National Operations & Maintenance Specification

May 2023

NOTE TO Spec Writer: to be filled out by the Region

SOLICITATION NUMBER: G S - P - - - -

SERVICE: OPERATIONS & MAINTENANCE AND RELATED SERVICES

LOCATION(S):

PERIOD OF PERFORMANCE:

SOLICITATION ISSUE DATE: xxxx xx, 20xx

OFFER RECEIPT DATE/TIME: xxxx xx, 20xx

______________________________________

Please remove this page after reviewing

Remove this Section when finished with Performance Work

Statement (PWS)

NOTES TO SPECIFICATION WRITER

General Instructions:

The specifications listed constitute the standard for Operations and Maintenance services

(O&M) for all PBS facilities. Regions shall not reduce specification provisions, but shall

incorporate building specific requirements or adjustments as required. Regions are

encouraged to aggregate the services in the national specification across multiple building

locations to help further reduce their Contract costs. The region shall conduct a

comparative analysis of the requirements required in the specification to determine those

benefits through “economies of scale” and the best approach for successful

implementation. Additionally, the document has been designed to be flexible and includes

editor’s notes in blue and contained within square brackets “[[[ ]]]” to clarify the intent in

these sections.

Functional Guidelines:

● Each section and subsection has a specific numbering system; if your

building does not require a certain subsection, you must keep the

subsection numbering header in the specification, but mark it reserved.

● Add regional-specific information and additional requirements.

● Do not insert page numbering until you have completed the scope to avoid

confusion.

● Delete all blue editor’s notes and paragraphs when the specifications are

finalized.

● Some exhibits are intended for editor and shall be deleted before sending to

the Contractor. Exhibits 1 through 4 are to be submitted along with the

PBSW. Exhibit 5 is for the CO or designee, and Facility Manager. Exhibit 6

is to be included in SMART buildings running GSAlink technology.

● Be sure to complete the Building Information Sheet (See Exhibit 1) for each

building that is covered under the Contract.

● Contractor prices are to include labor, equipment, tools, supplies,

supervision, management, and subcontracted services, except as set forth

as Government-furnished, and otherwise to perform and provide the work

described in the PWS.

● Tenants that delay Contractor access to the space they occupy shall

reimburse GSA for the cost of delay. The CO or their designee shall

specify in the contract what constitutes timely access to tenant’s space.

● Prior to sending out the specifications for Contractor’s bid, check with the

tenant’s occupancy agreement or reach out to the appropriate tenant

representative(s) to ensure the PWS meets the tenant’s services

requirements. Tenant requirements that exceed the standard services are

reimbursable to GSA.

Change log:

1. Added green roof language to para. C.6.7.1.1 includes a deliverable.

2. Added espc /uesc language to several para’s and definitions Highlighted in Yellow

3. Added PV/EVSE in para. C.6.16. Includes a deliverable on C.16.4.

4. NCMMS meter reading and creating job plans made mandatory. Large building

options changed from 500K SF to 1MM SF, para. C.1.9.2.

5. Optional NCMMS meter creation and reading para. C.5.6.3, has deliverable.

6. Refrigerant language to match HFC with HCFC C.5.2.2

7. Changed QCP to include data collection and analysis sect 1.3. Has deliverable.

8. C.1.2.5.a.

9. Added requirement that non-vetted long-term employees NOT be allowed to work

until an initial favorable adjudication is received.

10. C.1.8 added time constraint to Proficiency Plan due within three monthly report

cycles. Changed “They” to “The Contractor” shall ensure… (3

sentence)

11. C.1.2.8.3 Added “annually” to the reporting requirement

12. Unfired pressure vessel inspections per NBIC vice annually.

13. C.5.5.8 PBS 1000.1A Asbestos Management Desk Guide. Asbestos Surveillance,

O&M Plan

14. C.2.11 Added definition BMC

15. C.2.12 Added definition Building recovery plan

16. C.1.2.6 Added C.1.9 and C.5.8 to description

17. C.1.2.7.5 Added qualifications of BAS Technician

18. C.3.5 Added “while contractor is on site” to first sentence. Added Remote

access…” to bottom of paragraph.

19. C.5.6.3 Added requirement for an Energy and water Conservation plan option.

Contains timed deliverable.

20. C.5.7.1 Removed mention of BAS and added water to last sentence

21. C.5.7.2 Removed “ION Enterprize…”

22. C.5.8.1 Added water to and rewrote first two sentences

23. C.5.8.1 Rewrote last sentence to include develop building recovery plan

24. C.5.8.2 Added reporting requirements when SOO is inefficient. Better defined

onsite and subcontractable technician requirements.

25. C.5.8.3.1 Removed the requirement to purchase software maintenance

contracts.

26. C.6.8.1 Added note to spec writer

27. C.6.8.1 Changed “requirements lighting” to “lighting of unmounted/ affixed

furniture.”

28. C.6.14 Changed perimeter to physical, added GSA owned, added replacing non-

metallic control arms.

29. C.6.2.4 Changed to nullify any NBIC exemption for federal boilers

30. C.5.5.2 Included requirements from PBS Refrigerant SOP of March 2022

31. C.6.4.3 Added Chiller maintenance plan deliverable 60 days from contract start.

32. C.6.3 Added MERV ratings requirements.

33. C.1.9.1, System of Record Statement,

34. C.6.1 maintenance job plans, assets and associated links for proper pm coverage.

35. C.6.3.3 Filter changes will be linked to the appropriate equipment asset, merv

ratings in the asset record,

36. C.6.3.4 D/P gage max readings per OEM,

37. C.6.3.6 Filter MERV ratings will be reported in the materials section of the actuals

tab on filter change work orders.

Table of Contents

Change log: ............................................................................................................................ 2

Section 1 General Contract Requirements ................................................................................. 7

C.1.0 GENERAL ..................................................................................................................... 7

C.1.1 Scope of Work .............................................................................................................. 8

C.1.2 Personnel ...................................................................................................................... 9

C.1.3 Quality Control Program ...............................................................................................17

C.1.4 Quality Assurance ........................................................................................................19

C.1.5 Physical Security ..........................................................................................................20

C.1.6 Safeguarding Sensitive Data and Information Technology Resources .........................21

C.1.7 Hours of Operation .......................................................................................................24

C.1.8 Conservation of Utilities ...............................................................................................25

C.1.9 Use of NCMMS ............................................................................................................25

C.1.10 Documentation and Records ......................................................................................28

C.1.11 Ordinances, Taxes, Permits, and Licenses ................................................................28

C.1.12 Other Contractors.......................................................................................................29

C.1.13 Government Forms ....................................................................................................29

C.1.14 Contractor Maintenance Performance Plans ..............................................................29

SECTION 2 DEFINITIONS........................................................................................................30

C.2.0 General ........................................................................................................................30

C.2.1 Above-Standard Services.............................................................................................30

C.2.2 Acceptance ..................................................................................................................30

C.2.3 Additional Services.......................................................................................................30

C.2.4 Advanced Meters .........................................................................................................30

C.2.5 Advanced Metering Systems ........................................................................................30

C.2.6 Annual Child Care Facility Survey ................................................................................30

C.2.7 Architectural and Structural ..........................................................................................30

C.2.8 Basic Services .............................................................................................................31

C.2.9 Building Automation System (BAS) ..............................................................................31

C.2.10 Building Operating Plan .............................................................................................31

C.2.11 Building Monitoring and Control (BMC) System .........................................................31

C.2.12 Building Recovery Plan ..............................................................................................31

C.2.13 National Computerized Maintenance Management System (NCMMS) .......................31

C.2.14 Consumable Parts......................................................................................................32

C.2.15 Contracting Officer (CO).............................................................................................32

C.2.16 Contracting Officer's Representative (COR) ...............................................................32

C.2.17 Contractor ..................................................................................................................32

C.2.18 Core Coverage Hours ................................................................................................32

C.2.19 Corrective Maintenance .............................................................................................32

C.2.20 Demand Response Program ......................................................................................32

C.2.21 Emergency Callback ..................................................................................................33

C.2.22 Energy Conservation Measure (ECM) ........................................................................33

C.2.23 Energy Savings Performance Contract (ESPC) .........................................................33

C.2.24 Environmentally Sustainable Products and Services ..................................................33

C.2.25 Exterior ......................................................................................................................33

C.2.26 Fire Protection and Life Safety Systems .....................................................................33

C.2.27 GSAlink ......................................................................................................................34

C.2.28 Green Procurement Compilation (GPC) .....................................................................34

C.2.29 Indefinite Quantity ......................................................................................................34

C.2.30 Initial Deficiency Report..............................................................................................34

C.2.31 Miscellaneous Work ...................................................................................................34

C.2.32 Modification of Contract..............................................................................................34

C.2.33 Non-Reimbursable Repairs ........................................................................................34

C.2.34 Normal Working Hours ...............................................................................................35

C.2.35 Occupant Emergency Plan (OEP) ..............................................................................35

C.2.36 Ongoing Commissioning ............................................................................................35

C.2.37 Open Protocol Systems..............................................................................................35

C.2.38 Operations .................................................................................................................35

C.2.39 Overtime Utilities ........................................................................................................35

C.2.40 Partnering ..................................................................................................................35

C.2.41 Performance Work Statement (PWS) .........................................................................36

C.2.42 Predictive Maintenance ..............................................................................................36

C.2.43 Preventive Maintenance .............................................................................................36

C.2.44 Quality Assurance Surveillance Plan (QASP) .............................................................36

C.2.45 Quality Control Plan ...................................................................................................36

C.2.46 Rapid Building Assessment Program .........................................................................36

C.2.47 Repair ........................................................................................................................36

C.2.48 Reimbursable Repair .................................................................................................36

C.2.49 Tour ...........................................................................................................................37

C.2.50 Utility Energy Service Contract (UESC) ......................................................................37

C.2.51 Vertical Transportation Systems .................................................................................37

C.2.52 Watch .........................................................................................................................37

C.2.53 Water Conservation Measure (WCM).........................................................................37

C.2.54 Work Order ................................................................................................................37

SECTION 3 GOVERNMENT-FURNISHED PROPERTY ..........................................................39

C.3.0 General ........................................................................................................................39

C.3.1 Electric Power ..............................................................................................................39

C.3.2 Water Source ...............................................................................................................39

C.3.3 Contractor Office Space and Furnishings .....................................................................39

C.3.4 Storage Space .............................................................................................................39

C.3.5 Network Equipment and Computer Hardware ..............................................................40

SECTION 4 CONTRACTOR- FURNISHED PROPERTY SUPPLIES/MATERIAL/EQUIPMENT

.................................................................................................................................................41

C.4.0 General ........................................................................................................................41

C.4.1 Specific Requirements .................................................................................................41

SECTION 5 OPERATIONS-SPECIFIC REQUIREMENTS ........................................................42

C.5.0 General ........................................................................................................................42

C.5.1 Tenant Environment .....................................................................................................42

C.5.2 Building Operating Plan ...............................................................................................42

C.5.3 Equipment Inventory ....................................................................................................45

C.5.4 Safety Management .....................................................................................................48

C.5.5 Environmental Management ........................................................................................51

C.5.6 Energy and Water Efficiency ........................................................................................58

C.5.7 Advanced Metering Systems ........................................................................................60

C.5.8 Building Automation Systems and IT Controls ..............................................................62

C.5.9 Fire Protection and Life Safety Equipment and Systems ..............................................67

C.5.10 TOURS ......................................................................................................................72

C.5.11 Repairs ......................................................................................................................74

C.5.12 Work Orders ...............................................................................................................77

C.5.13 Additional Services Indefinite Quantity Provisions ......................................................80

C.5.14 Building Management and Support Services ..............................................................82

C.5.15 Monthly Progress Report............................................................................................84

C.5.16 Reference Library.......................................................................................................85

SECTION 6 MAINTENANCE SPECIFIC REQUIREMENTS ......................................................86

C.6.0 General ........................................................................................................................86

C.6.1 Maintenance Standard .................................................................................................86

C.6.2 Boiler Systems .............................................................................................................87

C.6.3 Air Distribution Equipment ............................................................................................88

C.6.4 Chiller Systems ............................................................................................................91

C.6.5 Cooling Towers ............................................................................................................92

C.6.6 HVAC Water Management ...........................................................................................93

C.6.7 Domestic Plumbing Systems ........................................................................................98

C.6.8 Lighting Systems ..........................................................................................................99

C.6.9 Electrical Switchgear and Switchboards ..................................................................... 102

C.6.10 Emergency Power Equipment .................................................................................. 102

C.6.11 Oil Analysis and Oil Changes ................................................................................... 104

C.6.12 Vertical Transportation Systems ............................................................................... 105

C.6.13 Architectural and Structural Systems........................................................................ 106

C.6.14 Physical Access Control Systems (Security fixtures) ................................................ 108

C.6.15 Child Care Center .................................................................................................... 109

C.6.16 Photo Voltaic Systems and Electrical Vehicle Support Systems ............................... 109

SECTION 7 ADMINISTRATIVE INSTRUCTIONS ................................................................... 111

C.7.0 Initial Inspection ......................................................................................................... 111

C.7.1 Initial Deficiency Inspection/Initial Deficiency Report .................................................. 111

C.7.2 Startup Phase/Transition Phase ................................................................................. 112

C.7.2 Startup Phase (New or Modernized Facility) .............................................................. 113

C.7.2 Transition Phase ........................................................................................................ 114

C.7.3 Phase-out Transition Period ....................................................................................... 115

C.7.4 Contract Closeout Examination and Withholding of Final Payment ............................ 115

SECTION 8 PUBLICATIONS AND CITED STANDARDS ....................................................... 117

C.8.0 Publications ............................................................................................................... 117

Section 1 General Contract Requirements

C.1.0 GENERAL

This is a Performance Work Statement (PWS) for Facilities Engineering: Operations,

Maintenance, and Related Services defined under the scope of this contract. This PWS describes

the minimum requirements of the U.S. General Services Administration (GSA) and acceptable

outcomes to be performed by the Operations and Maintenance Contractor (known from here on

as Contractor). All, or part of, the successful offeror’s various required maintenance and

management plans shall be incorporated into the contract.

GSA seeks to establish a partnering relationship with the Contractor to accomplish the program

objectives in this contract. The objective of the partnering process is to provide an effective

problem-finding/problem-solving management team composed of personnel from both parties,

thus creating a single culture with one set of goals and objectives. Partnering requires that both

parties recognize and address those opportunities and challenges that shall be confronted to help

maintain the health of the Contractor/GSA relationship. The relationship is based on trust,

dedication to common goals, and an understanding of each other's individual expectations and

values. The team shall consider utilizing a facility engineering and systems thinking approach to

provide solutions from a global perspective. The outcome of this initiative is for GSA to leverage

Contractor expertise to assist GSA in accomplishing these goals and objectives.

GSA intends to purchase Contractor provided technical and managerial expertise to assist in the

holistic management of assets over the long term. This program strategy has taken the name

“facilities engineering” and has proven to be a successful model resulting in efficient and effective

management of assets while maintaining a lower overall cost of operations. The facilities

engineering model is dependent upon an effective partnership with a highly skilled Contractor

whose objectives are based on mutual understanding of the stated requirements and objectives.

A higher level of effective communication between the Government and Contractor is essential

for partnering and for this performance-based service contract to succeed, whereas the success

of this contract is shared between the Government and the Contractor. More emphasis is placed

on the Contractor’s self-management of quality, not the usual inspection by Government

inspectors, although that is a part of this contract as well. All parties shall act proactively to reduce

service cost.

To establish a standard of facilities engineering practices, thought processes and problem solving

throughout the model, GSA established a program philosophy rooted in “systems thinking”

whereby the means and methods for providing building operations and maintenance are

established through investigations, metrics, and feedback loops, and by establishing a partnership

between the Government and Contractor to achieve joint performance objectives. The goal of

applying systems thinking to facility management is to see that every action or decision in

operating, maintaining, and retrofitting a building shall result in an impact (financial, environmental

or, human resource, or any combination thereof), and to evaluate the “full circle” implications.

Long term application of systems thinking throughout GSA has resulted in both Contractor and

Government joint command of short-term and long-term cohesive management of real property

assets.

GSA is committed to Federal leadership in the design, construction, and operation of high-

performance and sustainable buildings. A major element of this strategy is the implementation of

common strategies for operating and maintaining buildings. As a result, this contract requires the

Contractor to participate and partner with the Government in the initiative of obtaining high

performance and sustainable operations, inclusive of initiatives to conserve energy and water

consumption, recycling programs, meeting or exceeding specific environmental, regulatory, or

performance standards, and the utilization of green products and services. The following sections

detail the GSA minimum requirements and acceptable outcomes. The Contractor shall closely

monitor all aspects of the work, identify deficiencies and implement corrective action, without

reliance on Government oversight.

To the extent possible and consistent with EO 13788, the Contractor shall maximize the use of

goods, products and materials that are produced in the United States

C.1.1 Scope of Work

The Contractor shall provide management, supervision, labor, materials, equipment, and supplies

(shipping & handling) and shall be responsible for the efficient, effective, economical, and

satisfactory operation, scheduled and unscheduled maintenance, repair of equipment and

systems, including vertical transportation and all related systems/ services located within the

property line of the following locations:

[[[Note to Spec Writer: Remove reference to vertical transportation systems if your region

has a separate contract for vertical transportation systems. Also make changes in sub

section 6.12.]]]

[[[Note to Spec Writer: Include if LPOE contract: adjacent buildings such as adjacent Land

Port of Entry (LPOE) but under special Memorandum of Understanding/Memorandum of

Agreement (MOU/MOA) between GSA and cooperating partners or bridge owner

proponents and facilities residing off of GSA property, LPOE outbound canopies that are

in use by supporting agencies. ]]]

(List locations: Building Number, Building Name, and Building Address)

Additional services may be ordered at the discretion of GSA for work relating to the operations,

maintenance and repair or upgrade of the facilities listed above, but not covered in the basic

services of the contract. Government furnished items are specifically excluded in this contract,

except as specified in Section 3.

[[[Note to Spec Writer: Include if any of the locations covered by this solicitation have an

active ESPC or UESC: “Locations X, Y, and Z have an active Energy Savings Performance

Contract (ESPC) or Utility Energy Service Contract (UESC). The contractor shall operate

and maintain these locations in compliance with the ESPC/UESC to ensure to the greatest

extent possible that energy savings targets are satisfied or exceeded.” ]]]

C.1.1.1 Discrepancy in the Specifications

In any cases of discrepancy in the specifications, the matter shall be immediately submitted to

the Contracting Officer (CO). The decision of the CO as to the proper interpretation of the

specifications shall be final in accordance with the Disputes Clause of this Contract.

C.1.2 Personnel

[[[Note to Spec Writer: If an SLA is in place, insert*** “and conditions are maintained to

meet service level agreements per this contract and avoid any disruption”]]]

The Contractor shall adhere to the submitted staffing plan and subcontracting plan that was

submitted prior to award as part of the Bid proposal. Contractor shall submit

staffing/subcontractor plan that provides sufficient numbers of staff at the various levels of

expertise to ensure all scheduled and unscheduled services are performed and conditions are

maintained to avoid any disruption to the tenant***. Any changes to the proposed staffing levels,

qualifications of proposed staff or key personnel, or the areas of expertise or disciplines of the

proposed staff shall be submitted for review and approval from the CO or their designee.

C.1.2.1 Contractor Key Personnel

[[[Note to Spec Writer: For small contracts that do not require a full time onsite staff,

modify this requirement]]]

The Contractor shall designate a Contract Project Manager in writing and provide the name and

contact information to the CO. The Contract Project Manager is considered essential to the work

being performed under this Contract. Before removing, replacing, or diverting the Contract

Project Manager, the Contractor shall (1) notify the CO two weeks in advance and (2) submit

justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact

on this Contract.

[[[Note to Spec Writer: For Union labor use Union terms, example Chief Engineer titles.]]]

The Contract Project Manager shall possess at least five years of recent (within the past seven

years) experience in the management and supervision of building mechanical operations and

maintenance for buildings of the approximate size, complexity and characteristics of the buildings

to be covered by this Contract. A detailed resume shall be submitted to the CO or their designee

for approval prior to the assignment of the project manager to the Contract. Both new and

replacement project managers shall meet these qualification standards. Minimally, the resume

shall contain:

a. The full name of the proposed project manager.

b. A detailed description of the proposed project manager’s employment history for the

previous five years. The names and addresses of the companies for whom the proposed

project manager worked for the past five years, along with the names and telephone

numbers of the immediate supervisors.

C.1.2.2 Authority

The Contract Project Manager shall have complete authority to act for the Contractor in every

detail during the term of the Contract and shall have the authority to exercise financial

expenditures and controls, accept notices of deductions, inspection reports and all other

correspondence on behalf of the Contractor. This Contract requires onsite managerial

supervision. The Contractor can fulfill this requirement by having the Contract Project Manager

located onsite or having an additional onsite Supervisor. If the Contractor decides that the

requirement is to be filled with an onsite supervisor, the above requirements for Contract Project

Manager shall be the same.

C.1.2.3 Communication Equipment

The Contractor shall provide key operational personnel (Managers, Supervisors, and Mechanical

Engineers, Mechanical Supervisors, Operating Engineers, Heating, Ventilation and Air

Conditioning (HVAC) Mechanics) with portable electronic means to communicate with GSA for all

work covered under this Contract (Work Orders, emergencies, status of projects). [[[Note to

Spec writer: No time limit is given for providing contact information. Regions may require

that; “Contact information be provided to the CO within ?? (recommend 5) days.” After the

next sentence.]]] Outside of normal working hours, the Contractor shall maintain some

designated form of communication with on-call staff to allow the CO or their designee to contact

such on-call staff at any time for emergency response. Electronic communication methods are

the following:

● Phone/Emails/Text messaging smartphone or tablet devices. The Contractor is

responsible for all initial and monthly costs associated with the device(s). In areas where

cellular service is unavailable, or unreliable, special exceptions shall be made by the CO

or designee on a case-by-case basis. Such devices shall be on the list of GSA- approved

devices and are to be processed through GSA’s procedures for remote mobile

management. This shall allow for mobile access to GSA email, the National Computerized

Maintenance Management System (NCMMS) mobile environment and Building

Automation Systems (BAS) alarms. The process for this and the list of currently approved

devices is available upon request. Contractor personnel under this Contract must obtain

and maintain an official GSA ENT account (this is your enterprise account for signing into

systems administered by GSA) and monitor their GSA email account for all notifications.

● Fax. Receiving and sending faxes is acceptable as a secondary communication method

for locations that have problems with wireless device signal strength. However, delaying

faxes because of combined usage of voice and fax on the same line is not acceptable.

C.1.2.3.1 CIO 2100 IT Security Policy

The Contractor shall ensure compliance with GSA Order CIO 2100.1M. Contractor core

personnel under this Contract must obtain an official GSA email account. Employees must have

clearance before they shall access GSA email, NCMMS, or other Government systems. The GSA

Order CIO 2100 prohibits an employee or Contractor supporting GSA from creating or sending

information using a non-official GSA electronic messaging account (i.e., company or personal

email account). The Contractor shall ensure compliance with the Department of Homeland

Security ICS-CERT cyber security guidance and recommendations. Guidance can be found at

the web site in document titled “Web Links” at: Operations and Maintenance Specification

C.1.2.4 Language

On-site personnel and the Contractor’s Point of Contact (POC) for GSA need to be proficient in

English, and must be able to read, write, speak, and understand English.

C.1.2.5 Employee Suitability

[[[Note to Spec Writer: Include any local/building/tenant requirements that could be more

stringent or different]]]

The GSAR 552.237-71 Qualifications of Employees (1989) clause shall be followed at all times

during the performance of this Contract.

a. All Contract employees requiring routine unescorted access to federally controlled facilities

or information systems, or both, for more than six months (Regular Employees) shall be

required to undergo a suitability determination before a personal identification verification

(PIV) card is issued. After the request for suitability determination is sent to the determining

authority, requested personnel may not enter the facility for work associated with the

contract. They may enter to attend training or indoctrination activities only. After their initial

favorable suitability determination is received, Contractor personnel may enter for work

and shall comply with normal facility access control procedures, including recording

presence, temporary badging, and escorted entry, as applicable. When a favorable final

suitability determination is received and PIV card issued, entry will allowed by presenting

the PIV card.

b. Failure of a Regular Employee to receive a favorable suitability determination shall be

cause for removal of the employee from the work site and from other work in connection

with the Contract.

c. Contract employees working less than six months (Temporary Employees) shall, at the

Government's option, be required to undergo a lesser form of suitability determination.

Prior to the time that an identification card is issued, if at all, such Temporary Employees

shall be required to comply with normal facility access control procedures, including

recording presence, temporary badge, and escorted entry, as applicable.

d. The Government, at its sole discretion, may grant temporary suitability determinations to

Regular or Temporary Employees. However, the granting of a temporary suitability

determination to any such employee shall not be considered as assurance that a favorable

suitability determination shall follow.

e. The CO or designee shall provide the Contractor with the required clearance procedures

for obtaining necessary clearances. The Contractor shall comply with these clearance

procedures.

f. The Contractor shall be responsible for planning and scheduling its work in such a manner

as to account for facility access issues. Difficulties encountered by the Contractor in

gaining access to facilities by its employees and subcontractors shall not be an excuse for

any lack of Contractor performance under the Contract.

C.1.2.6 Employee Technical Qualifications

Employees or subcontractors performing Contract work involving the operation, maintenance or

repair, inspection, or testing of any piece of equipment or system shall be trained and possess

the knowledge, experience and skills pertinent to the equipment or system as demonstrated by a

current training certificate from an equipment manufacturer or a certificate by an organization

acceptable to the CO. Contractor personnel shall have proficiency in NCMMS sufficient for “Use

of NCMMS” as described in C.1.9 and this subsection. Contractor personnel shall have Building

Automation System skills sufficient for operating the building as described in section C.5.8 of this

document. All personnel or sub-contractor personnel shall possess all certifications and licenses

required by Federal, state and local jurisdictions and National Fire Protection Association (NFPA)

72, National Fire Alarm Code, section 10.5, for equipment that they shall be operating,

maintaining, repairing, inspecting or testing. All personnel under the team leader or sub-

contractor personnel shall have the experience and skill set knowledge as described in the

Service Contract Act (SCA) Directory of Occupations, Fifth Edition or later. For example, HVAC

mechanics need to be as proficient as dictated by the 23410 and 23411 series and general

maintenance mechanic shall be as proficient as dictated by the 23370 series.

C.1.2.7 Certifications

All certifications for Contractor employees shall be entered into NCMMS. The Contractor shall

provide to the CO or their designee documentation of the certificates of training, licenses, and

permits for all new employees not later than seven business days prior to that person beginning

work under the terms of this Contract. The Contractor shall ensure that all certificates of training,

licenses, permits, and bonds are current and valid and are loaded in NCMMS.

C.1.2.7.1 Qualifications of Fire Alarm System Technicians

a. Technicians performing contract work involving the inspection, testing, and preventive

maintenance or repair of fire alarm systems shall be certified by the National Institute for

Certification in Engineering Technologies (NICET) and possess at least a NICET Level 2

(Associate Engineering Technician) in Fire Protection Engineering Technology, Fire Alarm

Systems. The Contractor shall submit to the CO or designee the NICET level certification number

and expiration date for each field technician and inspector responsible for performing fire alarm

system preventive maintenance and repair services required under the terms of this Contract.

b. Technicians modifying the programming software of the fire alarm system shall also be factory

trained and certified by the system manufacturer for the specific type and brand of fire alarm

system being serviced. The Contractor shall submit to the CO or designee the factory trained

certification number and expiration date for each specific manufacturer’s equipment for each

technician responsible for performing programming of the fire alarm system.

C.1.2.7.2 Qualifications of Water-Based Fire Suppression System Technicians

Technicians performing contract work involving the inspection, testing, and preventive

maintenance or repair of water-based fire suppression systems shall be certified by the National

Institute for Certification in Engineering Technologies (NICET) and possess at least a NICET

Level 2 (Associate Engineering Technician) in Fire Protection Engineering Technology,

Inspection, and Testing of Water-Based Systems. The Contractor shall submit to the CO or

designee the NICET level certification number and expiration date for each field technician and

inspector responsible for performing water-based fire suppression system PM and repair services

required under the terms of this Contract.

C.1.2.7.3 Qualifications of Technicians

[[[Note to Spec Writer: Include these equipment types as needed and delete the rest [Dry

Chemical Extinguishing System], [Wet Chemical Extinguishing System]; [Clean Agent Fire

Extinguishing System]; [Halogenated Extinguishing System]; [Carbon Dioxide

Extinguishing System]; [Ventilation System Fire Extinguishing System]; [Smoke Control];

[Fire Damper]; [Smoke Damper]; [Combination Fire/Smoke Damper]; [Fire-rated Door

Assemblies]; [Smoke Door Assemblies]; [Portable Fire Extinguisher]; [Emergency and

Standby Power]; [Emergency Lighting Equipment]; [Exit Signage] ]]]

Technicians shall be trained and possess a current training certificate for inspecting, testing, and

maintaining these components from an equipment manufacturer or a certificate by an organization

acceptable to the CO. The Contractor shall submit to the CO or designee the certification

document and expiration date, issued by the equipment manufacture or organization confirming

the technician has been trained, for each field technician and inspector responsible for performing

the inspection, testing, and maintenance of such systems/equipment under the terms of this

Contract.

C.1.2.7.4 Qualifications for Electrical Technician

Technicians performing Sub-Contract work involving inspections, testing, and maintenance for

the electrical switchgear shall meet the qualifications by the American National Standards

Institute/International Electrical Testing Association ETT-2015, Standard for Certification of

Electrical Testing Technicians or qualifications by the National Institute for Certification in

Engineering Technologies (NICET) and hold at least a Level 3 certification.

The Contractor shall provide documentation to the CO or designee on qualifications identified in

this standard. Certification can be obtained through; the ANSI/NETA Certification program or

Electrical Testing Technician Certification Institute. Guidance can be found at the web site in

document titled “Web Links” at: Operations and Maintenance Specification

Alternate certifications presenting evidence of equal or greater skills and qualification may be

substituted; however, the burden to evidence the quality of such certification falls fully upon the

vendor.

C.1.2.7.5 Qualifications of a BAS Technician

Personnel involved in the operation, adjustment and maintenance of all BAS, AMS, and EMS

systems must be trained and qualified for the building specific control systems. The Contractor

must provide to the CO or their designee documentation of the level of experience, including any

certificates of training, for all employees who will be involved in this function. Technicians

modifying AMS, BAS, and EMS systems must be factory trained and currently certified for the

operating system, including software version, of the particular BAS and AMS systems and must

provide documentation of this certification to the CO or designee. Technicians shall be familiar

with the procedure for logging GSA IT Help Desk tickets and following up to ensure tickets are

being worked by the assigned party.

C.1.2.8 Employee Training

The Contractor shall submit a training program to ensure employees working in a Federal building

have the experience, knowledge, skills and abilities to perform the work required by this Contract.

The training program will be submitted by 30 calendar days after the contract start date. The

Contractor shall document training and provide documentation to the CO or designee.

C.1.2.8.1 Asbestos Awareness Training

[[[Note to Spec Writer: Include for buildings that contain asbestos or where it has been

presumed. If no asbestos could possibly be found in your facility, add ‘No buildings on

this Contract contain asbestos”]]]

The Contractor shall ensure that all employees, including replacement workers, receive asbestos

training and refresher training in accordance with 40 C.F.R part 763 and 29 C.F.R. part 1910.

The Contractor shall follow all instructions for each asbestos class job as outlined in 29 C.F.R.

part 1910. The training shall be conducted, at no additional expense to the Government, within

60 calendar days of Contract start date. The Contractor shall submit written certification to the

CO or designee and record into NCMMS within five business days of the completion of training.

C.1.2.8.2 Re-Tuning Training

The Contractor shall ensure that all Mechanical Engineers, Mechanical Supervisors, Operating

Engineers, HVAC Mechanics, and Control Technician employees, including replacement

workers, receive Building Re-Tuning Training, (guidance can be found at the web site in document

titled “Web Links” at: Operations and Maintenance Specification a five (5) to six (6) hour online

course) and refresher training every two years. The training shall be conducted, at no additional

expense to the Government, within 60 calendar days of the Contract start date. The Contractor

shall submit written certification to the CO or designee within five (5) business days of the

completion of training for each employee identified above.

C.1.2.8.3 Education Requirements and Certifications

[[[Note to Spec Writer: For Union workers request Journeymen certifications.]]]

All HVAC personnel designated to operate, maintain, or repair, or any combination of HVAC

equipment or systems shall possess one or more of the following certifications:

a. North American Technician Excellence (NATE) HVAC Service Technician Certification

b. HVAC Excellence Professional Level Certification

c. UA Star HVAC Mastery Certification

All HVAC personnel designated, to operate, maintain, and or repair, or any combination of HVAC

equipment or systems shall maintain a minimum of 16 hours of continuing education per year

from either NATE, HVAC Excellence, or UA Star recognized provider program.

The Contractor shall submit written certification annually to the CO or designee.

C.1.2.8.4 NCMMS Training

Contractor shall ensure that all staff using NCMMS complete Government provided new user

training at a minimum. New user basic training curriculum, which takes approximately 6 hours,

covers the following at a minimum:

● Basic Navigation

● Work Order Tracking

● Asset Management

● Preventive Maintenance

● Reports

Contractor shall identify and designate staff responsible for performing specific administrative

tasks within NCMMS. In addition to NCMMS New User Training, designated staff shall complete

NCMMS Contract Administration Training for Contractors which takes approximately 3 hours and

covers the following at a minimum:

● Account Management

● People Records

● Labor Records

● Location Records

● Preventive Maintenance Work Orders

● Conduct Quality Control Inspections

● Generate Monthly Progress Reports

● Hazards and Precautions Management

Training will be provided Choose One: In-person by Regional NCMMS support staff. via webinar

by National NCMMS staff. or online on demand training. Contractor shall work with COR to

schedule and facilitate training during the start-up phase of the contract. Contractor shall request

new user training for replacement staff from COR. Training shall be completed at no additional

cost to the Government. Contractor may request a waiver for staff that have previously completed

NCMMS training and can demonstrate knowledge and proficiency using the system. Contractor

shall identify all previously trained staff and provide supporting documentation and records to the

COR for waiver consideration. The Contractor shall submit written certification to the CO or

designee within five (5) business days of completing training.

C.1.2.8.5 Lead Awareness Training

[[[Note to Spec Writer: Include for buildings that contain lead or where it has been

presumed. If no lead could possibly be found in your facility, add ‘No buildings on this

contract contain lead”.]]]

The Contractor shall ensure that all employees, including replacement workers, receive lead

awareness training and refresher training in accordance with 29 CFR 1910.1025(l) (1) (i). The

training shall be conducted, at no additional expense to the Government, within 60 calendar days

of Contract start date. The Contractor shall submit written certification to the CO or designee

within five (5) business days of the completion of training.

C.1.2.9 Appearance

Contractor personnel shall present a neat appearance and be easily recognized. This shall be

accomplished by wearing uniforms bearing the name of the company and employee name.

Uniforms shall be regularly laundered, consistent among personnel classifications, and

maintained presentable to tenant personnel during all working hours.

C.1.2.10 Standards of Conduct

The Contractor shall be responsible for maintaining satisfactory standards of employee

competency, conduct, appearance, and integrity and shall be responsible for taking disciplinary

action with respect to its employees, as necessary. The Contractor is responsible for ensuring

that its employees do not disturb papers on desks, open desk drawers or cabinets, or use

Government telephones, except as authorized. Each employee must adhere to standards of

behavior that reflect favorably on his or her employer and the Federal Government. Smoking is

only allowed in designated areas on the property and no smoking is allowed within the Facility.

C.1.2.11 Recording Presence

[[[Note to Spec. Writer: If there is another sign in procedure delete this and add in.]]]

Each Contract employee shall sign in when arriving and departing the facility daily and follow card

cess requirements as directed by the CO or designee. The Contractor shall accumulate GSA

Form 139 (Record of Time of Arrival and Departure from Building) or other designated form for

use in recording presence each calendar week, and certify in writing on each form that the

information shown is true and correct within ____ [[[Insert timeframe]]] business days of the end

of the work week. The Contractor shall provide copies of these records to the CO or designee

upon request.

C.1.2.12 Personal Identity Verification Requirements

Contractor employees that require access to GSA-controlled facilities or information systems to

perform Contract requirements shall comply with GSA personal identity verification requirements,

guidance can be found at the web site in document titled “Web Links” at: Operations and

Maintenance Specification. The Contractor shall insert this clause in all subcontracts when the

subcontractor is required to have access to a GSA-controlled facility or access to a GSA-

controlled information system.

C.1.2.13 Credentials and Identification

Contractor personnel with credentials shall be required to comply with all access security

screening procedures applicable to Government or other personnel possessing similar

credentials, or as determined by the building practices as defined by the Facility Security

Committee. All Contractor personnel possessing credentials (PIV or otherwise) shall visibly

display their credentials at all times while in the building(s) where work is being performed.

The Contractor shall be responsible for ensuring that all identification credentials are returned to

the CO or designee whenever its employees leave the Contract (i.e., when the Contract has been

completed, employees leave the company, employees are dismissed or terminated or the

Government determines that the employee is to be removed from the contract). The Contractor

shall notify the CO or designee whenever employee badges are lost.

The Contractor shall be responsible for paying the Government for replacement credentials at the

current cost per badge.

C.1.2.14 Escorting

[[[Note to Spec Writer: Review security clearance policy for specific building escorting and

modify as appropriate.]]]

Tem

porary contract employees who do not have favorable preliminary or final suitability

determinations and need to work in non-public federally controlled space must be escorted. In

those cases, the Contractor shall comply with the security clearance procedures for Escort Only

Contractors. All uncleared contract employees shall be escorted in non-public space by a

Government employee or another responsible cleared contract employee who is approved by the

CO or designee. Other Government agencies shall have specific agency security requirements

for their own space that shall only allow escort by Government employees or those designated

by their agency. Government employees or approved cleared contract employees who provide

escorts for uncleared contract employees shall always be within eyesight of the uncleared

contract employees. The Contract Government escort shall watch uncleared employees and

remain with uncleared contract employees for the entire time they are in non-public federally

controlled space. Any security violation of escort requirements by a cleared and approved

contract employee shall result in the immediate removal from the Contract of all contract

employees involved, i.e., escorts and uncleared escorted contract employees. Also, violations of

escort requirements by subcontract employees in accordance with security requirements shall be

grounds for loss of facility access for those individuals or grounds for termination of Contract, or

both.

C.1.3 Quality Control Program

A Quality Control Program (QCP) shall be developed and implemented by the Contractor. The

Contractor’s QCP shall ensure Contract compliance, and act to ensure that potential problems

with building services, equipment and systems are identified, documented, and resolved prior to

failure. The Contractor shall create and implement data collection and analysis plans to

continually monitor and improve efficiency in operations, resource consumption, environmental

impact and tenant satisfaction. In the event the Government Quality Assurance Program

identifies deficiencies the Contractor shall implement progressively responsive quality control

measures commensurate with the severity of the Government's deficiencies. Deficiencies

identified by the QCP or QASP shall be recorded in NCMMS as described in the ADVANCED

GSA Process Flows Procedures Manual.

[[[Note to Spec Writer: This subsection shall be coordinated with the proposal submission

requirements. Note that the Quality Control Plan must be submitted as part of the technical

proposal for review prior to award and shall be clearly identified in the evaluation factors.]]]

C.1.3.1 Quality Control Plan

The “Quality Control Plan” (QC plan) is the Contractor’s complete written system for identifying

and correcting deficiencies and monitoring and improving efficiencies to continually improve the

quality of services provided. Preparation of the QC plan is the responsibility of the Contractor and

is due with the Contractor’s proposal.

[[[Note to Spec Writer: Annual resubmission of the QCP may be required as regions

deem needed. If desired, include the annual requirement in this following paragraph.]]]

The QC plan, revisions or updates shall be submitted for approval by the CO or designee. A

review of the QC Plan can be initiated by direction of the CO or designee.

C.1.3.2 Quality Control Plan Contents

The QC plan shall detail the Contractor’s methods, frequencies, documentation, and remedies for

ensuring that all aspects of contract work performed is of the highest quality. It shall describe

procedures for correcting problems, data gathering, improving efficiencies, and addressing quality

assurance findings by the Government. The Contractor shall further customize the QC plan to

meet facility specific conditions. The QC plan shall describe the Contractor’s overall approach,

methods, roles and responsibilities relating to Quality Control of all areas of contract work

including service calls, preventive maintenance/inspection schedules, and operating data

collection and analysis. The revised QC plan is to be submitted for review and approval to the

CO or designee within 30 calendar days of Contract start date.

[[[Note to Spec Writer: Include if any of the locations covered by this solicitation have an

active ESPC or UESC: The QC Plan must address how the contractor plans to monitor

operations to ensure compliance with parameters set forth by the ESPC/UESC to ensure

the government is realizing established energy savings and the equipment/systems are

performing as designed.]]]

C.1.3.2.1 Inspection and Data collection Program

[[[Note to Spec Writer: Recommend to submit the Quality Control Plan as a stand-alone

attachment not subject to the page restrictions of the Technical Proposal.]]]

The Contractor shall develop an inspection and data collection and analysis programs that ensure

a safe, secure and efficient level of operation of all equipment and services required in this

PWS. The inspection program shall specify the areas to be inspected on a scheduled or

unscheduled basis, how frequently inspections shall be accomplished, and the title of the

individual(s) (third party or corporate) who shall perform the inspections. The inspection program

shall provide for a written record of inspections and results. The inspection program plan shall be

planned, scheduled, tracked, and reported via NCMMS.

C.1.3.2.2 Methods

The Contractor shall identify its methods for identifying, correcting, and preventing deficiencies

in the quality of service performed before the level of performance becomes unacceptable.

C.1.3.3.1 Data Collection and Analysis Program

The Contractor shall collect and analyze any and all operational data including, BAS, NCMMS,

Utility bills, installed meters, infrared scans, vibration analysis, and meteorological data to

implement or recommend any operational changes to increase the buildings operational

efficiency, reduce resource use, lower environmental impact, reduce costs and improve tenant

satisfaction. The Contractor will verify expected results and report expected vs. actual results

at least annually.

C.1.3.3.2 Methods

The contractor shall use NCMMS to the maximum extent possible to create and store analytic

data. Meters used for analysis shall be asset based in NCMMS with meter readings recorded

in NCMMS.

Partnering Meeting / Quality Control Meeting: While the Government does not seek to be

prescriptive, it is noted that live, interactive meetings, including updates, reports and trend

analysis on the varying contract programs areas have been shown to hold significant value in

meeting the Government's desired performance levels in this area. Additionally, the use of

electronic media and mobile plaƞorms (such as google docs, Meeting Space and

teleconferencing) function well with GSA’s mobile workforce.

The written minutes of these meetings will be prepared by the Contractor and delivered to the

CO or their designee no later than 3 business days after the meeting(s.)

C.1.4 Quality Assurance

GSA’s role in quality assurance is to ensure that the Contractor is achieving the quality levels

established in the operation and maintenance services contract and focuses on the Contractors’

QC plan. GSA periodically validates the execution of the Contractor's QCP by reviewing such

areas as the Contractor's inspection forms, service request logs, tenant reports, tenant

satisfaction surveys, NCMMS surveys, and the timeliness of corrective actions.

As part of the Government’s quality assurance program, the Government may:

a. Review and, if warranted, reject any reports or other submittals required from the

Contractor.

b. Review performance and service records, including monthly progress reports, BAS

data, NCMMS data, and any computerized or hard copy records maintained by the

Contractor documenting performance under this Contract, and require correction of

any unsatisfactory conditions noted.

c. Determine the adequacy of the Contractor’s QCP and documentation and the overall

success of this program. The Government shall order improvements, if it determines

the program is insufficient or ineffective.

d. Obtain tenant satisfaction and NCMMS survey information and require improvements

in service on the basis of such information to the extent such results correlate with

deficiencies in Contract requirements.

e. Conduct physical inspections of facility equipment and systems, including programs

and files maintained on computers in Contractor onsite offices and work areas, and

require correction of deficiencies noted.

f. Perform inspections with Government personnel or independent third-party inspectors.

g. Review compliance or changes made to O&M procedures established by an

ESPC/UESC, if applicable, and require correction of any O&M deficiencies.

C.1.4.1 Contracting Officer's Representative (COR)

Contracting Officer's Representatives (COR’s) shall be appointed to monitor Contractor

performance, and they have the right to inspect and accept or reject defective services. The COR

has the authority to recommend deductions based on findings in the Quality Assurance Report.

The name and telephone number of each COR under the Contract shall be furnished to the

Contractor in writing by the CO.

C.1.4.2 Government Monitoring

[[[Note to Spec Writer: It is permissible to delete last sentence and add frequency.]]]

The Government shall inspect the Contractor’s performance using a quality assurance program

(QASP) through random inspections, scheduled inspections, or any other method of inspection

by the COR or designee that the Government determines reflects the actual performance of this

Contract. Contractor performance shall be evaluated on the basis of the performance success or

deficiencies, success or failure in meeting contract requirements, and the Contractor’s record of

correcting deficiencies when noted. While corrective actions shall be noted, a record of significant

performance deficiencies shall lead to a performance evaluation that is less than satisfactory even

if the Contractor takes corrective action. The Contractor shall meet with the CO or designee and

other Government representatives, at the discretion of the CO or designee, to review Contract

performance.

C.1.4.3 Performance Evaluations

[[[Note to Spec Writer: Remove if AbilityOne is the Contractor.]]]

Contractor performance shall be evaluated on the basis of the performance success or

deficiencies, success or failure in meeting contract requirements, and the Contractor’s record of

correcting deficiencies when noted. A mutual good faith effort shall be made by all parties to

resolve all issues. GSA uses the Contractor Performance Assessment Reporting System

(CPARS) to evaluate the Contractor's performance. Evaluations are generally conducted

annually on or about the anniversary date of the Contract and also at the end of the Contract

period, but may be conducted more frequently if CO or designee determines it is needed.

C.1.5 Physical Security

The Contractor shall be responsible for safeguarding all Government property provided for

Contractor use in accordance with the Government Property (GP) clause, Federal Acquisition

Regulation (FAR) 52.245-1. Any loss of integrity in the lock and keying system shall be

immediately reported to the COR.

C.1.5.1 Key Control

The Contractor shall follow the building’s key control program; refer to Policy 5900.1ADM,

Physical Access Control Systems in U.S. General Services Administration Controlled Space.

Keys issued to the Contractor or the Contractor’s personnel, or subcontractors shall be signed for

and not transferred to other personnel unless recorded in the key control log. All new locks shall

be incorporated into existing grand master key system. The Contractor shall develop procedures

covering key control that shall be included in the QC plan. Providing keys for tenants is

reimbursable. The Contractor shall be financially liable and shall furnish locksmith services and

key blanks for installation and removal of locksets and tumblers, and costs associated with re-

keying due to the loss of a master key by Contractor or subcontractor. The Contractor shall also

be financially responsible for duplication of keys, replacement of locksets, opening doors in the

event of lost keys by employees or subcontractors, and replacement of keys and lock-sets, due

to keys not being recovered from terminated employees or subcontractors.

C.1.5.2 Lock Combinations

[[[Note to Spec Writer: This subsection is optional depending on local requirements.]]]

The Contractor shall establish and implement methods of ensuring all lock combinations are not

revealed to unauthorized persons. These procedures shall be included in the Contractor's QC

plan.

C.1.6 Safeguarding Sensitive Data and Information Technology Resources

C.1.6.1 General

The Contractor is responsible to safeguard sensitive Government data, personal information and

the integrity of Government information technology resources. This subsection applies to all users

of sensitive data and information technology (IT) resources, including awardees, Contractors,

sub-contractors, lessors, suppliers and manufacturers. Contractor personnel requiring access to

GSA’s Network shall comply with all Federal Information Technology regulations regarding

Trusted Internet Connection (TIC) in conjunction with Public Buildings Service (PBS) and GSA

Chief Information Officer (CIO) IT policies, i.e., all PBS IT systems needing network connectivity

shall reside on the GSA network. The following GSA policies shall be followed:

a. 2100.1M CIO, GSA Information Technology (IT) Security Policy

b. 2100.2C CIO, GSA Wireless Local Area Network (LAN) Security

c. CIO 2104.1A, GSA Information Technology IT General Rules of Behavior

d. CIO 2105.1 C, GSA Section 508: Managing Electronic and Information Technology

for Individuals with Disabilities

e. CIO 2106.2, GSA Social Media Policy

f. CIO 2107.1, Implementation of the Online Resource Reservation Software

g. CIO 2160.4A, Provisioning of Information Technology (IT) Devices

h. CIO 2162.2, Digital Signatures

i. CIO P 2165.2, GSA Telecommunications Policy

j. CIO P 2180.1, GSA Rules of Behavior for Handling Personally Identifiable

Information (Pll)

k. 2181.1 ADM, Homeland Security Presidential Directive-12, Personal Identity

Verification and Credentialing, and Background Investigations for Contractors

l. CIO P 1878.3, Conducting Privacy Impact Assessments (PIAs) in GSA

m. CIO 2231.1, CIO GSA Data Release Policy

n. 9732.1E ADM, Suitability and Personnel Security. The Contractor and

subcontractors must insert the substance of this order in all subcontracts.

These policies can be found at the web site in document titled “Web Links” at: Operations and

Maintenance Specification

C.1.6.2 Safeguarding and Dissemination of Controlled Unclassified Information

C.1.6.2.1 General

This subsection applies to all recipients of Controlled Unclassified Information (CUI), including

offerors, bidders, awardees, contractors, subcontractors, lessors, suppliers and manufacturers.

Dissemination of sensitive but unclassified paper and electronic building information shall be

made on a need-to-know basis in accordance with GSA Order PBS P 3490.2, a copy of which

shall be made available upon request.

C.1.6.2.2 Marking CUI

Contractor-generated documents that contain building information shall be reviewed by the

CO/COR to identify any CUI content, before the original or any copies are disseminated to any

other parties. If CUI content is identified the CO or designee shall direct the Contractor, as

specified elsewhere in this Contract, to imprint or affix CUI document markings to the original

documents and all copies, before any dissemination.

C.1.6.2.3 Authorized Recipients

Building information designated CUI shall be protected and controlled by strictly limiting access

to those individuals having a legitimate business need to know such information. Those with a

need to know shall include Federal, state and local Government entities, and non-Government

entities engaged in the conduct of business on behalf of or with GSA. Non-Government entities

shall include architects, engineers, consultants, contractors, subcontractors, suppliers, utilities,

and others submitting an offer or bid to GSA, or performing work under a GSA contract or

subcontract. Recipient Contractors shall be registered as “active” in the System for Award

Management (SAM) database at the web site titled “Web Links” at: Operations and Maintenance

Specification. If a subcontractor is not registered in the SAM and has a need to possess CUI

building information, the subcontractor shall provide to the Contractor its DUNS number or its tax

ID number, a copy of its business license and a valid state driver’s license with photograph or

other valid IDs with photograph. The Contractor shall keep this information related to the

subcontractor for the duration of the Contract and subcontract.

All GSA personnel and Contractors shall be provided CUI building information when needed for

the performance of official Federal, state, and local Government functions, such as for code

compliance reviews and for the issuance of building permits. Public safety entities such as fire

and utility departments shall require access to CUI building information on a need-to-know basis.

This clause shall not prevent or encumber the dissemination of CUI building information to public

safety entities.

C.1.6.2.4 Dissemination of CUI Building Information

C.1.6.2.4.1 By Electronic Transmission

Electronic transmission of CUI information outside of the GSA network shall use session

encryption (or alternatively, file encryption). Encryption shall be via an approved NIST algorithm

with a valid certification, such as Advanced Encryption Standard (AES) or Triple Data Encryption

Standard (3DES), in accordance with Federal Information Processing Standards Publication

(FIPS PUB) 140-2, Security Requirements for Cryptographic Modules per GSA policy.

C.1.6.2.4.2 By Non-electronic Form or on Portable Electronic Data Storage Devices

Portable electronic data storage devices include CDs, DVD, and USB drives. Non-electronic

forms of CUI building information include, among other formats, paper documents.

C.1.6.2.4.2.1 By Mail

Contractors shall use only methods of shipping that provide services for monitoring receipt such

as track and confirm, proof of delivery, signature confirmation, or return receipt.

C.1.6.2.4.2.2 In Person

Contractors shall provide CUI building information only to authorized recipients with a need to

know such information.

C.1.6.2.5 Record Keeping

Contractor shall maintain a list of all entities to which CUI is disseminated. This list shall include

at a minimum: (1) the name of the state, Federal, or local Government entity, utility, or firm to

which CUI has been disseminated; (2) the name of the individual at the entity or firm who is

responsible for protecting the CUI building information, with access strictly controlled and limited

to those individuals having a legitimate business need to know such information; (3) contact

information for the named individual; and (4) a description of the CUI building information

provided. Once “as built” drawings are submitted, the Contractor shall collect all lists maintained

in accordance with this clause, including those maintained by any subcontractors and suppliers,

and submit them to the CO. For Federal buildings, final payment shall be withheld until the lists

are received.

C.1.6.2.6 Safeguarding CUI Documents

CUI building information (both electronic and paper formats) shall be protected. GSA Contractors

and subcontractors shall not take CUI building information outside of GSA or their own facilities

or network, except as necessary for the performance of that contract. Access to the information

shall be limited to those with a legitimate business need to know.

C.1.6.2.7 Destroying CUI Building Information

When no longer needed, CUI building information shall be destroyed so that marked information

is rendered unreadable and incapable of being restored, in accordance with guidelines provided

for media sanitization within GSA CIO 2103.1 Controlled Unclassified Information (CUI) Policy

and Appendix A of NIST Special Publication 800-88, Guidelines for Media Sanitization.

Alternatively, CUI building information may be returned to the CO.

C.1.6.2.8 Notice of Disposal

The Contractor shall notify the CO that all CUI building information has been returned or destroyed

by the Contractor and its subcontractors or suppliers with the exception of the Contractor's record

copy. This notice shall be submitted to the CO at the completion of the Contract to receive final

payment. The Contractor may return the CUI documents to the CO rather than destroying them.

C.1.6.2.9 Incidents

All improper disclosures of CUI building information must be reported immediately to the CO. If

the Contract provides for progress payments, the CO shall withhold approval of progress

payments until the Contractor provides a corrective action plan explaining how the Contractor

shall prevent future improper disclosures of CUI building information. Progress payments shall

also be withheld for failure to comply with any provision in this clause until the Contractor provides

a corrective action plan explaining how the Contractor shall rectify any noncompliance and comply

with the clause in the future.

C.1.6.2.10 Subcontracts

The Contractor and subcontractors shall insert the substance of these subsections 1.6.2,

Safeguarding and Dissemination of Controlled Unclassified Information Building Information

through 1.6.2.9, Incidents, in all subcontracts.

C.1.7 Hours of Operation

C.1.7.1 Normal Working Hours

The Contractor shall maintain the following customer-service hours, which are referred to in this

Contract as Normal Working Hours:

[[[Note to Spec Writer: Specify the business days and hours the operation shall be open

to serve customers. When specific requirements or limitations exist, they shall be

documented here.]]]

C.1.7.2 Core Coverage Hours

The Contractor shall maintain a staff presence during the core coverage hours.[[[Spec. writer

specify hours before and after, recommend core coverage hours is one hour prior to and

one hour after normal working hours.]]] The Contractor shall ensure employees maintain

communications access with the CO or designee to allow contact by the Government at all times

during core coverage hours and to communicate effectively with CORs/Facility Managers and

Facility Manager Supervisors.

C.1.7.3 Recognized Holidays

Federal holidays for the purpose of this Contract are New Year’s Day, Martin Luther King, JR.

Day, Presidents’ Day, Memorial Day, Independence Day, Juneteenth, 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.

Unanticipated holidays declared by the President will count as Federal holidays. As long as the

Contractor pays its employees as if it were an anticipated Federal holiday, the Contractor will be

paid for the unanticipated holiday as if it were a normal Federal holiday.

[[[Note to Spec Writer: Specify any additional recognized holidays as appropriate to reflect

the local situation for this PWS.]]]

C.1.7.4 Extended Operating Hours

[[[Note to Spec Writer: Regions shall delete this paragraph provision if not applicable to

their facility and mark as “Reserved.”]]]

The following areas of the building regularly operate during hours outside of Normal Working

Hours; supporting equipment shall be operated and maintained by the Contractor so as to support

these extended operating hours.

[[[List the areas and hours of operation and O&M personnel.]]]

Areas of the building with extended operating hours may change during the performance period

of the Contract. The Contractor shall be notified by the CO in writing by modification of the

Contract of these changes as soon as possible.

C.1.7.5 Building Access

The Contractor expects that tenants of the building will provide reasonable access to their space

to allow the Contractor to carry out the task of providing those building services that are contracted

for by GSA in this document. If the tenant does not provide reasonable and timely access to their

space, the Contractor shall immediately notify the CO or designee. The Contractor is not

authorized to negotiate or accept any changes, requested by the tenant, to the services required

in this specification.

C.1.8 Conservation of Utilities

The Contractor shall be proactive in attempts to meet all current and future energy and utility goals

of the Government. The Contractor must establish a Performance Plan addressing operational

methodology for tracking, trending and improving facility efficiencies. The Contractor shall

ensure, through use of operational logs, preventive maintenance, systems test and balance, and

other necessary means, an effective controls sequence of operations best meeting the facility's

current and future energy and utility goals. The Contractor must submit the Performance Plan to

the CO or designee for approval within three monthly report cycles. This Performance Plan shall

be part of the Energy and Water Efficiency Monthly Report. Continually and systematically

performing these activities forms the backbone of a robust O&M contract and shall be a primary

factor for assessing the performance of the Contractor.

C.1.9 Use of NCMMS

C.1.9.1 General

The Contractor shall be responsible for completing all CMMS actions in accordance with

the National CMMS Policy Desk Guide (April 30, 2019, or newer version) which can be

found at the website in a document titled "Web Links" at: Operations and Maintenance

Specifications.

GSA will provide contractor access to the National Computerized Maintenance

Management System (NCMMS) web-based enterprise platform. NCMMS houses

equipment inventory, preventive maintenance plans, preventive maintenance schedules,

and equipment maintenance history.

NCMMS is the “System of Record and Repository” for all service work, facility assets and

facility asset tracking performed in conjunction with this contract's requirements. As such

the Contractor shall use NCMMS to record all work performed at all facilities covered by

this contract including but not limited to: sub-contract work, records documentation,

equipment maintenance, locations and inventories, warranty information, job plans,

preventive maintenance plans and tracking, O&M manuals, reports, systems inspection,

tour sheets, operating logs, safety plans, quality control inspections, Work Orders,

miscellaneous hours information, Overtime Utilities information, all tests, equipment

photos, certifications, meter readings, permits, existing deficiency reports, initial deficiency

reports, GSA small projects that are above scope, asset life expectancy and future viability

analysis, other records related to work performed under this contract and training and

certifications required for this contract. The Contractor shall use NCMMS to validate and

update, on a continuous basis, the equipment inventory and all locations where contractor

work occurs. Contractor shall provide an annual certification that the equipment inventory

and location data in NCMMS are up to date and complete.

The Contractor must provide all computer hardware including the necessary computer

auxiliary equipment, consumables, and services required to reliably access the internet

and sign in to NCMMS platform. The contractor is responsible for internet connectivity.

The Contractor shall provide all technicians mobile devices (smart phones, or tablets) for

access to additional NCMMS mobile features and functionality. Mobile telephone devices

shall conform and comply with GSA IT Bring Your Own Device policy, requirements, and

must be listed in GSA list of approved devices.

The Government will provide access to NCMMS website upon completion of required

training.

NCMMS tasks include but are not limited to the following: identify, track, and schedule

preventive maintenance work, service requests, and equipment inventory, confined space

inventory, initial deficiency list, close out inspection, equipment hazards and precautions.

The Contractor shall track historical maintenance and repair activities and provide

minimally required data including but not limited to: work order log entries, failure codes,

tasks, labor (man-hours), and other costs associated with work completion for each work

order received during the performance of the contract.

Contractor shall demonstrate the required NCMMS skills and familiarity within the first 30

days of the contract start date, as measured by timely, accurate data entry in NCMMS, as

defined elsewhere in this scope.

The contractor may utilize GSA-provided training, at no additional cost to the government,

and help documents as part of their strategy to meet NCMMS skills requirement.

C.1.9.2 Operations

Contractor shall initiate NCMMS start-up activities upon notification by GSA that NCMMS

is available for use. Contractor will have 30 days following the Government furnished

training to complete the startup activities listed below. Following the 30-day period the

contractor shall exclusively use the Government furnished NCMMS. The Government may

perform periodic audits of NCMMS and data at its discretion.

Start Up Activities: (post transition phase):

Work with CO or designee to obtain ENT credentials needed to access NCMMS.

Work with CO or designee to obtain NCMMS accounts.

Complete Government provided new user basic and administrative training no later than

[[[Suggested 30 days; region may adjust]]] after contract start.

Review/validate equipment inventory within NCMMS per section C.5.3.2 of this

specification.

Review/update preventive maintenance schedules within NCMMS as outlined in section

C.6

Manage and track new and existing GSA initiated work orders within NCMMS.

Contractor shall complete an initial review and verification of preventive maintenance

plan/schedule no later than 60 days after award or start as outlined in section C.6 of this

specification.

Contractor shall document and submit Initial Deficiency List and submit to CO or Designee

for approval. See section C.7 for additional instruction on IDL’s.

NCMMS Basic Requirements

Upon satisfactory completion of NCMMS start up activities contractor shall use NCMMS

in accordance with provided basic user training, standard operating procedures, NCMMS

Policy Desk Guide, and process workflows provided by the Government. At a minimum,

contractor shall perform the following within NCMMS:

a. Proactively manage user accounts and profiles, On/off board users in a timely

manner.

b. Proactively manage asset inventory data.

c. Proactively manage preventive maintenance plans and schedules.

d. Process all planned and unplanned work orders providing minimally required

data/information within three business days of work order completion or receipt of a

service request, whichever comes first:

e. Process above standard work.

f. [[[Note to spec writers… include, unless you have this service desk requirement

covered in another contract or contracts. ... Process additional services work

including, inputting work orders for non O&M work as part of a service desk

function; otherwise…delete]]]

g. Process miscellaneous work.

h. Capture above threshold costs.

i. Provide contract-required, and adhoc reports to the CO or designee as requested.

j. Link assets to unplanned and proactive work orders.

k. Upload and maintain asset documents, including but not limited to, third party inspection

certificates, calibration reports, testing reports, warranties, entry permits, and other

documents as requested by CO or Designee.

m. Upload and maintain location-based work orders and PM’s, including but not limited

to, tours logs, operating logs, and other documents as requested by CO or Designee.

n. Perform quality control inspection/review per guidance in PBS NCMMS Desk Guide,

at least 10 percent of completed work orders of non-preventive maintenance type, and

record results in NCMMS via NCMMS QC process.

o. Reserved

p. Capture meter readings

q. The contractor shall create more effective job plans based on manufacturer’s

instructions or combine PMs in NCMMS by creating route plans in an effort to operate

more efficiently.

[[[Note to Spec Writer: This subsection is optional. It requires knowledge of

advanced NCMMS practices. Suggested for larger operations, like >=1,000,000 sq-

ft.]]

In addition to the basic requirements listed in C.1.9.2 and in accordance with provided

advanced user training, standard operating procedures, and process workflows provided

by the Government. The Contractor shall perform the following tasks within NCMMS:

a. Manage staff scheduling and availability through the use of calendar and shifts.

b. Generate and assign work electronically using a mobile platform eliminating hard copy

printed work orders.

[[[Note to Spec Writer: asset downtime and asset life cycle items below may be

moved to the required subsection just above this section.]]]

c. Capture asset downtime data. Generate asset downtime reports and submit to CO or

Designee upon request

d. Collect and monitor asset lifecycle data. Generate asset end of lifecycle/condition report

no less than annually.

e. Manage asset and or location specific hazards (permit required confined space) and

precautions.

f. Create asset specific lock out tag out procedures.

g. Reserved

h. Manage parts inventory.

The Contractor shall use NCMMS uploader templates to review and bulk update data in

NCMMS. The Contractor shall use the existing inventory and asset location list in NCMMS.

Any bulk data changes or additions shall be submitted to the COR, using NCMMS

generated/approved templates, small additions of up to 50 items will be added locally by

the contractor after COR approval.

C.1.9.3 Reporting

Contractor shall deliver upon request of the CO or designee, reports produced from

NCMMS and use NCMMS to provide current Contract monthly submittal requirements,

such as monthly reporting quality control reports, completion of scheduled Work Orders,

and Contract reports of accomplishment of services.

C.1.10 Documentation and Records

All records and files that this Contract requires the Contractor to maintain shall be made readily

accessible to Government representatives, including third-party contract inspectors, on request.

All records, files, plans, and other Contract-related documents used or generated during the

course of the Contract by the Contractor, including all standard operating procedures, preventive

maintenance plan schedules and building operating plans, shall become the property of the

Government, (excluding, however employee personnel files and company financial information).

Files are to be provided in both hard copies and electronic copies. All records are subject to the

Freedom of Information Act and Privacy Act and any requests for release of any records shall be

handled accordingly.

C.1.11 Ordinances, Taxes, Permits, and Licenses

Without additional expense to the Government, the Contractor shall fully comply with all local,

city, state, and Federal laws, regulations, and ordinances. The Contractor shall also be liable for

all applicable Federal, state, and local taxes and shall obtain and pay for all permits, fees and

licenses governing performance under the Contract.

C.1.12 Other Contractors

The Government shall undertake or award other contracts for additional work, and the Contractor

shall fully cooperate with such other contractors or Government employees. The O&M Contractor

shall be responsible for entering work related data in NCMMS performed by other contractors

(e.g., elevator services and janitorial). The Contractor shall carefully schedule its own work, in

conjunction with the additional work, as shall be directed by the CO or designee. In addition, the

Contractor shall not commit or permit any act that shall interfere with the performance of work by

another contractor or by Government employees.

C.1.13 Government Forms

The various Government forms mentioned in this PWS, such as recording presence forms, and

inspection forms, shall be obtained from the CO or designee.

C.1.14 Contractor Maintenance Performance Plans

This Contract requires in sections 5 and 6 that the Contractor provides specific plans to ensure

efficient and effective operation of equipment and systems. Plans that are required by this

Contract must be submitted per the specified schedule (see Exhibit 3) and shall be evaluated for

completeness. Government approval is required before they are accepted and implemented.

The Government reserves the right to require changes to the Contractor performance plans. All

plans shall take into consideration the following:

a. Peak performance - The system as a whole shall be considered when designing a

performance plan.

b. S

ystem longevity – Following the performance plan shall enhance the life of the equipment

or a system and mitigate events that could shorten the life of the equipment or a system.

c. Energy Conservation – The performance plan shall support energy efficiency and

reduction goals as much as is practical including ESPC/UESC energy savings targets

when applicable.

d. C

onditioned space – The spaces served by the system shall be considered as to type and

purpose in relation to system performance.

e. V

ariability - The plan format shall consider the various configurations of the building(s) and

their systems and use specific templates for the standard configurations such as systems

in small remote locations, high rise structures or campus installations.

SECTION 2 DEFINITIONS

C.2.0 General

This section is a list of definitions of certain terms used in this PWS.

C.2.1 Above-Standard Services

Above-Standard Services are services such as Overtime Utilities or Agency equipment repair and

maintenance not covered in the monthly price of the Contract and is normally funded by the

agency requesting such services.

C.2.2 Acceptance

“Acceptance” means an authorized representative of the Government has inspected and agreed

that the work meets all requirements of this Contract, including all documentation requirements.

C.2.3 Additional Services

“Additional services” are services that the Contractor shall provide at an additional cost to the

Government, including all labor, supervision, supplies and materials specifically identified as

being outside the provisions of the basic services and pricing. The CO or designee shall issue a

separate delivery order before work shall proceed.

C.2.4 Advanced Meters

Advanced meters are deployed in a building in addition to utility meters to measure and record

interval data and communicate the data in a format that can be easily integrated into an advanced

metering system.

C.2.5 Advanced Metering Systems

Advanced metering systems are a system that collects time-differentiated energy usage data from

advanced meters via a network system on a request or defined schedule basis. The system is

capable of providing usage information on a daily basis and can support desired features and

functionality related to energy use management, procurement and operations.

C.2.6 Annual Child Care Facility Survey

Annual Child Care Facility Survey is an occupant safety inspection performed annually by the

GSA Child Care Program Manager and Facility Manager (and sometimes the O&M contractor -

that is the Facility Managers decision.)

C.2.7 Architectural and Structural

“Architectural and structural” systems include all building structure, envelope, building

improvements and finishes, and site improvements (e.g., paving, walkways and, asphalt) to the

property line.

C.2.8 Basic Services

Basic Services of the Contract consist of the recurring contract requirements for which the

Contractor is paid as a base price, i.e., the requirements established by the Contract, this PWS

and related general and administrative requirements that do not contain provisions for separate

reimbursement. Indefinite Quantity services (Additional Services and Reimbursable Repairs) are

requirements outside of Basic Services for which payment is made on a case-by-case basis.

C.2.9 Building Automation System (BAS)

The “building automation system,” also known as the “building management system (BMS), is a

system controlling and monitoring building HVAC, and possibly other systems (e.g., lighting),

including all BAS devices, field and global controllers, instrumentation, networking infrastructure,

computers, virtual servers, and peripherals, software, programming, database files, and licenses.

C.2.10 Building Operating Plan

The “Building Operating Plan” (BOP) is a mandatory plan requiring Government approval that the

Contractor either develops for new buildings or reviews and updates for existing facilities that

documents the procedures for the operation of all the mechanical and electrical equipment and

systems covered by this Contract under normal circumstances and emergency contingencies.

C.2.11 Building Monitoring and Control (BMC) System

BMC systems are designed to operate building equipment and/or to obtain data from the building

equipment or environment. BMC systems include their controllers, devices, and sensors.

Examples include, but are not limited to, systems for: Fault Detection and Diagnosis (FDD) or

GSA’s analytical application – GSALink, utility or advanced metering; heating, ventilation and air

conditioning (HVAC); on-site renewable energy generation; building automation/management

(BAS/BMS); Smart Sensors; Occupancy Sensors; Single Pane of Glass (SPOG); Smart Energy

Systems, including Photovoltaic Systems (PV), Smart Grid Technology and/or Grid Interactive

Technology; Digital Signage; Irrigation Control; Machine Learning (ML) & Artificial Intelligence (AI)

on building control systems; and/or Lighting controls; and/or Network/Connected Electric Vehicle

Charging Stations. The following systems: fire alarms, smoke control, and life safety systems;

Physical Access Control Systems (PACS); Security cameras; and/or elevator systems will

typically be excluded or otherwise will have limited integration/interconnections with BMC

Systems.

C.2.12 Building Recovery Plan

A Building Recovery Plan establishes procedures to recover the Building Automation System

(BAS) following a disruption of the GSA OCIO IT provided Virtual Server, Wide Area Network

(WAN), Data Circuits or building Local Area Network (LAN) components and to sustain the daily

building operations while doing so.

C.2.13 National Computerized Maintenance Management System (NCMMS)

A “computerized maintenance management system” is a database and application software

package that automates the O&M and repairs record keeping requirements. GSA’s National

Computerized Maintenance System (NCMMS) is designed to enhance efficiency and

effectiveness of service and maintenance activities. Typical features include planning, scheduling

and monitoring of service Work Orders and maintenance. NCMMS is a central repository

(Database) for all service requests and maintainable GSA assets. NCMMS provides a

mandatory, agency-wide means and method for processing, analyzing and reporting all service

and maintenance work, equipment, costs, and labor hours for all of GSA.

C.2.14 Consumable Parts

“Consumable parts” are parts or components that customarily require regular replacement rather

than repair in a maintenance program and shall be disposed of properly. Examples include: oil,

grease, belts, filters, ballasts, and lamps.

C.2.15 Contracting Officer (CO)

Contracting Officer (CO) is a GSA employee who has the overall responsibility for the

administration of this Contract. The CO 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. The CO shall delegate

administration of the Contract to a Contracting Officer’s Representative.

C.2.16 Contracting Officer's Representative (COR)

Contracting Officer's Representatives (COR) shall be appointed by letter from the CO. CORs or

designees shall be the primary Government representatives for the administration of Contract,

shall have proper training and experience in inspecting contracts, but shall not have the authority

to modify the Contract.

C.2.17 Contractor

“Contractor” as used in this PWS refers to the company or firm awarded this Contract.

C.2.18 Core Coverage Hours

“Core coverage hours” are the hours when the Contractor is required to maintain Basic Services.

C.2.19 Corrective Maintenance

Corrective Maintenance is a term from NCMMS tool that refers to any activity that is not previously

scheduled per industry standards, the PBS-P100 Design Standard, PBS 2012 (or most current)

Preventive Maintenance Standards, or other referenced standards. The term includes service

calls, equipment problems, minor repairs or unscheduled maintenance activities.

C.2.20 Demand Response Program

Demand Response Program is a load management program that usually offers the Government

incentives to curtail energy demand during peak use periods to protect system reliability or

respond to market conditions. This program requires that the Contractor perform specific

requirements to satisfy the curtailment request (e.g., using onsite generation, switching to different

fuels, or turning off excess equipment).

C.2.21 Emergency Callback

An “emergency callback” is a Work Order 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 a Normal

Working Hours. An emergency creates a life/safety hazard or immediate loss or damage of

Government property and the event can disrupt the routine operation of the building, thereby

preventing the tenants from working or the building from being secured.

C.2.22 Energy Conservation Measure (ECM)

An ECM is a building improvement, designed and constructed through an ESPC or UESC or other

means, that, when operated and maintained as intended will result in a specified amount of energy

savings.

C.2.23 Energy Savings Performance Contract (ESPC)

An ESPC is a performance contract vehicle used to design and construct capital improvements

and facility upgrades, referred to as Energy Conservation Measures (ECMs), and Water

Conservation Measures (WCMs) that result in guaranteed energy and water savings goals. The

savings goals are satisfied when operations and maintenance procedures established by the

ESPC are followed as confirmed through annual measurement and verification.

C.2.24 Environmentally Sustainable Products and Services

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 shall consider raw materials acquisition, production, manufacturing, products and

chemicals, packaging, distribution, reuse, operation, maintenance, or disposal of the product or

service. Attributes of environmentally sustainable products or services include those that are

energy efficient, greenhouse gas reducing, water-efficient, biodegradable, environmentally

preferable, non-ozone depleting, contain recycled content, non or less toxic, EPA-designated and

bio-based.

C.2.25 Exterior

The exterior is the area from the building or facility extending to the legal property line.

This includes but not limited to entrances, landings, steps, sidewalks, parking areas, arcades,

courts, planters, lawns, irrigation systems, fountains, playground, security bollards, guard booths,

gates, fences, flagpoles, building-mounted poles, and ground lighting located adjacent to the

facility.

C.2.26 Fire Protection and Life Safety Systems

“Fire protection and life safety systems“ are systems and equipment installed in the building to:

detect fire and products of combustion, notify building occupants and emergency responders,

initiate smoke control systems, initiate fire suppression systems, control or suppress fires and

facilitate or enhance emergency egress. These systems also shall communicate with other major

building systems for fire and smoke control, elevator recall and utilities control.

C.2.27 GSAlink

GSAlink is a strategic software analysis platform to leverage automated building analytics

technology to capture real-time building systems point data, apply rules-based analytics software

to the data and spot trends and deficiencies while reporting actionable events via NCMMS as a

Work Order to building operators, O&M Contractors, and GSA Service Center Facility Managers.

C.2.28 Green Procurement Compilation (GPC)

The GPC specifies requirements to use environmentally sustainable products and services.

C.2.29 Indefinite Quantity

“Indefinite quantity” provisions in a Contract permit the Government to order work, in addition to

the Basic Services, and upon acceptance permit additional payment to the Contractor.

C.2.30 Initial Deficiency Report

The “Initial Deficiency Report” is a listing of the deficiencies that exist in the equipment and

systems covered by this PWS, as well as the Contractor's itemized price (including, labor,

materials, overhead, and profit) for correcting each deficiency. Initial Deficiency Report findings

are logged in NCMMS.

C.2.31 Miscellaneous Work

“Miscellaneous work” is additional labor, in addition to PM and equipment maintenance, that is

performed at the direction of the COR or CO (i.e., they are part of Basic Services). The Contractor

shall also provide consumable materials to complete the request. Miscellaneous work is treated

as a Service Call and is included in the Basic Operations and Maintenance price quoted per month

on the bid sheet. During normal duty hours, minor requirements are considered "miscellaneous

work" as it relates to routine, day-to-day operational requirements requested by the tenant in

making door keys, changing locks, hanging pictures, maps and bulletin boards, trimming door

bases, and other similar functions, as directed. Miscellaneous work shall be accomplished in the

same time frame as routine service calls, unless otherwise directed by the CO or designee.

C.2.32 Modification of Contract

A modification is a change to the terms and conditions of the Contract. In accordance with FAR

52.212-4(c) – Changes, the parties must agree to any changes to the terms and conditions of the

Contract via a written modification to the Contract signed by the Contractor and the CO.

Notwithstanding the foregoing, the CO may modify the period of performance of the Contract via

a unilateral modification, i.e., without the consent of the Contractor, in accordance with FAR

clause 52.217-8, Option to Extend Services, and FAR clause 52.219-9, Option to Extend the Term

of the Contract, both of which are included in this Contract.

C.2.33 Non-Reimbursable Repairs

A “non-reimbursable repair” is a repair that is the Contractor’s responsibility with no additional

reimbursement from the Government.

C.2.34 Normal Working Hours

“Normal Working Hours” are the hours of building occupancy by the tenants (typically 10 hours)

when all services shall be available to occupants.

C.2.35 Occupant Emergency Plan (OEP)

The lead agency (the largest agency in the building) in each building is responsible for

development and enforcement of the building’s “Occupant Emergency Plan” (OEP). The OEP

details what the building tenants shall do in case of an emergency. The plan identifies floor

wardens and shelter in place locations.

C.2.36 Ongoing Commissioning

A facilities management and technical approach designed to resolve operating problems, improve

comfort, optimize energy use, and identify retrofits for existing buildings using data from multiple

systems (e.g., BAS, advance meters and GSAlink). This process can identify equipment

inefficiencies as they occur and allow for quick remediation and greater energy and cost savings.

C.2.37 Open Protocol Systems

The Contractor shall use an open source computer operating system typically composed of

coordinated modular components from a number of sources and not reliant upon any proprietary

elements. Characteristics of open protocol systems include the exposure of the source code,

which is thus available for understanding and possible modification and improvement, portability,

which allows the system to be used in a variety of environments, and interoperability, which allows

the system to function with other systems. “Open” applies to communication protocols, software

and business practices.

C.2.38 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 Work Orders, touring and observing equipment performance and condition,

adjusting equipment, identifying needed maintenance and repairs to equipment, and maintaining

lubrication and chemical treatments.

C.2.39 Overtime Utilities

“Overtime Utilities” (OTU) are utilities and services that are outside Normal Working Hours and

are funded by tenant agencies. Contractor support for OTU shall be considered an Additional

Service and shall be on a separate requirements Order. OTU are scheduled and approved in

advance to provide lights and, HVAC beyond Normal Working Hours.

C.2.40 Partnering

Partnering is a formal management process in which all parties to an endeavor agree at the outset

to provide an effective problem-finding/problem-solving management team, composed of

personnel from both parties, thus creating a single culture with one set of goals and objectives.

Partnering also requires the recognition that risks and accountability shall be shared by both

parties and that maintaining a healthy partnership is everyone's responsibility. The outcome of

this initiative is for GSA to leverage Contractor technical, managerial and decision making

expertise to assist GSA in accomplishing the Contracts performance goals and objectives.

C.2.41 Performance Work Statement (PWS)

The Performance Work Statement details the work requirement and can be referred to as the

specification.

C.2.42 Predictive Maintenance

Predictive maintenance is a program of maintenance activities in which scheduling of

maintenance is derived from monitoring the operating condition, or changes in the operating

condition, of equipment being maintained.

C.2.43 Preventive Maintenance

Preventive maintenance is a program of scheduled maintenance activities performed based on a

fixed schedule or on equipment runtimes.

C.2.44 Quality Assurance Surveillance Plan (QASP)

The QASP is the Government’s surveillance and assessment method of monitoring and

evaluating the Contractor's performance.

C.2.45 Quality Control Plan

The Quality Control Plan (QC plan) is the Contractor’s complete written system for identifying and

correcting deficiencies in the quality of services to prevent the level of performance in operations

from becoming unacceptable or negligent.

C.2.46 Rapid Building Assessment Program

The Rapid Building Assessment Program is an electricity and water assessment program

conducted by a third party, which provides features that allow GSA staff to improve electricity and

water efficiency for assets that have access to interval electricity and water metering. It uses

proprietary statistical methods and advanced data analytics to provide building-specific

performance benchmarks for electricity and water savings.

C.2.47 Repair

A “repair” is an act of restoring inoperable, dysfunctional or deteriorated equipment, systems or

material to a fully functional, non-deteriorated state. Repairs involve some combination of labor

and repair or replacement of the equipment, parts, components or materials.

C.2.48 Reimbursable Repair

A reimbursable repair is a repair that is reimbursable to the Contractor, in whole or in part, in

accordance with the provisions of the PWS.

C.2.49 Tour

A tour is generally a scheduled inspection of equipment rooms and installations including

computer rooms and, restrooms 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 inspection can be a combination of physical visits and automated systems for

the monitoring of equipment and systems. Operating logs and tour sheets are a part of the tour

program plan.

C.2.50 Utility Energy Service Contract (UESC)

A UESC is a performance contract vehicle used to design and construct capital improvements

and facility upgrades, referred to as Energy Conservation Measures (ECMs), and Water

Conservation Measures (WCMs), that result in energy and water savings goals. The savings

goals are satisfied when operations and maintenance procedures established by the UESC are

followed and Key Performance Indicators (KPIs) are satisfied as confirmed through annual

measurement and verification.

C.2.51 Vertical Transportation Systems

Vertical transportation systems are designed to transport persons or materials between two or

more levels in a vertical direction, which commonly includes elevators, escalators, dumbwaiters,

and lifts.

C.2.52 Watch

A watch involves performing certain requirements required for the operation of the HVAC

equipment (central systems over 300 tons), boilers, compressors, and related equipment in a

centralized location. Watches include, 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.

C.2.53 Water Conservation Measure (WCM)

A WCM is a building improvement, designed and constructed through an ESPC or UESC or other

means, that, when operated and maintained as intended will result in a specified amount of water

savings.

C.2.54 Work Order

A Work Order (Work Request/Work Order) is a documented response entered into NCMMS to a

request by GSA, the tenant or a Contractor’s observation that some equipment, system or

material covered by the Contract is inoperable, dysfunctional, deteriorated, or not within normal

operating parameters, or that the performance standard of the Contract is not being met. Work

Order response involves analysis of the problem and adjustment of operating or monitoring

controls or other immediate corrective action. Work Orders may be generated automatically from

interfaces to BAS, central communications service or diagnostic software.

SECTION 3 GOVERNMENT-FURNISHED PROPERTY

[[[Note to Spec Writer: Regions shall add items as appropriate. Delete items not applicable

to your facilities, as appropriate; e.g. phone lines, fax machines, computers, copiers,

software.]]]

C.3.0 General

The Contractor or the Contractor’s employees shall not use Government property in any manner

for any personal advantage, business gain, or other personal endeavor. The Contractor will take

appropriate precautions to safeguard and protect from damage, theft or misuse government

furnished equipment. Government furnished property lost, stolen or damaged due to Contractor

neglect shall be replaced at the expense of the Contractor.

C.3.1 Electric Power

The Government shall provide electrical power at existing outlets for the Contractor to operate

equipment that is necessary in the conduct of its work.

C.3.2 Water Source

The Government shall provide hot and cold water as necessary, limited to the normal supply

provided in the building. No special heating or cooling of the water shall be provided.

C.3.3 Contractor Office Space and Furnishings

The Contractor may use space in the building and furnishings, including locker rooms and lockers

(not a part of any tenant rentable or commonly accessible areas) if available with permission from

the CO or designee. Any existing equipment within GSA space, such as lockers, tables, benches,

chairs, and appliances may be used by the Contractor during the term of the Contract, provided

written authorization is received from the CO or the designee. Space in the building, furniture and

furnishings, and equipment for Contractor use (including a supervisor's office) is to be used for

official business only in the performance of this Contract. If the Government supplies telephones,

they shall only be used for communication related to the Contract. Allocated space, furnishings

and equipment shall be kept neat and clean and returned to the Government at the expiration of

the Contract in reasonably the same condition as at the time of entering into the Contract. The

Government retains the right to change permission for use of space and furnishings throughout

the life of the Contract.

C.3.4 Storage Space

Space will be provided in the building for the storage of supplies and equipment that is to be used

in the performance of work under the Contract. The Contractor shall maintain this space in a

clean, neat and orderly condition. Contractor must store all flammable or combustible liquids in

a UL- rated flammable storage cabinet or inside storage room as indicated in 29 C.F.R.

1910.106(d) and NFPA 30. The Government shall not be responsible in any way for damage or

loss to the Contractor's stored supplies, materials, replacement parts, or equipment.

C.3.5 Network Equipment and Computer Hardware

[[[Spec. Writer shall determine GSA responsibility in this subsection and revise.]]]

Government-furnished network equipment and computer hardware shall be used in all cases for

PBS IT systems while the contractor is on site. Network equipment- includes any equipment that

has IT routing and switching functionality.

● Computer hardware includes PCs, laptops, and their peripherals (monitors,

microphones and keyboards).

● Proprietary system hardware/software can be Contractor provided, but is subject to

network and system testing, review and approval for connection to GSA’s network and

acceptance of the GSA IT.

Government-Furnished Equipment – GSA IT shall provide one laptop to newly integrated (to the

GSA network) BAS sites for the purpose of giving all users access to the building monitoring and

control systems. Please note availability of hardware is dependent on the availability of budgeted

funds dedicated for this purpose, which may or may not be renewed on an annual basis. Existing

GSA workstation refreshes shall still be coordinated through the regional Office of the Chief

Information Officer’s office. No hardware (workstations, servers, switches) shall be provided

unless an approved network diagram is submitted. Remote access from non-GFE devices using

the current GSA-approved remote access software (e.g. Citrix, Virtual Desktop Interface) is

permitted for off-site access to control and communication systems.

[[[Note to Spec Writer: If the Government provides a desktop or laptop for the purposes

of NCMMS please include this additional computer in this subsection.]]]

SECTION 4 CONTRACTOR- FURNISHED PROPERTY

SUPPLIES/MATERIAL/EQUIPMENT

C.4.0 General

The Contractor shall provide all labor, services, supplies, material, and equipment necessary to

perform efficiently and effectively the requirements of this Contract, except as explicitly stated

within this PWS. At the expiration or termination of this Contract, all equipment furnished and

installed by the Contractor in the building shall remain and become the property of the

Government. All electronic data used to operate, track and maintain the facility remains the

property of the Government and must be turned over to the Government in an electronic media

identified by the Government. All non-electronic media used to operate, track and maintain the

facility remains the property of the Government and must be turned over to the Government in

good condition upon request or upon the completion of the Contract.

C.4.1 Specific Requirements

The items listed below shall meet the standard or characteristic specified: The Contractor shall

provide at its sole expense an onsite computer with broadband Internet service for the purpose

of receiving and documenting Work Orders and other Contract data via NCMMS.

[[[Note to Spec Writer: If the Government provides a computer for NCMMS please delete

C.4.1.]]]

SECTION 5 OPERATIONS-SPECIFIC REQUIREMENTS

C.5.0 General

The Contractor shall provide building operations services for all systems covered by this Contract,

maintain uninterrupted utilities services, and environmental conditioning to tenants during Normal

Working Hours, and at other times as described in this PWS, maintain or enhance energy savings

established by ESPCs/UESCs when applicable, to preserve the asset value of the facility and its

systems, and minimize operating costs to the Government without compromising other Contract

objectives or requirements.

C.5.1 Tenant Environment

In accordance with Federal Management Regulations sections 102-74.185 and 102-74.195,

respectively, the Contractor shall meet ASHRAE Standard 55-2017 (or latest version, if

superseded), Thermal Environmental Conditions for Human Occupancy, and ASHRAE 62.1-2016

(or latest version, if superseded), Ventilation for Acceptable Indoor Air. The Contractor shall

maintain these standards throughout the Normal Working Hours in occupied spaces. Equipment

startup shall occur efficiently to attain fully environmental conditions at the beginning of Normal

Working Hours. The Contractor shall comply with ASHRAE Standard 55-2017 (or latest version

if superseded) to achieve temperature settings between 74°F and 78°F in the summer months

and between 68°F and 72°F in the winter months. These recommended temperature settings

apply to the entire building not individual offices. The Contractor shall report significant changes

in the operating conditions to the CO or designee. If the standards (i.e., ASHRAE Standards 55

and 62) cannot be met the Contractor shall submit a deviation by in writing, to the CO or designee

for approval.

C.5.1.1 Tenant Furniture

Tenant agency furniture and office equipment in the Contractor's immediate work area shall be

moved and protected by the Contractor and returned to its original location once work is

completed. If the Contractor's work does not allow furniture and office equipment to be replaced

to its original location, new locations will be designated by the COR or the tenant agency

representative or point of contact. The Contractor is responsible for repair or replacement due to

damage as a result of moving tenant furniture or office equipment.

C.5.2 Building Operating Plan

[[[Note to Spec Writer: It is understood that updates are required and the Spec Writer shall

add or delete items as long as the contents listed in 5.2.1. remain intact.]]]

In existing facilities the Contractor shall review and update the Building Operating Plan (BOP) and

ubmit for approval to the CO or designee, not later than the end of the startup or transition phase

outlining the operating and general maintenance procedures for all major building equipment and

systems. The Contractor shall coordinate with the CO or designee in developing the components

of the plan in accordance with the BOP template provided by the CO or designee.

In newly constructed buildings without a BOP, the Contractor shall develop a BOP that includes

all O&M equipment and systems. The purpose of the BOP is to document the standard O&M

procedures for the building, and ESPC/UESC O&M standards when applicable. An additional

objective of this plan is that if key personnel are not available then authorized and qualified staff

shall be able to refer to the BOP and manage and operate the building. The BOP contains critical

information such as: who to contact, emergency procedures, demand response, hours of

operation, locations of emergency shut off valves, confined entry space inventory, hazardous

chemicals, the location of OEP, Continuity of Operations Plan (COOP), drawings, and equipment

Inventory. The Contractor shall execute the Contract requirements in accordance with the

approved BOP. The BOP must be submitted as an electronic file (MS Word or Google.doc) with

regular updates that reflect current personnel, subcontractors, equipment, systems, and operating

procedures, and entered in NCMMS. The Contractor shall revise as needed and annually review

and update the BOP and submit to the CO or designee an electronic file (MS Word, Google.doc)

of the complete updated BOP on the anniversary of the Contract start date of each Contract year.

If the Contractor fails to submit a satisfactory BOP the Government shall withhold payments until

a satisfactory plan is submitted.

C.5.2.1 Components of the Building Operating Plan

[[[Note to Spec Writer: Regions may add items. It is important that the CO or designee

provide the necessary information to the Contractor to complete the BOP, such as OEP,

COOP, drawings, ESPC/UESC documents. A copy of BOP template can be found at:

Operations and Maintenance Specification. ]]]

The components of the BOP are compilation of requirements stated throughout the O&M PWS.

Most of the information and documents shall be provided by the CO or designee to complete this

plan, such as OEP, COOP, drawings, and applicable ESPC/UESC documents. At a minimum,

the Contractor is responsible for providing the following information within the BOP:

a. Contact information of local Contractor staff and corporate managerial staff.

b. Description of staffing, responsibilities and work schedules.

c. Identify personnel with QCP functions and the personnel with authority to commit funds,

and the dollar level of that authority for this Contract.

d. Standard operating procedures for operating building systems, including at a minimum:

1. Startup and shutdown times and procedures relative to various environmental

conditions.

2. Facility hours of operation – Normal and Core hours.

3. Procedures to accommodate tenant OTU requests. Provide listings of mechanical

equipment, hours of operation and separate procedures for heating and cooling.

4. Energy Conservation – Performance Plan, Management and Control Systems,

peak load demand management procedures, and Advance Meter System (AMS)

data for conservation strategies (if applicable).

5. O

ther operating strategies to maximize efficiency and minimize energy

consumption and satisfy ongoing ESPC/UESC.

6. D

escriptions of major mechanical equipment, modes and sequences of operations

for equipment systems such as schedules, settings, startups, shut-down and

control sequences.

7. Locations of all major utility shut off, including gas, electric, water and steam (if

applicable).

8. Locations of all electric rooms and a narrative of the areas served by each including

emergency generators, substations and transformers, and equipment that is on

the emergency generator.

e. Architectural and Structural systems maintenance (e.g., facade, roof, gutters, drains, and

windows).

f. Building tour plan and watch locations, recording presence and documentation procedures.

g. Maintenance schedules and procedures, and a reference to which preventive or predictive

maintenance standards or guides the Contractor shall use. For all fire protection and life

safety systems PBS preventive maintenance guides shall not be used. The Contractor

shall use the applicable NFPA code or standard (latest edition) to perform the inspection,

testing and maintenance (ITM) of all fire protection and life safety systems. The Contractor

shall perform all ITM in accordance with the frequency schedules and test methods in the

applicable NFPA code or standard. All ITM performed must be recorded on the suggested

ITM forms referenced in the applicable NFPA code or standard.

h. List of test equipment to be maintained onsite to support troubleshooting and sensor

calibrations.

i. Vertical Transportation maintenance plan, if applicable, including escalators, elevators, and

dumbwaiters.

j. A description of how building equipment data is maintained and updated. Work Order and

repair procedures, including staffing and procedures for the Work Orders, during operating

hours, after hours and emergencies.

k. A description of key control procedures.

l. Safety, Security, Building Emergency Response, Recovery and Reporting Procedures.

Reference the location or incorporate contingency plans for:

1. Loss of the Contractor’s onsite personnel (i.e., strike, walkout, injury, abrupt

resignation). At a minimum, the Strike Contingency Plan (SCP) shall include

the following information:

a. Support Personnel: The SCP shall describe in detail how the

Contractor shall staff the building to provide the services defined in this

PWS in the event of strikes by its employees. This includes HSPD-12

requirements.

b. License and Certifications: The SCP shall describe in detail how the

Contractor shall provide personnel that meet experience

requirements, assuring the Government that all temporary or

replacement employees (including subcontractor employees) shall

meet the experience and license requirements defined in this PWS.

2. Civil disturbance or major security threat.

3. Natural disasters, bombing, or other events that damage the building’s

structure or utilities.

4. Floods, including flooding caused by plumbing breaks.

5. Hazardous materials including asbestos, lead paint, leaks or spills and water

management.

6. Inoperability and impairment of fire protection and life safety systems (including

fire watch and impairment procedures (e.g., red tags).

7. Location of fire alarm control unit/fire control room/instructions to operate

Public Address system in emergency, if applicable.

8. Location of incoming municipal fire protection water supply.

9. Location of fire sprinkler riser rooms and isolation valves.

10. Location of fire pump.

11. Location of sump and sewage ejector pumps and emergency procedures.

12. Pressure booster and reducing stations, and backflow preventers.

13. Above and Underground Storage Tanks.

14. Confined Space Locations.

15. Portable Fire Extinguisher Locations.

16. Radon mitigation program, if applicable.

17. Description of safety procedures.

m. Contractor contingency plans to operate the building in support of the Government’s

COOP, OEP, loss of connectivity of the BAS, Shelter in Place, and Pandemic Influenza

Preparedness planning for the site.

n. Description of environmental regulatory requirements, such as Air Quality Management

District and include rules that apply to equipment in the building, which permits are

necessary, inspection and certification requirements, and other essential information.

Identify how the administrative and technical requirements shall be managed for the timely

accomplishment of all Contract requirements.

o. Contractor plan to support demand response or utility curtailment programs in which the

building participates, including communications protocols and curtailment activities. The

Contractor shall provide in its contract an estimate as a separate line item for performing

curtailment activities.

p. The Contractor shall develop and implement a written emergency plan that describes

procedures for its employees to follow during power failures, equipment failures, or other

emergencies within 30 calendar days of Contract start date. The Contractor shall also

review with its employees those parts of the plan necessary to protect workers in

emergencies.

q. When applicable, contractor plan to support ESPC/UESC in which the building(s) has

established energy savings goals, including communication protocols, in the event

operational changes jeopardize such goals or ESPC/UESC equipment is not performing

adequately to achieve such goals.

C.5.3 Equipment Inventory

[[Note to Spec Writer: If there is not totally accurate inventory consider including an RFP,

if funding is available, to provide additional time for the Contractor to correct.]]]

C.5.3.1 General:

The Contractor shall maintain and update as required the building equipment inventory,

equipment labeling and maintenance records to ensure accurate data in NCMMS for building

operations. Changes in the inventory can result in a negotiated price adjustment to the Contract,

which must be approved, in writing, by the CO. Omissions in the existing inventory do not relieve

the Contractor from the responsibility for the maintenance and repair of the equipment. The

Contractor may request an equitable adjustment pertaining only to physical changes in building

equipment which occur after the contract start date. This request shall be submitted to the CO or

designee for consideration. If the contractor maintained inventory data does not meet Contract

requirements (up-to-date, required equipment information) the CO may take action to withhold

payments.

C.5.3.2 Operations

The Contractor shall:

Within 30 days of contract start review Level 1 Asset Inventory Audit Baseline Reports

(See Exhibit 15, NCMMS Audit Tool) for each location.

[[[Suggestion to spec writer: Optional / Recommended approach (used in R5 as-of

2019). Include this section in QASP / deliverables chart]]]

Within 60 days after contract start the contractor shall submit an Asset Management Plan

for each location covered in this contract to the CO or Designee . The plan must address

all discrepancies noted in the Level 1 Asset Inventory Audit Baseline Reports. At a

minimum the plan shall include, but not be limited to specific actions taken by contractor

to:

Improve Baseline Asset Score of:

[[[Note to spec writer: fill in your own values in place of the Values provided]]]

Location 1: 54% Asset Score by 25% within Base Performance Year.

Location 2: 54% by 25% within Base Performance Year.

Location 3: 54% by 25% within Base Performance Year.

Location 4: 54% by 25% within Base Performance Year.

Location 5: 54% by 25% within Base Performance Year.

Improve Baseline PM Plan/Schedule Score of:

Location 1: 35% by 25% within Base Performance Year.

Location 2: 35% by 25% within Base Performance Year.

Location 3: 35% by 25% within Base Performance Year.

Location 4: 35% by 25% within Base Performance Year.

Location 5: 35% by 25% within Base Performance Year.

Improve both Asset and PM Plan/schedules by 10% each follow-on option year until a

score of 95% is reached.

Maintain a score of 95% or better for the balance of the contract performance period.

[[[End of optional clauses]]]

On an on-going basis and throughout the life of the contract, submit updates to asset

records within NCMMS in accordance with provided training, standard operating and

workflow procedures and processes established by GSA.

Manage and maintain asset inventory consisting of:

All GSA and tenant agency owned equipment inclusive of types that require maintenance,

inspections, certifications, calibration, testing, and monitoring pursuant to the PBS

Maintenance Standards, applicable codes, regulations, ordinances, industry standards,

owner’s operations & maintenance manuals.

Equipment which is operated through a sequence of operations.

Electronic controllers and network devices.

Sensors.

Tenant agency-owned equipment operated or maintained.

Collect and maintain the following minimally required NCMMS specific asset data in the

ASSET record of NCMMS: asset template, asset number, asset tag, asset type, asset

description, equipment owner, equipment ID, manufacturer, model number, serial number,

asset status, maintenance responsibility, quantity, log, location, specifications,

relationship, identifying attributes (floor, room number, or column line), data plate

information, including but not limited to, horsepower, voltage, amperage, tons, cubic feet

per minute, gallons per minute, etc. For assets containing refrigerant include refrigerant

type, full charge, and cooling capacity.

The Government reserves the right to require additional information. (Exhibit 9,

Inventory/NCMMS).

Annually certify that the asset inventory is up-to-date and submit the certified inventory to

the CO or designee.

Update asset records within NCMMS when equipment is added, removed, or retrofitted

as part of a project, or discovered by GSA or the Contractor.

Review and submit asset record updates within NCMMS during repairs, preventive

maintenance, or corrective maintenance for COR approval within 5 working days of

collecting or verifying asset data.

[[[Note to Spec Writer: Remove if you don’t have any ESPC assets / not

applicable.]]]

For assets covered by an ESPC/UESC contract, check the “ESPC/UESC” box on NCMMS

Asset page; collect and maintain ESPC contract information.

[[[Note to Spec Writer: See Exhibit N: Work Order Throughput KPI’s.]]]

Meet minimum Level 3 of the current GSA Work Order Throughput key performance

indicator (KPI) standards. Goal: Public Building Service (PBS) productivity and customer

experience through timely completion and tracking of work orders.

C.5.3.3 Reporting

The Contractor shall annually submit to the CO or designee an itemized equipment

condition assessment with its recommendation for equipment or system upgrades or

replacements (for assets that have reached the end of their life cycle), including a text

description of each recommended upgrade or replacement and its life-cycle cost analysis

including estimated project cost. The equipment condition assessment reports shall be

produced in NCMMS and submitted electronically as an email attachment to the CO or

designee.

[[[Note to spec writer, Regions may decide to add or omit this recommended

paragraph.]]]

A critical or “end of life” condition assessment of an asset or system must have supporting

predictive analysis. The documentation supporting the assessment must utilize one or

more of the following technologies: Thermal imaging, electrical performance, sound and

vibration analysis, oil analysis, radiography, magnetometry or other critical Predictive

Maintenance (PdM) and Condition Based Maintenance (CBM) data.

C.5.4 Safety Management

C.5.4.1 General

The Contractor shall comply with all applicable Federal, state and local laws and regulations that

relate to the maintenance and operation of equipment and systems within the scope of this

Contract including: permitting, plans, inspection, personnel safety, control of hazardous

substances, certification, recordkeeping and training. Contract personnel shall wear proper

personal protective equipment (PPE) to meet OSHA standards where required. Throughout the

Contract period, the Contractor shall keep current and be aware of any changes in regulations

and requirements and update its operations and training as necessary.

The Contractor shall immediately correct or mitigate any recognized safety or environmental

hazard. The Contractor shall notify the COR, other designated Government representative, or

appropriate authority if applicable. The Contractor shall be responsible for any fines or penalties

levied by any environmental or regulatory authority resulting from its action or inaction, (but not

actions or inactions of a third party or the Government).

C.5.4.2 Workplace Safety and Health Program

The Contractor shall develop a site-specific safety and health plan that specifically describes O&M

work related to applicable safety programs required under 29 C.F.R. parts 1910 and 1926.

C.5.4.2.1 Reporting

The site-specific safety and health program shall be submitted to the COR or designee for review

and approval within 30 calendar days of Contract start date. By approving the program, GSA

assumes no responsibility for the Contractor’s occupational safety and health program.

C.5.4.3 Scheduling and Record Keeping

The Contractor shall maintain copies of all tests, certifications, permits and other required records.

C.5.4.3.1 Reporting

All required safety tests, certifications, permits, plans, and other procedures required in this PWS

shall be scheduled in NCMMS Work Order system and documented in NCMMS.

C.5.4.4 Fall Protection

The Contractor must provide fall protection equipment to its employees and all employees must

be adequately trained in accordance with 29 C.F.R. 1910.28 and 1910.29. The Contractor shall

develop specific fall protection procedures for work on roofs, equipment, and other areas at

elevation.

C.5.4.5 Powered Platforms

The Contractor shall inspect, test, and maintain all federally owned permanently installed powered

platforms in accordance with 29 C.F.R. 1910.66, and provide copies of such certifications to the

COR. Aerial and scissor lifts, if used, must be inspected before each use in accordance with 29

C.F.R.1910.67 (c) (2) (i) and the manufacturers specifications.

C.5.4.6 Lock Out/Tag Out

The Contractor shall adhere to 29 C.F.R. 1910.147 lock out/tag out procedures. The Contractor’s

lock out/tag out procedures shall be developed and submitted to the CO or designee within 30

calendar days of Contract start date. Contractor shall communicate the lock out/tag out

procedures to all employees and other affected Contractors.

C.5.4.7 Confined Spaces

The Contractor shall evaluate, identify and label all confined spaces in accordance with OSHA

standards 29 CFR 1910.146. The Contractor shall develop a confined space entry permit system

for all permit-required confined spaces within 60 calendar days of Contract start date.

C.5.4.8 Facility Hazards and Accidents

The Contractor shall take immediate action to report accidents and control hazards that present

an imminent danger.

C.5.4.8.1 Hazards

The Contractor is responsible for ensuring safe working conditions and identifying hazards that

exist in the work environment. When the Contractor identifies any hazardous work condition,

regardless of cause, the Contractor he is responsible for protecting its employees from that hazard

and correcting hazards under its control. Hazards not under the control of the Contractor, as well

as all hazards that present an imminent danger, must be reported immediately to the CO.

C.5.4.8.2 Accidents

The Contractor shall immediately notify and provide copies of all accident reports to OSHA and

to the CO or designee.

C.5.4.9 Disruptive or Hazardous Equipment

C.5.4.9.1 Tools

The CO or designee shall approve in advance the use of impact tools and power-actuated tools

during Normal working Hours. Burning or welding equipment shall be used only with written

permission from the facility management office or CO or designee. A Welding and Burning Permit

(GSA Form 1755 or equivalent) shall be issued in advance for each day welding or burning is

performed. Compress gas cylinders must be stored in accordance with 29 C.F.R.1910.101 and

welding in a confined space requires specific confined space permitting requirements.

C.5.4.9.2 Hooks, Cranes, Hoists Chains and Slings

The Contractor shall inspect before each use and follow the inspection requirements in 29 C.F.R.

1910.184 and 1910.179 and ANSI B.30.10 as needed. Items that are defective shall be removed

from service. The rated loads shall be listed on the devices.

C.5.4.10 Scheduled Disruption to Utilities, Lighting, Fire Protection & Life Safety

Systems, or Space Conditioning

Any work that will disrupt utilities, fire protection and life safety systems, lighting or space

conditioning for building tenants must be scheduled and approved in advance by the CO or

designee and generally must be performed outside of Normal Working Hours.

C.5.4.11 Safety Data Sheets and Hazard Communication Plan

C.5.4.11.1 Safety Data Sheets

The Contractor shall make Safety Data Sheets (SDS) available to its employees in accordance

with 29 C.F.R. 1910.1200 and upon request to the COR or designee.

C.5.4.11.2 Hazard Communication Plan

The Contractor shall develop a written Hazard Communication Plan in accordance with 29 C.F.R.

1910.1200 as part of its overall Health and Safety Program. The written plan applies to any

hazardous chemical present in the area where the Contractor is working and to which the

Contractor is or may be exposed to, under normal conditions of use. The plan must include the

method the Contractor will use to provide other employers that shall also be exposed to the

hazardous chemicals, knowledge of the locations where the Contractor’s SDSs are kept and how

access by other employers can be obtained. The Contractor shall prepare and submit a

hazardous materials inventory as an appendix to the BOP and Hazardous Communication Plan.

This inventory shall itemize all materials by type as sold with an SDS and include approximate

quantities stored or to be stored as well as the exact locations where hazardous materials are to

be stored on the premises and the date the material was stored. The inventory must be kept

current and submitted annually by September 30 of each year and at the end of the Contract.

C.5.4.12 Labeling and signage

The Contractor shall maintain the labeling of existing equipment, pipes, storage areas, containers,

confined space, and workspaces as well as associated signage, in accordance with OSHA

standards to ensure labels are visible and easily readable. Any equipment, pipes, and other

materials, newly installed by the Contractor that require labeling and signage per OSHA standards

shall be labeled immediately upon completion of the installation and maintained throughout the

Contract period.

C.5.4.13 Emergency Shutdown Instructions

Emergency shutdown instructions (including contact name and telephone numbers) and tour

inspection checklists and Lock-Out-Tag-Out procedures shall be posted by the Contractor in all

mechanical rooms and electrical rooms, as applicable to the equipment in the given room. Such

instructions and checklists shall be posted in an accessible and conspicuous location. All

instructions and checklists must also be stored in NCMMS.

C.5.4.14 Electrical Safety

The Contractor shall comply with NFPA 70: National Electrical Code and NFPA 70E: Standard

for Electrical Safety in the Workplace, when working on or around electrical equipment or systems

or switchgear equipment. The Contractor shall ensure that any and all areas restricted to qualified

personnel are secured and properly labeled.

C.5.4.15 Labeling of Electrical Circuits and Panels

[[[Note to Spec Writer: Regions may choose to modify or “Reserve” this requirement if

labeling has not been maintained in a building and it would be prohibitively expensive to

do the necessary circuit tracing to establish labeling.]]]

The labeling of the electrical circuits and panels shall be maintained up-to-date either

in electronic format or hard copy blueprints when the Contractor adds or modifies electrical

circuits. This requires the Contractor to implement and document an overall electrical safety

program that meets the requirements outlined in NFPA 70E, Article 100 - General Requirements

for an Electrical Safety Related Work Practice. The CO or designee shall ensure all recorded

changes in electric panels from upgrades or renovations from the third party electrical work

subcontractors are transmitted to the Contractor to maintain the accuracy of labeling. In the event

the Contractor identifies a circuit through discovery, the Contractor must label the circuit in

accordance with NFPA 70B.

C.5.5 Environmental Management

C.5.5.1 General

The Contractor shall use to the extent practicable, the safest and most environmentally friendly

products and processes available. The Contractor shall use manufacturer recommended

products. Before substituting for any manufacturer's recommended product, the Contractor shall

ensure any substitution is deemed safe by the equipment manufacturer. A resource to help

ensure this objective is located at the web site in a document titled “Web Links” at: Operations

and Maintenance Specification. The Contractor shall be cognizant of and comply with all

applicable Federal, state, and local laws and regulations related to building management (e.g.,

permitting, inspection, testing and personnel safety, control of hazardous substances, and

certification) including those related to materials and associated systems used or removed in the

performance of this Contract. The Contractor shall be responsible for any fines or penalties levied

by any environmental or regulatory authority resulting from its action or inaction, (but not resulting

from the actions or inactions of a third-party or the Federal Government). The Contractor’s

maintenance, operations, materials and processes must use green products and processes

including products containing recycled content, environmentally sustainable products and

services, bio-based products, and products and services that minimize the use of energy, water,

and other resources. All required safety and environmental tests, certifications, permits, and other

procedures required in this PWS shall be scheduled in NCMMS Work Order system.

C.5.5.2 Refrigerants

General

Refrigerants are just one aspect of many building assets used to protect electronic equipment,

dry compressed air, and provide tenant comfort. Refrigerants also may be considered by the

EPA as Ozone Depleting Substances or contributors to Green House Gasses. The Contractor

will closely monitor the refrigerant inventory, monitoring refrigerant additions to assets,

establishing leak rates, performing leak inspections, and recording all data and findings in

NCMMS.

C.5.5.2.1 Operations

The Contractor shall comply with EPA section 608 regulations (40 C.F.R. part 82 under section

608 of the Clean Air Act) and associated state laws and regulations for refrigeration and air

conditioning equipment. All HVAC mechanics performing repairs on refrigerated equipment

shall possess a Universal Chlorofluorocarbon (CFC) Certification.

C.5.5.2.2 Maintenance (Refrigerant Recycling, Reclamation, and Disposal)

The Contractor shall evacuate refrigerant to EPA-specified levels, using a certified recovery

and/or recycling machine, prior to disposing of refrigeration and air conditioning

equipment. When disposing of refrigerants, the Contractor shall give preference to reclamation

(to EPA-certified refrigerant reclaimers) as a method of disposal. The Contractor shall notify the

CO or designee and obtain approval prior to selling or offering for sale used refrigerant

evacuated from GSA equipment; and transferring recycled refrigerant between facilities for use

in GSA equipment. The contractor shall meet the requirements of the PBS Refrigerant

Management and reporting Standard Operating Procedure (SOP). This SOP reiterates and fine

tunes EPA requirements and initiates some additional requirements applicable only to HFC

refrigerants and appliances.

C.5.5.2.3 Testing/Inspections

The Contractor must maintain and test emergency devices and systems, such as refrigerant

monitors, automatic leak detection systems, alarms and purge ventilation systems as part of the

maintenance program. The Contractor must use appropriate media to test sensors as well as

alarm circuitry. The Contractor shall calculate and document the leak rate every time refrigerant

is added to equipment (unless the addition qualifies as a seasonal variance). The contractor

shall meet the requirements of the PBS Refrigerant Management and reporting Standard

Operating Procedure (SOP). This SOP reiterates and fine tunes EPA requirements and initiates

some additional requirements applicable only to HFC refrigerants and appliances.

C.5.5.2.4 Reporting

The Contractor must immediately report refrigerant leaks, at or above a 10% leak rate, to the

CO or designee and take corrective action to repair leaks prior to the EPA 30-day deadline in

compliance with section 608 of the Clean Air Act. Repair of leaks shall be documented by both

an initial verification test and a follow-up verification test. In the event fines or penalties are

levied by the EPA or an AQMD, the Contractor may be charged the actual cost assessed. The

Contractor shall submit reports to COR and EPA if systems containing 50 or more pounds of

refrigerant leak 125% or more of their full charge in one rolling year. The contractor shall meet

the requirements of the PBS Refrigerant Management and reporting Standard Operating

Procedure (SOP).This SOP reiterates and fine tunes EPA requirements and initiates some

additional requirements applicable only to HFC refrigerants and appliances.

C.5.5.3 Local Air Quality Management Operating Permits

The Contractor shall comply with the operating permit requirements of the Local Air Quality

Management District (AQMD) and shall ensure operating permits for boilers; generators and other

emissions-producing equipment regulated by the local AQMD are up-to-date and have copies

available to the CO or designee via NCMMS immediately upon request. In the event of fines or

penalties levied by an AQMD, the Contractor shall be charged the cost as a performance

deduction under the Adjusting Payments clause. The Contractor shall submit emissions reports

when required by the regulating entity.

C.5.5.4 Stationary Engines

The Contractor shall comply with all applicable Federal, state, and local regulatory requirements

for the notification of compliance, periodic inspection, monitoring, permitting, certification,

registration, maintenance, personnel training, recordkeeping, and reporting for all regulated

stationary engines. The Contractor must ensure compliance with New Source Performance

Standards (NSPS) for Stationary Compression Ignition Internal Combustion Engines, 40 C.F.R.

part 60, subpart IIII; NSPS for Stationary Spark Ignition Internal Combustion Engines, 40 C.F.R.

part 60 subpart JJJJ, and National Emission Standards for Hazardous Air Pollutants for Stationary

Reciprocating, 40 C.F.R. part 63 subpart ZZZZ.

C.5.5.5 Fuel Storage Tank Management

[[[Note to Spec Writer: Add any specific State requirements.]]]

The Contractor shall comply with GSA Order 1095.2 PBS. “Fuel Storage Tank Management” and

all applicable Federal, state, and local regulatory requirements for the periodic inspection,

monitoring, permitting, certification, registration, maintenance, personnel training, and

recordkeeping for underground and aboveground storage tanks. Where GSA policy and

regulatory requirements differ regarding fuel storage tank management, the

more stringent directive shall apply.

C.5.5.6 Solid Waste

[[[Note to Spec Writer: Remove if contracted out separately]]]

The Contractor shall provide solid waste and recycling disposal services as needed and in

accordance with the Resource Conservation and Recovery Act (RCRA) Subtitle C Hazardous

Waste and Subtitle D Non-Hazardous Waste, associated EPA regulations (including 40 CFR Part

246), state and local recycling mandates, Executive Order 13834, and applicable GSA/PBS

guidance provided by the COR. The Contractor shall aim to meet a minimum fifty percent (by

weight) waste diversion target, to support achievement of GSA sustainability targets. The

Contractor shall manage (handle, transport, collect, and dispose) non-hazardous construction

and demolition (C&D) waste separately from municipal solid waste (trash). Recycling, composting

(where feasible), and other alternatives to landfills and incineration are the preferred methods for

disposal of all solid waste (C&D and trash).

C.5.5.7 Polychlorinated Biphenyl (PCB) Control

[[[Note to Spec Writer: If there are no PCBs, delete this subsection]]]

The Contractor shall inspect all transformers containing polychlorinated biphenyls (PCBs) and

maintain records of such inspections in accordance with state, local, and EPA regulations. The

CO or designee shall be notified immediately if any such equipment is found to contain PCBs, or

suspected to contain PCBs. Equipment verified to contain PCBs, except lighting ballasts, shall

be labeled as containing PCBs. Any transformer leaks of PCBs shall be reported immediately to

the CO or designee. The Contractor shall inspect all leaks in accordance with state, local, and

EPA regulations. The Contractor shall properly dispose of caulk that contains PCBs. The

Contractor shall take immediate action to contain all leaks.

C.5.5.8 Asbestos Management

[[[Note to Spec Writer: Remove if there is no possibility that asbestos ever existed in this

facility. In cases where asbestos has a major impact on the ability to access equipment,

Regions shall want to provide additional information for the Contractor along with the

location of the Government Asbestos Management Plan.]]]

The Contractor shall be expected to perform, on occasion, Class III and Class IV asbestos work

as defined in 29 C.F.R. 1926.1101. The Contractor shall be prepared to deal with asbestos on a

small-scale, short-duration basis to effect emergency repairs and to clean up small spills. The

Contractor shall protect building tenants, visitors, and employees from asbestos exposure. The

Contractor shall comply with applicable OSHA regulations and all applicable Federal, state, and

local asbestos regulations. The Contractor shall immediately become familiar with, comply with,

and recommend any appropriate changes to the Government Asbestos Management Plan for the

building. If the Contractor disturbs materials its suspects may contain asbestos, the Contractor

must immediately report the condition to the CO or designee. Contractor personnel who perform

the above-mentioned work must have the appropriate training in accordance with 40 C.F.R. part

763, and the Contractor shall provide training records to demonstrate compliance, including

respirator suitability medical and fit test reports with Personal Identification Information removed.

The contractor shall perform a surveillance annually as described in PBS 1000.1A Asbestos

Management Desk Guide. The contractor will request and be provided with a current FMA

asbestos template for transcribing findings. Findings including recommendations for testing of

new suspect ACM will be reported and provided to the COR. A copy of the report will be included

in the NCMMS work order for the surveillance. The surveillance will be performed by O&M

personnel trained to perform Class III asbestos work.

The contractor shall develop an Asbestos O&M Plan for COR approval within 90 days of the

contract start date. The O&M is plan specific to the facility and the standard procedures used to

address surveillance, maintenance, repair, and cleanup of the asbestos. O&M plans are often

chapters or sections within the asbestos management plan for the facility. The procedures should

match the actual steps used by the O&M for performing asbestos O&M activities. O&M plans

should be considered living documents and as such, be updated as procedures are changed.

C.5.5.9 Disposition of Hazardous Waste

[[[Note to Spec Writer: Facility Managers are the ones who will need to sign the manifest

for transportation of HazMat from a facility.]]]

The Contractor shall ensure that on-site hazardous waste management is compliant with all

regulatory accumulation requirements (e.g., hold times, marking/labeling and container

management). All Hazardous and Universal Waste shipping documentation shall be maintained

for the life of the building. Universal Wastes (i.e., fluorescent lamps, batteries, certain pesticides,

and mercury-containing equipment) in quantities subject to Federal and State Universal Waste

Rules (40 C.F.R. part 273) shall be recycled or disposed of as Hazardous Waste. Preference is

given to recycling of intact items. Hazardous Wastes not subject to the Universal Wastes Rule

shall be managed in accordance with all applicable parts of 40 C.F.R. part 260. As co-generators,

the Contractor and Government mutually agree that the Contractor shall perform generator duties

on behalf of both parties. Generator requirements include hazardous waste generation, handling,

accumulation, shipment, disposal, and also include exception reporting as required. The

Contractor must include the disposition of Hazardous and Universal Waste as a Work Order in

NCMMS with documentation attached.

C.5.5.10 Backflow Prevention Devices

The Contractor shall maintain all existing backflow prevention devices and certify them as

prescribed by applicable Federal, state, and local laws, ordinances, and regulations. If no local

requirement exists, a certified inspector shall inspect all existing backflow prevention devices on

an annual basis, record the inspection as a Work Order in NCMMS and provide certification of

proper operation to the CO or designee. A copy of the certification shall be posted at all backflow

prevention devices. While the Federal Government shall generally pass on to the Contractor

backflow testing notices received from local water districts or other local authorities, the

Contractor is responsible for timely completion and submission of such test results regardless of

receipt of such notices. In addition to other requirements, backflow prevention devices used on

water-based fire suppression systems shall be inspected, tested, and maintained in accordance

with NFPA 25.

C.5.5.11 Potable Water Systems

The Contractor shall comply with The Safe Drinking Water Act, PL 99-339, as amended, and the

U.S. Environmental Protection Agency Safe Drinking Water regulations (40 C.F.R. 141.43,

sections A and D), which address the quantity of lead allowable in new installations or repairs to

existing drinking water systems and plumbing. Potable water systems that are repaired, modified,

serviced, or breached in any way shall be disinfected and flushed as needed prior to returning the

system to service. The Contractor is required to comply with all applicable Federal, state, local

codes, GSA Order PBS 1000.7- Drinking Water Quality Management and the PBS Desk Guide

for Drinking Water Quality Management, in the operation, treatment, and testing of potable water

systems.

C.5.5.12 Reporting

The Contractor shall provide all necessary information required in this subsection to comply with

environmental and reporting requirements, and agency sustainability goals in this specification.

The Contractor shall submit to the CO or designee the following reports.

[[[Note to Spec Writer: Remove (a) if this requirement is accomplished under another

PWS.]]]

(a) Waste Reports. The Contractor shall submit a monthly report on waste handling

activities including disposal and recycling. The report shall contain shipping information

for hazardous and non-hazardous waste and be submitted by the 15

of each month

and upon request by the CO or designee. The report must include the waste type,

name and final disposition destination. All Hazardous and Universal Waste shipping

documentation shall be maintained for the life of the building. If the Contractor performs

non-hazardous solid waste management for the entire building, they shall also report

on these solid waste and recycling activities.

(b) Environmental Compliance. The Contractor shall collect and retain requisite data to

produce and make mandatory reports required by environmental regulatory agencies

including GSA programs, directives and orders, or as necessary to demonstrate

ongoing compliance with environmental regulatory operational requirements. These

reports include waste generation, shipment and disposal, hazardous materials storage

(Tier II/Emergency Planning and Community Right-to-Know Act reporting), release

reporting, fuel tank registration, operator training records, and notices of compliance for

reciprocating internal combustion engines.

sustainable purchasing practices specific to the performance of this Contract. Records

showing the monthly cost of sustainable cleaning products and materials purchased

must be provided to the United States Department of Agriculture and copies to the CO

or designee as required by RCRA. The Contractor shall select from products that are

EPA-designated (e.g. Comprehensive Procurement Guidelines [CPG]) and USDA-

designated in the Bio Preferred Program refer to the web site in document titled “Web

Links” at: Operations and Maintenance Specification, and all other factors (such as

price, performance, and availability) being equal, the Contractor shall select the CPG

item. For other purchases, unless the Contractor receives an exemption from the CO

or designee, the Contractor shall select USDA designated in the Bio Preferred Program,

products over products with other sustainable attributes. Guidance for products

designated under Federal sustainable product programs – USDA Bio Preferred, EPA

CPG, EPA Design for the Environment, and Department of Energy, Energy Star and

FEMP - can be found at the website in a document titled Web Links” at: Operations and

Maintenance Specification. Sustainable products designated under third-party

programs include but not limited to Green Seal, Eco Logo, and Environmental Choice.

For those categories of products not recognized by one of the aforementioned

standard’s, preference shall be given to products meeting the California Code of

Regulations maximum allowable Volatile Organic Compounds (VOC) levels for the

appropriate cleaning product category (California Air Resource Board/California Code

of Regulations (CCR), 17, C.C.R. section 94509 – (Topic cited; Standards for consumer

products at the website in “Web Links” at: Operations and Maintenance Specification.

C.5.5.13 Contractor Pandemic Plan

The Contractor shall provide a Contractor Pandemic Plan. As required by the ‘National

Strategy for Pandemic Influenza Preparedness’, the Government has prepared a plan

that safeguards its employees and provides for continued operations in the event of an

influenza pandemic. The Contractor shall prepare a plan to prevent and reduce the

spread and mitigate the potential effects of an influenza pandemic on O&M, custodial

and related services. Given the unpredictable length and severity of a pandemic, the

Contractor’s plan shall link their planned actions to the periods and phases established

by the World Health Organization for a pandemic cycle and to the guidance provided by

CDC.

The Contractor shall submit the pandemic plan to the CO or their designee within thirty

(30) calendar days of the start of the contract. During a declared pandemic the

Government reserves the right to substitute disinfectant cleaners for non-disinfectant

cleaners when required by the Centers for Disease Control and Prevention.

The contractor's pandemic plan shall include the following, at a minimum:

➢ Identify key Contractor personnel and their credentials for such an event

➢ Require and provide Contractor employees with appropriate training to fully

address cleaning requirements during pandemic events

➢ Explain how Contractor staff will communicate with the Government

➢ Provide a contingency (backup personnel) to continue services if Contractor staff

get sick and are unable to work

➢ Identify those procedures that will maximize air dilution, filtration and sanitizing of

HVAC air streams and implement those procedures as recommended by the CDC

➢ Identify and develop procedures to monitor water use and levels of disinfectant and

dissolved metals at the delivery point. Develop procedures to operate water systems to

ensure delivered water contains residual disinfectant or adequate discharge

temperature to prevent bacterial growth and adequate flow to limit the concentration of

leaching metals to safe levels

➢ Identify those procedures that ensure timely, effective, and safe disinfectant

cleaning practices

➢ Specify the type of PPE requirements for Contractor staff

➢ Provide protocols to ensure that the Contractor has sufficient supplies of filters,

cleaners, PPE, and disinfectants

Reference material can be found at the links below:

➢ For information on the phases of a pandemic cycle see

http://www.who.int/csr/resources/publications/influenza/whocdscsredc991.pdf.

➢ For CDC guidance see https://www.cdc.gov/.

➢ See components of Pandemic Planning at

https://www2.ed.gov/admins/lead/safety/emergencyplan/pandemic/planning-

guide/basic.pdf.

➢ A template for developing a Pandemic Plan is located at

https://www.fema.gov/media-library-data/1396880633531-

35405f61d483668155492a7cccd1600b/Pandemic_Influenza_Template.pdf.

C.5.6 Energy and Water Efficiency

C.5.6.1 General

The Contractor shall operate equipment and systems per design as efficiently as possible without

compromising service to the tenants. Design intent may be a result of an ESPC/UESC. Ongoing

ESPCs/UESCs must be consulted to ensure savings guarantees or performance assurance

dependent on operational parameters are not being compromised.

C.5.6.2 Operations

The Contractor shall make full use of available analytic tools (e.g., BAS, AMS, GSAlink data,

PNNL E4 reports and GSA Rapid Assessment results, as applicable) to diagnose problems and

identify operational improvements. When equipment is being replaced, the Contractor, in

coordination with the CO or designee, shall pursue the use of energy-efficient replacement parts

and equipment items (not limited to Energy Star ® or FEMP-designated Energy Efficient products,

WaterSense, Safer Choice products) that shall meet or exceed the requirements of this statement

of work. Any rebates received from a service utility provider or Contractor shall be assigned to

the Government.

[[[ESPC/ UESC Bldgs include this paragraph]]]: In facilities with ESPCs or UESCs the

contractor shall ensure the operating limits for equipment and/or controls established by

the ESPC/UESC are followed. Any adjustments to operations that may jeopardize the

energy savings realized by the government in accordance with the ESPC/UESC must be

submitted to the COR in writing within 1 business day. Any changes discovered by the

Energy Savings Company (ESCO) or Utility during Measurement and Verification (M&V)

and/or Performance Assurance activities may warrant root cause determinations. The

Contractor will assist in root cause determinations. Changes made by the Contractor that

exceed USPC/ UESC operating limits will be returned to ESPC/ UESC stipulated conditions

by the Contractor at no additional cost to the government.

C.5.6.3 Reporting

[[[Note to spec writer: Determine which paragraph fits regional policies better and remove

the other. Second paragraph requires NCMMS paragraphs above already contain asset

and PM management and meter reading as a basic service. Third paragraph requires

significant sub-metering availability in a building large enough to see a return on the added

effort.]]]

On a monthly basis the Contractor shall read and record all available utility and fuel meters

(electric, gas, diesel fuel levels, water, cooling tower water makeup, irrigation, etc.) and include in

the monthly progress report. The Contractor shall use the Energy and Water Efficiency Monthly

Report format (see Exhibit 2). The Contractor shall report monthly energy and water usage as

compared to the previous year and to explain usage trends. The contractor shall report all known

or potential O&M impacts to ESPC/UESC equipment and/or ECMs. The report shall be submitted

to the CO or designee by the [[[spec writer fill in]]] _

business day of the following month.

[[[OR]]]

Within [[[spec writer fill in]]] __ days of contract award date, the Contractor shall create NCMMS

assets, asset meters, PMs and job plans to activate monthly meter reading NCMMS work orders

for all available utility and fuel meters (electric, gas, diesel fuel levels, water, cooling tower water

makeup, irrigation, etc.) The contractor shall produce a recurring NCMMS report addressed to the

CO designee and other provided POCs containing the data required for the Energy and Water

Efficiency Monthly Report. The Contractor shall report monthly energy and water usage as

compared to the previous year, and year over year to determine and report usage trends,

abnormalities, and opportunities to reduce resource use. The contractor shall report all known or

potential O&M impacts to ESPC/UESC equipment and/or ECMs. The report shall be submitted to

the CO or designee by the [[[spec writer fill in]]] _

business day of the following month.

[[[OR]]]

The Contractor shall develop an Energy and Water Conservation Plan. It shall articulate the

overall approach, as well as strategic and tactical measures to be undertaken. The initial Energy

and Water Conservation will be proposed as part of the Management Plan section of the

Contractor’s quote. An updated, and facility specific, energy conservation plan shall be

incorporated into each buildings operating plan, and shall minimally include:

- trended energy data representing each building's energy load consumption on a daily

basis

- trended data representing each building water consumption on a daily basis

- an ability to compare monthly, seasonal, annual and multi-year performance

- data, logs and remarks assessing the impact of OT actions supporting tenant activities

- data, logs and remarks assessing the impact of major construction and or renovation

projects

In the absence of Advanced Metering Systems, the Contractor shall identify and make use of any

and all available alternate sources and / or onsite meters and gauges.

The updated report will be delivered to the COR for approval within ____ days of contract start.

C.5.7 Advanced Metering Systems

[[[Note to Spec Writer: Remove if there is no advanced metering system or if this

subsection is covered under another PWS]]]

C.5.7.1 General

The purpose of the AMS is to monitor, identify and implement opportunities to reduce energy

usage at the building(s) and, in some cases, to verify that the utility companies are billing correctly.

It shall be the Contractor’s responsibility to partner with GSA to utilize fully the AMS to develop

and implement strategies that will result in an overall reduction in energy and water consumption.

C.5.7.2 Operations

The Contractor shall verify daily that each of the advanced meter(s) are functioning properly and

are communicating to the regional and Central Office server, as applicable, and are accessible

via end-user interface. Where advanced meters are connected through the BAS, the Contractor

shall verify daily proper information and data sharing.

C.5.7.3 Maintenance

[[[Note to Spec Writer: Tailor the below language to your individual regional protocols on

communication repairs.]]]]]]

The Contractor is responsible for correcting immediately any onsite communication failure to

mitigate any loss of data. The Contractor shall create a Work Order in NCMMS to track

communication failure resolution. In the event of an onsite communications failure or data loss,

the Contractor shall refer to both the manufacturers and GSA’s troubleshooting guides. If this

does not resolve the issue, and advanced troubleshooting is necessary, the Contractor shall take

the next step within 72 hours of occurrence. For advanced troubleshooting, the Contractor shall

contact GSA's OFM Energy Division's Advanced Metering Support, guidance can be found at the

web site in document titled “Web Links” at: Operations and Maintenance Specification and inform

the COR. The advanced metering support team shall coordinate with GSA IT support or vendors

as necessary to assist the Contractor with getting the meter(s) back online. The regional

advanced metering lead shall be the Contractor’s main point of contact for advanced metering

issues. The Contractor shall add or update Advanced Meter Asset and Location information in

NCMMS. The Contractor shall be responsible for the re-commissioning, which includes the

calibration of the advanced meters in accordance with the manufacturer’s recommended

frequency or sooner, if there is evidence that the meters are not reading correctly. If advanced

meters cannot be calibrated by design, the Contractor shall notify the COR when the meter is not

performing as designed. Meter recommissioning documentation shall be submitted as a Work

Order via NCMMS. Where weather sensing equipment is installed as part of the AMS, the

Contractor shall ensure proper daily communication.

C.5.7.4 Reporting

[[[Note to Spec Writer: Tailor the below language to your individual regional protocols.]]]

Contractor will

be responsible for comparing monthly consumption collected by the AMS to the

actual utility bill consumption as a part of its ongoing monitoring efforts. Variances of more than

10% shall be reported to the GSA Energy Division, the COR and the Regional Advanced Metering

Lead who will assist with resolving the discrepancy. As a part of the re-commissioning of meters

previously offline, the Contractor shall confirm that all changes have been documented and

updated on network diagrams, including any changes in Internet Protocol (IP) addresses. The

Contractor shall be responsible for recording recalibration of advanced metering equipment in the

Monthly Report and recorded in NCMMS.

C.5.8 Building Automation Systems and IT Controls

C.5.8.1 General

The automatic centralized control of a building's HVAC, lighting and other systems are managed

through a Building Automation System (BAS). The main objectives of the BAS are improved

occupant comfort, efficient operation of building systems, daily building operational performance,

reduction in energy (electric/gas) and water consumption, reduction in operating costs,

sustainability of the building envelope and equipment. BAS core functionality keeps building

climate within a specified range, provides light to rooms based on an occupancy schedule (in the

absence of overt switches to the contrary), monitors performance and device failures in all

systems, and provides malfunction alarms to building maintenance staff. The intent of a BAS is

to reduce building energy and maintenance costs. The Contractor must retain levels of expertise

necessary to manage the control systems in a manner that meets the objectives of this Contract

either by retaining on staff a factory trained and certified technician or subcontracting with the

BAS vendor for services. The Contractor must develop, update, understand roles and

responsibilities, and implement building recovery plans, in coordination with GSA, for loss of

connectivity to the BAS and procedures to operate the building systems manually.

C.5.8.2 Operations

The Contractor shall operate systems according to the established sequence of operation for the

BAS. The Contractor is responsible for notifying the COR or designee if a sequence of operations,

equipment, or schedule is not operating as designed or is resulting in unnecessary energy use.

The Contractor must have regular onsite expertise to perform basic daily adjustments, such as

setpoint adjustments, while minimizing, documenting, and evaluating overrides without

compromising the sequence of operations; overrides must be temporary and must revert to the

established sequence of operations or the Contractor must propose permanent changes to the

COR. The Contractor must have onsite capability to operate the facility during any necessary

emergency or manual operations of the system. The Contractor shall have an adequate level of

BAS expertise to maintain the control systems according to GSA requirements for security

compliance, energy efficient building system operations, and tenant thermal comfort. The

contractor must operate the BAS to maintain the temperature requirements in C.5.1 and

ventilation requirements in C.6.3; where these conditions cannot be maintained, the Contractor

shall notify the COR and develop corrective action plans. The contractor must maintain the BAS

at a level sufficient to remain on the GSA’s network. The Contractor must have in-house

expertise, or subcontract, for additional, specialized BAS services, such as sequence of operation

tuning, sensor calibration, and BAS log review. If the Contractor does not have a manufacturer

trained or equivalent BAS operator onsite, the Contractor shall enter a subcontract, including

regular scheduled support (not merely support on a contingency basis), and remote access

(where available and subject to GSA IT governance security clearances and training), with a firm

that has these skills. If the established sequence of operation for the BAS or portions of the BAS

are set forth by an ESPC or UESC it is the contractor’s responsibility to maintain or enhance

established protocols to ensure energy savings goals are satisfied.

The Contractor shall monitor the BAS for alarms at all times. After hour alarms shall be routed to

contractor phones as a phone text or as a monitored email. A BAS alarm after Normal Working

Hours that impacts the building operations must be corrected under emergency call back Work

Order service and recorded in the NCMMS. GSA-IT shall be entering asset information for IP-

enabled BAS controllers that are connected to the GSA network.

All computers networked with building monitoring and control systems located inside GSA

facilities, or that provide storage of and access to GSA data, including data related to energy

usage, industrial systems controls, physical access controls, and lighting controls, are required to

be hosted exclusively on GSA’s physical network and system infrastructure, unless otherwise

accepted by CO or designee.

The Contractor shall maintain the following minimum standards described below.

C.5.8.2.1 GSA-hosted Systems Requirements

The Contractor shall:

a. Ensure building monitoring and control systems, applications and devices are

implemented as designated in the PBS P-100 Design Standard (current version)

and the PBS Building Technical Reference Guide, including OFM BAS standards

and specifications. Additionally, all Government IT systems are required to meet

FISMA standards for IT security.

b. Ensure that all IP addressable devices, appliances or software that shall

communicate over the GSA network are assessed and have all identified

vulnerabilities remediated in order to be approved by GSA-IT Security for use on

the GSA network. For more details, please refer to the Building Technologies

Technical Reference Guide.

c. Ensure that all devices or groups of devices that communicate with GSA system

data and use wireless or radio frequency (RF) based communications are subject

to all GSA IT Security policies related to the use of wireless technology. This policy

establishes the requirement that these devices be submitted for IT security testing

and remediation in order to receive approval for use at GSA.

d. Ensure that all building systems software (server and client) are hosted on

Government furnished equipment (GFE), including GSA virtual server or GSA

provided desktop/laptop workstations.

e. Ensure that all IP traffic is managed by GSA, and IP addresses, as well as all

routing and switching equipment, shall be furnished exclusively by GSA.

f. Be responsible for supporting all cabled pathways connected to GSA’s network

including copper and fiber cabling, necessary to enable IP network communication

among system devices and network components, and all break/fix requirements.

All new cabling, including break/fix, shall be installed in accordance with the PBS

Telecommunications Distribution and Design Guide. The Contractor is not

responsible for interconnecting cabling of the GSA onsite network components.

g. Ensure that the Contractor staff receives preliminary favorable and ultimately

completely favorable adjudication of their Tier 1 clearance in accordance with the

HSPD-12 directive to obtain a GSA ENT user credential, which is required for all

system access. All elevated access requires Tier II clearance.

h. Ensure that at no time a GSA hosted building monitoring and control system is

made accessible to the public internet or via any third party network connection.

i. Be aware of building systems running on GSA IP Enterprise Network and be

capable of initiating troubleshooting, if network communications is suspect. This

means being familiar with the procedure for logging GSA IT Help Desk tickets and

following up to ensure the ticket is being worked by the assigned party.

C.5.8.2.2 Excepted Systems Requirements (not hosted on GSA’s system infrastructure)

The Contractor shall:

a. Ensure the CO or designee approved antivirus software subscription is kept in effect and

the software used is current at all times.

b. Ensure all Contractors provided software that has an End User License Agreement is

presented to and approved by the CO or designee before that software is purchased.

c. Ensure Contractor personnel do not use the BAS system to connect to websites.

d. Ensure antivirus and spyware scans are conducted monthly.

e. Be responsible for keeping all workstation and server operating systems updated,

including Windows (or other operating system), Java, Adobe, and all other standard

software. Critical updates shall be downloaded and installed monthly.

f. Ensure complete data backup to a CD, DVD or flash drive, including trend logs and control

software, is conducted whenever a software or programming change is made but no less

frequently than monthly.

g. Ensure disk drive maintenance, including defragmentation, is performed quarterly.

h. Be responsible for software, licenses and security updates to all Contractor provided

systems devices.

i. Ensure a proper Configuration Management Plan is in place for the BAS devices and

applications so the system can be supported.

j. Ensure there is strong encryption on devices and applications for safeguarding sensitive

data and login credentials.

k. Ensure unnecessary services are disabled (e.g., FTP and Telnet) to protect the system

from unnecessary access and a potential exposure point by a malicious attacker.

l. Ensure unnecessary open ports are closed or blocked to secure against unprivileged

access.

m. Protect against Cross-Site Scripting, which is a common vulnerability in web applications

where an attacker can compromise or take control of a site.

n. Enforce Least Privilege, where proper permissions are enforced on a device or application

so that a malicious attacker cannot gain access to all data. Enforcing Least Privilege shall

only allow users to access data they are allowed to see.

o. Protect against Insufficient User Access Auditing, where device or application does not

have a mechanism to log/track activity by user.

p. Not use the use of end-of-life systems and application/system software that is no longer

supported by the manufacturer.

q. Use the latest, supported and approved operating systems.

r. Ensure that all proposed standard installation, operation, maintenance, updates, and

patching of software do not alter the configuration settings from the approved United

States Government Configuration Baseline.

s. Ensure that the use of commercially provisioned circuits to manage building systems is

strictly prohibited. All circuits shall be provisioned through GSA IT.

t. Ensure the workstation or server running building monitor and control system is not

connected to the public internet (Trusted Internet requirement of the 2100.1 order). The

system shall not be accessible from remotely.

u. Adhere to GSA-IT Security Procedural Guide, CIO-IT Security-16-76, Building

Technologies Technical Reference Guide, NIST IT Security Special Publications.

v. Ensure all IP-enabled devices and applications are approved by GSA-IT Security before

they are installed or connected on the GSA network.

w. Provide a network diagram of all IP-addressable devices that terminate on the GSA

network to the GSA IT program managers. GSA IT shall be included in the design phase

of the network infrastructure. Vendor-provided diagrams must be submitted in digital

display and in an editable format, such as Microsoft Visio.

x. Provide documentation and assist GSA-IT and PBS with performing building recovery, so

that systems can function on the local area network (LAN) in the event of an outage.

C.5.8.3 Maintenance

C.5.8.3.1 BAS Control Systems and upgrades

BAS Control Systems shall be maintained as designed. The Contractor shall perform

maintenance required to ensure that all BAS devices function properly, and repair or replace

components that fail. The Contractor shall be responsible for BAS software and firmware updates

and security patches. The Contractor shall advise GSA and coordinate BAS vendor activities

necessary to facilitate any upgrades GSA deems necessary for the functionality and/or security

of the BAS over and above those necessary for standard system operations. The Government

may upgrade or change control system software or reprogram control systems during the

performance period of the Contract. If the Government provides operator level training and

operator level documentation for the Contractor’s use, the Contractor shall not claim additional

payment for in-house services relating to the new or upgraded control software or systems

programs. The Contractor will not modify sequences of operation, control programs, or run

systems manually without concurrence of the CO or their designee, and in consultation with

regional subject matter experts (SME). Where sequence of operation changes are approved, the

Contractor is required to provide accurate edits to the Sequence of Operation to document the

changes made.

C.5.8.3.2 BAS Alarms

[[[Note to Spec Writer: Specify frequencies to testing BAS at a minimum once a year.]]]

BAS alarms shall be treated as Work Orders and responded to accordingly. Any adjustments to

set points to accommodate tenant comfort shall be approved in advance by the CO or designee.

Repetitive or associated alarms shall be treated in the aggregate and tracked under the Work

Order system established in NCMMS. Communications for alarms set up for remote notification

shall be tested on a recurring basis.

C.5.8.4 Testing/Inspecting

[[[Note to Spec Writer: This can be removed if the Region has other methods to do

monitoring and correcting excessive energy use buildings.]]]

The Contractor shall conduct the six-step re-tuning procedure described in the Pacific Northwest

National Laboratory (http://retuningtraining.labworks.org/training/lms/). If Contractor does not

have adequate level of expertise to complete Re-tuning, all requirements shall be included in the

BAS maintenance sub-contract. The initial frequency of the re-tuning is semi-annually to coincide

with the heating and cooling seasons. After completing two re-tuning cycles the CO or designee

in consultation with the Contractor shall determine the appropriate frequency of the re-tuning effort

based on the size and complexity of the facility. Re-tuning shall be reported to the CO or designee

and regional SME and documented in the monthly report. The re-tuning report shall include any

Contractor suggestions and corrective actions.

C.5.8.5 Reporting

[[[Note to Spec Writer: Delete GSAlink requirement, if not applicable.]]]

Deficiencies in the BAS system operations shall be identified by BAS trending, GSAlink or

Contractor's tours. All deficiencies shall be reported to the CO or designee immediately and

documented and included in the monthly report. BAS alarms logs shall be included in the monthly

report to show that they are being addressed. These logs shall include unique usernames for the

operator addressing the alarm.

C.5.8.6 Smart Building Technology

[[[Note to Spec Writer: Remove if building does not have this technology.]]]

GSA PBS has several programs in development and at various stages of implementation. One

of these programs includes Smart Building technologies. A key objective of implementing Smart

Technologies in GSA buildings is to capture and make available more real-time performance data

about the individual building systems (e.g., HVAC/BAS, lighting, and Advanced Meters). This

data shall be made available to the Contractor and as GSA analyzes this new trend of monitoring

building performance at a detailed level, building support personnel engagement shall increase

in significance over time. The Contractor is advised that tools, processes, data, and some

procedures shall be modified to meet GSA requirements for long-term improved operational

efficiencies. The Contractor shall continue to monitor developments in this area as more buildings

in the GSA portfolio deploy Smart Technologies.

New building technologies, and their convergence with traditional information technology, have

altered the way in which facilities can be monitored, maintained, and operated. Trends in building

systems technology have provided opportunities in the market place to alter the way facilities

managers use real-time data to operate their facilities more efficiently. Building systems are

getting increasingly more dependent on software, IT networks (physical and wireless), servers,

internet access, and cloud-based/hosted solutions. This shift in domain expertise has outpaced

traditional design and construction practices. As a result, building operations and maintenance

staff need to adapt, be more proactive, and leverage the availability of real-time data to help them

perform building systems support more effectively. This shall involve more thorough planning

and redefining some processes, procedures, and job roles to better operate the facilities that have

newer technology-based systems.

GSA is fielding diagnostic and optimization software to detect problems and inefficiencies in

equipment operation. The Contractor shall act on the recommendations of such diagnostic and

optimization software reporting. This shall include using the results of the diagnostic and

optimization software to generate a Work Order, or to respond to a Work Order automatically

generated by the diagnostic program application. The Contractor involved in diagnostic software

programs shall provide status updates of diagnostic results and attend monthly meetings to report

and troubleshoot diagnostic test results.

C.5.9 Fire Protection and Life Safety Equipment and Systems

C.5.9.1 General

The Contractor shall use the current NFPA codes and standards as stated in this subsection to

perform inspections, testing, and preventive maintenance of fire protection and life safety systems

and equipment and all test results and certifications shall be recorded. The Contractor shall not

make any software upgrades or corrections to the Fire Protection Systems without prior approval

and coordination of the GSA Regional Fire Protection Engineer. The Contractor shall:

a. Utilize the latest edition of the applicable NFPA code or standard.

b. Ensure all fire protection and life safety systems, equipment, and markings are kept

operational at all times, except while being tested or repaired.

c. In the event fire protection and life safety equipment is not returned to operational

condition, notify the CO or designee and provide a fire watch.

d. Ensure all maintenance and pre-planned impairments of the fire protection and life safety

systems and equipment have been authorized and approved by the CO or designee prior

to the Contractor performing any work.

e. Comply with all appropriate safety code requirements. If the Contractor encounters

equipment that is in a condition that shall endanger life or property, the Contractor shall

immediately notify the CO or designee of the condition requiring immediate action. Within

24 hours following the notification of the CO, the Contractor shall provide to the CO or

designee a written report of the hazardous condition and recommended corrective action.

f. Enter into NCMMS as a Work Order any deficiency identified by the Contractor during a

required inspection; evidence of correcting such deficiency, unless funding is not

available, shall be provided with the subsequent Contractor’s Monthly Progress Report

after correction action is completed.

g. Provide all tools, supplies and equipment necessary to inspect test, and maintain the fire

protection and life safety equipment and systems in accordance with applicable NFPA

codes or standards.

C.5.9.2 Fire Alarm System Services and Emergency Communication Systems

[[[Note to Spec Writer: Remove if there is no fire alarm system or emergency

communication systems. If this subsection is covered under another PWS, identify

ownership and responsibility of system.]]]

The Contractor shall ensure compliance with NFPA 72, National Fire Alarm and Signaling Code,

in the performance, inspection, testing, acceptance, and preventive maintenance or repair of fire

alarm and notification systems, equipment and components of said systems and all other ancillary

devices that operate related equipment. The Contractor shall maintain Remote Supervising

Station monitoring service equipment, all fire alarm transmitters and related equipment.

[[[Note to Spec Writer. Were FPS or a third-party contractor is not monitoring the fire alarm

system, please insert this language: The Contractor shall provide and maintain Remote

Supervising Station equipment and monitoring services evaluated by Underwriters

Laboratories (UL) to UL Standard 827, Central Station Alarm Services (UUFX Category

Code) to monitor all fire alarm transmitters and related equipment.]]]

Fire alarm system or emergency communications system inspection, testing, maintenance, and

repair shall be performed during normal working hours when it does not interfere with building or

tenant operations. Testing that activates notification devices, initiates elevator recall or activates

HVAC shutdown shall always be tested after hours. When such inspection, testing, maintenance,

or repair is expected to interfere with building or tenant operations, it shall be performed after

normal working hours without additional costs to the Government. The Contractor shall schedule

with the GSA Facility Manager and the CO or designee all testing and non-emergency shutdowns

of such systems and assure that back-up protection is provided by the Contractor (i.e.,

arrangement of additional personnel stationed in the areas affected and at the fire alarm system

control unit or emergency communications control unit) any time such system is temporarily out

of service.

When impairments to the systems occur or when impairments are identified during inspection,

testing or maintenance activities, the Contractor shall inform the GSA Facility Manager and the

CO or designee immediately. The Contractor shall follow the impairment procedures outlined in

NFPA 72 and provide a fire watch in areas left unprotected. The fire watch shall remain in place

until the systems are completely restored during the performance of routine service and testing

procedures. If fire watches are required, the labor costs of fire watches as part of the repair costs

are reimbursable less the reimbursable repair threshold.

When unwanted fire alarm system activations occur, without additional expense to the

Government, the Contractor shall be liable for all local fees associated with unwanted fire alarm

system activations that are caused by the Contractor and require local jurisdiction fire department

response to the building.

The Contractor will report unwanted fire alarms to the CO or designee at the close of each

business day and provide the follow information: the approximate time, date and location of the

system activation, a brief description of the fire alarm system activation, including initial device

activation, location of initial device, a brief reason for why the fire alarm system activated (if

known), how the fire department was notified and what time they arrived on scene, an

approximate count of how many building occupants evacuated the building and for how long in

minutes.

C.5.9.3 Water-Based Fire Protection Systems

[[[Note to Spec Writer: Remove if there is no water-based fire suppression system or if this

subsection is covered under another PWS.]]]

The Contractor shall ensure compliance with NFPA 25 in the inspection, testing and maintenance

and repair of water-based fire protection systems, and in the performance; inspection, testing,

preventive maintenance and repair of all devices that are components of water-based fire

suppression systems.

Water-based fire protection system inspection, testing, preventive maintenance, and repair shall

be performed during Normal Working Hours when it does not interfere with building operations.

When such inspection, testing, preventive maintenance, or repair is expected to interfere with

building operations; it shall be performed after normal working hours without additional costs to

the Government. The Contractor shall schedule with the Facility Manager and the CO or designee

all non-emergency shutdowns of the water-based fire protection system and back-up protection

shall be provided by the Contractor any time the water-based fire protection system is expected

to be out of service for more than 10 hours. When a water-based fire protection system is returned

to service, it shall be verified that the system is working properly in accordance with the

component action requirements in NFPA 25.

When impairments to the system occur or when impairments are identified during inspection,

testing, or preventive maintenance activities, the Contractor shall inform the GSA Facility Manager

and the CO or designee immediately. The Contractor shall follow the impairment procedures

outlined in NFPA 25 and provide a fire watch in areas left unprotected or if the system is out of

service for more than 10 hours in a 24-hour period. The fire watch shall remain in place until the

water-based fire protection system is completely restored to service. Note: Temporarily shutting

down a system as part of performing the routine inspection, testing, preventive maintenance or

repair on that system while under constant attendance by qualified personnel and where the

system can be restored to service shall not be considered impairment.

C.5.9.4 Fire-rated Door Assemblies

[[[Note to Spec Writer: Remove if there are no fire-rated door assemblies or if this

subsection is covered under another PWS.]]]

The Contractor shall ensure compliance with NFPA 80, Standard for Fire Doors and Other

Opening Protectives, in the inspection, testing, preventive maintenance and repairs of all fire-

rated door assemblies. Please note that the inspection of fire-rated door assemblies shall also

meet the requirements in NFPA 101, Life Safety Code.

C.5.9.5 Fire Damper and Combination Fire/Smoke Dampers

[[[Note to Spec Writer: Remove if there are no fire damper and combination fire/smoke

dampers or if this subsection is covered under another PWS.]]]

The Contractor shall ensure compliance with the NFPA 80, Standard for Fire Doors and Other

Opening Protectives, in the inspection, testing, maintenance and repair of all fire dampers,

radiation dampers, and combination fire/smoke dampers. Please note that maintenance of

combination fire/smoke dampers shall also meet the requirements contained in NFPA 105,

Standard for the Installation of Smoke Door Assemblies and Other Opening Protectives.

C.5.9.6 Smoke Doors Assemblies

[[[Note to Spec Writer: Remove if there are no smoke door assemblies or if this subsection

is covered under another PWS.]]]

The Contractor shall ensure compliance with the NFPA 105, Standard for the Installation of

Smoke Door Assemblies and Other Opening Protectives, in the inspection, testing, preventive

maintenance and repair of all smoke door assemblies.

C.5.9.7 Smoke Dampers

[[[Note to Spec Writer: Remove if there are no smoke dampers or if this section is covered

under another PWS.]]]

The Contractor shall ensure compliance with NFPA 105, Standard for the Installation of Smoke

Door Assemblies and Other Opening Protectives, in the inspection, testing, preventive

maintenance and repairs of all smoke dampers.

C.5.9.8 Portable Fire Extinguishers

[[[Note to Spec Writer: Remove if there are no portable fire extinguishers or if this

subsection is covered under another PWS.]]]

The Contractor shall ensure compliance with NFPA 10, Standard for Portable Fire Extinguishers;

in the inspection, testing, preventive maintenance and repairs of all portable fire extinguishers.

C.5.9.9 Non-Water-Based Fire Extinguishing Systems

[[[Note to Spec Writer: Remove if there are no non-water-based fire extinguisher systems

or if this subsection is covered under another PWS.]]]

The Contractor shall ensure compliance with the following specified codes in the inspection,

testing, preventive maintenance and repairs of the following types of non-water-based fire

extinguishing systems:

a. Carbon dioxide extinguishing systems, NFPA 12, Standard on Carbon Dioxide

Extinguishing Systems.

b. Halogenated extinguishing systems, NFPA 12A, Standard on Halon 1301 Fire

Extinguishing Systems.

c. Dry chemical extinguishing systems, NFPA 17, Standard for Dry Chemical Extinguishing

Systems.

d. Wet chemical extinguishing systems, NFPA 17A, Standard for Wet Chemical Extinguishing

Systems.

e. Fire extinguishing systems, NFPA 96, Standard for Ventilation Control and Fire Protection

of Commercial Cooking Operations.

f. Clean agent fire extinguishing systems, NFPA 2001, Standard for Clean Agent Fire

Extinguishing Systems.

C.5.9.10 Smoke Control Systems

[[[Note to Spec Writer: Remove if there are no smoke control systems or if this subsection

is covered under another PWS.]]]

The Contractor shall ensure compliance with NFPA 92, Standard for Smoke Control Systems, in

the inspection, testing, preventive maintenance and repairs of smoke control systems.

C.5.9.11 Emergency and Standby Power Systems

[[[Note to Spec Writer: Remove if there are no emergency and standby power systems or

if this subsection is covered under another PWS. Identify if outside load bank is required

to perform testing.]]]

The Contractor shall ensure compliance with the following specified codes in the inspection,

testing, preventive maintenance, repairs and exercising of equipment per the manufacturer’s

recommendations for the following types of emergency and standby power systems:

a. Emergency power supply systems, NFPA 110, Standard for Emergency and Standby

Power Systems.

b. Stored electrical energy emergency and standby power systems, NFPA 111, Standard on

Stored Electrical Energy Emergency and Standby Power Systems.

C.5.9.12 Emergency Lighting Systems and Exit Signage

[[[Note to Spec Writer: Remove if there is no emergency lighting and exit signage or if this

subsection is covered under another PWS.]]]

The Contractor shall ensure compliance with NFPA 101, Life Safety Code, in the inspection,

testing, preventive maintenance and repair for purchasing systems and signage to bring the

building up to code of emergency lighting systems, emergency lighting equipment, and exit egress

marking systems.

C.5.9.13 Fire Resistance Rated Construction

The Contractor shall ensure compliance with the International Fire Code and NFPA 221 in the

inspection, preventive maintenance, repair or installation of new systems and assemblies used

for structural fire resistance, fire resistance rated-construction separation of adjacent spaces and

construction installed to resist the passage of smoke to safeguard against the spread of fire and

smoke within a building and the spread of fire to or from buildings. All materials and fire-stop

systems provided or maintained under this Contract shall comply with these codes.

Materials and fire-stop systems used to protect membrane and through penetrations along with

joints and voids in fire resistance-rated construction and construction installed to resist the

passage of smoke shall be maintained. The materials and fire-stop systems shall be securely

attached to or bonded to the construction being penetrated with no openings visible through or

into the cavity of the construction. Where the system design number is known, the system shall

be inspected to the listing criteria and manufacturer’s installation instructions.

The Contractor shall notify the Facility Manager and the CO or designee of areas in the building

that firestop systems are lacking or compromised.

C.5.9.14 Lightning Protection Systems

[[[Note to Spec Writer: Remove if there are lightning protection systems or if this

subsection is covered under another PWS.]]]

The Contractor shall develop and implement a maintenance plan that requires the same

inspections and maintenance as recommended in NFPA 780 - Standard for the Installation of

Lightning Protection Systems.

C.5.9.15 Chemical Sensors

[[[Note to Spec Writer: Remove if there is no chemical sensor equipment or if this

subsection is covered under another PWS.]]]

The Contractor shall be responsible for the testing, maintenance and repair of chemical sensor

equipment as required by the manufacturer's recommendations. Those tests shall be conducted

by a certified manufacturer's representative. HVAC unit shutdowns and damper shutdowns

required as a result of a trip of the chemical sensor system shall be inspected and documented.

All documentation of the testing including the chemical sensor, HVAC shutdown, and proper

damper operation shall be documented in NCMMS within 48 hours of test conclusion.

C.5.10 TOURS

C.5.10.1 General

The Contractor shall tour major building systems, equipment, tanks and anything requiring tours

mandated by any acts, codes or regulations as contained in this PWS or any state or local

requirements. To accomplish this objective the Contractor shall develop a Tour Plan and submit

it to the CO or designee for approval, no later than end of Startup or transition phase. With the

advent of technology and innovation a “tour” is no longer exclusive to the physical walks. A tour

shall be a part, or a combination of physical visits and automated systems. Tours are an

opportunity to view equipment in different phases of operation, make adjustments, validate

controls, verify set points, check efficiency, physical condition of mechanical space, and overall

safety. It is not the intention of the Government to overly prescribe tour frequencies or

methodologies; instead, the Contractor is expected to develop tours at frequencies and using

methodologies that are of value to operations, inclusive of analytical decision making intended to

optimize operations based on real time performance data.

C.5.10.2 Proactive Facility Tours

The Contractor shall conduct periodic tours of the building to identify proactively and remedy any

issues pertaining to lighting, bathroom fixtures, and other tenant environmental comfort concerns.

The tours shall seek to work in conjunction with the Contractor’s energy conservation efforts,

proactive Work Orders, and equipment condition assessments. All findings noted during the tour

shall be tracked and a Work Order shall be initiated for corrective action by the Contractor.

C.5.10.3 Minimum Tour Frequencies

a) Daily: Major HVAC equipment (when in operation), including boilers, chillers, cooling

towers, pneumatic control air compressors, air handler rooms, main switchgear and

primary electrical equipment rooms, fire alarm system and control panels (fire alarm

system control panels shall not have any unwanted trouble conditions), steam system

and reducing and regulating stations, and special HVAC and uninterruptible power

systems for critical functions.

b) Weekly: Distributed HVAC equipment including package units and external

condensers, pumps, motors, sewage ejectors, fire pumps, condensate drip pans and

generators. Incorporate moisture control tours to prevent building damage, minimize

mold contamination, illuminate leaks, and reduce health risks related to moisture.

c) Twice per Month: Battery systems.

d) Monthly: Transformers, secondary electrical rooms, switchgear, and primary

electrical equipment rooms.

C.5.10.4 Monitoring of Central Plant Equipment

[[[Note to Spec Writer: Modify this to reflect conditions or concerns at the building – such

as condition of plant equipment, history of stability, instability.]]]

Where central plant equipment (chillers over _____ tons [[[Insert tonnage]]] capacity, boilers

over ______pounds per square inch (psi) [[[Insert psi rating]]] is not (1) controlled by a

programmed Sequence of Operations in a BAS, (2) or capable of daily tracking and trending of

the operations in the plant or (3) centrally alarmed with alarm paging and operational watch

procedures, in addition to tour requirements specified elsewhere in this PWS, the Contractor shall

ensure the following is performed:

a. Monitor the starting, stopping and loading of equipment.

b. Check all operating equipment in the watch area every two hours.

c. Record operating data in appropriate logs or records every two hours.

d. Make adjustments at the central control panel in response to changing operating

conditions.

C.5.10.5 Operating Logs and Tour Check Sheets

Contractor shall maintain Operating Logs and Tour Sheets as part of the data for major

equipment. Documentation shall be completed at the time of tours. Information recorded in the

logs shall be sufficient to track the operating hours and performance history of the equipment.

Records shall be kept of tours and action items needed based upon tour discovery. As such,

Operating Logs and Tour Sheets shall be a part of the Tour Plan and a Tour Sheet shall be

established for any space identified as requiring a tour. The Contractor shall upon request make

the operating logs and tour sheets available for inspection by the CO or designee.

A Tour Sheet shall contain at a minimum:

a. General space condition and annotate any discrepancies.

b. Identify broken/inoperable equipment and capture Work Order status.

c. Accurately reflect equipment inspected during tour.

d. Capture operating data of identified equipment.

e. Status in regards to operational parameters.

Contractor shall evaluate discrepancies in Operating Logs and Tour Sheets and the operational

performance shall be investigated and repaired when necessary. All work performed on

equipment as a result of a tour inspection shall have a Work Order generated in NCMMS.

The O&M Contractor shall submit to the CO, or designee, a proposed Operating Logs and Tour

Sheets for approval prior to implementing the Tour Plan.

C.5.10.6 Reporting

Problems or conditions that shall potentially affect the efficient operation of the building,create a

negative impact on the tenant, [[[Note to Spec writer: Include this Phrase if contract has

ESPC/UESC otherwise delete: or jeopardize ESPC/UESC savings]]] shall be immediately

reported to the CO or designee.

C.5.11 Repairs

C.5.11.1 General

A “repair” is an act of restoring inoperable, dysfunctional or deteriorated equipment, systems, or

material to a fully functional, non-deteriorated state. Repairs involve some combination of labor

and repair or replacement of the equipment, parts, components or materials.

[[[Note to Spec Writer: Insert Shared Liability dollar amounts.]]]

The Contractor shall perform reimbursable and non-r

eimbursable repairs as defined in subsection

5.11 of the PWS. Repairs are handled on a shared liability basis. This contract has a shared

liability amount threshold which means the Contractor is responsible for the first ($________) of

the repair costs. The intent of this Contract is to ensure that most repairs are accomplished by

Contractor personnel. However, the Government recognizes that occasionally there are certain

specialized repairs that require specialized skills outside the skill sets of the Contractor personnel.

If the Contractor identifies a repair that its believes is of such a specialized nature that a

specialized subcontractor is required to complete the repair properly, the Contractor shall provide

written justification in advance, to the CO or designee, for approval of the need to use a

subcontractor. If approved, the cost of the subcontractor’s labor and material shall be treated as

a repair part for the purposes of calculating the repair cost. Shared liability shall not apply when

repairs are required as a result of Contractor (or subcontractor) negligence. In such instances,

the Contractor shall be responsible for all costs associated with the repair.

Any replacement parts used during the course of this Contract shall be of comparable or higher

quality and efficiency. The CO or designee shall require replacement of components with

components from the same manufacturer to maintain consistency throughout the building.

Materials and parts that are visible to building occupants shall be to building standard and

maintain the same appearance as similar materials and parts in the occupied space. Components

of control systems shall be replaced so as to maintain the tie-in to the control system with no

degradation of data throughput, memory, point capacity, data acquisition, or programmability.

Motors shall be replaced with premium efficiency motors as defined by the NEMA MG-1 standard

or in compliance with Local utility guide demand-side management rebate guidelines. Old

transformers shall be replaced with NEMA-rated class one efficiency transformers in accordance

with the NEMA TP-1 standard. Replacement of variable frequency drives shall be done in

accordance with recommendations found in NEMA, Application Guide for AC Adjustable Speed

Drive Systems. Energy Star-rated equipment shall be installed where available and when there

is no engineering or operational reason not to select an Energy Star product. Energy-consuming

items shall be the most efficient in their class. GSA Proving Ground identified technologies with

deployment potential for GSA shall be used when applicable.

The Contractor shall stock commonly used items and stay in good standing with a network of

suppliers that shall deliver ordered items without any delay. Repairs delayed due to supply

houses refusing to do business with the Contractor for any reason, is not an excuse to delay the

repair. Any equipment components/systems that can no longer be repaired shall be replaced.

These replacements shall be considered a repair and the shared liability amount threshold shall

apply.

C.5.11.2 Operations

C.5.11.2.1 Non Reimbursable Repair

[[[Note to Spec Writer: Insert Dollar amounts and time frame.]]]

A non-reimbursable repair is a repair or replacement requiring no more than ($_____) in cost for

repair parts and materials only (including any approved subcontracting costs). The cost of

consumable parts and materials shall not be calculated as part of the Contractor’s repair parts

and material costs. Non-reimbursable repairs are entirely the Contractor’s responsibility with no

reimbursement from the Government.

Non-reimbursable repairs shall be completed within ( ) hours (continuous time, includes after

hours and weekends) from identification of the problem unless an extension is approved by the

CO or designee. The Work Order shall be put into a status field in NCMMS to indicate the

nature of any delay, with appropriate remarks.

C.5.11.2.2 Partially Reimbursable Repairs

Partially Reimbursable Repairs shall be identified as a single incident, not an accumulation of

various repairs (bundling). If a repair exceeds the threshold and has been approved and verified

by the CO or designee, it becomes a reimbursable repair. A partially reimbursable repair is

reimbursable to the Contractor for the portion (shared liability) of the cost exceeding the repair

threshold. The completion date of reimbursable repairs shall be mutually agreed upon by the CO

or designee and the Contractor. The CO or designee shall determine if the repair can be made

during Normal Working Hours. If the Contractor uses in-house labor resources during Contractor

employees’ Normal Work Hours, to perform the repair, no labor shall be charged. If the work is

being performed outside these hours the labor rate shall be the overtime rate established in the

Contract. Use of in-house Contractor employees for overtime work shall be approved in advance,

by the CO with proper authority. If the work is subcontracted, due to the need of a specialty skill,

the cost proposal shall include subcontractor’s labor hours, hourly rate, and parts and materials

listing with associated costs, and overhead and profit costs. The Contractor shall only apply

overhead and profit after the Contractor's shared liability has been subtracted.

[[[Note to Spec Writer: The region may consider a lower threshold limit as a best practice

to negotiate a lower Contract cost. In this example, assume the non-reimbursable repair

threshold is $500.00.]]]

Example:

A repair is identified and estimated by the Contractor to cost $1,200.00 for repair parts and

materials only. The CO or designee shall verify and approve both the need for the repair and the

$1,200.00 estimated cost of repair parts and materials. In this example, the Contractor shall pay

the first $500.00 of the repair and GSA shall pay the remaining $700.00.

a. Total estimated approved cost for repair parts and materials to complete repair

$1,200.00

b. Contractor’s shared liability amount to be subtracted (same amount as the non-

reimbursable threshold)

-$ 500.00

c. Total to be paid by GSA to the Contractor for the repair

$700.00

The required completion date for reimbursable repairs shall be established when the CO or

designee approves the work in writing, as mutually agreed upon by the CO or designee and the

Contractor. The Contractor shall attempt to complete work as promptly as feasible. Immediately

upon identification of a reimbursable repair, the Contractor shall create a Work Order in NCMMS

and defer it by putting it in a “hold” status until required approval is obtained from the appropriate

CO or designee.

C.5.11.2.3 Fully Reimbursable Repairs

Repairs that are caused by third party vandalism, misuse/abuse by third parties, or acts of God

(e.g., hurricanes, tornadoes, earthquakes, hail, or floods), including natural disasters where the

Contractor took all reasonable precautions and exercised due diligence, are fully reimbursable.

The Contractor shall be reimbursed under the Additional Services provisions described in this

PWS or at the Government’s sole discretion; the Government shall have the work performed by

other means. When new equipment/systems are installed, the Contractor shall be responsible

for entering and maintaining warranty information/data/records.

C.5.11.3 Warranties

The Contractor shall contact installers or manufacturers, as appropriate, for work that is covered

under a warranty and maintain records of warranty service. The Contractor shall avoid actions

that would invalidate a warranty, unless authorized by the CO or designee. If an installer or

manufacturer fails to comply with the terms of a warranty, the Contractor shall immediately notify

the CO or designee.

C.5.11.4 Third-Party Contractors

The Government reserves the right to order repairs from a third party contractor. If the repair is

a reimbursable repair, the Government shall inform the Contractor of the outside source’s price,

and deduct $_______

[[[Insert threshold. Note: This shall be the same figure used to define

the threshold for non-reimbursable repairs in subsection 5.11.2.1]]], or the third party

contractor’s price, whichever is less, from the Contractor’s payments. Contractor shall ensure

current-in-force warranty information is maintained in NCMMS and checked prior to maintenance

on affected equipment.

C.5.12 Work Orders

C.5.12.1 General

The Contractor shall manage all Work Orders for each building and serve as the responsible main

point of contact for all work [[[Note to Spec Writer. If the POC is different, change.]]] The

intent of the management of Work Orders is to maintain a safe, healthy and functioning

environment for all occupants and to preserve the asset value of the building(s) in the scope of

the Contract. The Contractor’s performance in management of the work scope shall be assessed

by tracking the completion record, requirements performance, tenant satisfaction, and the overall

accountability and organization of the work. Nationally, the Government shall use the data

collected by the Contractor to characterize and develop reports using building asset data and to

study trends pertaining to O&M activities. Utilization of NCMMS including Work Order volume,

completeness, timely entry, and timely closure as recorded in NCMMS is part of GSA’s national

performance measures, and part of quality assurance plans. The Contractor shall update Work

Order data within one business day or less of work order receipt, acceptance, start of work, and

work completion.

C.5.12.2 Operations

GSA uses a NCMMS to manage the work of the Contractor. It is used to manage all work,

scheduled and unscheduled maintenance and repairs, any building environment-related tenant

complaints, associated documentation and any miscellaneous work required for all buildings. The

Contractor shall operate a Work Request/Work Order management system and administrative

support functions during Normal Working Hours and act as a central point of contact for the

Government and building occupants. The administrative support can be off site. Management

activities include accepting Work Orders from a Service Call Center [[[delete if not applicable]]],

generating Work Orders and as the need arises and, tracking and maintaining Work Order data

records. This includes Work Orders for work not under the scope of this Contract (i.e., performing

a central Work Order desk function for the facility, regardless of who is responsible for responding

to the Work Order) and janitorial, pest control, elevator and landscaping service calls, when

requested.

The Contractor shall enter all minimally required data into NCMMS, including all Work Orders and

resultant Work Orders, Work Order description, problem cause, and remedy, timestamps, work

start, and completion, as well as time to complete any necessary action and log entries. The

Contractor shall update Work Orders in NCMMS timely, preferably within one hour of change in

status, and in all cases on the same day as the work status changed (e.g., reported, assigned,

started, or completed).

Primary duties of the Contractor to manage the majority of the work are:

a) Attend required training on the use and maintenance of the Work Order management tools

provided by the Government and to increase proficiency in the tools.

b) Operate as a central point of contact for the Government and building occupants to take

all Work Orders, and track and maintain Work Order records in NCMMS. Including

communicating any work requests not under the scope of this Contract that are received

through regular channels. Work not under this scope shall be entered and tracked in

NCMMS for proper disposition as directed by GSA.

c) For tenant Work Requests, Contractor shall also record tenant contact information, tenant

agency and email address of tenant requesting work.

[[[Note to Spec Writer, you shall need to describe in the above subparagraph the

direction you wish to give the O&M on NCMMS Administrative duties, e.g., entering,

closing out service calls and dispatching.]]]

d) Uses NCMMS for mobile work management practices to the greatest extent practicable.

This includes using NCMMS mobile application for management and input of Work

Orders, and documentation of time to complete Work Orders in real-time, when possible.

[[[Note to Spec Writer: Remove if not applicable.]]]

e) Document in NCMMS Work Orders for all work performed, including routine Work Orders,

urgent Work Orders, emergency Work Orders and emergency call back Work Orders.

f) Generate reports using NCMMS for the CO or designee as requested and in a format and

media as requested.

C.5.12.2.1 Emergency Work Order

The Contractor shall respond to an emergency Work Order immediately during Normal Working

Hours. The Contractor shall remain on the job until the emergency situation has been secured

and adequate temporary repairs have been made. Permanent repair shall be governed by the

repairs provisions in this PWS. Emergency Work Orders and callback responses are service

requests where the work consists of correcting failures that constitute an immediate danger to

personnel or property, including broken water pipes, stalled elevators with trapped passengers,

electrical power outages, electrical problems that shall cause fire or shock, gas or oil leaks, major

air conditioning or heating problems, or any work considered by the CO or designee to be of an

emergency nature.

C.5.12.2.2 Emergency Call Back (Beyond Core Coverage Hours)

On occasion, services shall be required to support an activation or exercise of contingency

plans or emergency call back outside the Normal Working Hours described. Emergency call

back requests are service requests where the work consists of correcting failures that

constitute an immediate danger to personnel or property or any work considered by the CO or

designee to be of an emergency nature. The Contractor shall respond to emergency call back

service requests immediately (within the shortest possible time consistent with the mechanic's

location). The Contractor shall remain on the job until the emergency situation has been

secured and adequate temporary repairs have been made. Permanent repair shall be

governed by the repair provisions in this PWS. The Contractor shall provide a written account

of any emergency call back; including costs incurred and plan for permanent correction of the

problem, to the CO or designee no later than the morning of the next business day. If the

emergency call back is expected to take more than two hours to resolve, the Contractor must

get approval from the CO or designee.

C.5.12.2.3 Urgent Work Order Response

The Contractor shall respond to urgent Work Orders within __ minutes [[[Recommended time

is one hour.]]] during normal working hours. The Contractor shall remain on the job until the

urgent repairs have been made. Permanent repair shall be governed by the repair provisions

in this PWS. Urgent Work Orders are those Work Orders where the work consists of correcting

failures that interrupt or otherwise adversely impact either GSA operations or building occupant

operations. Examples of these types of service requests include, inoperative electrical circuits,

extreme temperature complaints, inoperative lighting above a workstation, flush valve stuck

open, any malfunctions to equipment that affect the tenant’s operations, or any work

considered by the COR to be of an urgent nature.

C.5.12.2.4 Routine Work Order Response

The Contractor shall respond promptly to Routine Work Orders (i.e. plumbing and lighting issues)

and complete the required work within _____hours [[[Insert timeframe]]] of notification. The

Contractor shall immediately notify the CO or designee with a written extension request when the

routine service call cannot be completed within the specified timeframe. Routine Work Orders are

those Work Orders that do not interrupt or otherwise adversely impact GSA operations or building

occupant operations.

C.5.12.3 Data Maintenance

The Contractor shall keep all records and databases current and able to be accessed by the

Government. The Contractor is responsible for the accuracy of data in NCMMS and for entering

all data requested for each activity tracked by NCMMS. Any data that is found to be in error shall

be brought to the attention of the Facility Manager and the COR to be noted and discussed to

determine the proper resolution. The Contractor shall:

● Update NCMMS database frequently, including all certifications, inspections

records and third-party reports.

● Ensure updates of the equipment list and identify equipment deficiencies as

needed throughout the duration of the Contract.

● Ensure all Work Orders include labor hours, costs and closeout notes.

● Check on the status of in progress Work Orders and report to the Government any

barriers that can potentially impact successful and timely completion.

● Generate reports for the Monthly Report at the request of the CO, the COR or

designee.

C.5.12.4 Reporting

All Work Orders shall document and capture minimally required information, including;

Work Order description, resolution information, timestamps, work notes, and other

completion information, in accordance with provided training, guidance and standard

operating procedures. Monthly reporting of the Work Order status shall include data on all

types of maintenance, repairs, service calls (i.e., emergency, urgent, overdue, and tenant

complaints), and accounting of deferred, completed, and active Work Orders with estimated

completion dates by type of work (i.e., reimbursable, repair, and Work Orders) resulting from

testing and inspections, and any equipment out of service.

All additional information requests made by the Government shall be responded by within one

business day. All such requests shall be communicated to the Contractor with a detailed

explanation of the information that is requested.

C.5.13 Additional Services Indefinite Quantity Provisions

C.5.13.1 General

The CO shall order Additional Services at their discretion. Additional Services shall include any

services related to operations, maintenance and repairs, construction, systems upgrades, system

operation, or tenant services facilities within the scope of the Contract but, not covered within

Basic Services (i.e., not already a requirement of the Contract). [[[An example of this is when

modification to the Contract is in order when new equipment shall either raises or lowers

the level of effort required by the Contractor.]]]

C.5.13.2 Price Proposal for Additional Services Work Request

The Government shall issue the Contractor an Additional Services Work Request (ASWR) for

additional work within the general scope of this Contract. The Contractor shall provide a proposal

within two working business days of receipt of the ASWR. The Proposal shall include a brief

description of the technical approach to completing the ASWR. The ASWR Proposal shall also

include detailed pricing on a firm-fixed price basis. At a minimum, the price to complete the ASWR

shall include parts and materials, labor and subcontracting costs as described below.

C.5.13.2.1 Parts and Materials

The price for any parts and materials required to complete the ASWR shall include a description

of the estimating methodology used by the Contractor to determine the reasonableness of the

proposed price, e.g., review of manufacturer catalogs, review of competitive quotes or justification

of only one available source for the parts or materials.

C.5.13.2.2 Labor

The price for labor required to complete the ASWR shall identify the labor categories and rates

from the price schedule in this Contract. This includes the labor categories and rates for any

subcontracts awarded under this Contract. Proposed and actual costs shall be recorded.

C.5.13.3 Additional (Non-Pricing Schedule) Subcontracts

The Contractor shall identify the price of any new, additional subcontractor labor necessary to

complete the ASWR and the Contractor’s methodology to determine that the level of effort and

price of labor is reasonable, e.g., competitive quotes for the work, justification of only one source,

and any other additional information to assist the Government in determining the reasonableness

of the proposed subcontract(s). The Contractor shall compete subcontractor opportunities for the

work to the maximum extent practicable.

C.5.13.4 Indirect Costs (Markup)

The Contractor shall include the material handling cost (i.e., indirect cost, rate or burden) for any

materials, parts, or subcontractor costs proposed to complete the ASWR as stated on the price

schedule. If no indirect costs (markup) are included in the price schedule, the Contractor shall

provide the basis for the indirect cost. When performing work that requires use of subcontractors

(provide two or more quotes) and charging subcontractor management fee and/or parts and

material handling fee or both, the Contractor shall provide the Government with documentation of

vendor proposal(s). If two or more quotes are not obtained, the Contractor will provide justification.

C.5.13.5 Proposal Review

The Government shall review the Contractor’s ASWR proposal and may request additional

information regarding the technical approach or the price of the prospective ASWR.

C.5.13.6 Additional Services Work Request Ordering and Invoicing

If the Government is satisfied, in its sole and absolute discretion, with the technical approach and

the price of the ASWR, the CO or designee may order the ASWR, in writing, if priced at less than

$2,500. The Contractor shall accept the GSA Purchase Card as a method of payment.

If the ASWR is priced at $2,500 or greater, the CO may order the ASWR proposed work by a

separate requirements Order using GSA Form 300.

C.5.13.7 Cost Documentation

The Contractor shall provide all paid invoices for any materials, parts, and subcontractor costs

(certified payrolls and a Release of Claims) following the completion of the ASWR requirements

This documentation shall be provided no later than 30 business days after completion of the

ASWR requirements Order work. Documentation for GSA Purchase Card work shall be provided

at the time payment is processed.

C.5.13.8 Construction Services

Construction Services valued at less than $25,000.00 per occurrence shall be added to this

Contract through an ASWR. Construction Services are indefinite delivery, indefinite quantity

requirements that are related to the basic services provided under this Contract and that the

Contractor shall provide at an additional cost to the Government. The cost shall include all labor,

supervision, equipment, supplies, and materials necessary to complete the ASWR on a firm fixed

price basis. The CO shall execute the requirements Order before the Notice To Proceed will be

issued for the Construction Services.

The Construction Services relate to the O&M of the facilities, the equipment detailed in the

Contract, i.e., the basic services provided by the Contractor under this Contract, and tenant

improvements. Examples of such Construction Services include O&M repairs, systems

upgrades, or tenant services within the facilities covered under the basic services of the Contract.

At the request of the CO or designee, submitted as an NCMMS Work Order, the Contractor shall

provide a price proposal to accomplish an ASWR within four days of the request. The price

proposal shall be completed on the Construction Services Form (see Exhibit 4). The Contractor

shall provide a detailed basis of estimate for the total firm fixed price (cost and fee) for performing

the Construction Services. [[[Note to Spec Writer: If you are using Unit Price Agreements,

insert the following sentence, otherwise delete it.]]] If this Contract includes a Unit Price

Agreement, the Contractor shall propose the Unit Price for Construction Services. If this Contract

includes an Overhead and Profit (markup), the Contractor shall include the Overhead and Profit

(markup) in its basis of estimate.

Construction Services valued at greater than $2,000.00 are subject to the Wage Rate

Requirements in accordance with FAR subpart 22.4 and other specific regulatory supplements.

Applicable regulatory requirements shall be identified by the CO and included in the ASWR.

Contractor shall update NCMMS to match any changes resulting from Construction Services.

C.5.14 Building Management and Support Services

C.5.14.1 General

Projects for the major repair, replacement or enhancement of the facilities covered under the

scope of this Contract are often initiated from the GSA regional offices and awarded to private

sector Contractors. Generally these projects are lengthy and complicated in nature, affecting

several major building systems during the course of construction. To deliver successful project

results and minimize impact on building tenants and daily operations, high levels of coordination

and inspection are necessary.

To assist GSA in these efforts, and when requested by the COR or designee through a NCMMS

Work Order, the Contractor shall provide reasonable and competent assistance during Normal

Working Hours to GSA personnel or other GSA contractors, at no cost to GSA, on performing

energy studies, commissioning services, engineering studies, building condition evaluations,

project designs within the building, and equipment or system surveys. Such assistance shall

include escorting investigatory personnel through spaces in the building in accordance with

building security requirements, explaining the operation and condition of equipment and systems

to investigatory personnel and providing access to trend data, maintenance records, reference

library materials, and other pertinent building technical data to investigatory personnel. In facilities

with ESPC/UESCs, measurement and verification and/or performance assurance activities

associated with an ESPC and/or UESC contract is considered general assistance and shall be

performed at no additional cost to the government. . [[[ In facilities with ESPC/UESCs add the

following sentence]]]:, The contractor will assist and perform ESPC/ UESC measurement

and verification and/or performance assurance activities. The COR or designee shall inform

the Contractor as far in advance as possible of the actual date and time these services are

needed. Any impact on regular scheduled work shall be identified with the COR and approved in

advance for deferment.

C.5.14.2 Miscellaneous Work

Numerous small projects/requirements are generated monthly by GSA and GSA occupancy

agencies housed in the buildings covered under the scope of this Contract. Accomplishing these

requirements generally requires skilled and experienced general labor, common supplies, and

small hand and power tools of the building trades. As part of the monthly price for

preventive/predictive maintenance services, the Contractor shall provide a total of ___ hours and

up to $ ____ of parts and supplies per calendar month (hours and dollar amounts are not

cumulative to succeeding months) when requested by the COR through a NCMMS Work Order

to accomplish discretionary work in the buildings covered by this Contract. The Contractor shall

furnish the labor, tools and consumable materials, as necessary, to perform the work. The

Contractor shall implement a plan for accurately recording hours of labor and costs of parts and

supplies expended. At a minimum, all costs, including labor hours, materials shall be recorded

and delivered by the Contractor in the monthly report.

[[[Note to Spec Writer you must determine the number of hours and dollar value of parts

to insert.]]]

C.5.14.3 Review of Design Documents

Utilizing the most qualified onsite personnel familiar with the operations of the facilities covered

under the scope of this Contract, the Contractor shall review design and construction project

documents in accordance with instructions and timeframes provided by the CO or designee. The

purpose of this review is to allow the Contractor to comment on any negative impact the proposed

project may have on its ability to operate efficiently the building equipment or systems. This

section does not require work from either an architect and/or an engineer under FAR subpart 36.6

[[[Note to Spec Writer: recommend including hours.]]]

C.5.14.3.1 Reporting

The Contractor shall provide input or propose ideas that can improve the operations.

C.5.14.4 Inspections Assistance for Space Build Outs

When tenant improvement or space alteration work is completed in the building, the CO or

designee shall request that the Contractor inspect the area to verify that the spaces have:

appropriately zoned air supply and return ductwork and diffusers and appropriately zoned lighting

circuits, all zone HVAC/lighting controls have been adjusted appropriately, and the labeling of

breakers in electrical panels and outlet cover circuit designations are complete.

C.5.14.5 Flag Procedures

[[[Note to Spec Writer: Remove if this function is performed by another contractor.

Regions need to determine after hour costs and include reimbursable language.]]]

The Contractor shall raise, lower and place at half-staff the United States Flag, agency pennants,

and other flags (e.g., POW flag) provided by GSA. This service shall be provided when directed

by the CO or designee.

C.5.14.6 Overtime Utilities

The Contractor shall at the direction of the COR through NCMMS Work Order, provide OTU to

tenant agencies. The Contractor shall program Energy Management System (EMS) electronically

or by hand turn on necessary equipment to provide OTU. OTU are funded by agencies and are

considered above standard services. The Contractor does not have to be physically present, but

shall ensure that the utilities are scheduled for these hours and are provided for per the OTU

request. OTU hours shall be included in the Monthly Report. The Contractor shall track the OTU

and have information available at building management request.

C.5.15 Monthly Progress Report

C.5.15.1 General

The Contractor shall use the GSA-developed reports of monthly progress or other submittal

requirements (e.g., quality control, asset inventory), using NCMMS data, to describe the status of

maintenance and operations as of the last day of the performance month. The Contractor shall

provide reports to the CO or designee as requested and in a format and media as requested with

a preference for electronic submittal. The Monthly Progress Report shall be submitted to the CO

or designee by the [[[5

business day of the subsequent month.]]] This report shall include

the: Work Order status of all types of maintenance, inspections, repairs, service calls (highlight

overdue and tenant complaints), including deferred, completed and active (include estimated

completion date), by type of work i.e., reimbursable, repair and Work Orders resulting from testing

and inspections, and any equipment out of service.

The Monthly Progress Report must also include:

a. Explanation of any equipment, designed to be controlled by the BAS, operating in manual

mode as of the end of the performance month, and of any other overrides to sequences

of operations in effect as of the end of the performance month.

b. Operating schedule changes (manual, programmed or OTU).

c. Description of any lost time accidents or other safety problems, including incidents

involving hazardous materials that occurred during the performance month.

d. Copies of quality control inspections performed during the month.

e. Building Management Support Services (utility hours/miscellaneous work) provided during

the month.

f. Monthly water treatment test results.

g. Recalibration documentation of advanced metering equipment.

h. When testing is performed, the Contractor shall submit results with the next monthly

progress report.

i. A copy of the updated refrigerant control logs.

j. The Contractor shall record the fuel (if any) levels monthly and report findings in the

Monthly Progress Report.

k. Review of energy performance trends as of the end of the performance month and

description of likely causes of significant changes in energy usage from the same month

one year prior. In cases where the contractor is responsible for the O&M of ECMs and/or

WCMs as part of an ESPC/UESC, the measure status should be reported as applicable.

l. All inspections, test results, and maintenance performed on Fire Protection and Life Safety

Equipment and Systems using the inspection, testing and maintenance forms referenced

in the applicable NFPA code or standard.

m. Meter readings.

C.5.16 Reference Library

[[[Note to Spec Writer: Use language below or adjust this subsection as applicable to their

facility.]]]

C.5.16.1 General

The Contractor shall maintain a comprehensive reference library that includes building design or

record documents, renovation or equipment retrofit design or record documents, maintenance

reference documents, applicable NFPA codes and standards, fire protection system as-built

drawings, fire protection system operations and maintenance manuals with copies of approved

submittals, fire protection system parts list, fire protection system zoning scheme, fire protection

system sequence of operation matrix, HVAC Operations Manual (if one has been developed),

building operating plan, energy and other building technical studies, hazardous materials surveys,

and other documents necessary to document the design, function, and condition of the building.

The Contractor shall safeguard this information in accordance with the provisions of subsection

1.6.2, Safeguarding and Dissemination of Controlled Unclassified Building Information.

SECTION 6 MAINTENANCE SPECIFIC REQUIREMENTS

C.6.0 General

[[[Note to Spec Writer: The CO shall consult with the SME on Contractor’s scheduled

Preventive Maintenance Plan to confirm this meets GSA’s minimal PM requirements. If

the Contractor uses the PBS O&M Standards (PM Guides), the Contractor may propose

changing the frequency of a preventive maintenance job plan to meet the specific

requirements of that particular piece of equipment. Any proposed changes need

approval of the CO or designee.]]]

The Contractor shall establish an effective Preventive Maintenance Plan for scheduling and

performing scheduled preventive maintenance on all building equipment and systems requiring a

preventive maintenance procedure covered under the scope of this Contract. The Contractor

shall submit the Preventative Maintenance Plan as part of the Contractor’s proposal. This plan

will be approved by the CO or designee, the plan is to include the Contractor’s approach to

maintenance and repair and list of equipment/systems receiving a preventive maintenance

procedure as well as the specific maintenance standard or guide describing the preventive

maintenance procedure, and frequency. Once approved this Preventive Maintenance Plan must

be incorporated into the Building Operating Plan described subsection 5.2.1.f above and

Contractor shall update NCMMS job plans within ____ business days [[[Insert number of

business days]]] to match the Government approved plan. The Contractor shall complete

preventive maintenance in the month scheduled. Contractor shall provide accurate and timely

tracking of preventive maintenance in NCMMS and minimize preventive maintenance backlog.

Preventive maintenance planning, reporting and backlog are used in PBS national performance

measures and GSA quality assurance.

C.6.1 Maintenance Standard

GSA PBS maintenance standards (PM Guide Cards) are fully integrated into NCMMS as

preventive maintenance Job Plans. These Job Plans provide instructions for preventive and

predictive maintenance to maximize the efficiency of operation and the useful life of equipment,

systems, and structures, and to provide reliable and suitable conditions for the building occupants.

They are generic in nature and not intended to substitute for manufacturer's instructions, codes

and standards, or to apply uniformly across all types and configurations of equipment and systems

installed in Federal buildings.

Contractor shall review existing maintenance plans (Job Plans, Frequency, Scheduling) within the

NCMMS for accuracy and completeness. Contractor shall verify that all maintainable assets are

linked to the appropriate job plans and scheduled for maintenance at the appropriate frequency.

Contractors shall verify that NCMMS Asset, PM, and Route Records are properly set up to

generate work orders in accordance with the approved maintenance plan.

Contractor’s may propose alternative maintenance standards. These standards must be based

on a combination of equipment manufacturers’ recommendations, the Public Buildings Service

O&M Standards, industry standards, ESPCs/UESCs when applicable, sensor technology,

diagnostic software, and Contractor experience. The Contractor must obtain approval from the

CO or designee, for all alternative maintenance plans prior to use.

When any proposed maintenance standards are approved by the CO or designee, the Contractor

shall create custom NCMMS Job Plans for each approved alternative maintenance standard. The

Contractor shall ensure that all approved alternative maintenance plans are appropriately entered

into NCMMS to generate work orders at the prescribed periodicity for each asset.

If the Contractor uses the most current version of the preventive maintenance guides, then the

Contractor assumes responsibility that the preventive maintenance guides are all inclusive of all

the required preventive maintenance requirements for equipment and systems covered in this

contract.

The Contractor shall provide an NCMMS report listing any assets, associated approved job plans,

PM numbers and frequencies for all assets containing proposed and approved maintenance

standards. The equipment requiring Contractor’s proposed preventive or predictive maintenance

standards or guides includes all of the equipment and systems when any of the following

equipment characteristics apply:

a. The equipment normally requires periodic replacement of consumable components.

b. The equipment normally requires periodic or occasional cleaning.

c. The equipment has moving parts.

d. The equipment is prone to failure before overall obsolescence of the system it serves.

e. The equipment is of a type itemized in the NETA, Maintenance Testing Specifications.

f. The equipment requires inspection, testing and maintenance in accordance with NFPA

codes and standards.

g. The equipment requires maintenance in accordance with any other provision of this

Contract.

The Contractor shall schedule preventive maintenance and begin maintenance on new equipment

in NCMMS, when the extended maintenance service is completed by the installer and the

Contractor ensures that all pertinent warranty information and proposed maintenance plans are

sufficient to uphold warranty obligations.

C.6.2 Boiler Systems

C.6.2.1 General

Boiler systems are an essential part of GSA’s ability to provide the environment needed for its

tenants to perform their mission. The Contractor shall operate and maintain the boiler systems

to preserve the safety of personnel, the protection of the property, and the comfort of the tenants.

C.6.2.2 Operation

The Contractor shall operate boiler systems according to established operational standards

outlined in the current Building Operating Plan. The intent is to operate as efficiently as possible

while protecting all assets from freezing conditions. Boiler operations shall be logged daily while

in operation. The Contractor shall be familiar with the requirements of the local AQMD and shall

ensure operating permits for boilers, and all other emissions producing equipment regulated by

the AQMD are up-to-date and have copies available for the CO or designee. Operating readings

shall be logged daily and posted during boiler operation. During curtailment operations, all diesel

fuel used shall be reimbursable by the Government.

C.6.2.3 Boiler Maintenance

The Contractor may use GSA’s preventive maintenance standards to perform maintenance or the

manufacturer’s recommended maintenance procedures, or any combination as long as the

method is submitted to the CO or designee for prior review and approval. All safety devices shall

be kept in good operating condition.

C.6.2.4 Testing and Inspecting

The Contractor shall provide boiler inspections, including internal and external (operating)

inspections and tests described in part 2 of the National Board Inspection Code (NBIC) dated as

current at the time of this solicitation. The operating or external inspection shall be done during

the heating season while the boiler is under load. The internal testing shall be performed in the

off season. Details on what the Contractor shall do to get the boiler ready for inspection prior to

the inspector’s arrival shall be determined between the Contractor and the inspection contractor.

All boilers and unfired pressure vessels shall be inspected as per the NBIC. Where the NBIC in

any States limit or exempt federally controlled/ owned pressure vessels from inspection

requirements, those limits or exemptions are null and shall not be considered applicable.

Inspections shall be performed by inspectors certified by the National Board of Boiler and

Pressure Vessel Inspectors, who shall be employed by an independent firm specializing in boiler

and unfired pressure vessel inspections. The Contractor shall implement boiler shutdown and

summer lay-up procedures to protect the boilers from corrosion during the off-season. A

combustion (flue gas) analysis shall be performed annually at the beginning of each heating

season on all fossil fueled boilers. This test helps the Contractor adjust the boiler to its optimum

efficiency. A report that includes the manufacturer’s efficiency rating by design shall be provided

to the COR within seven business days of the test that shows the readings before any adjustments

are made. A follow-up report shall be provided to the COR within seven days after any

adjustments are made to document compliance.

C.6.2.5 Reporting

Daily logs of the boiler shall be annotated by the Contractor on an approved boiler log and kept

at the boiler. After the third-party inspection of a boiler, the Contractor shall have the inspector

complete GSA Form 349 (Inspection Report of Boiler) for each boiler inspected. After the third-

party inspection of an unfired pressure vessel, the Contractor shall have the inspector complete

GSA Form 350 (Inspection Report of Unfired Pressure Vessel) for each vessel inspected. These

two forms, the GSA Forms, 349, and 350 shall be kept in a file, while a third form shall be kept on

the equipment itself. This third form is GSA Form 1034 (Certificate of Inspection). All inspections

and tests shall also be scheduled and annotated in NCMMS and reported in the monthly report.

C.6.3 Air Distribution Equipment

C.6.3.1 General

The purpose of air distribution systems is to maintain acceptable indoor air quality for building

occupants. These systems are applied in various locations, including industrial spaces,

warehouses, kitchens, office space, computer rooms, laboratories, and courtrooms. The scope

of operations and maintenance for air distribution systems includes all components as part of the

system. This includes all types of air handling equipment owned or managed by GSA, such as

packaged units, rooftop units, fan coil units, and direct expansion that are part of the entire building

system.

C.6.3.2 Operation

The Contractor shall operate air distribution systems in accordance with their design and the

approved sequence of operations and any other requirements within this Contract. The

Contractor shall follow ASHRAE 202-2103 (Commissioning Process for Buildings and Systems)

or later versions, if superseded, when operating this type of equipment. The Contractor shall be

responsible for making immediate adjustments or corrections that fall within the proposed

maintenance plan, generated Work Orders and any other requirements under this Contract. The

Contractor shall make recommendations and perform adjustments to controls, adjust BAS

settings, correct set points, and restore equipment to automatic operation as approved by the CO

or designee. The Contractor shall identify all alarm points with originating point identification

information (device ID, point number, description) to manipulate the system to monitor conditions,

track and trend operational criteria. The Contractor shall make every reasonable effort to protect

all assets regarding air distribution systems and associated equipment listed in this Contract from

freezing conditions.

C.6.3.3 Maintenance

The Contractor shall use the (COR approved) GSA preventive maintenance standards developed

for paragraph C.6.1 above for Air Distribution asset maintenance. The Contractor’s proposed

maintenance plan shall include all the building equipment associated with the air distribution

systems up to and including the final discharge of air into occupied spaces. At a minimum, the

maintenance plan shall include applying lubricants, sealing filter racks against bypass air flow,

cleaning fan housings, fans, coils, dampers, air diffuser/grilles, air handling unit (AHU) sections,

and equipment rooms, and replacing consumable parts or components. Filter MERV ratings for

AHUs, and similar air distribution assets will be recorded in the asset record for the equipment

asset. Filter change PMs will be directly associated with the air handler or other air distribution

equipment.

C.6.3.4 Replacement of Air Filters

[[[Note to Spec Writer: Create a table including each unique Air Handler Identification

number and its required filter MERV ratings. Insert the table in this paragraph as per the

provided example.]]]

The Contractor shall use high efficiency air filters when replacing the filters in air handlers and

other equipment that use air filtration. The Contractor shall only use air filters with known

Minimum Efficiency Reporting Value (MERV), as defined in the ANSI/ASHRAE Standard 52.2

and required in accordance with the most current PBS-P100. The Contractor shall replace air

filters with the air filters that have the highest possible MERV value without significantly reducing

design air flow. MERV ratings for the various AHUs are provided here.

AHU Number

from NCMMS

Filter MERV Rating

Pre Filter- If Installed

Filter/ Post Filter

Example: AHU 1-1

N/A (there is none on this ahu)

MERV 13

Example: AHU 2-1

MERV 11

MERV 13

Prior to installation, the COR shall approve the filters to be used. At a minimum for an AHU with

pre- and post-filters, the Contractor shall replace the pre-filters and single layer filters as

deemed necessary by the Magnehelic gauges or BAS-connected monitoring devices and no

less than quarterly. Post or main filters will be changed when deemed necessary by the

Magnehelic gauges or BAS connected monitoring devices and no less than annually. . Where

filter differential pressure (D/P) is utilized to determine filter change periodicity, the maximum

allowable D/P will be that provided by the equipment manufacturer and approved by the COR,

and the filter D/P gages will be calibrated annually. The rooftop unit, variable air volume, power

Induction unit), fan coil, computer room, or any other air distribution filters shall be changed in a

like manner to AHUs just described. The Contractor shall maintain minimum ventilation

standards in ASHRAE Standard 62.1 with the current revision year

C.6.3.5 Testing and Inspecting

The Contractor shall ensure that air distribution components operate on a system level per the

design intent and sequence of operations by testing and inspecting the units. The testing of the

air distribution system shall also include the integration with other equipment in the building

including chillers, boilers, variable air volume system components, fans, ductwork, and air intakes.

The Contractor shall conduct regular inspections of air filters to ensure that the filters are changed

as recommended by the manufacturer or when they have become clogged. The Contractor shall

conduct inspections of the condensate drip pans of all AHU, A/C package units, window A/C units,

and other equipment items and systems that physically have drip pans to ensure that they drain

properly. Such inspections shall be conducted in accordance with the tour program and be

performed no less frequently than ___. [[[Note to Spec Writer to determine frequency as

regional protocol requires.]]] Pans that are not level or that leak shall be reported to the CO or

designee. All drip pans shall be treated with an appropriate biocide to control the growth of algae,

mold or other organisms or fungi. If any condensate pans are inaccessible, the Contractor shall

notify the CO or designee immediately.

C.6.3.6 Reporting

The Contractor shall report and enter into NCMMS any and all activities performed with respect

to the air distribution system and its components, including filter MERV ratings of installed filters,

in the appropriate NCMMS Work Orders. Filter change MERV ratings will be reported in the

“Materials” section of the “Actuals” tab of the filter change work order.

C.6.4 Chiller Systems

C.6.4.1 General

Chiller systems are an essential part of GSA’s ability to provide the environment needed for its

tenants to perform their mission. The Contractor shall operate the chiller to preserve the safety

of personnel, the protection of the property, and the comfort of the tenants.

C.6.4.2 Operation

The Contractor shall operate the chiller systems according to established operational standards

with manufacturer’s guides, industry standards or as otherwise directed by the CO or designee.

The intent is to operate as efficiently as possible while protecting all assets. Chillers shall be

logged daily while in operation utilizing a GSA-approved chiller log.

C.6.4.3 Maintenance

The Contractor shall use GSA’s preventive maintenance standards or the manufacturer’s

recommended maintenance procedures, or a combination of the two to perform maintenance,

The contractor shall submit his final plan for chiller maintenance to the CO or designee for

approval within 60 days of the contract award date. Maintenance shall be accomplished by the

chiller manufacturer’s authorized service technician.

C.6.4.4 Testing/Inspecting

[[[Note to spec writer: periodicity and whether to include evaporator tubes may be changed

to that recommended by OEM]]]

Nondestructive Chiller Tube Analysis (Eddy Current) - Chillers with tube and shell heat

exchangers, both evaporator and condenser, shall have an eddy current test performed every

three years. The test shall be performed by a Level II technician, certified by the American Society

for Nondestructive Testing, per SNT-TC-1A - Personnel Qualification and Certification in

Nondestructive Testing/Inspection. The test shall be performed in accordance with current

American Society of Mechanical Engineers standards. Refer to current Preventive Maintenance

Guide for additional requirements. The Contractor shall take pictures of the tubes, tube sheets

and end plates of water cooled chillers with tube and shell heat exchangers immediately after the

removal of the end plates prior to brushing the tubes and again after the brushing of the tubes.

These pictures shall be uploaded into NCMMS. The Contractor shall notify the CO or designee

at least two business days prior to the removal of the end plates so that GSA has the opportunity

to observe the condition of the tubes right after the removal of the end plates. All inspections and

tests shall also be scheduled and annotated. Contractor shall provide the CO or designee with

two copies of the written nondestructive chiller tube analysis report within 14 business days of the

test. The report shall include findings and recommendations. The Contractor shall document the

report by uploading it into NCMMS.

C.6.4.5 Reporting

Daily logs of the chiller(s) shall be annotated on an approved chiller log and kept at the chiller or

the onsite Contractor’s office and uploaded into NCMMS. With low pressure chillers daily logs

shall include purge run times and pump out times. Logs are to be Included in the monthly report.

C.6.5 Cooling Towers

[[[Note to Spec Writer: If your Region has a Dry Cooler you need to include the language

for that system]]] [[[Note to Spec Writer: Some cities provide a sewer credit for the

evaporation of cooling tower water, if applicable required the Contractor to apply for such

credit.]]]

C.6.5.1 General

The cooling tower equipment is a critical component to HVAC operations. By design this device

removes heat in the condenser water loop by the process of evaporation. In this process the

returning water can take on properties that are detrimental to the proper functions of the HVAC

system. The Contractor shall ensure proper maintenance of this equipment in order to ensure

proper HVAC operations.

C.6.5.2 Operations

Due to factors such as geographic location, altitude, local weather conditions, and prevailing

winds, etc., setting and maintaining a set-point for water temperature is a complex process that

has high local variability. Therefore, the Contractor shall to ensure that the Contractor staff

understands the established control sequences for the operation of the cooling tower. The

Contractor shall propose a better sequence that offers greater efficiency. Before enactment of

the new sequence, the Contractor shall submit the proposal to the CO or designee for

consideration and approval.

C.6.5.3 Maintenance

Due to the evaporation process taking place inside the tower, regular cleaning of the tower to

minimize the accumulation of dirt and scale is required. The Contractor shall ensure proper

maintenance of the equipment by inhibiting and removing mineral scale, corrosion, bacterial

contamination, and general fouling of the water and by physically cleaning the tower on a regular

basis. The Contractor shall use GSA’s preventive maintenance standards to perform

maintenance, or use the manufacturer’s recommended maintenance procedures, or a

combination of both as long as the method is submitted to the CO or designee for prior review

and approval.

C.6.5.4 Testing

The Contractor shall test the water in accordance with the water treatment section of this

contract. All equipment associated with the cooling tower shall be checked for proper operation

and free of scale, corrosion and other contamination affecting performance of the tower. Testing

must include vibration cutout switch where installed.

C.6.5.5 Reporting

All maintenance and all service calls associated with cooling towers shall be reported in NCMMS.

Because of the importance of this critical equipment, GSA requires the Contractor to advise the

CO immediately if it is not operating properly or is offline for any reason.

C.6.6 HVAC Water Management

C.6.6.1 General

HVAC water management is the maintaining and operating, testing and reporting of the cooling

tower water system plus the heating and chilled water loops and ramp de-icing loops, as directed

by the HVAC Water Management Plan. The goal of HVAC water management is to manage,

operate and maintain the water systems in the HVAC equipment at optimum performance

whenever needed to protect the building systems assets that maintain satisfactory indoor

environmental quality for all tenants.

C.6.6.2 HVAC Water Management Plan

The Contractor shall prepare a comprehensive water treatment plan that includes operating,

cleaning, maintenance, corrosion monitoring, seasonal equipment layups, water treatment for

both open and close loops and reporting on all related actions and analysis. The plan shall be

specifically detailed to provide the CO or designee a quality assurance guide by which to assess

the operating, maintaining, testing and reporting of all activities associated with the HVAC water

systems. The Contractor shall ensure compliance with GSA Order PBS 1000.7 Drinking Water

Quality Management and Appendix E of the PBS Desk Guide for Drinking Water Quality

Management. The Contractor shall provide all equipment, chemicals, and services (including

application) required to control corrosion, scale, algae, and bacterial growth in all HVAC

equipment and systems throughout the building. All equipment installed for water treatment and

corrosion monitoring shall be conveyed to the Government at the end of the Contract. This Plan

will be submitted to the CO or designee within 60 days of Contract start date.

Water treatment is a constant balancing act, which means that an effective treatment plan has to

be flexible in its ability to meet requirements. A “one size fits all” concept does not work well when

creating an effective and efficient water treatment plan. Size, location, geography, and altitude

all play a factor in deciding the best water treatment plan.

C.6.6.3 Operation

The Contractor shall control corrosion, scale, algae, and bacterial growth in all HVAC assets and

systems throughout the building. The Contractor shall be responsible for compliance with all

applicable local sanitation requirements, discharge regulations, district air quality regulations, and

other environmental laws and regulations. The scope of this work extends to related safety

equipment (e.g., emergency eyewash stations), all of which shall be maintained in accordance

with all applicable OSHA standards.

C.6.6.4 Maintenance

The Contractor shall implement an effective HVAC water loop maintenance plan as part of a

comprehensive HVAC equipment maintenance program. This plan shall include the methods,

procedures, references and industry standards that the Contractor has elected to use to execute

the maintenance plan. The plan shall also detail procedures, special tools and equipment,

treatment procedures, chemicals and water chemistry criteria, preventive maintenance and

testing frequencies, and anticipated schedules for shutdown, start up, and cleaning.

C.6.6.5 Testing and Inspecting

The Contractor shall establish water treatment and testing frequencies that give an accurate and

regular indication of whether the maintenance performed is adequately keeping the HVAC system

water within the limits established in the HVAC Water Management Plan. GSA has a list of

standard closed loop and open loop parameters that set the maximums and minimums for the

specific system design. Those criteria are listed at the end of this section.

Planned testing activities shall address the following issues:

The Contractor shall perform a comprehensive initial water treatment analysis (laboratory

analysis) within 30 calendar days of the Contract award to assist in developing the HVAC Water

Management Plan. This initial analysis shall establish a baseline and shall be used to inform and

validate the effectiveness of the Contractor’s Plan.

a) The testing frequencies shall be established by the Plan based on manufacturer’s

recommendations with input from the COR and the facility management staff.

b) A qualified independent water treatment specialist shall be engaged to draw a set of

water samples at a frequency established by the Plan and as agreed to by the CO or

designee. Tests shall be performed as described in the water treatment plan and test

results uploaded in NCMMS as an attachment to the Work Order.

c) All samples shall be analyzed and a monthly report containing all pertinent information,

relative to the conditions found, shall be submitted to the CO or designee with the

monthly progress report.

d) In facilities where makeup water is metered, makeup water quantities used shall be

tracked and reported. Types and quantities of chemicals used shall be tracked in

NCMMS and reported on also in the monthly progress report.

e) If testing results are outside of established parameters in the Plan, the Contractor shall

immediately investigate the cause of the deficiency and implement corrective action to

restore the system to established parameters. The Contractor shall immediately notify

the CO, or designee of the situation, explain the cause of the non-compliance condition

and the actions taken to remedy the problem.

f) After corrective action has been implemented, the Contractor shall perform a second

test to verify that the system is operating within established parameters.

g) All testing and retesting results shall be entered into NCMMS by the Contractor.

h) Glycol-water solutions in all building systems shall be tested monthly to determine the

percentage glycol. The glycol water solution in all building systems shall be tested

annually for pH, reserve alkalinity, inhibitor levels, and degree of contamination. If

testing results indicate that glycol or additives must be added to maintain proper

chemistry then the Contractor shall be responsible for glycol or additives additions. If

the test results indicate full replacement is necessary then the Government shall be

responsible for all associated costs. The test results must be documented in NCMMS,

using (virtual) meters, where practical.

C.6.6.6 Reporting

The initial analysis of the HVAC water system(s) shall be reported to the CO and designee

immediately after the results are known. It shall be the responsibility of the Contractor to correct

any non-compliant conditions at no cost to the Government as soon as a solution has been

reviewed and approved by the CO or designee. Any initial cost that exceeds the repair threshold

shall be a shared liability. Once the parameters are within the established tolerances the

Contractor shall be responsible to maintain equipment and chemistry at the Contractor's cost.

The periodic water treatment and testing reports shall be included in the monthly progress reports.

All other analysis reports performed to analyze or mitigate non-conforming issues shall be brought

to the attention of the CO or designee immediately. The monthly progress reports shall include

the following items:

a) Testing dates, procedures and (in-house and independent) results,

b) Make up water volumes used,

c) Chemical amounts and types added to the system(s),

d) Tolerance and range criteria set forth in the Plan as compared to actual testing results,

e) Remediation actions taken during the month,

f) Trending data for a running 12 month period on all measures as they compare to the

tolerance and acceptability range parameters set forth in the Plan, and

g) Any other pertinent data/info to complete a comprehensive profile of the HVAC water

system(s).

The Contractor shall compare cooling tower water treatment results with the Chiller Operating

Log. Trending and best practices shall be identified and proposed to CO or designee for review

and approval prior to implementation in an effort to establish the most efficient systems operations

based on conditions.

Table of GSA established HVAC water management criteria

Open Loop

Chemistry Tests

Frequency of Test

Operating Ranges

Tower Water Conductivity

Auto Blow down: Weekly,

Monthly

Manual Blowdown: Daily

160-2400 mmHOS

(110-1600 ppm)

Makeup Water Conductivity

(Hardness)

Auto Blow down:

Weekly, Monthly

40-600 mmHOS

(30-400 ppm)

pH Test

Daily, Weekly

7.5 to 9.5

Corrosion Monitoring

(Coupon Test)

Quarterly (3 months)

Iron: 2 to 5 mils/ year

Copper: 0.2 to 0.5 mils/ yr

Bacteria Testing

Quarterly (when system is

running)

and whenever system has

been shut-down for 5

consecutive business days

Max: 1000 cfu/ml

(colony forming units/ ml)

Chlorides

Weekly, Monthly

Max: 250 ppm as Cl

Max: 410 ppm as NaCL

Sulfites

Weekly, Monthly

50-100 ppm SO

80-160 ppm Na

Corrosion Inhibitor Residual

Auto Chem. Feed:

Weekly, Monthly

Defined by Consultant

Oxidizing Biocide Residual

Auto Chem. Feed:

Weekly, Monthly

Defined by Consultant

Legionella pneumophila,

Bacteria Testing

When total bacteria >1,000

cfu/ml

(repeat treatment and

testing until total bacteria

<1,000 and L. pneumophila

bacteria <10 cf/ml

Max:

10 CFU/ml

Closed Loop

Chemistry Tests

Frequency of Test

Operating Ranges

Monthly

7.5-9.5

Total Dissolved

Solids

(TDS) or

Conductivity

Quarterly (3 months)

Maximum: 2000 ppm or

(2500µS/cm)

Polyphosphates

(PO

)

Monthly 10- 20 ppm

Sulfites Monthly

50-100 ppm SO

80-160 ppm Na

Bacteria Testing Monthly

Max: 10

cfu/ml

(colony forming units/ ml)

Corrosion

Monitoring

(Coupon Test)

Bi-Annually (6 months)

Iron: max. 0.5 mils/ year

Copper: max. 0.2 mils/ yr

Corrosion Inhibitor

Residual

Monthly Defined By Consultant

Bacteria Testing

Quarterly (when system is running) and

whenever system has been shut-down

for 5 consecutive business days

Max:1000CFU/ml

Quarterly (when system is running)

10 CFU/ml

When total bacteria >1,000

cfu/ml

(repeat treatment and testing

until total bacteria <1,000 and

L. pneumophila bacteria <10

cfu/ml

C.6.6.7 Chemical Free Water Treatment System

[[[Note to Spec Writer. If the building has a Chemical-Free Water Treatment System insert

this clause. Also insert the type of system and locations.]]]

HVAC loops that are treated by chemical-free water treatment systems shall be tested and

maintained by an authorized Original Equipment Manufacturer (OEM) certified vendor. The

Contractor shall provide a qualified independent water treatment specialist to draw a set of water

samples monthly. Tests shall be performed as described in the water treatment plan. Samples

shall be analyzed and a monthly report containing all pertinent information, relative to the

conditions found, shall be submitted to the CO or designee with the monthly progress report. In

facilities where makeup water is metered, makeup water quantities used shall be tracked and

reported.

C.6.7 Domestic Plumbing Systems

C.6.7.1 General

Domestic plumbing systems, including drinking fountains and filters, restrooms, kitchens, locker

rooms and showers, water heaters, irrigation systems, stormwater structures/BMPs (e.g.,

structural or engineered control devices and systems such as retention ponds, backflow

preventers, decorative fountains, and outdoor pools, shall be maintained, repaired, and kept

functional to the point of service delivery as defined by the utility company. The Contractor shall

ensure all system drains, including storm drainage and roof drains, remain clear and

unobstructed. The Contractor is responsible for maintenance of stormwater management

infrastructure (infiltration basins or trenches, rainwater harvesting/cistern systems, bio- retention,

catch basins, underground sand filters, other proprietary storm filters, and wet and dry ponds).

The Contractor shall take any necessary steps to prevent odors emitting from drains or other

plumbing systems into occupied space, including keeping water in traps appropriately maintained.

The Contractor shall clear toilet and sink blockages, as necessary. Such requests shall be

transmitted to the Contractor by the CO or designee through Work Order procedures. When

replacing plumbing fixtures, the Contractor must use the most reduced water usage device per

the PBS-P100 and as approved, in advance, by the CO or designee. (For additional information

guidance can be found at the web site in a document titled “Web Links” at: Operations and

Maintenance Specification. The Contractor shall ensure compliance with GSA Order PBS 1000.7,

Drinking Water Quality Management, and Appendix E of the PBS Desk Guide for Drinking Water

Quality Management.

C.6.7.1.1 Green Roof Maintenance

The contractor shall within 90 days of Contract Strat date, submit for approval a plan to safely

maintain the storm water storage and drainage capabilities and the aesthetics of green roofs to

ASTM E2777, ASTM E2400 and industry standards. This includes periodically replacing

unhealthy and dead succulent plants, removing weeds, and providing water and nutrients to

cause plantings to thrive. This also includes clearing the drains of the green roofs. The contractor

will amend the existing Green Roof PMs in NCMMS to reflect the actions and periodicities of the

approved plan. The plan will include methods and locations of drain maintenance, plant care,

safety tie offs, fall arresting gear to be worn, and methods of quality control. The Contractor shall

include a report detailing the work done, including before and after photographs in NCMMS work

order as an attachment. The contractor will utilize OSHA standard 1910.28 in developing the fall

arresting aspects of the plan.

C.6.8 Lighting Systems

C.6.8.1 General

[[[Note to Spec Writer. Remove elevator car interior lighting if covered under a separate

contract]]]

Indoor Environmental Quality (IEQ) includes access to daylight and views and occupant control

over lighting levels at their workspace. It is the goal of this requirement to maintain acceptable

IEQ by establishing and maintaining adequate lighting levels throughout the facility interior and

exterior to allow the tenant(s) to be productive, feel secure, and egress in case of emergencies.

Exceptional lighting shall also save energy, be automatically controlled to respond to daylighting

levels, not be a negative impact to the tenants or visitors and be appropriate for the requirements

in all occupied areas. Illuminated areas of responsibility typically include entrances, landings,

steps, sidewalks, parking areas, garages, arcades, highly decorative courtrooms, historic fixtures,

fountains, security bollards, stairwells, auditoriums, flagpoles, building-mounted fixtures, pole

lighting, elevator car interior lighting and ground lighting located adjacent to the facility and

extending to the property line. Exemptions include elevator exterior car lighting, associated hoist

ways and machine room lighting, specialty lighting integral to artwork, experimental fixtures, and

some lighting control systems to be identified by the CO. For agency-owned specialized lighting

systems the Contractor shall not be responsible for the controls (front end). The Contractor shall

be responsible for replacement of ballasts, lights and drivers. The Contractor shall not be

responsible for lighting associated with unmounted/ unaffixed furniture. [[[Note to spec writer:

See Pricing desk Guide para 3.7.4 describing “incidental expense”]]]

C.6.8.2 Operation

To maintain operating consistency of illumination in the workspaces, the illuminance levels shall

need to be adjusted through the reprogramming of existing fixtures, or by installing additional

hardware or software under the guidance of the CO or designee. These adjustments shall be

made without changing fixtures if possible (e.g. automatic lighting controls, tuning dimmable

ballasts, and de-lamping). The Contractor is advised that while the PBS-P100 establishes target

lighting levels, aspects such as lighting quality, specific tenant requirements, energy efficiency,

and other individual factors also have an impact on the application of lighting in spaces.

When tenant improvement or space alteration work is being planned in the building, the CO or

designee shall request that the Contractor be a part of the planning and inspection in the space

to verify that all lighting levels and controls operate as required for the space. The Contractor

must immediately report to the CO or designee obvious problems or conditions that shall

100

potentially affect the efficient operation of the building or create a negative impact on the tenant

because of tenant improvement.

The Contractor shall assist in a curtailment program in consultation with the CO or designee. The

Contractor shall implement all approved curtailment measures which typically include turning off

or de-lamping unnecessary lighting or implementing setback schedules to create a more energy

efficient lighting strategy in accordance with the curtailment program. This shall at times require

knowledgeable Contractor staff familiar with the building’s BAS software so that modifications to

lighting schedules can occur. Lighting replacements as part of a curtailment program shall qualify

for a utility rebate and are therefore subject to the rules set forth by the participating utility. The

Contractor must investigate the potential for rebates for any lighting replacement activities for

which they are responsible. New lighting components shall be tested by an accredited national

laboratory (UL or designated equivalent) according to the PBS-P100 Guidance. Replacement

components shall be of equal or greater energy efficiency and life expectancy.

101

C.6.8.3 Maintenance

The Contractor shall respond promptly to routine Work Orders for all lighting issues. The

Contractor shall replace failed lamps, LEDs and/or ballasts, with the most efficient products

available in accordance with existing building standards defined by the PBS-P100 or as otherwise

directed by the CO or designee. In lieu of such standards, lamps shall be replaced with the most

efficient products available matching type and color temperature of other lamps in visual range of

the replacement.

The Contractor shall establish and implement a recycling program for fluorescent lamps and other

light bulbs in accordance with U.S. Environmental Protection agency and GSA standards. All

handling, storage, labeling, reporting and disposal of mercury containing lamps shall be in

compliance with Universal Waste Rule guidelines, guidance can be found at the web site in a

document titled “Web Links” at: Operations and Maintenance Specification.

Hazardous Wastes not subject to the Universal Waste Rule guidelines must be managed in

accordance with 40 C.F.R. part 260. Universal Wastes (i.e., fluorescent lamps, solid state lighting

(SSL) components, and certain batteries) subject to the Universal Waste Rules guidelines shall

be recycled or disposed of as Hazardous Waste. Preference is given to recycling of intact items.

Replacement and proper disposal of all burned-out ballasts, including PCB ballasts, shall be the

responsibility of the Contractor (see subsection 5.5.9). All lighting changes, Work Orders, fixture

schedules and inventory lists, shall be input into NCMMS and updated regularly.

Replacing incandescent or fluorescent lamps in existing fixtures with lamps of differing design or

light sources requires the input and approval of the CO or designee, and advisably a lighting

expert plus the energy program manager, to ensure a successful replacement. If SSL LEDs are

being considered as a replacement, the Contractor shall experiment with a proposed LED

replacement lamp or fixture before a widespread replacement is undertaken to ensure that all

lighting criteria are met with respect to required illuminance levels, tenant satisfaction, light

distribution, temperature of the lamps, Color Rendering Index (where important to the

requirements) energy efficiency, and safety standards. This is a key consideration in performing

satisfactory lighting operations and maintenance.

There shall be light ballasts containing PCBs in the buildings covered by this Contract.

Replacement and proper disposal of all burned-out ballasts, including PCB ballasts, shall be the

responsibility of the Contractor. Fluorescent lamps and ballasts, SSL components, exit light

fixtures, batteries, and other items in any quantity subject to the Universal Waste Rules for

Hazardous Waste Management shall be stored and disposed of in accordance with State

requirements. In addition, all fluorescent lamps and ballasts shall be recycled and records

maintained. The Contractor shall include a hazardous waste manifest of disposed items in the

monthly report. The Contractor shall continuously update the inventory of all new and existing

lamps, fixtures and SSL. The use of bulb crushers is strictly prohibited.

Records including Bill of Lading or receipt of recycling must be obtained for each Universal Waste

disposal action. Any other lighting related waste (i.e., LEDs and non-PCB/DEHP light ballasts)

shall be properly characterized and disposed of in accordance with the Resource Conservation

102

and Recovery Act; recycling is preferred method of disposal. Local area recycling programs shall

provide information on accepted electronic lighting waste. Receipt of recycling for electronic or

electronic-like waste shall be maintained and included in the Monthly Progress Report.

[[[Note to Spec Writer- If your region has a separate elevator contract, a review of the

elevator contract for this building is necessary to determine this scope below. Optional

based upon elevator requirements for building.]]]

The Contractor shall not be responsible for maintaining lighting within hoist ways, elevator

machine rooms, the pit, car top or elevator cars, including all emergency lighting; provided

however, that the Contractor shall be required to supply the replacement lamps to the elevator

contractor.

C.6.8.4 Testing and Inspecting

Any and all controls that adjust lighting levels or schedules of operation shall be monitored and

tested as necessary.

C.6.9 Electrical Switchgear and Switchboards

Contractor shall perform all preventive maintenance, testing and inspections of electrical

distribution, switchgear, high voltage (HV) switches, transformers, and all associated equipment.

The Contractor shall ensure compliance in accordance with National Electrical Testing

Association guidelines for the inspection, testing and maintenance of electrical distribution and

switchgear type equipment. The Contractor shall also comply with NFPA 70B. When such

testing, maintenance or repair interferes with building operations, it shall be performed after

Normal Working Hours without additional cost to the Government. The Contractor shall

coordinate all utility shut down scheduling with the electrical utility company; the Contractor shall

be responsible for all costs associated with the utility shutdown. The Contractor shall coordinate

power shutdowns with the building CO or designee. The Contractor shall submit a schedule and

shut down plan at least two months in advance to the CO or designee for approval.

C.6.10 Emergency Power Equipment

[[[Note to Spec Writer: Remove if there are no emergency and standby power systems or

if this section is covered under another PWS.]]]

C.6.10.1 General

The Contractor shall ensure that all standby and emergency power equipment and related

systems are ready to respond at all times to protect the occupants of the building and to maintain

critical services during the event of a normal power outage. These services include: the

performance, inspection, testing, acceptance, and preventive maintenance and repair of standby

and emergency power equipment, supplies, electricity distribution from the generators, and fuel

distribution to the generators.

103

C.6.10.2 Operation

[[[Note to Spec Writer: If it is your regional policy for the government to buy the fuel for

generators, you will need to modify this Contract sub section specification to your regional

policy.]]]

All Fuel tanks shall be filled by the Government or the previous contractor at the beginning of the

Contract period and by the Contractor at the end of the Contract period. The Contractor shall

check and record all diesel and propane fuel tank levels monthly and record in NCMMS.

The Contractor is responsible for any consumables used during day-to-day operation of a

generator, i.e., exercising the generator and related electrical components, testing of oil and fuel

reserves, and fuel tank filling. The Contractor shall be reimbursed for the cost of the fuel for fuel

consumed by the operation of a generator for an extended period (more than four hours per event)

or due to a power loss. If the operation of the generator is caused by Contractor negligence, the

Contractor shall be liable for the full cost of refueling. The Contractor shall not allow the fuel level

to drop below 70 percent. When the fuel level drops to 70 percent, the Contractor shall

immediately notify the CO or designee of the need for refueling and the cost associated and

receive approval from the CO or designee prior to refilling the tank. The Contractor shall provide

fuel up to [[[insert average annual fuel cost]]] per Contract year. The Contractor shall maintain

a running log containing the amount of fuel used and the log must be available to the CO or

designee upon request. The Government shall pay for all fuel after the [[[insert average annual

fuel cost]]] limit is reached each year the contract is in effect. Fuel oil shall be tested by a

qualified third party vendor/subcontractor at minimum annually. The analysis and

recommendations shall be provided to COR. Contractor shall take corrective actions and follow

recommendations provided in the analysis, and document within NCMMS (Work Orders). Reports

and analysis shall be uploaded as attachments to the asset record. Fuel oil must be conditioned

and treated to maintain the minimum quality standards established in American Society for

Testing and Materials (ASTM) D396-08a, “STANDARD SPECIFICATION FOR FUEL”.

C.6.10.3 Maintenance

The Contractor shall ensure a preventive maintenance schedule is developed and executed in

conformance with manufacturers’ equipment recommendations and the following NFPA

standards:

● NFPA 110, Standard for Emergency and Standby Power Systems

● NFPA 111, Standard on Stored Electrical Energy Emergency and Standby Power Systems

C.6.10.4 Testing and Inspecting

Testing shall include the generator(s), electricity transfer components, oil supplies, and fuel

supplies. The Contractor shall arrange for monthly testing of the generators and the transfer

switching with a licensed and certified provider. [[[Note to Spec Writer, if region desires to

have emergency generator testing done after hours, insert this sentence: Testing shall be

conducted after hours at no additional cost to the Government.]]] The Contractor shall be

allowed to perform the monthly generator and transfer switch testing provided that the Contractor

has been trained by an authorized Generator OEM technician/company, a written procedure is

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developed that complies with NFPA and the training is documented and annual refresher training

is conducted.

[[[Note to Spec Writer: Identify if outside load bank is required to perform testing.]]]

a) Generator Oil. Generator oil shall be tested by a qualified person at least

annually and analysis and recommendations shall be provided to CO or

designee. Testing shall be performed per ASTM D6595 (Wear Metals in Used

Oils) and ASTM D445 or ASTM D72799 (Viscosity) and recorded in NCMMS.

Contractor shall take corrective actions and follow any recommendations

provided from the testing facility. NOTE: Changing of oil in the generator is only

to be performed based on testing and analysis recommendations from a UL

approved laboratory and not to be done arbitrarily in a periodic schedule. Oil

filters shall be changed periodically per manufacturer's recommendation or

industry standards.

b) Diesel Fuel. Fuel shall be tested by a qualified third party contractor or

subcontractor at least annual and analysis and recommendations provided to CO

or designee and entered into NCMMS. The Contractor shall take corrective

actions and follow any recommendations provided in the analysis. Fuel oil shall

be conditioned and treated and a preventive maintenance plan established to

maintain the minimum quality standards established in ASTM D396-1,

“STANDARD SPECIFICATION FOR FUEL OILS”.

c) Glycol-water solutions. Glycol-water solutions shall be tested regularly to

determine the percentage glycol, pH, reserve alkalinity, inhibitor levels, and

degree of contamination and the Contractor must complete required corrective

action based on test results. In addition, the Contractor shall maintain minimum

freeze protection and inhibitor levels. The glycol solution shall be checked at

least once a year and in accordance with the manufacturer's recommendations

and results entered into NCMMS.

C.6.10.5 Reporting

The Contractor shall report the status of the emergency generator and automatic transfer switch

in the monthly report, including operational status and present condition, planned or completed

preventive maintenance and repairs, main and day tank fuel levels, and fuel purchases.

C.6.11 Oil Analysis and Oil Changes

C.6.11.1 General

Proper care of all systems that provide a safe and functional environment is a critical component

of operations. Oil analysis shall be conducted to achieve that goal using a consistent methodology

for data collection, analysis, and historical trending and recording.

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C.6.11.2 Operations

The Contractor shall establish and implement an oil analysis program incorporating the

manufacturer’s recommendations. Periodic oil analysis shall include chillers of 50 tons or greater

cooling capacity. Generator oil additives shall not be used.

C.6.11.3 Testing and Inspecting

Periodic oil analysis shall be performed prior to annual maintenance requirements so that results

shall be considered in performing preventive maintenance.

C.6.11.4 Reporting

Where oil analysis indicates a need for corrective action, an appropriate Work Order shall be

created in NCMMS and the appropriate corrective action taken by the Contractor. Documentation

shall include periodic oil analysis tests to be performed at least annually, diagnostic standards,

and parameters for oil changes. Subsequent to analysis, the Contractor shall submit the report

in NCMMS as an attachment to the Work Order.

C.6.12 Vertical Transportation Systems

[[[Note to Spec Writer: If vertical transportation equipment maintenance is to be included

in the Contract, adjust this section accordingly. Also, if vertical transportation equipment

maintenance is not included in this PWS, carefully review this scope against the vertical

transportation equipment maintenance contract to ensure that all requirements are

accomplished by either one or the other contract and are not duplicated. The national

elevator maintenance specifications can be found at the website page at: Operations and

Maintenance Specification. Must include, “The GSA Form 55 is required to be completed and

signed off by the mechanic inspecting the elevator” in your elevator specifications.]]]

[[[Note to Spec Writer: Identify who shall be responsible for maintaining light fixtures,

ballasts, and lamps installed in elevator cars and within the ceilings of cars if you have a

separate elevator maintenance contract. The Contractor is not responsible for maintaining

lighting within hoist ways.]]]

[[[Note to Spec Writer: Ensure that you mention the following codes if you are including

VTS into the O&M Contract:

A17.1/CSA B44SafetyCodeforElevatorsandEscalators

A17.2 Guide for Inspection of Elevators, Escalators, and Moving Walks

A17.3 Safety Code for Existing Elevators and Escalators

A17.4 Guide for Emergency Personnel

A17.5 Elevator and Escalator Electrical Equipment

A17.6 Standard for Elevator Suspension, Compensation, and Governor Systems

A17.7 Performance-Based Safety Code for Elevators and Escalators

A18.1 Safety Standard for Platform Lifts and Stairway Chairlifts.]]]

C.6.12.1 Elevator Associated Equipment Maintenance

The Contractor is responsible for maintaining fire protection equipment and systems, ventilation

and exhaust systems within hoist ways, elevator lobbies, and elevator machine rooms. The

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Contractor shall maintain elevator cab lighting, (not light associated with hoist ways, elevator

machine rooms, the pit, car top or elevator cars) and electrical equipment (including elevator

transformers and disconnects) not directly part of elevator systems, and HVAC systems

associated with elevator machine rooms and systems. The Contractor shall provide assistance

if required in performing elevator testing, including after Normal Work Hour requirements.

[[[Note to Spec Writer: If any of this equipment is within the scope of the elevator

maintenance contract, adjust the language accordingly. If any wheelchair lifts, hydraulic

loading ramps or window washing scaffolding equipment are in the building, indicate who

is responsible; maintenance responsibilities for these systems vary. Identify number of

elevator tests to be performed and estimated hours of assistance necessary.]]]

C.6.13 Architectural and Structural Systems

C.6.13.1 General

The Contractor must maintain, repair, replace, modify, and restore all of the architectural and

structural components of the building up to [[[Insert total dollar cost]]]. Exterior components of

this work including: precast concrete systems, foundations, minor exterior wall components,

retaining walls, docks, levelers, sidewalks and drives. Interior components of this work include

walls, floors, and doors, ceiling systems, soundproofing, insulation, directories, flooring, specialty

finishes and lighting. The Contractor shall confirm with the CO or Designee in writing that the

work directed to be performed under this Section is work for which the requirements of 22.403-1

Construction Wage Rate Requirements statute (40 U.S.C. chapter 31, subchapter IV, Wage Rate

Requirements (Construction), formerly known as the Davis-Bacon Act) do not apply.

The Contractor must perform all architectural and structural maintenance and repairs or

replacements to the building interior and exterior extending to the property line. The Contractor

must ensure the integrity of elements and materials in compliance with Federal, state, and

national codes and standards (e.g., fireproofing materials, fire-stopping, fire and smoke doors,

etc.). The Contractor must ensure the building is free of missing components or defects that could

affect the safety, appearance, or intended use of the facility or could prevent any electrical,

mechanical, fire protection and life safety, plumbing or structural system from functioning in

accordance with its design intent.

Architectural Repairs and Replacements are intended to maintain the integrity of the building

envelope (preventing water leaks through proactively addressing cracks, minor tuck pointing

failures, reattaching loose roof flashing, fixing window cracked by weather or seal failures, water

damaged ceiling tile) and address safety hazards (such as tripping concerns or hazards of falling

materials). It is not to address cosmetic issues or to perform cyclic maintenance such as minute

cracks in terrazzo floors, scaling of concrete sidewalks, repainting for the purpose of refreshing

an area's look.

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C.6.13.2 Replacement Items and Painting

All proposed replacement items shall be consistent with design documents and match existing

equipment in quality, dimension, and material, quality of workmanship, finish, and color.

Painting is considered “touch-up,” for purposes of this Contract and is to repair a specific and

limited damaged area of prepared wall, paint or other architectural components. Painting shall

extend to logical break points such as the floor or ceiling corners, door frames to avoid a patched

look.

Repainting to correct for normal wear and tear to painted surfaces over time (Cyclic paint) is not

required. Restriping of parking areas, driveways, roads, and vehicle inspection areas is required

where striping is damaged or worn in a specific location, but not for general wear and tear of a

large area over time. Repairs or replacement to pavement, walkways and facades are required

where a specific location is damaged but not where an extensive area (defined as over 20% of

the type of replacement) is degraded. Painting in mechanical areas needed for OSHA

compliance, consistent equipment appearance, or other safety reasons is required.

C.6.13.3 Machinery Rooms

The machinery rooms, including walls and the equipment located within the machinery rooms

shall be painted to maintain the professional appearance of the room and equipment. When

painting equipment or other components in a machine room, the Contractor shall comply with the

ANSI color coding system outlined in the ANSI A13.1, Scheme for the Identification of Piping

Systems. Existing painted floors shall be maintained, and bare floors should not be painted but

be sealed. The Contractor shall not disturb materials suspected to contain lead-based paint; the

Contractor shall immediately report the condition to the CO or designee. Machine rooms with

excessive noise shall be labeled "Hearing Protection Required" and appropriate PPE shall be

placed outside the room entrances.

C.6.13.4 Historic Buildings

[[[Note to Spec Writer: Delete if not applicable.]]]

The Contractor shall consider any building 50 years old or older as historically significant,

regardless of National Register status and must contact the Regional Historic Preservation Officer

(RHPO) before undertaking any work in the building. In addition, the following documents shall

be consulted for any work involving the preservation of historic buildings:

a) Historic Building Preservation Plan (HBPP).

b) Historic Structure Report (HSR); and

c) The Secretary of the Interior’s Standards for Rehabilitation and Guidelines for

Rehabilitating Historic Buildings.

C.6.13.5 Architectural Woodwork

[[[Note to Spec Writer: The Region should establish the parameters based upon its

climatological state.]]]

In some architecturally significant areas, it shall be necessary to adjust minimum setbacks for

temperatures and humidity control from the established building standards to maintain and protect

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finished woodwork. These parameters shall be established as necessary by the CO or designee,

in consultation with the RHPO. The Contractor shall be responsible for adjusting and maintaining

those parameters as established.

C.6.13.6 Directories

The Contractor shall maintain building directories, including electronic directories and tenant

common corridor signage but not electronic directories belonging to the tenants. The updating of

information within the directories is typically done by the Government or by the Tenants.

C.6.13.7 Roofs

Roof repairs and routine roof preventive maintenance are necessary to protect the structures from

significant degradation. Minor roof repair definition and cost thresholds of [[[Insert total Dollar

cost]]] shall be discussed with the CO or designee as an important part of this work to be able to

distinguish this work from construction projects. Therefore, every repair scope of work shall be

discussed with the CO or designee before work is undertaken.

C.6.13.8 Roof Anchorages

The Contractor shall provide for annual third-party inspections and a ten (10) year recertification

of designated roof anchorage points by qualified personnel. Roof anchorages (davits or

permanent scaffolds if applicable) shall be inspected in accordance with the anchor

manufacturer’s requirements and any additional requirements contained in the installation

certification. If equipment or support areas are identified or suspected of failure, the anchorage

and its points of support shall be immediately tagged “out of service” and reported to the CO or

designee. Under no circumstances may the equipment be placed back into service until it has

been repaired and certified as safe for use. The Contractor shall consult 29 C.F.R. 1910.27 for

further guidance. Copies of the inspection reports shall be provided to the CO or designee.

C.6.14 Physical Access Control Systems (Security fixtures)

C.6.14.1 General

[[[Note to Spec. Writer: Check on the MOA (check the August 2018 or latest DHS- GSA

MOA) for responsibilities of maintenance & repair for these items and systems owned by

the tenant.]]]

The Contractor is responsible for maintenance of GSA owned physical access control (PAC)

system components, including key cards/pads, magnetic door holders, loop and detection

sensors, wedge plates and pop-up barriers and bollards, sliding gates, garage doors, gate arms

and operators including non-metallic gate arm replacement, interconnecting cabling between

system components, and onsite field controllers. This also includes door strikes, magnetic door

contacts, request to exit sensors and remote release buttons. The Contractor is not responsible

for central processing units and servers, including software, and programming of user’s badges

for facility access or purchasing of individual badges and other supplies. Where feasible, the

Contractor shall be responsible for manually operating systems in the event of a failure of the

automatic operator to allow access to the facility. Manual operation of the primary access doors

or barriers controlled by the PACS is limited to opening and closing once per day. Manually

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operating systems shall be coordinated and authorized by the CO or designee and are considered

part of the Basic Services during Normal Working Hours and reimbursable after hours. The

Contractor shall track these assets and their maintenance.

C.6.15 Child Care Center

[[[Note to Spec Writer: delete if not applicable.]]]

The Contractor shall maintain all fixed equipment and systems, including playground

equipment and carbon monoxide detectors associated with the Child Care Center. The

Contractor shall repair systems upon request (including kitchen and laundry equipment)

and according to work items identified by the Annual Child Care Center Survey.

C.6.16 Photo Voltaic Systems and Electrical Vehicle Support Systems

[[[Note to Spec Writer: delete if not applicable and leave the paragraph reserved.]]]

C.6.16.1 General

The Contractor shall ensure that all Photo-Voltaic (PV) and Electric Vehicle Support (EVSE)

systems are able to produce and dispense their design power output. These services include the

performance, inspection, testing, acceptance, and preventive maintenance and repair of Photo-

Voltaic (PV) and Electric Vehicle Support (EVSE) systems and supplies.

C.6.16.2 Operation

The Contractor shall inform building management of all tenant initiated EVSE service calls. The

Contractor shall not connect or disconnect any EVSE from any vehicle

C.6.16.3 Maintenance

The Contractor shall ensure a preventive maintenance schedule is developed and executed in

conformance with manufacturers’ equipment recommendations and the following standards:

● NFPA 70B, Recommended Practice for Electrical System Maintenance

● PBS PM Guide

C.6.16.4 Testing and Inspecting

[[[Note to Spec Writer: For large PV/ EVSE installations, insert this sentence: “Annual and

semiannual PM inspections may be divided into several months using NCMMS route plans

to better control the work load.”]]]

For PV systems, testing and inspection shall include the generating panels and interconnecting

wiring and inverter systems including meters and monitoring equipment and any meteorological

sensing and recording equipment. The contractor shall develop a written inspection plan that

includes any necessary fall protection requirements. This inspection plan will be provided to the

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COR for approval within 90 days of contract award. For PV and EVSE equipment the contractor

shall record in NCMMS any available total power meter data and analyze the data for trends and

expected and abnormal changes.

C.6.16.5 Reporting

The Contractor shall report the condition of PV and EVSE systems, their ability to produce or

dispense rated power, total power transferred and any trends that would impact future power

transfer. The report will include the year over year raw data and its analysis in a spreadsheet

format.

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SECTION 7 ADMINISTRATIVE INSTRUCTIONS

C.7.0 Initial Inspection

The contractor(s) (i.e., incoming Contractor for new facility, outgoing contractor and incoming

Contractor for an existing facility) and the CO or designee shall make a complete and systematic

initial inspection together during the startup phase for a new facility or the transition phase for an

existing facility that shall include all mechanical, electrical, fire protection, and life safety systems,

environmental systems, utility system, windows, motorized blinds, if applicable, doors, and other

structural features for which maintenance and repairs are covered by the PWS. The purpose of

this inspection is to discover and list in an existing deficiency report all deficiencies that exists in

the equipment and systems covered by the PWS, as well as the Contractor's (incoming

contractor) itemized price (including labor, materials, overhead, and profit) for correcting each

deficiency. This report covers all equipment and systems within the building regardless of

whether or not they are listed in the building inventory. The Government will elect to have all, or

any part of this work performed by the incumbent contractor, incoming Contractor, Government

employees, or other contractors. The incumbent contractor will be given the opportunity to correct

items in the Initial Deficiency Report. The existing deficiency report shall not include any items

that would be replaced, repaired, or adjusted during the performance of normal preventive or

predictive maintenance.

[[[Note to Spec Writer: Regions can alter language in 7.1, as needed. Regions can choose

to allow the Contractor to conduct the existing deficiency inspection without the CO or

designee present. In these instances the following language shall be inserted: “The CO or

designee shall defer/approve inspection activities without the presence of a Government

representative, subject to adequate documentation of conditions found by the

Contractor”.]]]

C.7.1 Initial Deficiency Inspection/Initial Deficiency Report

[[[It is recommended that a GSA staff or equipment specialist accompany the Contractor

on this inspection.]]]

The Initial deficiency inspection and list is meant to identify and document deficiencies that exist

in the equipment and systems covered by this PWS, but that shall not be repaired during routine

preventive maintenance, and includes the Contractor's itemized price (including labor, materials,

overhead, and profit) for correcting each deficiency. Initial deficiency Inspections are viewed as

primarily “visual inspections” not a teardown inspection. If preventive maintenance, repair, or any

other types of teardown or detailed engineering inspections later disclose a possible deficiency,

then the determination of whether the deficiency was "Initial" will be made by the CO and COR.

This inspection is required to be documented including all data required by the Initial Deficiency

Report. If applicable, the Contractor will photograph the identified deficiency and provide a

detailed explanation and location of the deficiencies. The Contractor shall submit an Initial

Deficiency Report to the CO or designee for approval not later than ___ business days [[[Insert

timeframe, recommend 15 business days]]] after the award of the Contract. Any dispute

between the Government and the Contractor as to the classification of an Initial Deficiency Report

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items shall be resolved under the Disputes Clause of the Contract (FAR 52.233-1). After

submission of the Initial Deficiency Report the Contractor shall provide itemized estimates for

correcting each deficiency that has been identified by the Contracting Officer or designee and the

estimates shall remain in effect for ______ business days. [[[Insert timeframe]]] Deficiencies

discovered after the submission of the Initial Deficiency Report shall not be considered pre-

existing for purposes of this Contract, unless equipment is operational and cannot be secured

and inspected. Any piece of equipment or system that cannot be inspected shall be identified as

such within NCMMS asset records logs at the beginning of the deficiency report stating why it

cannot be secured and inspected. An estimate of when the Contractor reasonably expects to be

able to inspect the piece of equipment shall be provided. Equipment that can be brought into an

acceptable level of operation through basic preventive maintenance and operational procedures

must be done so and at no additional cost to the Government. As each piece of equipment is

examined the Contractor shall document what shall be accomplished, if anything, to bring the

equipment into an acceptable level of operation. Equipment shall be placed on a repair priority

schedule by the Contractor, which schedule must be reviewed, adjusted, and approved by the

COR. The Contractor shall be responsible for making immediate adjustments or corrections that

fall within the scope of routine preventive maintenance and operations required by this Contract.

This includes adjusting controls; adjusting the BAS software, (e.g., correcting set points; reloading

programs; restoring equipment being operated manually to automatic operation) this does not

include changing established sequences of operation or programming sequences; testing water

sensors, applying lubricants; cleaning fan housings, fans, coils, dampers, AHU sections, and

equipment rooms, and replacing consumable parts or components. When an existing deficiency

in an item is corrected, the Contractor shall assume full responsibility for the subsequent repair of

the item as covered under the terms of this Contract at no additional cost to the Government.

Nothing in the Initial Deficiency Report shall be construed as diminishing the obligations imposed

by this Contract upon the Contractor to operate any deficient item (to the extent operable) or to

adjust or maintain any such item.

C.7.2 Startup Phase/Transition Phase

[[[Note to Spec Writer: Regions shall choose either the Startup Phase or Transition Phase

language below depending on whether the building is new/renovated or an existing facility.

The recommended Startup Phase is 60 – 90 business days but shall be longer if warranted.

If the building is an existing facility that is continuing operations rather than a newly

completed construction or after being returned to operation after a major recapitalization

renovation, use the Transition Phase paragraph. Since the Transition Phase services are

performed before the Contract start date, regions shall decide whether they shall require

the Contractor to factor the cost for this service into their monthly Contract cost, or if they

capture this cost as a separate line item.

If there is not an accurate building inventory available, then include a separate line item

cost in RFP to provide additional time and funds for the Contractor capture a new

inventory.

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The Startup Phase language immediately below is for O&M services following new

construction or a major recapitalization renovation project. Regions may decide to

separate the costs associated with the Startup Phase as a line item.]]]

C.7.2 Startup Phase (New or Modernized Facility)

The Contractor shall provide within ______ business days [[[Insert timeframe]]] of startup

services assistance in transitioning between the construction contractor’s temporary operations

and the O&M Contractor’s initial operations. During this period, the building may be primarily

unoccupied except for security personnel and transient GSA, agency, or Contractor personnel

carrying out functions related to completing construction punch lists or in preparation of initial

occupancy by tenants. During this period as equipment is accepted by the Government and

officially (in writing) turned over to the Contractor for operations, the Contractor shall:

a. Operate HVAC equipment to maintain conditions sufficient to avoid damage to finishes,

especially millwork.

b. Manage warranties, in cooperation with the construction manager.

c. Submit a written Building Operating Plan for the Government’s review.

d. Assist with commissioning activities (note: commissioning schedules shall be made

available on request by the CO or designee).

e. Provide site access and escort to agency personnel and Contractors as necessary. If such

services take more than 20 hours per week, then the Contractor shall be reimbursed by

GSA for the additional time in accordance with the Additional Services provisions in this

PWS.

f. Inspect all major or exposed HVAC equipment for cleanliness, absence of rust,

accessibility for maintenance purposes, and other visible problems.

g. Inspect machine rooms for OSHA compliance.

h. Complete a building location and equipment inventory, including equipment attributes used

by NCMMS and develop a Preventive Maintenance Schedule on equipment inventory.

This data shall be recorded. The Contractor shall provide certification to the CO or

designee that the equipment inventory is complete and accurate in NCMMS.

i. Inventory any stock of materials and repairs parts provided as part of the construction

contract to the Government for safekeeping.

j. Identify defects in equipment and systems covered by this Contract that were not

previously identified in punch list records and notify the Government of such defects for

inclusion in the punch list. If such deficiencies are determined to be out of scope for

inclusion in the construction contractor’s punch list, the Contractor shall compile such items

in an Initial Deficiency Report as well as provide an itemized estimate for correcting each

deficiency.

k. Contractor shall train employees on all equipment operated and maintained by Contractor,

including new equipment added during construction or renovation. Contractor training shall

include BAS access, control procedures and continuance of operations during

emergencies. Additionally, the sequences of operations for equipment and systems as

initially programmed shall be maintained by the Contractor for reference. The Contractor

shall maintain the records of the training and make records available to the CO or designee

upon request.

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l. Contractor shall obtain ENT credentials.

m. Complete the Government-furnished NCMMS training as well as the re-tuning training.

C.7.2.1 Startup Phase Schedule (Transition Phase)

Within ______ business days [[[Insert timeframe]]] of the startup phase commencement, the

Contractor shall submit a work and oncoming staffing schedule to the CO or designee for the

startup phase. This schedule shall describe on a weekly basis, work to be accomplished and

staff to be on boarded. At the end of each week during the startup phase, the Contractor shall

submit a report describing the work accomplished that was actually completed.

C.7.2 Transition Phase

[[[Note to Spec Writer: Check the current contract for the phase-out period.]]]

The Contractor shall provide within _____ business days [[[Insert timeframe]]] of transition

services prior to the Contract start date to assist transitioning between contractors. [[[Note to

Spec Writer: Refer to the note above and choose to ask the Contractor to either account

for this cost in its monthly Contract amount or to account for this cost in a separate line

item.]]] The purpose of this phase is to permit a transition that is seamless to the tenants and to

assess the condition of the building and incomplete maintenance work at the time of contractor

transition. During this period, the incoming Contractor shall:

a. Revise and submit to the CO or designee by the end of the startup phase an updated

building operating plan.

b. Inspect the condition of all equipment and systems for which the Contractor shall assume

responsibility.

c. Revalidate and provide corrections to NCMMS locations and equipment inventory. Provide

Work Order history and document all deferred or open Work Orders. Provide a

consolidated list of Work Orders that are deferred, open, pending completion and submit

an Action Plan on completing these items. The Contractor shall provide certification to the

CO or designee that the equipment inventory is complete and accurate in NCMMS.

d. Review the preventive maintenance schedule in NCMMS. Cross-check preventive

maintenance schedules and guides used by the outgoing contractor versus any newly

proposed guides and schedules. The new periodic maintenance schedule and guides shall

be based off of the last time preventive maintenance was performed and in accordance

with the requirements of this Contract.

e. Review the current schedule of maintenance and revalidate in line with accepted proposed

maintenance schedule.

f. Be responsible for creating and maintaining the preventive maintenance schedule in

NCMMS and entering data of past performance of maintenance for each piece of

equipment where needed.

g. Complete the Government-furnished NCMMS training, as well as the re-tuning training.

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h. Submit an Initial Deficiency Report, including an itemized estimate for correcting each

deficiency to the CO or designee not later than ___ business days [[[Insert timeframe,

recommend 15 business days]]] after the award of the Contract.

i. If the Contractor proposes custom job plans, obtain approval from the CO or designee and

load the custom job plans into NCMMS. Note: NCMMS contains PBS job plans, and the

latest Preventive Maintenance Guide.

j. Obtain and review ESPC/UESC documentation to ensure adequate operating and

maintenance requirements for realized energy and water savings are incorporated into the

Contractor's performance plan, building operating plan, maintenance schedules, and other

applicable documents required by this contract.

C.7.2.1 Transition Phase Schedule

Within the ___business days [[[Insert timeframe]]] of the transition phase commencement the

Contractor shall submit a work and oncoming staffing schedule to the CO or designee for the

transition phase. This schedule must describe on a weekly basis the work to be accomplished

and the staff to be on boarded. At the end of each week during the transition phase, the Contractor

must submit a report describing the work that was actually completed.

C.7.3 Phase-out Transition Period

When the Contract ends, the Contractor shall comply with FAR Clause 52.237-3 Continuity of

Services. During this phase-out period, the contractor shall also:

a. Assist the CO or designee and incoming Contractor for a seamless transition in operations

and maintenance with no adverse effect on the building tenants.

b. Provide GSA and the incoming contractor with access to all records and official

documentation (both hard copies and electronic as applicable) required by this Contract.

c. Provide training to the incoming Contractor on methods of accessing and programming

the BAS and other control systems.

d. Show the incoming Contractor where all archived programs and systems literature is

maintained. On the last performance day of the Contract, the Contractor shall turn over

to the CO or designee all keys and identification badges or cards.

e. Coordinate and complete disposal, cleanup, and transfer of all materials according to

applicable laws.

f. Provide all data records (e.g., database files, and spreadsheets) relating to building

systems, assets, Work Orders, permits, work activities and other related matters to the

CO or designee.

g. Provide NCMMS transition services to assist transitioning between incumbent and

incoming contractors.

C.7.4 Contract Closeout Examination and Withholding of Final Payment

On a mutually agreed-upon date, but no less than 90 business days prior to the Contract date,

the Contractor and the CO and/or designee shall, together make a complete inspection of all

mechanical, electrical, plumbing, structural, and utility distribution systems and equipment at the

site covered by this Contract. This inspection is to establish the condition of the building systems.

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There shall be no additional expense to the Government with regard to this inspection and testing

regardless of the time or date scheduled. The Government shall employ the services of another

contractor in the development of such a deficiency list and upon completion provide the Contractor

with a copy of work not completed, including the monetary value the Government has assigned

for each item. Based upon this inspection, the Contracting Officer or designee shall provide an

existing deficiency list to the Contractor. The Contractor shall have 30 business days from the

receipt of this list to correct all items that fall within the scope of this contract.

It remains the responsibility of the Contractor to make all adjustments (preventive maintenance

and repairs) to bring all equipment to an acceptable level of performance and satisfaction as

determined by the CO or designee. All such work is to be completed and found acceptable by

the CO or designee prior to the Contract expiration date. Final payment shall be reduced by the

value of work not completed or found unacceptable.

117

SECTION 8 PUBLICATIONS AND CITED STANDARDS

C.8.0 Publications

The following publications, executive orders and legislative acts are incorporated by reference as

setting quality, performance, and design standards for work required in this PWS. Unless a

specific date is provided, references are for the current edition published at the time of issue of

the solicitation, including any addenda or errata published by the issuing organization. The

Contractor is responsible for obtaining access to all referenced documents at its own expense.

[[[Note to Spec Writer: Regions shall add or delete references as applicable to their

location. Indicate whether the publications shall be provided by the region or if they are

available via the web site in document titled “Web Links” at: Operations and Maintenance

Specification.]]]]

● Public Buildings Service Operations and Maintenance Standards 2018

● Facilities Standards for the Public Buildings Service (PBS P100)

● U.S. Courts Design Guide

● 1000.1 PBS Asbestos Policy dtd 4/11/2022

● ASHRAE Guideline 1 HVAC Commissioning Process

● ASHRAE Guideline 4 Preparation of Operating and Maintenance Documentation for

Building Systems

● ANSI/ASME A17.1 Safety Code for Elevators and Escalators

● ANSI/ASHRAE Standard 15 Safety Code for Mechanical Refrigeration

● ANSI/ASHRAE Standard 34 Number Designation and Safety Classification of

Refrigerants

● ANSI/ASHRAE Standard 55, Thermal Environmental Conditions for Human

Occupancy

● ANSI/ASHRAE Standard 62, Ventilation for Acceptable Indoor Air Quality

● ANSI/ASHRAE Standard 100, Energy Conservation in Existing

Buildings/Commercial

● ANSI/ASHRAE Standard 111, Practices for Measurement, Testing, Adjusting, and

Balancing of Building Heating, Ventilation, Air-Conditioning, and Refrigeration

Systems

● ANSI/ASHRAE Standard 188 Legionellosis: Risk Management for Building Water

Systems

● ANSI/ASSE A1264.2-2012 Standard for the Provision of Slip Resistance on

Walking/Working Surfaces

● ANSI/IWCA I-14.1, Window Cleaning Safety Standard

● American Society of Mechanical Engineers ASME A17.1/CSA B44, Safety Code for

Elevators and Escalators

● ASME A17.2, Inspector’s Manual for Elevators

● ASME Boiler and Pressure Vessel Code

● ASME CSD-1 Control and Safety Devices of Automatically Fired Boilers

● Building Technologies Technical Reference Guide : refer to website page:

Operations and Maintenance Specification

● Child Care Center Design Guide PBS-140

118

● Clean Air Act, 42 U.S.C. § 7401 et. seq.

● Clean Water, 33 U.S.C. § 1251 et. seq.

● DOE/EE-0157, International Performance Measurement and Verification Protocol

● Energy Policy Act of 2005, 42 .U.S.C. § 13201 et. seq. and 42 U.S.C. 15801 et seg

● Energy Independence and Security Act of 2007, 42 U.S.C. et seg.

● EPA Green Book

● EPA Purple Book

● Executive Order 13693 Planning for Federal Sustainability in the Next Decade

● Executive Order 13788 Buy American and Hire American

● GSA Order CIO 2100.1M GSA Information Technology Security Policy

● GSA Sustainable Environmental Management System (GSA.GOV/SEMS)

● GSAlink Standard Operating Procedure, refer to website page: Operations and

Maintenance Specification.

● Guideline 3-1990 and addendum, or latest, FAR 52.223-2, Affirmative Procurement

of Biobased Products Under Service and Construction Contracts; ARI Standard 700-

1988,Specifications for Refrigerants or latest edition, and appendix A to 40, C.F.R.,

part 82, subpart F, Recycling and Emissions Reduction.

● International Building Code

● International Fire Code

● International Plumbing Code

● International Mechanical Code

● National Board of Boiler and Pressure Vessel Inspectors, National Board Inspection

Code

● NETA Maintenance Testing Specification for Electrical Power Distribution Equipment

and Systems

● TP-1,National Electrical Manufacturers Association (NEMA), Guide for Determining

Energy- Efficiency for Distribution Transformers

● NEMA MG-1., Motors and Generators

● NEMA Application Guide for AC Adjustable Speed Drive Systems

● NFPA 10, Standard for Portable Fire Extinguishers

● NFPA 12, Standard on Carbon Dioxide Extinguishing Systems

● NFPA 12A, Standard on Halon 1301 Fire Extinguishing Systems

● NFPA 13, Standard for the Installation of Sprinkler Systems

● NFPA 14, Standard for the Installation of Standpipe and Hose Systems

● NFPA 17, Standard for Dry Chemical Extinguishing Systems

● NFPA 17A, Standard for Wet Chemical Extinguishing Systems

● NFPA 20, Standard for the Installation of Stationary Pumps for Fire Protection

● NFPA 22, Standard for Water Tanks for Private Fire Protection

● NFPA 24, Standard for the Installation of Private Fire Service Mains and Their

Appurtenances

● NFPA 25, Standard for the Inspection, Testing, and Maintenance of Water-Based

Fire Protection Systems

● NFPA 54-ANSI Z223.1 - National Fuel Gas Code

● NFPA 70, National Electrical Code

119

● NFPA 70E, Standard for Electrical Safety in the Workplace

● NFPA 70B, Recommended Practice for Electrical Equipment Maintenance

● NFPA 72, National Fire Alarm and Signaling Code

● NFPA 80, Standard for Fire Doors and Other Opening Protectives

● NFPA 85, Boiler and Combustible Systems Hazards Code

● NFPA 92, Standard for Smoke Control Systems

● NFPA 96, Standard for Ventilation Control and Fire Protection of Commercial

Cooking Operations

● NFPA 101, Life Safety Code

● NFPA 105, Standard for the Installation of Smoke Door Assemblies and Other

Opening Protectives

● NFPA 110, Standard for Emergency and Standby Power Systems

● NFPA 111, Standard on Stored Electrical Energy Emergency and Standby Power

Systems

● NFPA 780 - Standard for the Installation of Lightning Protection Systems

● NFPA 2001, Standard on Clean Agent Fire Extinguishing Systems

● National Institute for Certification in Engineering Technologies (NICET) publications

and issuances

● National Institute for Safety and Health publications and issuances

● Presidential Memorandum, June 20, 2014 entitled: “Creating a Federal Strategy to

Promote the Health of Honey Bees and Other Pollinators”

● PBS Order 1095.2 Fuel Storage Tank Management

● PBS Order 100.7 Drinking Water Quality Management

● Property Managers Child Care Desk Guide

● Resource Conservation and Recovery Act, 42 U.S.C. 6901 et seg.

● Safe Drinking Water Act, PL 93-523, as amended, 42 U.S.C. 300f et seg.

● Sheet Metal and Air Conditioning Contractors National Association HVAC Systems

Testing, Adjusting and Balancing

● Technology Policy for PBS-Owned Building Monitoring and Control Systems refer to

website page: Operations and Maintenance Specification

● 29 C.F.R. part 1910, OSHA General Industry Standards

● 29 C.F.R. part 1926, Safety and Health Regulations for Construction

● 40 C.F.R. Protection of Environment

40 C.F.R. part 761, Polychlorinated Biphenyls (PCBs) Manufacturing, Processing,

Distribution in Commerce, and Use Prohibitions, in general and specifically with

regard to Electrical Transformers

● 40 C.F.R., 141.43, Sections A and D, EPA Safe Drinking Water

● 41 C.F.R. part 102-74, – Facility Management

● Toxic Substances Control Act, 15 U.S.C. § 2601- 2629 et. seq.

● Onsite Photovoltaic Maintenance Standards – Standard Operating Procedure

Effective April 2021.

● Refrigerant Management and Reporting Standard Operating Procedure of March 31,

2022

● ASTM E2777

120

● ASTM E2400

●