BAS PMS Solicitation No 19Z11526Q0002.pdf

Preventive Maintenance Services for Building Automation System: RFQ # 19Z11526Q0002

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR15285254

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19Z11526Q0002

6. SOLICITATION ISSUE DATE

October 23, 2025

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

HarareGSOProcurement@state.gov POC: Damian Richard

b. TELEPHONE NUMBER (No collect calls)

+2638677011000

8. OFFER DUE DATE/ LOCAL

TIME

Nov 10, 2025 at 5pm

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: ____ % FOR:

United States Embassy Harare

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

2 Lorraine Drive, Bluffhill Harare, Zimbabwe

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 DESTINAT-

TION 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

United States Embassy, Harare 2 Lorraine Drive, Bluffhill Harare, Zimbabwe

United States Embassy, Harare 2 Lorraine Drive, Bluffhill Harare, Zimbabwe 17a. CONTRACTOR/

OFFERER

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

United States Embassy, Harare 2 Lorraine Drive, Bluffhill Harare, Zimbabwe HarareFMOInvoices@state.gov

CODE

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 SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Solicitation for Preventive Maintenance Service for Building Automation Systems as detailed in the SOW on pages 10-44 of the Solicitation

(Use Reverse and/or Attach Additional Sheets as Necessary)

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 __ONE__

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 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)

Damian Richard 31c. DATE SIGNED mailto:HarareGSOProcurement@state.gov mailto:HarareFMOInvoices@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 OFFICER

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 19Z11526Q0002, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19Z11526Q0002, Schedule Of

Supplies/Services, Block 20 Description/Specifications/Work Statement

• Attachment 1 Access Clearance Form.

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 19Z11526Q0002

PRICES, BLOCK 23

I. PERFORMANCE WORK STATEMENT (see detailed PWS from page 10 to 13)

A. The purpose of this firm-fixed price purchase order is to provide the preventive maintenance services of Building Automation System in accordance with the Work Statement.

B. The contract will be for a one-year period from the date of the contract award, with 3 one-year options and will be expected to commence no later than 03/30/2026.

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 preventive maintenance services of Building Automation System services set forth in the scope of work.

Page 10 thru 44

All required services are performed and no more than one customer complaint is received per month.

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 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 Products and Commercial Services (NOV 2023), if any of the services exceed the standard.

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

MINIMUM AND MAXIMUM AMOUNTS

During this contract period, the Government shall place orders totaling a minimum of one service per year. This reflects the contract minimum for this period of performance. The amount of all orders shall not exceed 2 services. This reflects the contract maximum for this period of performance.

II. PRICING

Price shall be in United States dollars. The rates below include all costs associated with providing preventive maintenance services in accordance with the attached scope of work, and the manufacturer’s warranty including materials, labor, insurance, overhead, profit and GST (if applicable).

Advance payments are not authorized under this contract. Instead, the Embassy shall issue Task Orders for the execution of works. Payment shall be made 30 days after the Contracting Officer Representative (COR) has confirmed that services were rendered in a satisfactory manner

1. 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.

CLIN Description Number of Trips

Type of service

Unit Price/service

Total Price per year

001 Maintenance works on Building Automation System

2 As detailed in the

SOW

Defense Base Act

Grand Total

2. 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 Number of Trips

Type of service

Unit Price/service

Total Price per year

101 Maintenance works on Building Automation System

2 As detailed in the SOW

3. Option Year 2. The Contractor shall provide the services shown below for Option Year 2 of the contract and continuing for a period of 12 months

CLIN Description Number of Trips

Type of service

Unit Price/service

Total Price per year

201 Maintenance works on Building Automation System

4. Option Year 3. The Contractor shall provide the services shown below for Option Year 3 of

CLIN Description Number of Trips

Type of service

Unit Price/service

Total Price per year

301 Maintenance works on Building Automation System

5. Option Year 4. The Contractor shall provide the services shown below for Option Year 4 of

CLIN Description Number of Trips

Type of service

Unit Price/service

Total Price per year

401 Maintenance works on Building Automation System

4. GRAND TOTAL

Total for Base Year Total for Option Year 1 Total for Option Year 2 Total for Option Year 3 Total for Option Year 4

GRAND TOTAL

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.

CONTINUATION TO SF-1449,

RFQ NUMBER 19Z11526Q0002

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

A. GENERAL INFORMATION

1. The U.S. Embassy located in Harare, Zimbabwe 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).

2. The Contractor shall provide BAS PM Services for the upkeep of the BAS indicated below in Section “C. BUILDING AUTOMATION SYSTEMS TO BE SERVICED”.

a. 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...

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

c. 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.

d. BAS PM Services shall be performed on BAS installed in and/or serving the General Work Areas (GWA) & Public Access Areas (PAA) at Post.

e. BAS PM Services shall be performed on BAS installed in the Controlled Access Areas (CAA) Restricted spaces at Post.

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

2) Additional document security classification provisions are required. See paragraph F.2.f.l for additional details.

f. BAS PM Services shall be performed on BAS installed in and/or serving the CAA

Core spaces at Post.

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

2) Additional document security classification provisions are required. See paragraph F.2.f.l for additional details.

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 task; and leaves the areas safe for occupancy.

B. PERIOD OF PERFORMANCE

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 additional one (1) year option periods, to be exercised at the sole discretion of the Government.

2. This contract shall provide for two BAS PM Site Visits per year for each year of the contract.

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

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

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

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

d. Bi-Annual Site Visits: When two (2) BAS PM Site Visits are required per year, the second Site Visit shall occur roughly 180 days after the first Site Visit was completed.

e. Quarterly Site Visits: When four (4) BAS PM Site Visits are required per year, each Site Visit shall occur roughly 90 days after the previous Site Visit was completed.

f. 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.

C. BUILDING AUTOMATION SYSTEMS TO BE SERVICED

1. Building Automation Systems (BAS) installed at Post: The Contractor shall maintain the Building Automation System(s) in a safe, reliable and efficient operating condition.

The following information provides a rough summary of each BAS that is to be serviced. NOTE: Quantities listed below are estimates and the Contractor must verify quantities during the initial Site Visit.

a. BAS #1

1) Manufacturer of the BAS: Alabama Controls

2) Name of BAS Product Line: Schneider

3) BAS Software Name and Version Number: Niagara – 4.3.58.18

4) BAS Communication Network Type(s) Used: BACnet

5) Type and Quantity of BAS Components Installed:

a) Operator Workstations (OWS): 1

b) Building Controllers (BC): 5

c) Advanced Application Controllers (AAC): 15

d) Application Specific Controllers (ASC): 320

6) Estimated Quantity of Hardware Points in BAS:

a) BC and AAC Points: 640

b) ASC Points: 1920

b. BAS #2

3) BAS Software Name and Version Number: Niagara – 4.3.58.18

4) BAS Communication Network Type(s) Used: No Network Communication

a) Operator Workstations (OWS): 1

b) Building Controllers (BC): 1

c) Advanced Application Controllers (AAC): 4

d) Application Specific Controllers (ASC): 40

a) BC and AAC Points: 160

b) ASC Points: 240

c. BAS #3

3) BAS Software Name and Version Number: Niagara – 4.3.58.18

4) BAS Communication Network Type(s) Used: No Network Communication

a) Operator Work Stations (OWS): 1

b) Building Controllers (BC): 0

c) Advanced Application Controllers (AAC): 0

d) Application Specific Controllers (ASC): 25

a) BC and AAC Points: 0

b) ASC Points: 150

2. Equipment Controlled and/or Monitored: The following is a rough summary of the types and quantities of equipment controlled and/or monitored at Post by BAS. NOTE:

Quantities listed below are estimates and the Contractor must verify quantities during initial Site visit.

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

1) Air Cooled Chillers: (with 9 modules)

2) Constant Flow Primary Chilled Water Pumps: 2

3) Variable Flow Secondary Chilled Water Pumps: 10

4) Constant Flow Condenser Water Pumps: 4

5) Water Treatment Systems: 2

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

1) Air Cooled Chiller: (With 4 Modules)

2) Constant Flow Chilled Water Pumps: 2

3) Heat Exchanger: 4

4) Water Treatment System: 1

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

1) Boilers: 3

2) Constant Flow Primary Heating Hot Water Pumps: 3

3) Variable Flow Secondary Heating Hot Water Pumps: 10

4) Water Treatment System: 1

c. d. DHRC System (Primary Constant Flow Type):

1) Water Cooled Chiller: (With 3 Modules)

2) Variable Flow pumps 4

3) Water Treatment System: 2

d. Air Handling Units: 12

e. Terminal Units (Single Duct Cooling Only): 17

f. Terminal Units (Single Duct w/Hot Water Reheat): 235

g. Fan Coil Units (Four Pipe - Heating & Cooling): 13

h. Fan Coil Units Two Pipe - Heating & Cooling): 14

i. Unit Heaters (Hot Water Type): 20

j. Computer Room Air Conditioning Units (Cooling Only): 13

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

l. Fuel Oil System (Monitoring Only): 1

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

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

o. Power Reticulation System (monitoring): 1

p. Exhaust Fans: 63

3. Buildings where BAS are Installed: The Post is composed of multiple buildings. The following buildings at Post utilize BAS:

a) Chancery Building: Honeywell – WEBS Niagara 4

b) Support Annex Building: Honeywell – WEBS Niagara 4

c) Warehouse Building: Honeywell – WEBS Niagara 4

d) Utility Building: Honeywell – WEBS Niagara 4

e) MSGQ: Honeywell – WEBS Niagara 4

f) Recreational building– WEBS Niagara 4

g) Utilities building– WEBS Niagara 4

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 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.

D. BAS PREVENTATIVE MAINTENANCE (PM) SERVICES

1. General: The Contractor shall perform BAS Preventative Maintenance services for the Building Automation Systems indicated. Provide the necessary investigative services to ensure BAS controls are working as designed and in accordance with documented operating sequences. BAS PM Services shall include, but are not limited to, the following tasks.

2. Scheduling: Upon being awarded a Contract the Contractor shall develop a PM Service Activity Schedule.

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

b. 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.

c. 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.

d. See section "H. PRE-TRAVEL DELIVERABLES” for further requirements.

3. Checklist Development:

a. 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.

b. 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.

c. 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.

d. 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.

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

f. See section "H. PRE-TRAVEL DELIVERABLES” for further requirements.

4. Implementation: The Contractor shall perform BAS PM Services at the frequencies indicated in the PM Service Activity Schedule using the site specific Checklists developed for the equipment and systems called out in the Contract. The Contractor’s technician shall sign off on every item of each checklist when the associated PM is performed.

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

a. Check BAS Communication Network: Validate the network connectivity of all

BAS controllers, Operator Workstations (OWS) (desktop and laptop computers), Servers, and Network components (repeaters, switches, hubs, etc…). Investigate and remediate any issues found.

b. 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.

c. 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.

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.

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.

d. 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.

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

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.

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

e. 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.

f. 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 "I. POST-TRAVEL DELIVERABLES” in this statement of work for additional requirements.

g. 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;

Desktop or laptop computer) or Server for each BAS installed at Post.

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

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

h. User Account Retention: For each BAS OWS and Server at Post the Contractor shall:

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.

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.

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) Separate tables shall be created for each BAS OWS / Server. The associated BAS OWS / Server shall be identified and the designation included with the following information:

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

i. User Account Name

ii. Name of Person Associated with the User Account

iii. User Account Password (if applicable)

iv. Type of User Account (Administrator, Standard User, etc…)

b) The BAS User Account tables shall contain the following information.

These tables shall include the following four (4) columns.

i. User Account Name

iv. Type of User Account (Administrator, Standard User, etc…)

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

(3) columns.

i. User Account Name

i. Updated BAS As-Built and BAS Operation & Maintenance Manual Documents:

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.

1) 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.

2) 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, addition or removal of points, etc…

3) 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) 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.

5) 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.

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

a. Panel, Controller and Wiring Inspection:

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

2) Verify proper voltage at all control transformers.

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

b. 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.

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.

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.

c. 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.

d. 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.

1) BAS Software Assessment: The Contractor shall review the BAS software installed on the BAS OWS and/or Servers to determine if the software is in need of an upgraded.

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

b) 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.

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

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.

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) 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.

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

b) 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.

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

e. 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

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

a) 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…)

b) The locations of each OWS, Server, Hub, Router, Switch, Repeater, Building Level Controller and Supervisory Level Controller, 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.

c) A table providing the following details about the BAS. This table shall include the following five (5) columns:

i. Name of Manufacturer

ii. Name of Product Line

iii. The Model of each type of controller installed

iv. The Part Number of each type of controller installed

v. The quantity of each type of controller installed

d) 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:

i. Type of Equipment / System controlled /monitored

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

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.

f. BAS As-Built and Operation & Maintenance Manual Document Retention: 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. As-Built and O&M Manual documentation retention shall be performed once, after the initial site visit has been completed.

1) If electronic media versions of these documents exist at Post, the electronic media versions of the documentation shall be copied.

2) 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.

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

a. 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.

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.

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.

b. 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.

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

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

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) 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.

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

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

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

9. Deficiency Reporting: Any and all problems, issues, failures, etc… related to the BAS and/or the equipment / systems controlled and/or monitored by the BAS, discovered by the Contractor while performing any of the PM Services described within the “D. BAS PREVENTATIVE MAINTENANCE (PM) SERVICES” section 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 “I. POST-TRAVEL

DELIVERABLES”.

E. EXCLUSIONS, PURCHASE ORDERS AND MODIFICATIONS

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

2. Purchase Orders and Modifications: Work outside the scope of PM Services must be approved by the COR prior to performance of the work. The Contractor shall prepare a proposal, including pricing and scope of work, for Non-PM Service work and submit it to the Government for approval and acceptance as a separate Purchase Order or as a Modification to the Contract.

a. 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.

b. 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.

c. 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:

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.

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.

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.

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.

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

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

c) The warranty shall guarantee that the work is complete and that the intent of the Purchase Order or Contract Modification was achieved.

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

e) 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.

d. 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.

3. Travel Extensions: If, while at Post, it is determined by the COR, in concurrence with the Contractor, that extending the time the Contractor is at Post is needed to provide non-PM Services, the COR can authorize the extension and provide the Contractor with a Purchase Order for the additional effort.

F. GENERAL DELIVERABLE REQUIREMENTS

1. General: 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.

a. Two (2) sets of Deliverable disk(s) shall be created.

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

Facility Manager.

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

OBO/CFSM/FAC/PS - “BAS Support”.

2. Document Creation, Classification and Handling Requirements: Each submission shall consist of the appropriate documentation as required herein.

a. 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.

b. 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.

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

1) Electronic media shall be provided to the Government on read-only CD and/or DVD disks.

2) 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.

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

4) Each individual deliverable shall include a Transmittal Number for tracking purposes. The Transmittal Numbers shall be formatted XXXXXXXXXXXXX-YYY (Rev Z):

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

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

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

d) Example: SAQMMA18D2948-003 (Rev 1). This would be a deliverable associated with Contract SAQMMA18D2948; 003 indicates that this is the third unique deliverable provided for review and approval; (Rev 1) Indicates that this is the second time this deliverable has been provided for review and approval.

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

1) The Post location

2) The Contract number

3) The Contractor’s name

4) The Transmittal Number associated with the deliverable

5) The date when the deliverable was created

6) The classification marking.

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

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

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

1) Any new documents generated using Microsoft Office products shall be submitted utilizing Microsoft Office file formats that are backwards compatible with Office 2010.

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

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

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

5) All new documentation shall be provided in the English language.

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

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

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

9) The files associated with each BAS Backup created shall be compressed into the standard ZIP file format. Each ZIP file will contain all of the files and directories associated with the BAS Backup created.

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

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

g. The Contractor shall be responsible for reviewing all documentation generated under the contract against the “Security Classification Guide for Design and Construction of Overseas Facilities” (SCG) to ensure appropriate classification, marking and handling. This shall include but not be limited to reports, submittals, manuals, drawings, etc…

h. “Classified” documents shall be generated on a “Classified” computer approved by Defense Security Service.

i. Documentation established to be “Classified” or “Sensitive But Unclassified” (SBU) will need to follow specific classification, storage, and delivery guidelines.

j. Any deliverables deemed to be “Classified” shall be provided to the Government separately from other deliverables, in a manner that meets SCG requirements.

k. Please note that all BAS at Post are “Unclassified” systems. The Contractor will make every effort to avoid over-classifying documents used and created for this Contract.

l. To avoid unintentionally creating a “Classified” document, the Contractor is instructed to avoid associating BAS and controlled / monitored equipment with CAA Restricted or CAA Core spaces at Post. Associating BAS information with these areas will create a “Classified” document in accordance with the requirements of the “Security Classification Guide for Design and Construction of Overseas Facilities” (SCG).

G. EXECUTION SCHEDULES

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

2. The ES shall include the following tasks and milestones:

a. Contract…