A11 - Section E-EXHIBIT 01 OM.doc

SSA-RFP-09-1018

SECTION E – EXHIBIT 1

OPERATION AND MAINTENANCE OF BUILDING AND MECHANICAL EQUIPMENT

1. Scope of Work A. The Contractor shall provide all management, supervision, labor, materials, supplies, repair parts, tools, and equipment and shall plan, schedule, coordinate and ensure effective and economical completion of all work and services specified in this contract.

B. 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 construed 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 owner to maximize the life expectancy of the property and comfort, health and safety of its occupants.

C. All mechanical, electrical, and utility systems in the building(s) shall be operated at the highest level of efficiency compatible with the current energy requirements, acceptable indoor air quality (IAQ), and maintained at an acceptable level, throughout the contract performance period. An “acceptable level” of maintenance is defined as the level of maintenance which will preserve the equipment in unimpaired operating condition: i.e., above the point where deterioration will begin, thereby diminishing the normal life expectancy of the equipment. Acceptable IAQ is defined in ASHRAE 62.1 “Ventilation for Acceptable Indoor Air Quality (ANSI Approved), 2007”. The definition of acceptable IAQ is air in which there are no known contaminants at harmful concentrations as determined by cognizant authorities and with which a substantial majority (80% or more) of the people exposed do not express dissatisfaction. The contractor is responsible for performing scheduled and unscheduled maintenance and incidental repairs on a 24 hour a day, 365 days per year basis.

D. The Contractor shall maintain the machinery spaces, shops, roof, loading docks and storerooms in a clean and orderly manner. When work is performed in these areas, the contractor’s personnel shall clean up all debris and leave the area in a presentable condition. The machinery rooms and the equipment located within the machinery rooms shall be painted as necessary to maintain the appearance of the room and equipment. Operating supplies such as packing, lubricants, rags, cleaners, etc., shall be properly secured in containers approved by the Contracting Officer’s Technical Representative (COTR).

2. Services Required A. Initial Work On a mutually agreeable date no more than 15 calendar days after the date of contract award, the contractor and the contracting officer or his designee, shall together make a complete systematic inspection of all mechanical, electrical, and utility systems and equipment in the building(s).

Within 25 calendar days after the Commencement of Contract Performance, the contractor shall prepare and submit to the Contracting Officer and the COTR an existing deficiency report listing all deficiencies noted during the joint inspection that require corrections to bring the equipment up to an acceptable and satisfactory condition. Should the inspection disclose any deficiencies, which present a safety hazard, the hazard shall be immediately called to the attention of the Contracting Officer or his representative. If the contract is awarded to the incumbent (current) contractor, these services will be provided at no additional cost to the Government.

Within 30 days of the performance date, the contractor shall conduct a complete inventory of the building’s mechanical equipment and furnish the inventory list to the COTR. This information shall be documented on a GSA Form 1736, Equipment Inventory List, or other form approved by the COTR.

B. Operational Requirements

(1) The Contractor shall be responsible for developing and executing detailed operation plans and procedures for all building equipment and systems which will provide the highest possible operational efficiency compatible with adequate maintenance and repair requirements, acceptable IAQ, and energy conservation. This plan shall be submitted 5 workdays prior to start of performance or 15 calendar days prior to any change.

(2) The following heating and cooling policy shall be adhered to in all areas of the building consistent with FPMR 102-74.185 (See Exhibit 3 for restrictions and limitations):

(a) Operate heating and cooling systems in the most overall energy efficient and economical manner;

(b) Maintain temperatures to maximize customer satisfaction by conforming to local commercial equivalent temperature levels and operating practices;

(c) Set heating temperatures no higher than 55 degrees Fahrenheit during non-working hours;

(d) Not provide air-conditioning during non-working hours, except as necessary to return space temperatures to a suitable level for the beginning of working hours;

(e) Not permit reheating, humidification and simultaneous heating and cooling; and

(f) Operate building systems as necessary during extreme weather conditions to protect the physical condition of the building.

(3) In addition to the heating and cooling policy in paragraph (2) above, the Contractor shall meet the following specific temperature targets:

(a) The minimum hot water temperature at the 7th floor appliance center sink shall be 110 degrees F from 6:00 A.M. to 6:00 P.M.

(b) The minimum hot water temperature at the northern perimeter zone shall be 120 degrees F from 6:00 A.M. to 6:00 P.M. when in the heating mode.

(c) The maximum cooling temperature at the northern perimeter zone shall be 55 degrees F when in the cooling mode.

(d) The variable air volume loop temperature shall be 57 degrees F year round.

(e) The AC-1 to AC-4 discharge air temperature shall be 49 to 55 degrees F (as regulated by the Building Automation System) subject to the availability of ice water. Ice shall be maintained through out the work day to the extent possible. .

(4) The following illumination levels shall be maintained within all areas of the building consistent with FPMR 102-74.180 (See Exhibit 3 for restrictions and limitations)

(a) 50 foot-candles at work station surfaces, measured at a height of 30 inches above floor level, during working hours (for visually difficult or critical tasks, additional lighting may be authorized by the Federal agency buildings manager);

(b) 30 foot-candles in work areas during working hours, measured at 30 inches above floor level;

(c) 10 foot-candles, but not less than 1 foot-candle, in non-work areas, during working hours (normally this will require levels of 5 foot-candles at elevator boarding areas, minimum of 1 foot-candle at the middle of corridors and stairwells as measured at the walking surface, 1 foot-candle at the middle of corridors and stairwells as measured at the walking surface, and 10 foot-candles in storage areas); and

(d) Levels essential for safety and security purposes, including exit signs and exterior lights.

(5) All equipment and systems, except those identified herein as requiring special operations shall be operated, inspected, and maintained during the “normal operating time.”

The following equipment requires special operations, maintenance, and inspection; including times outside the normal building operating hours.

(a) Energy Management Control and Life Safety System reprogramming shall not be done without the approval of the COTR. Reprogramming is defined as altering the basic functions of the system. Minor adjustments to items such as set points, damper and valve positions, operating schedules to accommodate changes in building working hours or special functions, etc. are not considered reprogramming. Preventive maintenance, service calls, and repairs are the responsibility of the Contractor.

(b) Computer Room A/C terminal units and Lighting

(c) Audio System (Including all Public address and Emergency Signals/Alarms)

(d) Security cameras and monitors

(e) Emergency generator, fire pump and jockey pumps

(f) Uninterruptible Power Supply (UPS)

(g) Fire Alarm Systems resulting in alarm notifications and inspections

(h) Chillers #5 and #6 - runtime is 6:00 P.M. to 6:00 A.M.

The following PM items must be accomplished during other than normal building working hours:

LV Circuit Breakers

Emergency Generator

H.V. Circuit Breakers

Transfer Switches

Motor Starters

Water Heaters

Switchboards

VAV Units, Ceiling

Motor Control Centers

Fan Coil Units

Bus Duct

LV power circuit breaker

Transformers

Load Interrupter switch

Chillers #5 and #6

Sprinkler flow alarm tests

Sprinkler Dry System

Fire Pump Flow Test

If the Contractor states that it is necessary to accomplish other PM items during other than normal building hours, prior approval must be obtained from the Government COTR.

(6) The normal operating time for building equipment and systems will be considered as the time necessary to operate the building’s heating and air conditioning equipment to provide satisfactory temperatures. The occupant agencies’ working hours are between the hours of 5:45 a.m. and 6:15 p.m., Monday through Friday, 6:45 a.m. to 3:45 p.m. on Saturdays and 6:45 a.m. to 2:45 p.m. on Sundays (EXCLUDING FEDERAL HOLIDAYS). The computer operation hours are from 5:30 a.m. to 10:30 p.m. Monday through Friday, 6:45 to 3:45 p.m. on Saturdays and 6:45 a.m. to 2:45 p.m. on Sundays (EXCLUDING FEDERAL HOLIDAYS).

(7) Running tests or checks of large high energy use equipment, such as chillers, pumps, air handling equipment, etc., may be performed during normal operating times provided that it does not cause an interruption in service or increase monthly utility costs.

C. Scheduled Maintenance Requirements The Contractor shall develop, update, and provide inspection and testing schedules and maintenance plans for each mechanical and electrical system.

Scheduled preventive maintenance shall be performed at the frequencies and in accordance with the original equipment manufacturer’s (OEM) recommendations or the best practices of the industry. The contractor shall submit proposed maintenance guides to the COTR for approval within 90 days of commencement of contract performance.

EQUIPMENT UNDER WARRANTY SHALL BE MAINTAINED IN ACCORDANCE WITH WARRANTY INSTRUCTIONS AND CONDITIONS.

The Contractor shall develop an annual schedule for periodic preventive maintenance of equipment and systems by dates, equipment and building, based on the SSA Attached Equipment Inventory List and the frequencies and maintenance requirements contained in Exhibits 1A and 1B of this specification. This schedule shall be submitted to the COTR for approval 15 workdays after date of contract award. After completion of the preventive maintenance, the contractor shall annotate the PM Control Card or equivalent record.

All preventive maintenance scheduled for each month must be completed during that month. Requests by the contractor for deviations from the approved schedule must be submitted with appropriate justification to the COTR for approval.

Equipment for which scheduled maintenance is to be performed quarterly or less frequently (i.e., annual, every 3 years, etc.) shall be accomplished as scheduled. Scheduled dates shall be obtained from the previous contractor as part of the Phase-In/Phase-Out requirements in Section B-5 Continuity of Services, and approved by the Government.

Equipment for which scheduled maintenance is to be performed annually or less frequently (i.e., every 3 years, every 5 years, etc.,) shall be accomplished during the first 9 months of this contract, and during the first 9 months of each succeeding year as appropriate to frequency.

The COTR is to be notified in advance when work is to be done on equipment, which requires opening or dismantling for inspection or maintenance. Such equipment will include but not be limited to boilers, generators, pumps, refrigeration units, condensers, evaporators, and such equipment as determined critical by the COTR. Contract inspectors and other representative of the Social Security Administration may inspect the equipment before and after any work is performed.

The Contractor shall notify the COTR of the status of any work in progress, where the equipment is out of service for more then 24 hours.

Within 5 workdays after the end of the month, a monthly progress report indicating the preventive maintenance work performed on each piece of equipment, by type, shall be submitted to the COTR. In addition, the monthly progress report must list all incidental repairs performed and completed for the month. Equipment history shall be updated by the Contractor immediately following the work.

D. Water Treatment The contractor shall provide the services outlined at the frequencies specified, and in accordance with the requirements as follows:

(1) The Contractor shall provide equipment, 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, hot water (for heating), condensate, chilled water (unless otherwise specified by the manufacturer), and condensate water for both open and closed systems.

(2) All automatic feeding devices required for water treatment, and not now installed, shall be furnished and installed by the contractor and shall remain the property of the contractor. At the expiration or termination of the contract, all such devices furnished and installed by the contractor, shall be removed and the system restored to its original condition, at the contractor’s expense.

(3) The contractor shall submit a report, to the COTR on the initial water analysis and the prescribes water treatment program within 25 calendar days of the starting date of the contract. The Contractor shall also submit supplemental reports subsequent to any changes required in the treatment program.

(4) The treatment supplied by the contractor shall be one that has been specifically formulated, for each type of system, according to the recommendations of a qualified chemist, laboratory, or firm that is experienced in the water treatment field, as approved by the COTR.

(5) The Contractor shall draw a set of water samples monthly, for the particular equipment or system in operations. The set shall be analyzed and a report containing all pertinent information, relative to the condition found, shall be submitted to the COTR. The water analysis shall be made by or under the supervision of a qualified chemist, laboratory, or firm experienced in the water treatment field, as approved by the COTR. Within 5 workdays after the end of the month, a monthly water analysis report shall be submitted to the COTR. The report may be an original or a copy, but must be legible.

(6) The water treatment must prevent the buildup of adherent mineral deposits (scale) on the heat transfer surfaces of the equipment or systems being treated. Where temperatures, pressures or other operating data indicate that the scale control program is not adequate the contractor shall clean the equipment immediately, check the treatment for accuracy and thereafter maintain temperatures, pressures, and other pertinent factors within the limits specified by the manufacturer of the equipment.

(7) The corrosion control program shall consist of using suitable inhibitors and pH control.

(8) Algae, slime, and bacterial growth shall be prevented by using suitable slimicides, algicides, or biocides. Chemicals may be fed into water circuits requiring continuous make up by using automatic proportional feeding devices.

(9) Contractor warrants that the chemicals used in the water treatment program will not endanger the health or safety of persons 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, nonmetallic, 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).

(10) The contractor shall test the boiler water at least once a week, during the season of operation, for total dissolved solids. A log of the readings shall be maintained in the boiler room, available for inspection by the COTR.

E. Sprinkler Work

(1) Minor sprinkler pipe work, such as relocation of heads, may be done by the contractor. Preventative maintenance procedures, inspections and major work shall be done by a certified sprinkler contractor only.

(2) Preventive maintenance (PM) procedures, including timed flow tests, shall be performed after normal hours in accordance with the PM frequency requirements by a certified sprinkler contractor. Results and documentation shall be kept on file by the contractor with copies provided to the COTR.

F. Repairs

(1) Incidental Repairs Incidental repairs are defined as work required to prevent a breakdown in service and/or to restore to service any piece of building equipment or any building system where the total costs of labor (using straight hourly labor rates), materials, and parts do not exceed $10,000. The dollar threshold applies to each individual job that may be required. The following examples are provided:

(a) An inspection of the roof drain system identifies three traps that need to be replaced. The $10,000 threshold applies to each trap because these are separate and distinct problems.

(b) An elevator door motor burns out due to an electrical problem with the elevator controls. The $10,000 threshold applies to the combined cost of the motor replacement and control repair because of the interconnected cause of these problems.

The contractor is responsible for all incidental repairs regardless of the cause or source, including: malfunctions, misuse, vandalism and acts of nature.

(2) Minor Repairs Solely at the discretion of the government, the contractor may be directed to perform minor repairs under this contract. Minor repairs are defined as unscheduled work required to prevent a breakdown of a piece of equipment or system or to put it back in service after a breakdown or failure where the expected cost is between $10,000 and $25,000 for labor (using straight hourly labor rates), materials, and parts. The dollar threshold applies to each individual repair job that may be required.

Any minor repairs identified shall be immediately reported to the COTR. The COTR will proceed in accordance with Section C-3.2 of the contract. The Government is responsible for the cost of minor repairs.

The Government reserves the right to furnish any or all parts and/or materials required.

(3) Major Repairs The contractor will not be required to perform any major repairs under this contract. Major repairs are defined as work required to prevent a breakdown of a piece of equipment or a system or to put it back in service after a breakdown or failure where the cost is expected to exceed $25,000 for labor (using straight hourly labor rates), materials, and parts. The dollar threshold applies to each individual repair job that may be required. The contractor shall provide the COTR with both a detailed description of the work required and an itemized estimate of the repair cost.

(4) Determination of Type of Repair The decision as to whether a repair job is an incidental repair, a minor repair, or a major repair, will be made by the COTR. The Contractor may appeal the COTR’s decision to the CO and file a claim. The contractor shall proceed diligently with the performance of the work, pending resolution of any request for relief, claim, appeal, or action relating to the contract, and comply with the decision of the Contracting Officer. All appeals and claims will be processed in accordance with the “Disputes” clause of this contract.

G. Miscellaneous Mechanical Services Pursuant to Section B-2, f (9), the Contractor shall provide up to 100 hours of miscellaneous services per year when directed by the Government. These services are in addition to the services specified herein for basic services.

Miscellaneous mechanical services shall consist of scheduled or unscheduled routine or emergency services required to maintain the building system(s).

The Contractor will normally receive at least four (4) hours advance notification of miscellaneous mechanical services requirements. The Contractor shall accomplish miscellaneous mechanical services on a schedule approved by the COTR or his/her authorized representative; use of non-duty hours will be specified at the time of schedule approval. Normally the Contractor will not be required to provide more than 40 hours of miscellaneous mechanical services within any two-week period.

H. Additional Service Hours Additional hours may be required in the event the Government exhausts the designated miscellaneous hours. The Contractor will be provided a four (4) hour advance notification when these services will be required and will be compensated at the hourly rate proposed in Section A.

I. Structural Maintenance and Repairs The Contractor shall be responsible for the maintenance and incidental repair of structural components and systems. These services include but are not limited to:

· Maintenance and repair of doors systems including hardware, closers, and locking devices

· Installation of government furnished lock cylinders

· Windows, ceiling, and floor systems

· Interior and exterior stairways and railings

· Repair of roofing systems to prevent leaks

· Sidewalks

· Plaza areas and driveways

· Parking lots

· Gates and Card Readers

· Cleaning of Exterior walls up to 15 feet (including graffiti and paint)

Incidental repairs are defined in Section F above.

The Contractor is responsible for all incidental repairs regardless of the cause or source, including malfunctions, misuse, vandalism, and acts of nature.

J. Tours

(1). General

(a) The Contractor shall Tour major building equipment at set frequencies. The Tour program shall be described in the building operation plans. Log sheets associated with major operating equipment shall be completed at the time of Tours. Such log sheets, at the commencement of contract performance, shall include include design condition numbers for reference against actual readings at the time Tours are performed. Paper log sheets need not be used for equipment monitored and data logged by the BAS, if such monitoring and data logging provides a sufficient database of operating data to allow for analysis of trends in equipment performance and troubleshooting.

(b) Tours will also be entered in the Computerized Maintenance Management System (CMMS) as work orders. The respective work order shall be completed immediately on completion of the Tour. All findings noted during the Tour shall be entered as remarks on the work order. All deficiencies noted shall be immediately entered as follow-on work orders of appropriate types.

(2). Operating Logs and Tour Check Sheets

(a) Operating logs shall be maintained for major equipment at the site of the equipment. Information recorded on the logs shall be adequate to track the operating hours and performance history of the equipment. Tour check sheets should be stationed at major points for building tours (for example, air handler rooms). These must be checked when Tours are performed. Log forms, Tour check sheets and Operator Assignment sheets shall be incorporated into the building operation plans.

(b) There must either be separate tour check sheets for each frequency of inspection, or (preferably) different checklist columns on a standard tour check sheet for each frequency. Tour sheets must contain columns for major operating parameters, and must indicate the tolerance bands for acceptable performance.

(c) Automation of operating logs through use of BAS data logging capabilities is encouraged; this eliminates the need for manual operating logs if the data logs are used to generate reports showing the history and trends in equipment performance.

(d) The system of operating logs and tour documentation shall be described in the building operating plans.

(3). Tour Frequencies

Minimum:

(a) TWICE DAILY: Major HVAC equipment (when in operation) including boilers, chillers, cooling towers, pneumatic control air compressors, and air handler rooms. Fire alarm system control panels. Switchgear/primary Electrical equipment rooms. Steam system reducing and regulating stations. Special HVAC for critical functions.

(b) WEEKLY: Distributed HVAC equipment (package units, external condensers, etc.). Pumps, motors, sewage ejectors.

(c) TWICE-MONTHLY: Battery systems (UPS, generators, etc.).

(d) MONTHLY: Transformers, secondary Electrical rooms.

(e) AFTER HOURS TWICE PER SHIFT: Walk through all floor of building and check chiller room and computer room.

(4). Leak Testing

Leak testing for refrigerants and natural gas shall be performed in conjunction with Tours not less frequently than weekly unless sensors and alarm systems are installed and are performing this function. Installed leakage alarm systems shall be tested not less than monthly using appropriate test media to test the functionality of the sensor as well as the functionality of the alarm system. This testing shall be incorporated into the preventive maintenance program.

(5). Condensate Pans

The Contractor shall conduct inspections of the condensate drip pans of all air handling units, a/c package units, window A/C units, and other equipment items and/or systems that physically have drip pans to insure that they drain properly. Such inspections shall be conducted in accordance with the Tour program, and be performed no less frequently than monthly. All drip pans shall be treated with an appropriate biocide to control the growth of algae, etc.

(6). Monitoring of Central Plant Equipment

In the event of failure of the BAS to issue alarms or alarm paging, then operational watch procedures, in addition to Tour requirements specified elsewhere herein, shall be performed as follows:

• Monitoring the starting, stopping, and loading of equipment;

• Checking all operating equipment in the watch area every two (2) hours.

• Recording operating data in appropriate logs or records every two (2) hours.

• Making adjustments at the central control panel in response to changing operating conditions.

An operator is not required to stay exclusively in the watch area. Rather, the operator must be in the watch area only for the length of time necessary to perform the specific tasks of the watch.

3. Qualifications of Mechanics The ECC operators, building engineers, building electrician, and the Operation and Maintenance Supervisor must meet the following qualifications prior to entering on duty under this contract.

A. Possess a current class “A” stationary engineer’s license from the city/county of Philadelphia, Pa.

B. Have successfully completed a forty (40) hour training course on the Andover/TRI-M Energy Maintenance Control System (EMCS).

C. Have successfully completed a four (4) hour training course on the Simplex-Grinnell/TRI-M fire alarm system given by Simplex time Recorder Co.

D. Have a comprehensive working knowledge of large commercial building heating, ventilating, air conditioning, electrical and other utilities and associated sub-systems and equipment to include ice-thermal system.

E. Have a significant experience (within the last 5 years) in monitoring and operating a computer based EMCS in a large commercial building.

In addition the full time (40 hr. per week) building electrician must possess a current electrician license from the city/county of Philadelphia.

The Contractor will have on duty, at all times, a sufficient number of qualified mechanics (i.e., Engineers, ECC operators, and electricians) to perform all operations and maintenance functions required by this contract. The contractor will provide sufficient portable radios and equipment to outfit all building engineers, electricians, and supervisors. The radios and auxiliary equipment must meet the specifications in Exhibit 5B. Frequencies must match those of the security guards.

Note: To ensure that contractor personnel remain qualified and capable, SSA requires the contractor to stay abreast of changes in the mechanical /electrical and facilities maintenance field through use of seminars, periodicals, and continuing education of key personnel in their work force. A status report of the contractors program for achieving this shall be furnished to the COTR within 30 days of the start of the contract and semi-annually thereafter.

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