19KZ1026Q0004_2026-2031 BAS PMS_Solicitation_Signed.pdf

U.S. Embassy Astana Date: 14 July 2026

Dear Prospective Quoter:

Subject: Request for Quotations number 19KZ1026Q0004

Enclosed is a Request for Quotations (RFQ) for technical services required for the proper care and preventive maintenance of Building Automation System (BAS). If you would like to submit quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 1449 that follows this letter.

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Quotations are due by July 30, 2026 not later than 15:00 local Astana time (GMT +5). No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

Your quotation must be submitted electronically to AstanaGSOProcurement@state.gov. It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

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

1. SF-1449

2. Section I, Pricing

3. Section 5 Representations and Certifications

4. Additional information as required in Section 3

5. Proof of SAM Registration

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Sincerely, Jeffrey Meyer Contracting Officer

Enclosure: SF-1449, Solicitation Package 19KZ1026Q0004 mailto:AstanaGSOProcurement@state.gov https://www.sam.gov/

SBU - CONTRACTING AND ACQUISITIONS

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR15788420

2. CONTRACT NO.

3. AWARD/EFFECTIVE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19KZ1026Q0004

6. SOLICITATION ISSUE DATE

July 14, 2026

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Jeffrey Meyer

b. TELEPHONE NUMBER(No collect calls)

+7 7172 702100

8. OFFER DUE DATE/

LOCAL TIME: May XX, 2026 local Astana time, 3pm

9. ISSUED BY

CODE

10. THIS ACQUISITION

IS

UNRESTRICTED OR SET ASIDE:____ %

FOR:

American Embassy Astana SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

R. Koshkarbayev Avenue, Bld#3 Astana, Kazakhstan

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB

DESTINATION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER

UNDER

DPAS (15 CFR

700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

American Embassy Astana, Kazakhstan, R. Koshkarbayev Avenue, Bld#3

Mr. Jeffrey Meyer, Contracting Officer

17a. CONTRACTOR/

OFFERER

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

American Embassy Astana Financial Management Section, R. Koshkarbayev Avenue, Bld#3, AstanaInvoices@state.gov

CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS

IN

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Building Automation System (BAS) Preventative Maintenance (PM) services.

(see attached)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE

ATTACHED ADDENDA

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

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 2 COPIES

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 SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ 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) Jefferey Meyer

31c. DATE SIGNED

07/14/2026 mailto:AstanaInvoices@state.gov

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

36. PAYMENT 37. CHECK NUMBER

PARTIAL FINAL

COMPLETE PARTIAL FINAL

38. S/R ACCOUNT NO.

39. S/R VOUCHER

NO.

40. PAID BY

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

PAYMENT

42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING

41C. DATE

42b. RECEIVED AT (Location)

42c. DATE REC’D (YY/MM/DD) 42d. TOTAL CONTAINERS

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• SF 1449 cover sheet

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

• Continuation To SF-1449, RFQ Number 19KZ1026Q0004 , Schedule Of Supplies/Services, Block 20 Description/Specifications/Work Statement

• Attachment 1 to Description/Specifications/Performance Work Statement, Government

Furnished Property

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

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 19KZ1026Q0004

PRICES, BLOCK 23

I. PERFORMANCE WORK STATEMENT

A. The U.S. Embassy located in Astana; Kazakhstan requires Building Automation System (BAS)

Preventative Maintenance (PM) services. The Contractor shall perform BAS PM Services as described in the 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).

The contract type is a firm fixed price contract preventive maintenance services paid at the rates specified below. These rates include all costs associated with providing elevator maintenance services in accordance with manufacturer’s warranty including materials, labor, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit and VAT (if applicable). 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.

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

Paragraphs Performance Threshold

Services.

Performs all technical services required for the proper care and preventive maintenance of Building Automation Systems (BAS) set forth in the scope of work.

__1 thru 20 ____

All required services are performed, and no more than one

(1) customer complaint is received per Site visit.

1. 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.

2. STANDARD. The performance standard is that the Government receives no more than one (1) customer complaint per site visit. 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 Products and Commercial Services (NOV 2023), if any of the services exceed the standard.

https://www.acquisition.gov/far/52.212-4 https://www.acquisition.gov/far/52.212-4

3. 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.

II. PRICING

Base Year: The Contractor shall provide the services shown below for the base period of the contract and continuing for a period of 12 months.

CLI

Description Type of services

No. of service Visits

Unit price / service

Total per year ($)

Building Automation System (BAS) Preventative Maintenance (PM) services.

BAS PMS 2

Consolidated replacement solution.

Purchase/Delivery/Replacement of:

VMA AP-VMA1410-700 5ea Element TE-6001 5ea.

Duct Sensor TE-6321P 5ea.

OA Sensor TE-6323P 5ea.

Duct sensor TE-632AP 5ea.

VAV Sensor TE-67PP-2N00 5ea.

Actuator M9106-GGA-2 5ea.

VAV Actuator M9216-HGA-2 5ea.

Dumper M9220-BGA-3 5ea.

BAS PMS

Total Base Year

Option Year 1: The Contractor shall provide the services shown below for Option Year 1 of the contract and continuing for a period of 12 months.

CLIN Description Type of services

No. of service Visits

Unit price / service

Total per year ($)

Building Automation System (BAS) Preventative

Total Option Year 1

Option Year 2: The Contractor shall provide the services shown below for Option Year 2 of the

No. of service Visits

Unit price / service

Total per year ($)

Building Automation System (BAS) Preventative

Total Option Year 2

Option Year 3: The Contractor shall provide the services shown below for Option Year 2 of the

No. of service Visits

Unit price / service

Total per year ($)

Building Automation System (BAS) Preventative

Total Option Year 3

Option Year 4: The Contractor shall provide the services shown below for Option Year 2 of the

No. of service Visits

Unit price / service

Total per year ($)

Building Automation System (BAS) Preventative

Total Option Year 4

III. VALUE ADDED TAX

VALUE ADDED TAX. Value Added Tax (VAT) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the contract and on Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion. It is reflected for each performance period. The portions of the solicitation subject to VAT are:

CONTINUATION TO SF-1449,

RFQ NUMBER 19KZ1026Q0004

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. General

1.1. The U.S. Embassy located in Astana; Kazakhstan 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 should 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 should 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.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.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 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 two (2) BAS PM Site Visits 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.

3.1.1.1. BAS #1 – PWA

a. Manufacturer of the BAS: JCI

b. Name of BAS Product Line: Metasys

c. BAS Software Name and Version Number: Metasys Version 12

d. Operator Workstations (OWS): 1

e. Portable Operator Workstations (POWS): 1

f. Supervisory Controllers (SC): 2

g. I/O Modules Installed: DX9100

3.1.1.2. BAS #2 - CAA

a. Manufacturer of the BAS: JCI

b. Name of BAS Product Line: Metasys

c. BAS Software Name and Version Number: Metasys Version 12

d. Operator Workstations (OWS): N/A

e. Portable Operator Workstations (POWS): 1

f. Supervisory Controllers (SC):1

g. I/O Modules Installed: DX9100

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. Air Cooled Chillers: 2

b. Constant Flow Primary Chilled Water Pumps: 3

c. Variable Flow Secondary Chilled Water Pumps: 2

d. Constant Flow Condenser Water Pumps: N/A

e. Cooling Towers: N/A

f. Water Treatment Systems: 1

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

a. Air Cooled Chiller: 1

b. Constant Flow Chilled Water Pumps: 2

c. Heat Exchanger: 1

d. Water Treatment System: N/A

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

a. Boilers: 1

b. Constant Flow Primary Heating Hot Water Pumps: 2

c. Variable Flow Secondary Heating Hot Water Pumps: 2

d. Water Treatment System: 1

3.2.1.4. Air Handling Units: 15

3.2.1.5. Terminal Units (Single Duct Cooling Only): 122

3.2.1.6. Terminal Units (Single Duct w/Hot Water Reheat): 91

3.2.1.7. Fan Coil Units (Four Pipe - Heating & Cooling): N/A

3.2.1.8. Unit Heaters (Hot Water Type): N/A

3.2.1.9. Computer Room Air Conditioning Units (Cooling Only): 2

3.2.1.10. Domestic Water Filtration System (Monitoring Only): 1

3.2.1.11. Fuel Oil System (Monitoring Only): 1

3.2.1.12. Domestic Water Treatment System (Monitoring Only): 1

3.2.1.13. Fire Alarm System (Interlocks & Monitoring Only): 1

3.3. Buildings where BAS are Installed

3.3.1. The Post is composed of multiple buildings. The following buildings at Post utilize

BAS:

a. Chancery Building: JCI

b. Warehouse Building: JCI

c. MSGR Building: JCI

d. CMR Building: JCI

e. Utility Building: JCI

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

Contractor to possess clearance and to utilize cleared personnel in order 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 work 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 five (5) 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 on 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 trends 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 should 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 should 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. The 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.

4.5.11. 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.

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 indicate that 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 needs 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 Five (5) Year PM Activities

4.7.1. 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.

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 five (5) years 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 five (5) years 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 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. 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, (except for consolidated replacement solution included in base-year option, it is the contractor’s responsibility to determine delivery method to comply with contract requirements. It can be hand carried or DHL. Contractor pays for purchase, delivery, customs clearance, brokerage support, etc ) 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 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.

5.2.5. 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.

6. General Deliverable Requirements

6.1. General

6.1.1. 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.

6.1.2. All deliverables, unless otherwise noted, shall be uploaded to FAN.gov in accordance with 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.

6.1.3. Deliverables to Post FM shall be submitted as follows:

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

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

6.2. Document Creation, Classification and Handling Requirements

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

6.2.2. 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.

6.2.3. 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.

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

6.2.4.1. 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.

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

6.2.4.3. 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…