. by Contractor operating personnel for the purpose of ensuring that equipment is running properly, ensuring that equipment rooms are in good order and without safety hazards, and making any necessary adjustments to operating controls or to lubricate equipment. A tour may also involve a combination of such physical visits in addition to using automated systems for the monitoring of equipment and systems.

Physical inspections to observe all HVAC, plumbing, electrical, piping, water systems, and related equipment to ensure proper operation. Tours will be made in frequencies based on the approved Management Plan. Any emergency conditions (e.g. floods, leaks, equipment outages) discovered during a tour shall be recorded in the daily operating engineer's log and corrective action shall commence immediately (the exact methods of which are based on the approved Management Plan).

66. Unintentional or Non-Negligent Defective Performance Defective performance rendered by the Contractor which is not covered by the definition of intentional or negligent defective performance.

67. Vertical Transportation Systems “Vertical transportation systems” include elevators, escalators, dumbwaiters, lifts, etc.

68. Watch A “watch” involves performing certain tasks required for the operation of the HVAC equipment (central systems over 300 tons), boilers, compressors, and related equipment in a centralized location. Watches include, but are not limited to starting equipment, checking at designated intervals all operating equipment in the area, recording readings, shifting equipment and loads, making adjustments at the central control center, taking water samples, making tests, and adding chemicals as required.

69. Work Orders (Emergency Work Order, Standard Work Order, and Non-standard Work Order) Emergency Work Order is any repair regardless of cost, that if not accomplished immediately could result in damage to property, equipment or personnel. Standard Work Order is any service call, emergency repair, and/or non-emergency repair during normal working hours, with a labor requirement from 0 to 20 man-hours per month. The work, exclusive of parts, will be at the Contractor's expense.

Non-standard work Order is any repair or alteration in excess of 20 man-hours per month will be a government expense.