19GR1025Q0054.pdf

July 25, 2025

Dear Prospective Quoter:

SUBJECT: Solicitation Number 19GR1025Q0054

Maintenance of Building Automation System

The Embassy of the United States of America invites you to submit a quotation for the maintenance of the

Building Automation System (BAS) for the U.S. Embassy Athens.

Your quotation must be submitted electronically by email with the subject line "Quotation

19GR1025Q0054 Enclosed" to Athensoffers@state.gov on or before 13:00 noon (Athens Time) on

August 25, 2025. No quotation will be accepted after the cut-off date and time.

In order for a quotation to be considered, you must also complete and submit the following:

1. SF-1449;

2. Section 1, Pricing;

3. Additional information as required in Section 3, Solicitation Provisions;

4. Additional information as required in Section 4, Evaluation Factors;

5. Section 5, Representations and Certifications, FAR Provisions 52.204-24 and 52.204-26.

The Contracting Officer reserves the right to reject any and all quotations and to waive any informality in quotations received. In addition, the Embassy reserves the right to establish a competitive range of one or more quoters and to conduct further negotiations concerning price and other terms before awarding the contract, or to award without discussions.

Please direct any questions regarding this solicitation in writing to Athprocurement@state.gov.

Questions must be written in English, and may be sent by 12.00 hours local time, on August 1, 2025.

Sincerely, Dresden A. Kalin

Contracting Officer

Enclosure as Stated.

Embassy of the United States of America Athens, Greece mailto:Athensoffers@state.gov mailto:Athprocurement@state.gov

AUTHORIZED FOR LOCAL REPRODUCTION SF 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PR15443669

2. CONTRACT NUMBER

3.AWARD/EFFECTIVE DATE 4. ORDER NUMBER

5. SOLICITATION NUMBER

19GR1025Q0054

6. SOLICITATION ISSUE DATE

July 25, 2025

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Mr. George Dimitrokallis

b. TELEPHONE NUMBER (no collect calls)

AthProcurement@state.gov

8. OFFER DUE DATE/

LOCAL TIME

August 25, 2025 @ 12.00hrs

9. ISSUED BY CODE 10. THIS ACQUISITION IS 11. DELIVERY FOR

FOB

DESTINATION

UNLESS

12. DISCOUNT

TERMS

[ x] UNRESTRICTED

[ ] SET ASIDE % FOR

BLOCK IS MARKED

[ ] SEE SCHEDULE

American Embassy –GSO/Procurement

91 Vas. Sophias Avenue

101 60 ATHENS

[ ] SMALL BUSINESS

[ ] SMALL DISADV BUSINESS

13a. THIS CONTRACT IS RATED ORDER

UNDER DPAS (15 CFR 700)

[ ] 8(A) 13b. RATING

SIC: 14. METHOD OF SOLICITATION

SIZE STANDARD: [x] RFQ [ ] IFB [ ] RFP

15. DELIVER TO CODE 16 . ADMINISTERED BY CODE

Same as block 7(a) 17a. CONTRACTOR /

CODE

OFFEROR

FACILITY

CODE

18a. PAYMENT WILL BE MADE BY CODE

U.S. Embassy Athens

Financial Management Office 91 Queen Sophia Avenue

101 60 Athens

[ ] 17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS

BLOCK BELOW IS CHECKED [ x] SEE ADDENDUM

19.

ITEM

NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT

PRICE

24.

AMOUNT

Maintenance of Building Automation System (BAS) for the U.S. Embassy Athens, as per attached.

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use

Only) €

[x] 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA [x] ARE [ ] ARE NOT

ATTACHED.

[ ] 27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA [ ] ARE [ ] ARE NOT ATTACHED.

[x] 28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _1_ COPY

TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS

SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS

SUBJECT TO THE TERMS AND CONDITIONS AND CONDITIONS SPECIFIED HEREIN.

[ ] 29. AWARD OF CONTRACT: REFERENCE _____________ OFFER DATED

____________. YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING

ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS

ACCEPTED AS TO ITEMS: ____________ .

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT)

Dresden A. Kalin 31c. DATE SIGNED

32a. QUANTITY IN COLUMN 21 HAS BEEN

[ ] RECEIVED [ ] INSPECTED [ ] ACCEPTED, AND CONFORMS TO THE

CONTRACT, EXCEPT AS NOTED

33. SHIP NUMBER

34. VOUCHER NUMBER 35. AMOUNT

VERIFIED CORRECT

FOR

[ ] PARTIAL [ ] FINAL

36. PAYMENT 37. CHECK NUMBER

32b. SIGNATURE OF AUTHORIZED GOVT. REPRESENTATIVE 32c. DATE [ ] COMPLETE [ ] PARTIAL [ ] FINAL

38. S/R ACCOUNT

NUMBER

39. S/R VOUCHER

NUMBER

40. PAID BY

42a. RECEIVED BY (Print)

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c . DATE 42b. RECEIVED AT (Location)

42c. DATE REC’D (YY/MM/DD) 42d. TOTAL

CONTAINERS

mailto:AthProcurement@state.gov

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19GR1025Q0054, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19GR1025Q0054, Schedule Of Supplies/Services, Block 20 Description/Specifications/Work Statement, Attachment 1 to

Description/Specifications/Performance Work Statement, Government Furnished Property

• Attachment 2: Additional Security Requirements for BAS PMSC in Secure Areas

SECTION 2 - CONTRACT CLAUSES

• Contract Clauses

• Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

SECTION 3 - SOLICITATION PROVISIONS

• Solicitation Provisions

• Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part 12

SECTION 4 - EVALUATION FACTORS

• Evaluation Factors

• Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part 12

SECTION 5 - REPRESENTATIONS AND CERTIFICATIONS

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not

Prescribed in Part 12

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER 19GR1025Q0054

PRICES, BLOCK 23

I. PERFORMANCE WORK STATEMENT

A. The purpose of this firm fixed price purchase order is for the Preventive Maintenance Service of the

Building Automation System (BAS), installed in the OBC North Office Annex Building, at 91 Vas.

Sophias Avenue, Athens, as described below.

B. The contract will be for a one-year period from the date of the contract award, with four (4) one-year options to renew.

C. All prices are in USD. Payment will be processed upon complete receipt and acceptance of the services. It is clarified that the U.S. Government will not make any advance payments.

II. PRICING

1.1. Base Year – September 20, 2025, to September 19, 2026

Line

Item Description

Number of

Trips Unit price / trip Total per year

Preventive Maintenance Service of the Building Automation

System (BAS)

1 (five-day trip)

1.2. First Option Year – September 20, 2026, to September 19, 2027

Number of

Trips Unit price / trip Total per year

Preventive Maintenance Service of the Building Automation

System (BAS)

1.3. Second Option Year – September 20, 2027, to September 19, 2028

Number of

Trips Unit price / trip Total per year

Preventive Maintenance Service of the Building Automation

System (BAS)

1.4. Third Option Year – September 20, 2028, to September 19, 2029

Number of

Trips Unit price / trip Total per year

Preventive Maintenance Service of the Building Automation

System (BAS)

1.5. Fourth Option – September 20, 2029, to September 19, 2030

Number of

Trips Unit price / trip Total per year

Preventive Maintenance Service of the Building Automation

System (BAS)

1.6. Grand Total Price: The grant total price for the base period and all option years is as follows:

a. Total Base Year: € _______________

b. Total First Option Year: € _______________

c. Total Second Option Year: € _______________

d. Total Third Option Year: € _______________

e. Total Fourth Option Year: € _______________

f. Grand Total: € _______________

2. Scope of Work

The contractor shall provide preventive maintenance services for the Building Automation System (BAS) installed in the OBC North Office Annex Building, 91 Vas. Sofias Avenue, Athens, as these are described in Attachment 1 below.

3. Hours of Performance

The Contractor shall schedule the preventive maintenance service of the five-day trip from 08:00 to 17:00 hours. In case of change in schedule, the contractor will notify the COR at least two days in advance in order to approve the change.

4. Invoicing

The Embassy Accounting Department is responsible for:

• Ensuring that all transactions are properly authorized

• Processing payments for invoices on a timely basis to avoid late payment charges.

The Electronic invoicing is the preferred means for submitting invoices for payment to the Embassy. The invoice must be submitted in PDF format to email athfmcvoucher@state.gov. CAUTION: The Order number must be stated on the invoice, or it may be returned for correction.

mailto:athfmcvoucher@state.gov

Payment shall be made in local currency by Electronic Funds Transfer (EFT) within 30 calendar days after receipt of the proper statement. Payments may be made directly to any bank account established by the Contractor to receive payments. If there is a wire fee for the wire transfer, this fee is the responsibility of the beneficiary. All inquiries regarding payment should be made directly via email or via phone at telephone number 0030-210-693-4773.

5. Quality Assurance Plan (QAP)

This plan is designed to provide an effective surveillance method to promote effective contractor performance. The QAP 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 conduct quality assurance to ensure that contract standards are achieved.

Performance Objective PWS Para Performance Threshold

Services.

Perform all maintenance services set forth in the performance work statement

(PWS)

1 through 4 All required services are performed and no more than one (1) customer complaint is received per month

SURVEILLANCE. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

STANDARD. The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the

Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract

Terms and Conditions-Commercial Items), if any of the services exceed the standard.

PROCEDURES.

(a) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

(b) The COR will complete appropriate documentation to record the complaint.

(c) If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the

Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

(e) The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

(f) If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

CONTINUATION TO SF-1449,

PO NUMBER 19GR1025Q0054

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20,

ATTACHMENT 1 TO DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

Table of Contents

Table of Contents 6

Acronyms and Abbreviations 9

1. General 10

2. Period of Performance 11

3. Building Automation Systems to be Serviced 11

3.1. Building Automation Systems (BAS) installed at Post 11

3.2. Equipment Controlled and/or Monitored 12

3.3. Buildings where BAS are Installed 12

4. BAS Preventative Maintenance (PM) Services 13

4.1. General 13

4.2. Scheduling 13

4.3. Checklist Development 13

4.4. Implementation 13

4.5. Periodic PM Activities 13

4.6. Annual PM Activities 16

4.7. Planned Out One (1) Year PM Activities 19

4.8. Manufacturers’ Recommended PM 20

4.9. Deficiency Reporting 20

4.10. Remote Support 20

5. Exclusions, Purchase Orders and Modifications 20

5.1. Exclusions 20

5.2. Purchase Orders and Modifications 20

6. General Deliverable Requirements 22

6.1. General 22

6.2. Document Creation, Classification and Handling Requirements 22

7. Execution Schedules 24

7.1. General 24

7.2. Tasks, Milestones and Scaling 24

7.3. Updates 25

8. Pre-Travel Deliverables 25

8.1. PM Service Activity Schedule 25

8.2. PM Service Activity Description List 25

9. Post-Travel Deliverables 26

9.1. Site-Specific PM Checklists 26

9.2. PM Service Activity Schedule and PM Activity Description List 26

9.3. Preventative Maintenance Reports 26

9.4. Appendices 32

10. Deliverable Submission Schedule 33

10.1. Execution Schedules 33

10.2. Pre-Travel Deliverables 33

10.3. Post-Travel Deliverables 33

11. Retention of Deliverables and Other Data by the Contractor 33

11.1. General 33

12. Contractor’s Responsibility 33

12.1. General 33

12.2. Codes and Regulations 34

12.3. Authorization to Visit Site 34

12.4. Contractor and Personnel Qualifications 35

12.5. Materials and Equipment 36

12.6. Contractor Use of Premises 37

13. Delivery, Mail and Courier Addresses 38

13.1. Classified Packages & Mail 38

13.2. Unclassified Packages & Mail 39

14. Government’s Responsibility 40

14.1. General 40

{Attachment 2: Additional Security Requirements for BAS PMSC in Secure Areas 40

1. General 41

1.2. Public Release of Information 41

2. Personnel Requirements 41

2.1. Personnel Clearances 41

2.2. Visit Authorization Requests 41

2.3. Country Clearance for Travel to Post/Site 41

2.4. Standards of Conduct 41

2.5. Removal of Individual Contractor Employees for Cause 41

3. Briefing and Reporting Requirements 42

3.1. Security Briefings 42

3.2. Personal (Unofficial) Travel Outside of the Project Country 42

3.3. Suspicious Contact Reports (SCRs) 42

3.4. Reporting of Suspicious Incidents Occurring at Off-site Locations or During

Travel to/from the Project Site 43

3.5. Foreign Contact Reporting 43

3.6. Reporting Marriage, Intent to Marry, Cohabitation or Other Continuing Bonds of

Affection with Foreign Nationals 43

3.7. Reporting Adverse Financial Situation and Certain Arrests 43

3.8. Dual Citizenship 43

4. Subcontracting Requirements 43

4.1. DD Forms 254 for Subcontractors 43

5. Handling/Marking Requirements - Classified & Sensitive But Unclassified (SBU) 43

5.1. Security Classification Guide 43

5.2. Protection of Classified and SBU Information 44

5.3. Disposition and Retention of Task/Project Information 44

5.4. Project Generated Information at Contractor’s Facility – Disposal/Destruction

Plan 44

5.5. Project Related Classified Working Papers, As-Builts and other Classified

Generated at Post 44

5.6. Photographs 45

6. Transmission Requirements for SBU 45

6.1. Transmission of Sensitive But Unclassified (SBU) 45

Acronyms and Abbreviations

The following are commonly used acronyms and abbreviations in this document.

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

SBU - CONTRACTING AND ACQUISITIONS

1.General

1.1. The U.S. Embassy located in Athens; Greece 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 shall provide BAS PM Services for the upkeep of the BAS indicated below in

Section 3. “Building Automation Systems to be Serviced”.

1.2.1. 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.

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

1.2.3. The Contractor shall provide all necessary 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.

1.2.4. BAS PM Services shall be performed on BAS installed in and/or serving the General Work

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

1.2.5. BAS PM Services shall be performed on BAS installed in the Controlled Access Areas

(CAA) Restricted spaces at Post.

1.2.5.1. Additional clearance and security provisions are required to access and work in these spaces.

1.2.5.2. Additional document security classification provisions are required. See paragraph

F.2.f.l for additional details.

1.2.6. BAS PM Services shall be performed on BAS installed in and/or serving the CAA Core spaces at Post.

1.2.6.1. Additional clearance and security provisions are required to access and work in these spaces.

1.2.6.2. Additional document security classification provisions are required. See paragraph

F.2.f.l for additional details.}

1.3. 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.

1.4. This contract includes security provisions which require a DD Form 254, Contract Security

Classification Specification, issued by the Bureau of Diplomatic Security, Industrial Security

Division (DS/IS/IND). Issuance of the DD Form 254 is contingent on the Contractor’s possessing and maintaining a Defense Counterintelligence and Security Agency (DCSA)

{TOP} SECRET facility clearance. Loss or Invalidation of the prime contractor’s facility clearance may result in termination of the contract for default. Personnel requiring access to

Controlled Access Areas (CAAs), {CORE/PCC} or classified information must possess a

{TOP} SECRET security clearance. See Attachment A: Additional Security Requirements for

BAS PMSC in Secure Areas.

2.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.

2.2. This contract shall provide for one (1) BAS PM Site Visit per year for each year of the contract.

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

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

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

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

2.3.4. 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.Building Automation Systems to be Serviced

3.1. Building Automation Systems (BAS) installed at Post

3.1.1. 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.

a. Manufacturer of the BAS: Schneider Electric

b. Name of BAS Product Line: Niagara

c. BAS Software Name and Version Number: Niagara 4.0

d. Operator Workstations (OWS): Dell Optiplex 7050

e. Portable Operator Workstations (POWS): Dell Inspiron 17 5000

f. Supervisory Controllers (SC): JACE 8000

g. I/O Modules Installed:

1) Model Number 1: TRD-IO-R-16

2) Model Number 2: TRD-IO-R-34

h. BACnet Sub-Controllers Installed:

1) Model Number 1: MNB-V2-2

3.2. Equipment Controlled and/or monitored.

3.2.1. 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.

3.2.1.1. Chilled Water System (Primary/Secondary Variable Flow Type):

a. Water Cooled Chillers: Dedicated heat recovery chillers – Artichill –

PWCCCMV600D7-MM-HR

b. Variable Flow Chilled Water Pumps: Bell & Gossett E-1510 SSF 4.6C

c. Variable Flow Condenser Water Pumps: Bell & Gossett E-1510 SSF 3EB

3.2.1.2. Backup Chilled Water System (Primary Constant Flow Type):

a. Air Cooled Chiller: Artichill – Manhatten series

b. Constant Flow Chilled Water Pumps: Bell & Gossett E-1510 SSF 5EB

c. {Heat Exchanger: SWEP DP300

3.2.1.3. Heating Hot Water System (Primary/Secondary Variable Flow Type):

a. Boilers: Cleaver Brooks CFC-700-3300-125HW

b. Constant Flow Primary Heating Hot Water Pumps: Bell & Gossett E-1510 SSF

3GB

3.2.1.4. Air Handling Units: YORK/JSI, YCCB-IPF

3.2.1.5. Terminal Units (Single Duct Cooling Only): Nailor Industries

3.2.1.6. Terminal Units (Single Duct w/Hot Water Reheat): Nailor Industries

3.2.1.7. Fan Coil Units (Four Pipe - Heating & Cooling): Johnson Controls

3.2.1.8. Unit Heaters (Hot Water Type): Zehnder Rittling

3.2.1.9. Fuel Oil System (Monitoring Only): Pneumercator

3.2.1.10. Domestic Water Treatment System (Monitoring Only): Water Professionals

3.2.1.11. Fire Alarm System (Interlocks & Monitoring Only): American Fire

3.3. Buildings where BAS are Installed.

3.3.1. The Post is composed of the following buildings (more buildings will be added after rehabilitation COMPLETION). The following buildings at Post utilize BAS:

a. OBC North Office Annex Building: Schneider Electric – Niagara 4.0

3.4. Some of the BAS and Mechanical equipment described in this section will require the

Contractor to possess a clearance and to utilize cleared personnel to perform the work required by this Contract. This equipment will be identified for the Contractor by Facility

Maintenance Staff when the Contractor is at Post providing BAS PM Services.

4.BAS Preventative Maintenance (PM) Services

4.1. General

4.1.1. 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.

4.2. Scheduling

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

4.2.2. The schedule shall cover a One (1) year time period so that the schedule can properly address tasks that are to be spread out over this time frame.

4.2.3. 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.

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

4.3. Checklist Development

4.3.1. 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.

4.3.2. 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.

4.3.3. 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.

4.3.4. 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.

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

BAS.

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

4.4. Implementation

4.4.1. 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.

4.5. Periodic PM Activities

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

4.5.2. 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.

4.5.3. 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.

4.5.4. 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.

4.5.4.1. 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.

4.5.4.2. 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.

4.5.5. 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.

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

4.5.5.2. 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.

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

4.5.6. 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.

4.5.7. 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.

4.5.8. 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.

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

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

4.5.8.3. 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.

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

4.5.9.1. 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.

4.5.9.2. 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.

4.5.9.3. 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.

4.5.9.4. 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:

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

a. User Account Name

b. Name of Person Associated` with the User Account

c. User Account Password (if applicable)

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

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

b. Name of Person Associated with the User Account

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

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

b. Name of Person Associated with the User Account

4.5.10. 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.

4.5.10.1. 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.

4.5.10.2. 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.

4.5.10.3. 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.

4.5.10.4. 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.

4.5.10.5. 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.

4.5.10.6. 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.

4.6. Annual PM Activities

4.6.1. 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.

4.6.1.1. Panel, Controller and Wiring Inspection:

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

4.6.1.1.2. Verify proper voltage at all control transformers.

4.6.1.1.3. 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.

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

4.6.1.1.5. 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.

4.6.2. 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.

4.6.2.1. 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.

4.6.2.2. 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.

4.6.3. 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.

4.6.4. 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.

4.6.4.1. BAS Software Assessment: The Contractor shall review the BAS software installed on the BAS OWS and/or Servers to determine if the software need to be upgraded.

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

4.6.4.1.2. 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.

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

4.6.4.2. 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.

4.6.4.3. 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.

4.6.4.4. 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.

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

4.6.4.4.2. 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.

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

4.6.5. 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

4.6.5.1. Inventory data collection for each BAS shall include the following information.

Separate inventory data collection documents shall be provided for each BAS:

4.6.5.1.1. 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.)

4.6.5.1.2. 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.

4.6.5.1.3. 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:

a. Manufacturer of the controller

b. Product Line of the controller

c. Name of the controller, as defined in the BAS

d. Model of the controller

e. Part Number of the controller

4.6.5.1.4. 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:

a. Name of the Supervisory Controller

b. Manufacturer of each type of sub-controller

c. Model of each type of sub-controller

d. Part Number of each type of sub-controller

e. Quantity of each type of sub-controller

4.6.5.1.5. 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:

a. Type of Equipment / System controlled /monitored

b. The quantity of each type of Equipment / System installed

4.6.5.2. 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.

4.7. Planned Out One (1) Year PM Activities

4.7.1. At a minimum, the following PM Service activities are required to occur at least once over the one (1) 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 one (1) year.

4.7.2. Sensor, Operator and End Device Point-to-Point Checkout: Hardware points in the BAS shall be verified against actual field conditions once every one (1) year of service life.

4.7.2.1. 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.

4.7.2.2. 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.

4.7.3. Sensor, Operator and End Device Calibration: The calibration of hardware points in the

BAS shall be verified against actual field conditions once every one (1) year of service life.

4.7.3.1. Where sensors, operators and other end devices are capable of being adjusted, the

Contractor shall perform the calibration.

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

4.7.3.3. 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.

4.7.3.4. 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.

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

4.7.3.4.2. Calibrated instrumentation used shall have been certified by an independent calibration agency within one (1) year of the dates used.

4.8. Manufacturers’ Recommended PM

4.8.1. 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.

4.9. Deficiency Reporting

4.9.1. 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”.

4.10. Remote Support

4.10.1. The Contractor shall provide up to 30 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 24 hours of support in a given year and anticipates that more than 30 hours will be required, the Contractor shall notify BAS

Support and request a Change Order for the additional hours.

5.Exclusions, Purchase Orders and Modifications

5.1. Exclusions

5.1.1. 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.

5.2. Purchase Orders and Modifications

5.2.1. 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.

5.2.2. 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.

5.2.3. 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.

5.2.4. 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:

5.2.4.1. 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.

5.2.4.2. 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.

5.2.4.3. 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.

5.2.4.4. 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.

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

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

5.2.4.4.3. The warranty shall guarantee that the work is complete and that the intent of the

Purchase Order or Contract Modification was achieved.

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

5.2.4.4.5. 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…