19BR9326Q0014_Building Automation System PMSC 2026-2031.pdf

U.S. Consulate Sao Paulo, Brazil

Date: April 08, 2026

Subject: Request for Quotations (RFQ) Number 19BR9326Q0014 – Building Automation System Preventive

Maintenance Services Contract

Dear Prospective Offeror:

The U.S. Consulate General São Paulo is issuing this Request for Quotations (RFQ) for Building Automation System

(BAS) Preventive Maintenance Services in accordance with FAR Part 13, Simplified Acquisition Procedures.

SUBMISSION INSTRUCTIONS

To submit a quotation, follow the instructions in Section 3 of the solicitation, complete all required portions of the attached documents, and submit electronically to the addresses specified below.

BASIS FOR AWARD

Award will be made to the responsible offeror whose quotation represents the best value to the Government, considering both price and non-price factors. The Government will evaluate quotations based on the evaluation factors stated in this solicitation, and may make tradeoffs between price and non-price factors as appropriate. Award may be made to other than the lowest-priced or highest technically rated offeror if the additional benefits of a higher-priced quotation are determined to merit the additional cost.

PRE-QUOTATION SITE VISIT

A pre-quotation site visit will be held on April 24 2026, at 02:00 PM (local time) at the U.S. Consulate General, Rua

Henry Dunant, #700, Santo Amaro, São Paulo.

Attendance is strongly encouraged but not mandatory. To arrange site visit attendance, contact Magno Canos at

CanosMG@State.gov no later than close of business, April 22, 2026.

QUOTATION DUE DATE

Quotations are due May 05, 2026, by 5:00 PM (local time). Late quotations will not be considered for award.

SUBMISSION REQUIREMENTS

Quotations must be:

• Submitted in English

• Complete (incomplete quotations will not be considered)

• Submitted electronically to: saopauloprocurement@state.gov and CanosMG@state.gov

• In one of the following formats: MS Word 2007/2010, MS Excel 2007/2010, or Adobe PDF

• Limited to 30MB per email attachment (if files exceed 30MB, submit in multiple emails with separate attachments under

30MB each)

• Include "RFQ 19BR9326Q0014" in the email subject line

REQUIRED DOCUMENTS

Your quotation must include the following completed documents:

mailto:CanosMG@State.gov mailto:saopauloprocurement@state.gov mailto:CanosMG@state.gov

1. SF-1449 (Solicitation/Contract/Order for Commercial Items)

2. Section I - Pricing Schedule (fully completed)

3. Section 5 - Representations and Certifications

4. All additional information required in Section 3 (Technical Quotation Requirements)

5. Proof of SAM Registration (UEI number)

SAM REGISTRATION REQUIREMENT

Offerors must be registered in the System for Award Management (SAM) at https://www.sam.gov prior to award in accordance with FAR 4.1102. Offerors are strongly encouraged to begin SAM registration immediately, as the process can take 2-3 weeks. Award cannot be made to an offeror that is not registered in SAM.

QUESTIONS

Questions regarding this solicitation must be submitted in writing to saopauloprocurement@state.gov no later than May

01, 2026. Responses will be provided to all prospective offerors via amendment to the solicitation.

POINT OF CONTACT

Magno Canos

Contracts Specialist

Email: CanosMG@State.gov

If you have any questions, please do not hesitate to contact our office.

Sincerely, Christine Bonds

Contracting Officer

U.S. Consulate General São Paulo

General Services Office - Procurement

Enclosure: RFQ 19BR9326Q0014 https://www.sam.gov/ mailto:saopauloprocurement@state.gov mailto:CanosMG@State.gov

I. SECTIONS

1.0 INTRODUCTION – PROJECT SYNOPSIS 09

2.0

3.0

PERIOD OF PERFORMANCE

GENERAL REQUIREMENTS

4.0 GOVERNMENT MATERIAL (GM) 10

5.0 STATEMENT OF WORK 10

6.0

7.0

RESPONSIBILITY OF THE CONTRACTOR

CONTRACT ADMINISTRATION

8.0 SAFETY CRITERIA 41

9.0 DELIVERY SCHEDULE 41

10.0 PROJECT SECURITY 43

11.0 PAYMENTS 43

12.0 BASIS FOR AWARD – BEST VALUE TRADE-OFF 44

13.0 CONTRACT CLAUSES 47

SECTION 1 - THE SCHEDULE CONTINUATION TO SF-1449

RFQ NUMBER 19BR9326Q0014 PRICES, BLOCK 23

I. PERFORMANCE WORK STATEMENT

A. The purpose of this firm fixed-price purchase order is for the Building Automation System (BAS) Preventive

Maintenance Service Contract for a period of one year (with an additional four optional years), in accordance with the

Work Statement.

QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the

Government is to monitor quality to ensure that contract standards are achieved.

Performance Objective Scope of Work Pages

Performance Threshold

Services.

Performs the Building Automation System (BAS) Maintenance Services set forth in the scope of work.

Page 10 thru 39 After contract award and submission of acceptable insurance certificates, the Contracting

Officer shall issue a Notice to Proceed. The notice to Proceed with establish a date (a minimum of ten (10) days from start date listed in Notice to Proceed unless the Contractor agrees to an earlier date on which performance shall start.

MINIMUM AND MAXIMUM AMOUNTS

II. VALUE ADDED TAX

VALUE ADDED TAX. Value Added Tax (VAT) is not applicable to this contract and shall not be included in the CLIN rates or Invoices because the U.S. Embassy has a tax exemption certificate from the host government.

CONTINUATION TO SF-1449,

RFQ NUMBER S- 19BR9326Q0014

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS

WORK STATEMENT

ACRONYMS

1. AHU = Air Handling Unit

2. ASHRAE = American Society of Heating, Refrigerating and Air-Conditioning Engineers

3. BAS = Building Automation System

4. CAA = Cleared Access Area (Secure Area)

5. CCR = Country Clearance Request

6. CFSM = OBO Construction, Facilities, and Security Management

7. CLIN = Contract Line Item

8. CMR = Chief of Mission Residence

9. CO = Contracting Officer

10. COR = Contracting Officer’s Representative

11. CRP = Consolidated Receiving Point

12. DBA = Defense Base Act

13. DCSA = Defense Counterintelligence and Security Agency

14. DOS = Department of State

15. DS = Diplomatic Security

16. DS/IS/IND = Bureau of Diplomatic Security, Industrial Security Division

17. eCC = Electronic Country Clearance

18. ES = Execution Schedule

19. FAC = Facilities or OBO/CFSM Facilities

20. FCU = Fan Coil Unit

21. FM = Facility Manager

22. FMS = Facility Maintenance Staff

23. GSO = General Services Officer

24. GWA = General Work Area (Unsecured Area)

25. HAZMAT = Hazardous Material

26. HVAC = Heating, Ventilation, and Air Conditioning

27. I/O = Input/Output

28. IBC = International Building Code

29. LAA = Limited Access Area (Unsecure)

30. MSDS = Material Safety Data Sheet

31. MSGQ = Marine Security Guard Quarters

32. NEC = National Electrical Code

33. NFPA = National Fire Protection Association

34. OBO = Bureau of Overseas Building Operations

35. O&M = Operations and Maintenance

36. OSHA = Occupational Safety and Health Administration

37. OWS = Operator Workstation

38. PAA = Public Access Area (Unsecured Area)

39. PM = Preventative Maintenance

40. Post = Department of State Overseas Embassy, Consulate, or Mission

41. POWS = Portable Operator Workstation (Laptop)

42. PS = Program Support

43. RFP = Request for Proposal

44. RSO = Regional Security Officer

45. SBU = Sensitive but Unclassified

46. SC = Supervisory Controller

47. SCG = Security Classification Guide

48. SME = Subject Matter Expert

49. TDY = Temporary Duty (Work Travel OCONUS)

50. UPS = Uninterruptible Power Supply

51. VAR = Visit Authorization Request

52. VAV = Variable Air Volume

TERMINOLOGY

CO – Contract Officer

COR – Contracting officer Representative

ConGen – Consulate General

EPA - Environmental Protection Agency

FAM – Foreign Affairs Manual

FAR- Federal Acquisition Regulations

FM – Facility Manager

FAC – Facility Management

GFM - Government Furnished Material

NTP – Notice to proceed

NBR – Brazilian standard

NFPA- National Fire Protection Association

SHEM – Safety, health and Environmental Management

SOW – Scope of Work

WBS – Work Breakdown Structure

1.0 INTRODUCTION - PROJECT SYNOPSIS

1.1 The U.S. Consulate General located in São Paulo, Brazil requires Building Automation System (BAS)

Preventative Maintenance (PM) services. The Contractor shall perform BAS PM Services as described in this Statement of Work. The Contractor shall also provide further evaluation of the overall functionality of the BAS based on concerns and input provided to the Contractor by the Facility Manager (FM) and

Facility Maintenance Staff (FMS).

1.2 The Contractor should maintain the Building Automation System reliable and efficient operating condition. The contract type is a firm fixed price contract for routine maintenance services paid at the monthly rate below. These rates include all costs associated with providing BAS maintenance services, including materials, labor, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit and VAT (if applicable). The contract will be for a one-year period, with four one-year optional periods of performance.

1.3 The Contractor shall provide BAS PM Services for the upkeep of the BAS indicated below in Section

3. “Building Automation Systems to be Serviced”.

1.4 The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration. The BAS PM work required shall include, but is not limited to: Preventative

Maintenance; Investigation & troubleshooting; Adjustments; Trend & Alarm configuration; etc.

1.5 BAS PM Services shall result in all systems serviced under this agreement being in good operational condition when the work is completed.

1.6 The Contractor shall provide all managerial, administrative and direct labor personnel as well as all transportation, tools, instrumentation, equipment and supplies required to perform the BAS PM Services defined in this Statement of Work. The Contractor shall provide the services of qualified, trained, manufacturer certified technicians to perform the required BAS PM Services.

BAS PM Services shall be performed on BAS installed in Building 2 serving the General Work Areas

(GWA) & Public Access Areas (PAA) at Post.

1.7 All work shall be accomplished in a manner which conforms to the intent of all applicable IBC, ASHRAE, NFPA/NEC, U.S. EPA, and DOS policy, procedures, and directives; causes no damage to buildings or property; endangers none of the building occupants or workers during these tasks; and leaves the areas safe for occupancy.

2.0 PERIOD OF PERFORMANCE

2.1 The period of performance shall be one (1) year as of the date of the Notice to Proceed for the base contract year, with four (4) additional one (1) year option periods, to be exercised at the sole discretion of the Government.

2.2This contract shall provide for six (6) BAS PM Site Visits per month during the year of the contract.

BAS PM Site Visits shall be equally spread out over the course of the contracted year.

2.3All BAS PM Site Visits shall occur within the 365-day window.

Combining multiple site visits into a single site visit is not allowed.

The first BAS PM Site Visit must occur within 60 days of contract award / renewal.

The work shall be considered deficient if the Contractor fails to provide the required number of BAS PM

Site Visits within the 365 days after contract award / renewal or fails to space out the BAS PM Site Visits in the manner described above.

3.0 GENERAL REQUIREMENTS

3.1 The Contractor shall provide all labor, equipment, materials, tools, transportation, and supervision necessary to complete the services in accordance with the technical requirements of this

Statement of Work (SOW).

3.2 The work shall be performed in a professional and workmanlike manner in accordance with the firm-fixed-price and period of performance established in the resulting contract. The period of performance for all phases shall be completed in accordance with the approved maintenance schedule unless otherwise authorized in writing by the COR.

3.3 The Contractor shall have access only to areas designated for the project unless otherwise authorized by the COR. The Contractor shall minimize disruption to ongoing Consulate operations and coordinate work to accommodate continued facility use during the contract.

3.4 The Contractor shall prepare and submit the following for COR review and approval:

• Maintenance schedule

• Bill of materials

• Product data sheets and technical literature

• Shop drawings and specifications (if applicable)

• Quality control plan

• Safety plan

• Cost breakdown (if requested)

These documents shall facilitate coordination and communication between the Consulate and

Contractor throughout project execution.

3.5 The Contractor is responsible for the design (if applicable), procurement, delivery, and installation of all materials required to meet the requirements of this SOW, except those specifically identified as Government-Furnished Material in Section 4.0. All materials, products, and design submittals must receive COR approval prior to installation or incorporation into the work.

4.0 GOVERNMENT MATERIAL (GM)

4.1 Pursuant to FAR 52.245-1, Government Property, or FAR 52.245-2, Government Property

Installation Operation Services (as applicable), the Government will furnish the following property for use in contract performance: None.

4.2 The Contractor shall provide all materials, in sufficient quantities, necessary to complete the project as specified.

5.0 STATEMENT OF WORK

Building Automation Systems to be Serviced

5.1 Building Automation Systems (BAS) installed at Post

The Contractor shall maintain the Building Automation System(s) in a safe, reliable, and efficient operating condition. The following information provides a rough summary of each BAS that is to be serviced. NOTE: Quantities listed below are estimates and the Contractor must verify quantities during the initial Site Visit.

BAS #1

a. Manufacturer of the BAS: Johnson Controls

b. Name of BAS Product Line: Metasys

c. BAS Software Name and Version Number: Metasys ADS 11.0.2.84

d. Operator Workstations (OWS): 1

e. Portable Operator Workstations (POWS): 1

f. Supervisory Controllers (SC):

1) MS-NAE 3510-2 ( 1 unit )

2) MS-NAE 4510-2 ( 1 unit )

3) M4-SNE 22001-0 ( 5 units )

4) MS-FEC2611-0 ( 5 units )

5) DX 9100 7454 ( 3 units )

g. I/O Modules Installed:

1) MS-IOM 3721-0 ( 4 units )

2) MS-IOM 4711-0 ( 5 units )

h. BACnet Sub-Controllers Installed:

1) MS-VMA 1610-0 ( 8 units )

2) MS-VMA 1832-0 ( 50 units )

3) M4-CVM 03050-OP ( 106 units )

i. LonWorks Sub-Controllers Installed:

1) AS-B 24 – Schneider Electric ( 1 unit )

5.2 Equipment Controlled and/or Monitored

The following is a rough summary of the types and quantities of equipment controlled and/or monitored at Post by BAS. NOTE: Quantities listed below are estimates and the Contractor must verify quantities during initial Site visit.

Chilled Water System (Primary/Secondary Variable Flow):

a. Water-Cooled Chillers: 2units

b. Constant Flow Primary Chilled Water Pumps: 2

c. Constant Flow Condenser Water Pumps: 2

d. Cooling Towers: 2

e. Water Treatment Systems: 1

Backup Chilled Water System (Primary Constant Flow):

a. Air Cooled Chillers: 1

b. Constant Flow Chilled Water Pumps: 2

c. Heat Exchangers: 1

Air Handling Units: 7

Fan Coil Units: 7

Supply/Exhaust Fans: 5

Domestic Water Filtration System (Monitoring Only): 1

Fuel Oil System (Monitoring Only): 1

Domestic Water Treatment System (Monitoring Only): 1

Fire Alarm System (Interlocks & Monitoring Only): 1

5.3 Buildings where BAS are Installed

The Post is composed of multiple buildings. The following buildings at Post utilize BAS:

a. Building 2: Johnson Controls – Metasys ADS

BAS Preventative Maintenance (PM) Services

General

The Contractor shall perform BAS Preventative Maintenance services for the Building Automation

Systems indicated. Provide the necessary investigative services to ensure BAS controls are working as designed and in accordance with documented operating sequences. BAS PM Services shall include, but are not limited to, the following tasks.

Scheduling

The Contractor shall indicate which PM Activities will be performed at each site visit.

The schedule shall cover a five (5) year time period so that the schedule can properly address tasks that are to be spread out over this time frame.

As a supplement to the schedule, the Contractor shall include a PM Service Activity Description List which will provide a detailed description of each PM activity, including the means and methods by which the Contractor intends to perform each PM activity.

See Section 8. “Pre-Travel Deliverables” for further requirements.

5.4 Checklist Development

For the first BAS PM Site Visit to Post the Contractor shall utilize generic PM Checklists that the

Contractor has previously utilized in the performance of their trade.

During the site visit the Contractor shall collect data on the existing BAS(s) at Post and the associated equipment being controlled. This data shall be used to create site specific PM checklists for use in future

BAS PM Site Visits.

After the completion of the Contractor’s first BAS PM Site Visit, the Contractor shall create site specific

Checklists for each BAS and the equipment controlled and/or monitored by each BAS. These Checklists shall be developed from existing As-Built Data; Operation & Maintenance Data; Set Point Data; Time

Schedule Data; and any other data relevant to the PM effort found at Post. This data shall be reviewed by the Contractor to determine the operational baseline requirements that will be used in the Checklists.

All future BAS PM Site Visits shall utilize the site-specific Checklists. These Checklists will be used by the Contractor when Preventative Maintenance is performed to verify the Building Automation Systems are functioning as originally intended.

There shall be one Checklist provided for each system controlled and/or monitored by a BAS.

See Section 8. “Pre-Travel Deliverables” for further requirements.

5.5 Implementation

The Contractor shall perform BAS PM Services at the frequencies indicated in the PM Service Activity

Schedule using the site-specific Checklists developed for the equipment and systems called out in the

Contract. The Contractor’s technician shall sign off on every item of each checklist when the associated

PM is performed.

5.6 Periodic PM Activities

At a minimum, the following PM Service activities are required to occur during each site visit.

5.7 Check BAS Communication Network: Validate the network connectivity of all BAS controllers, Operator Workstations (OWS/POWS; desktop and laptop computers), Servers, and Network components

(repeaters, switches, hubs, etc.). Investigate and remediate any issues found.

Confirm Time Schedules: Review existing time schedules and validate correct operation based on actual time of day and facility occupancy. Adjust time schedules as needed to reflect the actual occupancy patterns of the buildings at Post.

5.8 BAS Investigation and Troubleshooting: The Contractor shall provide investigation and troubleshooting services for issues related to the BAS as required in this Statement of Work or as requested by the Facility Manager at Post during a PM Services site visit.

The Contractor shall review Facility Maintenance logs since the last visit to Post and determine if there are any operational issues which need to be checked.

The Contractor shall determine the cause(s) of any problems found with the BAS and determine the repairs and/or modifications to the BAS that will be needed to correct these problems.

5.9 BAS Trend and Alarm Configuration: The Contractor shall review the BAS Alarm History and Trend log files. Any problems noted from this review shall be investigated.

The Contractor shall validate the correct reporting of alarms and verify that the correct codes and messages are being reported.

If no trends or alarms are configured in the BAS, the Contractor shall coordinate with the Facility

Manager and configure the trends and alarms desired by the Post.

Archive data as necessary to free up hard drive space on the BAS OWS / Server for future trend and data storage.

5.10 BAS OWS Graphics:

The Contractor shall confer with the Facility Manager after reviewing the BAS OWS graphics and trend logs to determine if any modifications are desired to the presentation of information. Minor changes to improve graphics and reports shall be implemented as needed.

5.11 Review of Post’s Spare Part Inventory: The contractor shall review the Post's spare part inventory during each PM Site Visit and determine what parts need to be procured by Post and update the Spare

Part Schedule. See Section 9. “Post-Travel Deliverables” in this statement of work for additional requirements.

5.12 BAS Backup Retention: The Contractor shall, at the end of each site visit, create a current backup of the data, programming, graphics, settings, license files, and any other files necessary to restore a controller, Operator Workstation (OWS, POWS; Desktop or laptop computer) or Server for each BAS installed at Post.

Each backup shall be configured to allow Facility Maintenance staff to recover the associated BAS in the event there is a BAS failure.

Step by step instructions on how to recover a controller, OWS/POWS or Server shall be included with each BAS backup.

The Contractor shall include screenshots of each BAS OWS Graphics screen. Graphics screens for identical components with the same I/O configuration, such as VAVs or FCUs, can be represented by a single screenshot.

5.13 User Account Retention: For each BAS OWS/POWS/Server at Post the Contractor shall:

Create an Administrator level user account called “BAS Support” in the Operating System, the BAS software and the encryption software. The account shall be configured in such a manner that it cannot be deleted by an account that does not have administrator rights. The Contractor will utilize a random password generator to create a password for this account. This step can be skipped if the “BAS Support” user account already exists.

Create a listing of the user accounts that exist within each BAS. The Contractor shall create tables listing the Operating System user accounts, BAS user accounts and encryption software user accounts that exist within each BAS OWS and/or Server that are used to access each BAS at Post.

If there are user accounts that are generic in nature, the Contractor shall also gather the passwords associated with these generic accounts. The Contractor will not attempt to gather password information for user accounts that are set up for specific individuals.

Separate tables shall be created for each BAS OWS/POWS/Server. The associated BAS

OWS/POWS/Server shall be identified, and the designation included with the following information:

The Operating System User Account tables shall contain the following information. These tables shall include the following four (4) columns.

1) User Account Name

2) Name of Person Associated` with the User Account

3) User Account Password (if applicable)

4) Type of User Account (Administrator, Standard User, etc.)

The BAS User Account tables shall contain the following information. These tables shall include the following four (4) columns.

2) Name of Person Associated with the User Account

4) Type of User Account (Administrator, Standard User, etc.)

The Encryption Software User Account tables shall contain the following information. These tables shall include the following three (3) columns.

2) Name of Person Associated with the User Account

5.14 Retaining and Updating BAS As-Built and BAS Operation & Maintenance Manual Documents

(Appendix E): The Contractor shall coordinate with the Facility Maintenance Staff at Post to find the existing BAS As-Built and O&M Manual documentation for each BAS installed at Post. When work is performed which modifies the existing BAS hardware/software configuration and/or programming, the

Contractor will be responsible for providing updated As-Built and O&M Manual documentation to accurately reflect the new state of each BAS at Post.

If electronic media versions of these documents exist at Post, the electronic media versions of the documentation shall be copied. If no electronic media versions of this documentation are available at

Post, the Contractor shall scan hard copies of this documentation to create electronic media for submission.

Modifications shall be made to reflect any changes made to the Sequences of Operation by the Contractor and any permanent changes to the Sequences of Operation discovered by the Contractor but not previously documented.

Modifications shall be made to reflect any physical changes made to the BAS, to include, but not be limited to, wiring changes, changes to controller configurations, the addition or removal of points, etc.

Any new BAS Software and/or Hardware Licenses associated with the work performed shall be provided.

Licenses shall be fully documented, and information provided in a manner that allows Post to work directly with the BAS manufacturer.

In cases where BAS CAD As-Built Drawings are not available, the Contractor shall produce BAS CAD

Drawings for only the drawings that are affected by the work performed. PDFs of these modified drawings shall be inserted into the existing BAS As-Built drawings to replace the outdated drawing pages.

O&M Manual data shall be provided for any BAS equipment installed as part of this work. A PDF of the

Original O&M Manual shall be altered to remove components that are no longer used. O&M information for components added shall be appended to the O&M Manual.

5.15 UPS Battery Rotation: The batteries of all Uninterruptible Power Supplies that Post has in their

Spare Stock shall be rotated with installed UPS batteries during each PM visit. This action will reduce the battery degradation that occurs in long-dormant batteries. An acceptable, alternative action is to fully charge Spare Stock UPS batteries during each PM visit.

5.16 Annual PM Activities

At a minimum, the following PM Service activities are required to occur at least once a year. It is the intention of this statement of work that tasks noted here which cannot be realistically completed during a single site visit, shall be broken up to occur over multiple site visits.

5.17 Panel, Controller and Wiring Inspection:

Physically inspect all field panels and controllers for damage, excessive dirt or moisture and clean/vacuum as necessary.

Verify proper voltage at all control transformers.

Inspect all connections, wire raceways in panels and wire arrangements. Remove any abandoned devices and wiring and update panel diagrams as may be necessary to reflect current arrangements and configurations.

Verify condition of local battery / UPS that may be connected to the panel power source.

Take photographs, where permissible, of each Supervisory Controller Enclosure installed at Post.

Photographs should include interior and exterior shots, including nearby wall space, and shall be labeled with the Controller name. All photos must be cleared by the RSO prior to removing from Post and/or sharing electronically.

5.18 Confirmation of Sequences: The Contractor shall review the operation of BAS controlled equipment

/ systems and confirm that the functionality corresponds with the As-Built Sequences of Operation. When equipment / systems do not operate as described in the sequences the Contractor shall review the associated programming, sensors, wiring, etc. and determine the cause.

The Contractor shall consult with Facility Maintenance personnel and the Facility Manager to determine if functionality that does not correspond with the sequences is legitimate or if it is a deficiency that needs to be corrected.

If it is determined that the functionality discovered is not correct, the Contractor shall make adjustments and modify programming as needed to reinstate the functionality described in the As-Built Sequences of

Operation.

5.19 Review of Post’s Expendable Sensors / Equipment: Parts for which product data indicates there is a defined operating life expectancy shall be tracked and scheduled for replacement at the time intervals recommended by the manufacturer. For HVAC applications these will typically include Humidity

Sensors, Carbon Monoxide Sensors, Carbon Dioxide Sensors, UPS Batteries, etc. There are other specialty parts that can fall under this category. See "I. POST-TRAVEL DELIVERABLES” in this statement of work for additional requirements.

5.20 BAS Evaluation: For each BAS at Post, review the system and provide an assessment of and recommendations with regard to the condition, level of functionality, age, possible obsolescence, possible need for upgrades or replacement, etc. of all or any portion of the system.

5.21 BAS Software Assessment: The Contractor shall review the BAS software installed on the BAS

OWS and/or Servers to determine if the software needs to be upgraded.

If the software needs to be upgraded, it shall be ascertained if upgrading the software is possible with the current operating system / computer combination.

BAS Software that is not of the most current version is not considered in and of itself a justification for upgrading the software. Other factors justifying the need for an upgrade must be presented. Supporting information justifying the recommendation shall be provided.

A description of the effort involved, and a cost estimate shall be provided if the software needs to be upgraded.

5.22 BAS OWS / Server Assessment: The Contractor shall review the condition of the BAS OWSs and/or

Servers to determine if the hardware is in need of being upgraded or replaced. A description of the effort involved, and a cost estimate shall be provided if the hardware needs to be upgraded or replaced.

5.23 Missing BAS OWS: Under circumstances where a BAS OWS is found to be missing (typically a laptop computer) the Contractor shall determine what hardware / software is needed. A description of the effort involved in providing the missing BAS OWS and a cost estimate, shall be provided if a BAS OWS is needed at Post.

5.24 BAS Controller Assessment: The Contractor shall review the various models of BAS controllers installed and determine if any of the controllers are obsolete, are no longer available from the manufacturer and/or are no longer supported by the manufacturer.

Documentation from the manufacturer that clearly indicates one of these conditions exists shall also be provided.

A description of the effort that would be involved and a cost estimate for this effort shall be provided if the controller(s) needs to be updated or replaced.

Work of this nature will not be considered by the COR if supporting documentation from the manufacturer is not provided.

5.25 Additional BAS Assessments: The Contractor shall also report on the following:

Condition of Network Devices and Quality of Communications

Condition of Controller Enclosures and Power Supplies

Condition of End-Devices (Sensors, Actuators, VFDs, etc.)

Hot/Cold Zones

Humidity Concerns

Pressurization Concerns

5.26 BAS Inventory Retention: While at Post performing PM services, the Contractor shall take inventory of each existing BAS. BAS Inventory data collection shall be performed once, during the initial site visit.

The BAS Inventory shall be updated during subsequent PM site visits and resubmitted if it is found that changes have been made that affect the inventory data. The intent of this requirement is to take a full inventory of each installed BAS and to document all of the programming and physical hardware points in each BAS.

Inventory data collection for each BAS shall include the following information. Separate inventory data collection documents shall be provided for each BAS:

The quantity and locations of BAS OWS / Servers and the software installed on each of these OWS /

Servers. (Operating System, BAS software, production software, encryption software, etc.)

The locations of each OWS, Server, Hub, Router, Switch, Repeater, Supervisory Controller, and any other Ethernet-level controller that communicates directly to the Server, shall be shown on sanitized floor plans. If CAD drawn floor plans are not available, it is acceptable to show this information on a scanned copy of the floor plan drawings.

A table providing the following details about the BAS Supervisory Controllers, which communicate directly to the Server. This table shall include the following five (5) columns:

1) Manufacturer of the controller

2) Product Line of the controller

3) Name of the controller, as defined in the BAS

4) Model of the controller

5) Part Number of the controller

A table providing the following details about the BAS Sub-Controllers, which communicate to a

Supervisory Controller, sub-totaled by Supervisory Controller. This table shall include the following six

(5) columns:

1) Name of the Supervisory Controller

2) Manufacturer of each type of sub-controller

3) Model of each type of sub-controller

4) Part Number of each type of sub-controller

5) Quantity of each type of sub-controller

A table providing the following details about the Equipment and Systems monitored and/or controlled by the BAS. This table shall include the following two (2) columns:

1) Type of Equipment / System controlled /monitored

2) The quantity of each type of Equipment / System installed

The Contractor shall generate a document containing a database printout of the BAS programming, points and other settings for each controller. This will be done using the built-in functionality of the associated

OWS / Server. An individual printout shall be provided for each controller.

5.27 Planned Out Five (5) Year PM Activities

At a minimum, the following PM Service activities are required to occur at least once over the five (5) year span of the BAS PM Service Activity Schedule. It is the intention of this statement of work that tasks noted here shall be broken up evenly to occur over multiple site visits, over the duration of five (5) years.

Sensor, Operator and End Device Point-to-Point Checkout: Hardware points in the BAS shall be verified against actual field conditions once every five (5) years of service life.

This checkout shall verify that each hardware point indicated in the BAS is the actual physical point connected to the controller, that the point is functioning properly and that the point is shown / labeled correctly on the appropriate graphic screens.

Any discrepancies shall be investigated, and adjustments made as necessary so that all sensors monitored, and devices controlled by the BAS match the associated hardware points indicated in the BAS and provide the desired functionality.

Sensor, Operator and End Device Calibration: The calibration of hardware points in the BAS shall be verified against actual field conditions once every five (5) years of service life.

Where sensors, operators and other end devices are capable of being adjusted, the Contractor shall perform the calibration.

Sensors shall be calibrated to within the accuracy range stated in the associated manufacturer’s literature.

Operators and other end devices shall be adjusted so that the BAS output signal corresponds to operator’s or end device’s full control range.

Where sensors, operators and other end devices are not capable of being adjusted, the Contractor shall note the deviation between actual and measured value for sensors and between actual output function and commanded signal.

The Contractor shall use calibrated instrumentation with a higher accuracy than the sensor, end device or operator being calibrated.

Calibrated instrumentation used shall have been certified by an independent calibration agency within one

(1) year of the dates used.

Manufacturers’ Recommended PM

It is the responsibility of the Contractor to perform all BAS Manufacturers’ recommended PM. This shall be completed in addition to the tasks listed above if there are any discrepancies between what is required by this statement of work and the Manufacturers’ recommended PM.

5.28 Deficiency Reporting

Any and all problems, issues, failures, etc. related to the BAS and/or the equipment / systems controlled and/or monitored by the BAS, discovered by the Contractor while performing any of the PM Services described within Section 4. “BAS Preventative Maintenance (PM) Services” of this Statement of Work shall be considered Deficiencies. All Deficiencies (open or closed) shall be documented in the PM

Report, following the criteria described in Section 9. “Post-Travel Deliverables”.

5.29 Remote Support

The Contractor shall provide up to 20 hours of Remote Support to Post per year, either by phone or by email. The Contractor shall respond to all non-emergency requests within 24 hours, or on the next business day. If Post requires Emergency Support, the Contractor shall respond to Post within 4 hours. All correspondence with Post shall be shared with BAS Support via email. If the Contractor reaches 15 hours of support in a given year and anticipates that more than 20 hours will be required, the Contractor shall notify BAS Support and request a Change Order for the additional hours.

5.30 Allocation for Repairs

Prior to each successive PM Site Visit, the Contractor shall evaluate all Open Deficiencies and needed

Spare Parts captured during the previous PM Site Visit and submit a Proposal to Post and BAS Support to correct the most critical of these shortcomings, up to a maximum proposal amount of $10,000 per visit.

5.31 Post FM Sign-Off

Each Visit to Post shall conclude with the delivery of a BAS PM Site Visit Summary to the Facility

Manager, or a staff member designated by the FM, who will sign and date the document. The BAS PM

Site Visit Summary shall outline all activities that were performed during the visit, based on the planned

PM Service Activity Schedule activities, along with all investigations and repairs, and shall be included in the Post-Travel Deliverables (Appendix G).

5.32 Exclusions

This Statement of Work does NOT include the repair of equipment, the replacement or procurement of parts, controllers or computers, the replacement of BAS systems, software upgrades or re-commissioning of the BAS. This exclusion does not apply if the work (parts and/or services) is to correct damage caused by Contractor negligence.

5.33 Purchase Orders and Modifications

Work outside the scope of PM Services must be approved by the COR prior to performance of the work.

The Contractor shall prepare a proposal, including pricing and scope of work, for Non-PM Service work and submit it to the Government for approval and acceptance as a separate Purchase Order or as a

Modification to the Contract.

The Government shall accept, reject, or defer action on the Contractor’s proposal for work outside the PM

Services statement of work and reserves the right to obtain similar work from other competitive sources.

When a proposal from the Contractor to perform work outside the scope of PM Services is approved by the Contracting Officer (CO), the Government will issue a Purchase Order or a Modification to the

Contract for the additional work. Work is not authorized to proceed until the date so indicated in the

Purchase Order or the Modification to the Contract.

The Contractor shall coordinate this additional work with the PM Service work to achieve logistic efficiencies. In addition to the requirements described elsewhere in this statement of work, the following requirements will also apply:

The Contractor shall be required to provide a Submittal for review to the COR. The submittal shall clearly describe in detail repairs and/or modifications being made and shall include control drawings, product data and Sequences of Operation as applicable to the work being done. Work will not proceed without approval of the Submittal by the COR.

The Contractor shall procure parts (including controllers and computers) and/or software required to perform the additional services defined in the approved proposal and arrange for shipping that will allow for the arrival of parts at Post prior to the dates scheduled for the associated PM Service site visit. These additional works / services will be provided as part of an upcoming, regularly scheduled PM Service site visit.

Non-PM Service work being provided as part of a Purchase Order or a Contract Modification shall be thoroughly tested by the Contractor and functionality demonstrated to a Government designated representative (COR or Facility Manager as project conditions require.) Depending on the scale and scope of the work, Commissioning may also be required by the Purchase Order / Contract Modification.

The Contractor shall warrant all parts, labor, installation, modification and other services provided by a

Purchase Order or a Contract Modification for a period of one (1) year from the date of acceptance by the

COR.

The warranty shall guarantee that the work performed, and any parts provided, function as intended.

The warranty shall guarantee that the portions of the BAS that were worked on function after the work is completed.

The warranty shall guarantee that the work is complete and that the intent of the Purchase Order or

Contract Modification was achieved.

The Contractor shall provide technical support by telephone throughout the warranty period.

The Government reserves the right to make changes to the BAS during the Warranty Period. Such changes do not constitute a waiver of warranty. The Contractor shall warrant parts and installation work regardless of any such changes made by the Government, unless the Contractor provides clear and convincing evidence that a specific problem is the result of such changes to the BAS.

If the Contractor proceeds to perform any work without Government approval, the Contractor will be performing this work “At-Risk” and the Government will not be obligated to pay for this work.

Furthermore, the Contractor shall fix, repair or replace, at the Government’s sole discretion, any systems adversely impacted by unauthorized work.

5.34 General Deliverable Requirements

The Contractor shall be responsible for producing schedules and documenting work and activities performed while on site. The deliverables required by this statement of work shall be submitted to the

Post Facility Manager / COR at Post and also to OBO/CFSM/FAC/PS - “BAS Support” for review and approval as well as record keeping purposes. Failure by the Contractor to provide submissions to either party will result in a delay of payment. This information will also be used by OBO to assist in making decisions concerning the funding of other work, as recommended by the Contractor.

All deliverables, unless otherwise noted, shall be uploaded to FAN.gov in accordance with the COR’s instructions. Exceptions include software installation files and mirrored or cloned disks, which are to be left with Post. FAN.gov deliverables will be uploaded to a Post folder structure as instructed by BAS

Support. Files within each sub-folder shall be combined and compressed in “zip” files before uploading to reduce the file count on FAN.gov. The Contractor is responsible for obtaining and maintaining a

FAN.gov account. Guidance on FAN.gov accounts can be obtained from BAS Support.

Deliverables to the Post FM shall be submitted as follows:

One (1) set of Deliverable disk(s) shall be submitted by the Contractor to the Post Facility Manager.

The Contractor shall supply proof of turnover of this disk set, signed by the Post FM, to BAS Support.

5.35 Document Creation, Classification and Handling Requirements

Each submission shall consist of the appropriate documentation as required herein.

Drawings and other documents prepared for or used for this work shall become the property of the

Government. The Government reserves the right to reproduce, in part or whole, the deliverables for internal Government purposes.

Deliverables shall be prepared after each PM site visit has been completed. It is not acceptable for the

Contractor to spend time at Post preparing reports and other deliverables. Information required to create deliverables shall be generated / gathered while at Post and utilized by the Contractor to create the required deliverables after the trip has been completed.

All Contractor deliverables shall be provided as electronic media. No paper deliverables are required.

Multiple deliverable items shall be provided on individual CD or DVD disks, when possible, to reduce the number of disks required to create the deliverable.

USB thumb drives or other forms of removable, re-writeable media are not allowed.

Each individual deliverable shall include a Transmittal Number for tracking purposes. The Transmittal

Numbers shall be formatted XXXXXXXXXXXXX-YYY (Rev Z):

a. XXXXXXXXXXXXX represents the Contract Number which the deliverable is associated with.

b. YYY represents the deliverable number. This number increases for each new deliverable provided for review and approval.

c. Z is the revision number for the deliverable in question. This number will increase when a deliverable has been resubmitted, provided for review and approval more than one (1) time.

d. Example: SAQMMA18D2948-003 (Rev 1). This would be a deliverable associated with Contract

SAQMMA18D2948; 003 indicates that this is the third unique deliverable provided for review and approval; (Rev 1) Indicates that this is the second time this deliverable has been provided for review and approval.

The CDs and/or DVDs on which deliverables are provided shall be labeled with computer generated labels as indicated below. CDs or DVDs which are submitted without a proper label, that have no label, or are labeled by hand will be rejected without review.

The Post location

The Contract number

The Contractor’s name

The Transmittal Number associated with the deliverable

The date when the deliverable was created

The classification marking.

The name(s) of the deliverable(s) that has (have) been burned onto the disk.

When multiple deliverables are provided on a single disk, the deliverables shall be included in dedicated directories which have been named appropriately for each deliverable being submitted. A document shall be included in the root directory which provides a list of the deliverables included in each directory.

Electronic media documentation shall be submitted in the form of searchable PDF files. These documents shall also be submitted in their native file formats (AutoCAD, Word, Excel, Power Point, Project, etc.).

Any new documents generated using Microsoft Office products shall be submitted utilizing Microsoft

Office file formats that are backwards compatible with Office 2010.

Any new drawings included in the documentation provided shall be submitted utilizing the AutoCAD file format (*.dwg files) and shall be backwards compatible with AutoCAD 2013.

Execution Schedules provided shall be submitted utilizing the Microsoft Project file format (*.mpp files) and shall be backwards compatible with Project 2010.

The quality of electronic media prints and plots will, at a minimum, be 600 dpi.

All new documentation shall be provided in the English language.

All new documents shall include a Table of Contents. The Table of Contents shall include all sections of the document and any addendums included with the document.

The pages in all new documents shall be numbered. The numbering in the associated Table of Contents shall be coordinated to ensure the correct page numbers are used.

Numeric values shall be provided in both Imperial and Metric units of measurement.

The files associated with each BAS Backup created shall be compressed into the standard ZIP file format.

Each ZIP file will contain all of the files and directories associated with the BAS Backup created.

New drawings, if required, will be set up in accordance with OBO A&E Design Guidelines and Criteria.

Drawings will be set up to plot on 11" x 17" media.

5.36 Execution Schedules

The Contractor shall submit to the COR and the Post Facility Manager an Execution Schedule (ES) for review. The ES will provide a reference plan of execution for the contract, forecast final PM completion, and assure coordination of the work between Post, the Contractor’s staff / personnel and all other parties associated with the work.

Tasks, Milestones and Scaling

The ES shall include the following tasks and milestones:

Contract Award

Creation and Update of Execution Schedule

Submission, Review and Approval of New / Updated Execution Schedule

Creation of Pre-Travel Deliverables

Submission, Review and Approval of Pre-Travel Deliverables

Start of each Site Visit

End of each Site Visit

Creation of Post-Travel Deliverables for each Site Visit

Submission, Review and Approval of Post-Travel Deliverables for each Site Visit.

Annual Contract Renewal

Contract Completion

The schedule shall include each task, specifically linked together in a logical manner, which clearly identifies the critical path of the work.

The schedule shall be broken down to the task and activity level for all activities required by the contract.

The schedule shall include all milestone activities (i.e., scheduling of Site Visits, submittal preparation start and completion, etc.).

The schedule shall include the following information for each broken out activity:

Activity description

Activity duration in hours

Early start and finish dates

Late start and finish dates

Activity duration

A unique activity identifier for each activity.

The schedule shall be scaled by weeks or as requested by the COR and shall fully disclose all activities

(i.e., no roll-ups or summations).

Updates

The Contractor shall update the ES on a yearly basis. The updated ES shall incorporate updated schedule changes and actual progress of the work.

5.37 Pre-Travel Deliverables

PM Service Activity Schedule

A schedule that indicates which PM Service Activities will be performed at each site visit. The Contractor shall submit the PM Service Activity Schedule for approval prior to commencement of any work at Post.

The schedule shall cover a span of five (5) years to account for PM Service Activities that occur only once over this time frame.

Each PM Service activity described within…