P01 PWS - Datacenter Facility Operations.pdf

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Office of Information & Technology

Infrastructure Operations

Datacenter Facility Operations

Date: January 28, 2026 PWS Version Number: 1.0

Contents

1.0 BACKGROUND

2.0 APPLICABLE DOCUMENTS

3.0 SCOPE OF WORK

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

4.2 PLACE OF PERFORMANCE

4.3 TRAVEL

5.0 SPECIFIC TASKS AND DELIVERABLES

5.1 ELECTRICAL AND MECHANICAL INFRASTRUCTURE SUPPORT

5.2 DATACENTER COOLING REQUIREMENTS

5.2.1 COMPUTER ROOM AIR CONDITIONING

5.2.2 CHILLER, BUILDING MANAGEMENT SYSTEM, AND CHILLED WATER

TREATMENT

5.3 PERSONNEL VERIFICATION AND IDENTIFICATION (PIV) SUPPORT

5.4 EMERGENCY POWER REQUIREMENTS

5.4.1 GENERATOR MAINTENANCE

5.4.2 DIESEL FUEL CONTROL SYSTEM

5.4.3 DIESEL FUEL CLEANING

5.4.4 UPS, BATTERY, AND PDU/RPP

5.4.5 ELECTRICAL SERVICES

5.5 COMPUTER ROOM CLEANING

5.6 VERY EARLY WARNING ASPIRING SMOKE DETECTION (VESDA) AND

FREON DETECTION SYSTEM

6.0 TASK ORDER PROGRAM MANAGEMENT

7.0 SURGE SUPPORT (OPTIONAL TASK)

8.0 GENERAL REQUIREMENTS

8.1 SECURITY AND PRIVACY REQUIREMENTS

8.2 GOVERNMENT FURNISHED PROPERTY

1.0 BACKGROUND

The Department of Veterans Affairs (VA) has a data centers located in Austin, TX and Philadelphia, PA, which provide benefits and services to Veterans of the United States.

Datacenters operate critical computing with infrastructure that must be continuous availability to support Veteran care nationwide. Failure to provide this service will place at risk Information Technology (IT) services for 18 million Veterans who depend upon veteran healthcare services, veteran crisis support, VA student loans and mortgages, and VA financial systems which process more than $5M per day in Veteran benefits To meet these demands, VA operates within a complex, multi-vendor IT environment.

Facility Management ensures the operational integrity, safety, and sustainability of the environments housing VA’s datacenter assets. Supporting the broader operational ecosystem these essential services that enable the smooth flow of physical communications and materials across the organization. Security and compliance are upheld through Security Administration, which manages access controls, identity services, and infrastructure protection protocols. Collectively, these services aim to ensure reliable and safe facilities for data center operations.

2.0 APPLICABLE DOCUMENTS

In the performance of the tasks associated with this Performance Work Statement (PWS), the Contractor shall comply with applicable documents identified in the parent contract PWS Section 2.0 Applicable Documents.

3.0 SCOPE OF WORK

The Contractor shall provide comprehensive support for the operation, maintenance, monitoring, and enhancement of IT data center infrastructure across VA Enterprise and Regional Data Centers. Responsibilities include ensuring 99.982% uptime, executing infrastructure projects, managing electrical and mechanical systems, supporting DCIM and ITSM platforms, and delivering accurate documentation and visualizations.

Services span environmental monitoring, emergency response, inventory management, and lifecycle project execution, with certified personnel required for specialized tasks such as electrical engineering and construction oversight. All work shall align with VA policies, federal mandates, and Uptime Institute standards, with performance measured by outcomes including system availability, energy efficiency, scalability, reliability, and regulatory compliance.

The Contractor shall perform the services described in this PWS in accordance with the Contractor’s parent contract PWS requirements to execute the following projects and support the identified objectives and outcomes:

Facility Management: The objective of this project is to optimize and enhance the management of VA facilities, ensuring they meet the highest standards of safety, efficiency, and operational readiness. This encompasses the comprehensive oversight of all physical assets, including data centers, administrative buildings, and other related infrastructure. Key activities include conducting regular inspections and maintenance to ensure optimal functionality, compliance with safety and regulatory standards, and effective space utilization. The project aims to implement best practices for facility management, including energy efficiency initiatives and sustainable practices to reduce operational costs and environmental impact. Additionally, the scope includes the development and execution of contingency plans to ensure business continuity and disaster recovery readiness. By leveraging advanced technologies and management tools, the project will enhance the monitoring and reporting of facility performance, identifying areas for continuous improvement. Overall, a systematic approach to facility management, fostering a safe, efficient, and compliant environment that supports the VA’s operational needs and strategic objectives.

Security Administration: The objective of this project is to enhance and fortify the VA’s security administration across data center and cloud infrastructure, ensuring robust protection and compliance with regulatory standards. This encompasses the development and implementation of comprehensive security measures and protocols to safeguard sensitive information and infrastructure assets. Key activities include regular security assessments, audits, and the continuous monitoring of systems to identify and mitigate vulnerabilities and threats. The project aims to integrate advanced security technologies and best practices to enhance the detection, response, and prevention of security incidents. Training and awareness programs will be provided to ensure that all personnel are knowledgeable about the latest security policies and practices.

Additionally, the scope includes ensuring compliance with VA and federal security standards, maintaining detailed documentation, and reporting on security posture and incidents. By implementing a proactive and systematic approach to security administration, the project will enhance the overall security posture, ensuring that the VA’s infrastructure remains secure, resilient, and compliant with all relevant regulations.

Overall, a strategic approach to security administration aiming to protect the integrity and confidentiality of the VA’s data and infrastructure while supporting its operational and strategic objectives.

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

The PoP shall 12 months from date of award, with four 12-month option period(s) and Optional Tasks that have the following period of performances:

7.0 Surge Support – 30 days from date exercise

The overall Period of Performance shall not exceed 60 months.

The Contractor shall ensure resource availability during VA business hours (8:00am Eastern Time through 4:30PM Pacific Time), unless otherwise specified.

4.2 PLACE OF PERFORMANCE

Tasks under this PWS shall be performed in VA facilities located in Austin, TX (AITC) and Philadelphia, PA (PITC). Work may be performed at remote locations with prior concurrence from the Contracting Officer’s Representative (COR). Specific addresses for performance are as follows:

VA Austin Enterprise Technology Center 1615 Woodward Street Austin, Texas 78722

Philadelphia Enterprise Technology Center 5000 Wissahickon Avenue Philadelphia, Pennsylvania 19144

4.3 TRAVEL

The Government does not anticipate travel under this effort to perform the tasks associated with the effort.

5.0 SPECIFIC TASKS AND DELIVERABLES

The data center facility domain requires contractor services to deliver engineering, optimization, and operational support to ensure VA’s data center facilities remain operational and secure while seeking optimization of facility resources. The Contractor shall monitor and inspect all ancillary systems such as Uninterruptible Power Supply (UPS), generators, fuel systems, electrical power systems, and fire protection systems, while providing diligent oversight of these critical components. The Contractor shall work onsite as part of a dedicated team providing 24 hours a day, 7 days a week, 365 days per year (24x7x365) coverage across multiple daily shifts (no less than three) to maintain optimal environmental conditions to support critical IT infrastructure. The Contractor shall support the data center facility domain in accordance with the following functional areas as defined in the parent contract PWS:

• Task Order Program Management

The Contractor shall support these areas in accordance with the specific tasks described below.

5.1 ELECTRICAL AND MECHANICAL INFRASTRUCTURE SUPPORT

The Contractor shall provide comprehensive electrical and mechanical infrastructure support for the Austin Enterprise Data Center (AEDC) and Philadelphia Enterprise Data Center (PEDC) to ensure uninterrupted operations, energy efficiency, and compliance with Tier III data center standards. This engagement requires outcome-based delivery focused on availability, scalability, and regulatory compliance, supported by highly qualified personnel. The Contractor will maintain Tier III availability of 99.982% through redundant electrical and mechanical systems, including UPS configurations, backup generators, dual-feed architectures, chillers, and CRAC/CRAH units. Energy-efficient solutions such as high-efficiency transformers and power factor correction technologies shall be implemented to reduce waste and operational costs, while modular designs will support rapid scalability without disrupting ongoing operations. All systems must comply with NEC, NFPA, OSHA, VA-specific regulations, and Uptime Institute Tier III standards. Real-time monitoring and analytics using DCIM and BMS tools will be employed to track power, cooling, redundancy, and capacity metrics, including PUE performance.

The Contractor shall execute preventive maintenance in accordance with manufacturer and industry guidelines, including inspections, testing, and servicing, and will provide rapid emergency response and after-hours support for electrical and mechanical shutdowns or upgrade events. Responsibilities include designing and maintaining redundant power systems, performing power quality analysis, load balancing, and capacity planning, and installing or upgrading electrical equipment such as circuit breakers, wiring, and backup power systems. Continuous monitoring of UPS units, generators, and power distribution systems is required, along with immediate corrective actions and root cause analysis for anomalies or outages. Mechanical responsibilities include maintaining HVAC systems, coordinating electrical and cooling capacities, managing fuel systems and fire protection systems, and executing emergency shutdown protocols. The Contractor will also oversee minor construction, modifications, repairs, and preventive maintenance activities, manage infrastructure projects from planning through execution and closeout, and deliver weekly summaries and monthly reviews on performance, budget, and risk. Coordination with other data center staff, contractors, and engineers is essential to ensure integrated operations.

All work must be performed by both a certified electrical engineer and certified Master Electricians at each location to perform the necessary design, installation, troubleshooting, and maintenance of complex electrical systems with experience in Tier III data center environments. Two electricians are required per NEC Safety requirements for work on a live load. The Contractor shall lead design and oversight activities, while Master Electricians will execute installation, preventive maintenance, and emergency response tasks. All personnel must maintain OSHA 10-Hour Safety Training and remain current with all applicable certifications. The Contractor’s performance will be evaluated based on measurable outcomes, including system availability, energy efficiency, scalability, reliability, and regulatory compliance, ensuring the secure and efficient operation of AEDC and PEDC through proactive monitoring, meticulous maintenance, rapid incident response, and strategic infrastructure management.

The Contractor shall submit the following formal deliverables:

• Monthly Incident Logs and Root Cause Analyses

Record electrical incidents, corrective actions, and root cause findings for transparency and improvement. Capture incident response actions and timelines for accountability.

• Power Usage Effectiveness (PUE) Monthly Report Measures data center energy efficiency and identifies opportunities for optimization.

Measure and analyze energy efficiency trends to support optimization efforts.

• Infrastructure Design Documentation (Quarterly) Provide detailed design records ensuring N+1 redundancy and concurrent maintainability.

• Project Review and Risk Management Reports Summarize project progress, budget adherence, and risk mitigation actions.

The Contractor shall document these activities in the following artifacts:

• Uptime Percentage Monthly Report

Tracks system availability and reliability to ensure consistent service performance.

• Monthly Preventive Maintenance Completion Reports

Verify completion of scheduled inspections, testing, and servicing per manufacturer and industry standards.

• Weekly Notification Records to VA Chief Engineer Provide timely incident and risk notifications for operational awareness.

• Monthly Compliance and Safety Audit Reports Confirm adherence to NEC, Tier III, VA standards, and OSHA safety requirements.

Maintain accurate panel schedules and audit documentation. Track identified risks and mitigation strategies for proactive management.

• Mean Time Between Failures (MTBF) Monthly Report Evaluates system reliability by reporting the average time between equipment or system failures.

• Mean Time to Repair (MTTR) Monthly Report Monitors maintenance efficiency by tracking the average time taken to restore systems after a failure.

• Compliance Audit Pass Rate Annual Report Summarizes adherence to regulatory and operational standards based on audit results. Validate adherence to Tier III standards and VA-specific requirements.

Document weekly safety checks and compliance with OSHA and NFPA standards.

• Load Balancing Efficiency Monthly Report Analyzes distribution of workloads across systems to maintain optimal performance and prevent bottlenecks. Document backup system readiness through scheduled testing.

• Monthly System Performance Metrics Summary Summarize key performance indicators for electrical infrastructure health.

• Scalability Deployment Time Quarterly Report Assesses the speed and efficiency of scaling infrastructure to meet changing demands. Document fulfillment of Space/Power/Cooling customer requests.

• Monthly Generator and Battery Bank Test Logs

• Monthly Equipment Installation and Upgrade Documentation

Detail installations, relocations, and upgrades of electrical components

• Incident Frequency Rate Quarterly Report

Reports the number and frequency of incidents to identify trends and improve preventive measures.

• Shift Coverage Logs (Monthly) Record after-hours support and operational readiness activities.

Deliverables:

Monthly Incident Logs and Root Cause Analyses Power Usage Effectiveness (PUE) Monthly Rep ort

Infrastructure Design Documentation (Quarterly) Project Review and Risk Management Reports

Outcome Key Performance Indicator (KPI)

Acceptable Quality Level

(AQL)

Evidence of Success

(Deliverable)

Minimize downtime

Target MTTR < 15 minutes

100% MTTR Monthly Report

Ensure system reliability

Target MTBF < 15 minutes

100% MTBF Quarterly Report

Maintain compliance

100% audit pass rate

100% Compliance Audit Pass Rate Report

Balance power loads

> 90% of PDUs within optimal range

90% Load Balancing Efficiency Report

Minimize incidents

< 1 electrical incident per year

99% Incident Frequency Rate Report

Maintain Tier III uptime

≥ 99.982% operational availability

99.982% Uptime Reports

Respond to incidents rapidly

MTTR < 2 hours 100% Incident Logs

5.2 DATACENTER COOLING REQUIREMENTS

5.2.1 COMPUTER ROOM AIR CONDITIONING

VA requires continuous, compliant, and efficient operation of HVAC and ancillary systems through proactive monitoring, preventive maintenance, rapid incident response, and accurate documentation. Support optimal environmental conditions for critical IT infrastructure while meeting ASHRAE, VA, and safety standards.

The Contractor shall ensure continuous, reliable operation of the Austin Enterprise Data Center (AEDC) Heating, Ventilation, & Air Conditioning (HVAC) systems, including operating the Chiller, Computer Room Air Conditioners (CRAC), and Computer Room Air Handlers (CRAH).

The Contractor shall ensure the following outcomes for all environmental and cooling systems that maintain critical data center conditions.

• Maintain N+1 redundancy

• Maintain CRAC/CRAH per OEM Standard, including CRAC/CRAH Monthly, Preventative Maintenance

• Maintain Exhaust Fans per OEM Standard, including Exhaust Fans Monthly

Preventative Maintenance

• Maintain Air Conditioning Systems per OEM Standard, including Air Conditioning

Monthly Preventative Maintenance

• Respond to refrigerant leaks inside the computer (e.g., purge the room if a refrigerant leak occurs, etc.) using appropriate PPE.

The existing infrastructure requires certified technicans to perform the work, therefore the Contractor shall ensure resources performing services have the minimum qualifications:

• Trained and certified by Liebert/Emerson to work on CRAC & CRAH units.

• Commercial refrigeration experience.

• Texas License to work on any size of refrigerated equipment (i.e., Texas Class-A

Air Conditioning and Refrigerant Contractors license).

• EPA certification to purchase refrigerants (i.e., EPA certified universal certificate).

The Contractor shall perform an Hourly-Walking-Tour of all critical support systems (i.e., CRAC/CRAH, Generators, Fuel Control System, VESDA, BMS, Chiller, and UPS) to observe health of these systems and empty fuel retention pond whenever it rains. The Contractor shall ensure this service is performed by an HVAC certified Service Technician.

The Contractor shall formally submit the following deliverables to capture work performed:

• Tour of Duty Logs (daily)

Record all inspections, monitoring activities, and operational tasks performed during each shift.

• Incident and Emergency Notification Records Document initial notifications and response actions for any HVAC or ancillary system incidents.

• Temperature and Humidity Compliance Reports Verify adherence to ASHRAE standards for environmental conditions within the data center.

• Preventive Maintenance Logs Track scheduled maintenance activities completed per manufacturer and industry guidelines.

• Uptime and System Performance Reports Summarize operational availability and performance metrics for HVAC and related systems.

• Monitoring Logs Capture continuous real-time monitoring data for HVAC and ancillary systems.

• Technical Documentation

Maintain detailed records of system configurations, repairs, and operational procedures.

Deliverables Tour of Duty Logs (daily) Incident and Emergency Notification Records Temperature and Humidity Compliance Reports Preventive Maintenance Logs Uptime and System Performance Reports Monitoring Logs Technical Documentation

Outcome KPI AQL Evidence

Maintain HVAC and ancillary system uptime

≥ 99.982% operational uptime

99.982% Uptime and System Performance Reports

Maintain environmental compliance

99.982% compliance with ASHRAE standards

99.982% Temperature and Humidity Compliance Reports

Identify and report incidents

Initial call within 30 minutes of incident with concise description

100% Incident Notification Records

Respond to emergencies rapidly

Initial call within 15 minutes; resolve within 2 hours

100% Emergency Response Logs

5.2.2 CHILLER, BUILDING MANAGEMENT SYSTEM, AND CHILLED WATER

TREATMENT

The Contractor shall provide services to operate and maintain two Chillers, the Chiller Control System (BMS), and perform Chilled Water Treatment located at the Austin Enterprise Data Center (AEDC). This includes maintaining N+1 redundancy, ensuring water chemistry meets OEM standards, and performing monthly, quarterly, and annual inspections and preventative maintenance for Chillers and BMS systems. Additionally, the Contractor shall conduct monthly water treatment maintenance to ensure optimal system performance and compliance with VA operational requirements. Technicians shall have formalized training to operate Chillers, manage BMS systems, and perform water treatment safely and effectively.

PM Chiller Report – Monthly, Quarterly, Yearly Water Testing Report – Monthly BMS Report – Monthly

Maintain N+1 redundancy

100% of Chiller systems maintain N+1 redundancy

100% PM Chiller Reports;

System Health Logs

Complete scheduled inspections

100% of monthly, quarterly, and annual inspections completed on time

100%

PM Chiller Reports;

QA Verification

Maintain water chemistry standards

100% compliance with OEM water chemistry standards

Monthly Water Testing Reports

Ensure BMS compliance

100% of BMS maintenance adheres to OEM standards

BMS Reports; QA Review

Maintain accurate documentation

100% of maintenance and inspection actions documented in reports

Audit-Ready Documentation;

Service Records

5.3 PERSONNEL VERIFICATION AND IDENTIFICATION (PIV) SUPPORT

VA requires secure and efficient identity management with timely PIV issuance (within 15 minutes), accurate weekly access reporting, and responsive customer and compliance documentation through on-demand reports and follow-ups.

The Contractor shall provide full-service support for Personnel Verification and Identification (PIV) operations, including card issuance, personnel enrollment, and data center access tracking. Responsibilities include maintaining accurate records in the USAccess system, coordinating with security personnel, processing background investigations, and managing visitor access to secure facilities.

The Contractor shall ensure timely and compliant execution of all PIV-related activities, including issuing credentials within designated timeframes, generating weekly reports, and performing customer follow-ups critical to maintaining secure access and identity verification across VA facilities.

All activities shall be performed in accordance with established timelines and quality standards to support strategic objectives. The Contractor shall perform the following activities:

• The Contractor shall issue up to 100 PIV cards per month, with the ability to surge to

300, as needed.

• The Contractor shall enroll employees and contractors in the USAccess system.

• The Contractor shall update USAccess system with correct personnel data.

• The Contractor shall scan login/logout data for employees and contractors entering/exiting the data center.

• The Contractor shall create weekly reports of data center entries/exits.

• The Contractor shall take and upload employee/contractor photos into USAccess.

• The Contractor shall upload onboarding documentation into USAccess.

• The Contractor shall coordinate with security personnel to validate security clearance information for PIV issuance (PSAC).

• The Contractor shall enter background investigation requests into PACS for contractors.

• The Contractor shall process visitor requests and validate authorization.

• The Contractor shall issue visitor badges to authorized visitors at the Austin

Information Technology Center (AITC).

• The Contractor shall conduct local background checks for unescorted visitors to

AITC.

The Contractor shall document work in the following deliverables:

• PIV cards are issued

Timely issuance of Personal Identity Verification (PIV) cards during scheduled appointments, ensuring each card is processed and delivered within 15 minutes of the individual’s arrival.

• Weekly entrance/exit reports for the data center.

A compiled report detailing all personnel entries and exits from the data center for the previous week, including timestamps and validation logs for security compliance.

• On-demand PIV issuance reports.

Reports generated within one day of request that summarize PIV card issuance activity, including issuance times, personnel details, and compliance metrics.

Customer follow-up documentation.

Records of follow-up communications with customers regarding PIV services, access requests, or related inquiries, ensuring timely resolution and documented customer satisfaction.

PIV cards are issued Weekly entrance/exit reports for the data center.

On-demand PIV issuance reports.

Customer follow-up documentation.

Outcome Key Performance Indicator (KPI)

AQL Evidence

PIV cards are issued promptly

≥ 95% issued within 15 minutes of appointment start

95% PIV Issuance Logs

Personnel data is accurately updated

≥ 98% accuracy in USAccess system updates

98% USAccess Update Logs

Background investigations are submitted timely

≥ 95% of PACS entries submitted within 2 business days

95% PACS

Submission Records

Customer follow-ups are completed

≥ 90% of follow-ups completed within 3 business days

90% Follow-Up Logs, Customer Feedback

5.4 EMERGENCY POWER REQUIREMENTS

5.4.1 GENERATOR MAINTENANCE

The Contractor shall provide comprehensive support for the operation and maintenance of eight emergency generators at the Austin Enterprise Data Center (AEDC). This includes ensuring N+1 redundancy and performing all maintenance and testing activities in accordance with OEM standards. The Contractor shall conduct weekly generator tests, perform preventative maintenance, and execute load bank testing every six months to validate generator performance under simulated load conditions. Additionally, the Contractor shall test hydrogen gas detectors located in the UPS battery room to ensure proper functionality and compliance with safety protocols. Technicians shall have formalized training specific to generator systems, including operational testing, load bank procedures, and preventative maintenance practices. These qualifications ensure that all work is executed safely, efficiently, and in compliance with VA operational requirements and industry standards. All work shall comply with OEM specifications and VA standards, including proper documentation of maintenance actions, test results, and system health checks.

Deliverables Weekly Testing Report – Weekly Load Bank Testing Report – Every 6 months Annual Preventative Maintenance Report – Annual

Maintain N+1 redundancy

100% of generator systems maintain N+1 redundancy

100% Weekly Testing Reports; System Health Logs

Complete scheduled testing

100% of weekly generator tests completed on time

100% Weekly Testing Reports;

Checklist Verification

Perform load bank testing

100% of load bank tests completed every 6 months

100% Load Bank Testing Reports;

Test Logs

Complete annual preventative maintenance

100% of annual PM tasks completed on time

100% Annual PM Reports; QA Review Reports

Maintain accurate documentation

100% of maintenance and testing actions documented in reports

100% Audit-Ready Documentation;

Service Records

5.4.2 DIESEL FUEL CONTROL SYSTEM

The Contractor shall provide services to operate and maintain one Diesel Fuel Control located at the AITC, which supplies fuel to eight emergency generators. This includes maintaining 100% operational reliability, performing monthly, quarterly, and annual inspections along with OEM-recommended preventative maintenance services, and ensuring a service technician is onsite within five hours of receiving an emergency call from VA COR or VA representative. The Contractor shall also check annually the level transmitter by removing the float, adjusting to high/low range, and confirming level alarms match panel settings. Technicians must turn the system on whenever emergency generators run. Technicians shall be trained and certified to work on an automated fuel control system to ensure all tasks are executed safely and in compliance with VA operational requirements.

Deliverables Monthly Inspection & PM Report – Monthly Quarterly Inspection & PM Report – Quarterly Annual Inspection & PM Report – Annually

Outcome Key Performance Indicator (KPI)

Acceptable Quality Level

(AQL)

Evidence Deliverable

Maintain operational reliability

100% operational reliability of Diesel Fuel Control System

100% Inspection & PM Reports; System Logs

Complete scheduled inspections

100% of monthly, quarterly, and annual inspections completed on time

Monthly, Quarterly, Annual PM Reports

Respond to emergency calls promptly

Technician onsite within 5 hours of emergency call

Emergency Response Logs;

Service Records

Verify level transmitter annually

Annual check and adjustment of level transmitter completed

Annual PM Report; QA Verification

5.4.3 DIESEL FUEL CLEANING

The Contractor shall provide diesel fuel cleaning (i.e., centrifugal filtering) and maintenance for three 15,000-gallon bulk storage tanks and eight 300-gallon day tanks located at the Austin Enterprise Data Center. This includes performing bi-annual cleaning and testing services, ensuring bulk fuel storage levels are maintained above 80% after maintenance, and responding to environmental spills in compliance with EPA and State standards. Technicians shall also treat all fuel with freeze protection additive in the month of December each year. Technicians shall have formalized training to handle stored fuel and perform cleaning services safely and effectively.

Deliverables Bi-Annual Fuel Cleaning & Testing Report – 2 times per year Treat Fuel for Freeze Protection Report – 1 time per yea

Perform bi-annual cleaning and testing

100% of fuel tanks cleaned and tested twice per year

100% Bi-Annual Fuel Cleaning & Testing Reports

Maintain bulk fuel levels

>= 80% bulk fuel storage level maintained after maintenance

Post-Maintenance Fuel Level Logs

Treat fuel for freeze protection

Fuel treated with freeze protection additive annually in December

Freeze Protection Treatment Report

Respond to environmental spills

100% compliance with EPA and State standards for spill response

Incident Logs;

Compliance Reports

5.4.4 UPS, BATTERY, AND PDU/RPP

The Contractor shall provide services to operate and maintain the following infrastructure components at the Austin Enterprise Data Center (AEDC):

• 6 UPS systems with five battery racks each,

• 28 Power Distribution Units (PDU),

• 48 Remote Power Panel (RPP) units,

• 3 battery management systems located.

The Contractor shall perform semi-annual preventative maintenance (PM) on UPS systems per OEM standards, annual PM on battery management systems, and monthly PM on PDU/RPP units. The Contractor shall replace failed or degraded batteries and ensure battery systems A/B/C are replaced every three (3) years, staggering replacements so that only one battery system is replaced in a single year. Additionally, the Contractor shall provide standby services to support various VA maintenance events. Technicians shall be OEM trained and certified to perform all tasks safely and in compliance with VA operational requirements.

Deliverables UPS – PM Report – Semi-annual PDU/RPP PM Report – Monthly Battery Management System PM Report – Annual Standby Services Report – As needed

Perform UPS preventative maintenance

100% of semi-annual UPS PM completed on time

100% UPS PM Reports;

QA Verification

Perform battery management system PM

100% of annual battery management system PM completed

Battery Management System PM Reports

Perform

PDU/RPP

preventative maintenance

100% of monthly

PDU/RPP PM

completed on time

PDU/RPP PM

Replace batteries as scheduled

Battery systems replaced every 3 years; failed batteries replaced immediately

Battery Replacement Logs; QA Review

Provide standby services

100% of standby services provided as requested for VA maintenance events

Standby Service

5.4.5 ELECTRICAL SERVICES

The Contractor shall provide electrical services to support break-fix and installations for computer room support services. The contractor shall supply any necessary material to ensure facility maintains operational status up to $2,500 per instance. Due to the critical nature of the facility, the Contractor shall perform the following:

• 24/7/365 onsite presence of two electricians, licensed as journeyman in the state of Texas.

• Maintain N+1 redundancy

• Follow NEC and NFPA codes

Execute work orders provided by the VA

• IR scans of electrical panels

• Update panel schedules

• Investigate electrical situations per request of VA If material is needed over $2,500 provide a recommended (if possible, brand agnostic) material list, with justification, and estimated cost.

• Daily inspections of computer rooms for electrical safety.

5.5 COMPUTER ROOM CLEANING

The Contractor shall provide routine and specialized cleaning services bi-annually for AITC computer Room 134 (Computer Room), Room 140 (Computer Room), Room 147 (IT Tape Storage), Room 121X (Security Office & Monitoring Room), Room 156 (PBX);

as well as tiled flooring in: Room 160A (UPS Room), Room 160B (Generator Room), Room 160C (Battery Room), Room 160D (Switchgear Room), including raised floor environments, overhead cable trays, and equipment surfaces located at the Austin Enterprise Data Center (AEDC). Cleaning processes shall not impact computer room IT rack operations and must utilize low lint mop heads with aluminum or fiberglass handles, HEPA or ULPA filtered portable vacuum units with non-marking attachments, and non-flammable, non-corrosive, balanced pH, anti-static cleaners diluted with clean water. Technicians shall follow all safety protocols including the use of caution signs for wet floors and hazard notifications. Services include wet mopping with anti-static cleaner, rejuvenating floor tiles, deep cleaning sub-floor areas, wiping down sub-floor components, and buffing raised floor tiles without hindering conductive properties.

Technicians shall have formalized training to clean computer rooms and ensure compliance with VA operational requirements. The Contractor shall ensure the following:

• Caution signs for wet floors and other safety hazard notification

• Wet mop- Damp mop floor using anti-static cleaner specifically designed to eliminate static electrical charges in critical environments (apply with a low lint mop)

• Rejuvenate floor tiles-scrub all floor tile surface to remove film and restore, as much as possible, the original color. Remove spots, scuffs, adhesives, etc. from floor surface. Damp mop floor tiles with neutral cleaner to remove residue.

• Deep clean- vacuum all sub-flooring. All accessible floor panels shall be removed in order to give access to as many floor stringers, pedestals, and panel edges as possible.

• Wipe down sub-floor- while deep cleaning wipe down the concrete sub-floor, pedestals, cables, etc., to remove fine particulate not extracted by the vacuuming procedure (cleaning under all sub-floor cabling/power assemblies is required).

• Buff Raised floor tiles- using a method that would in no way hinder the conductive properties of the floor, machine buff all floor surface areas.

Deliverable Semi-Annual Cleaning Report – Twice per year

Perform semi-annual cleaning

100% of scheduled semi-annual cleanings completed on time

100% Cleaning Reports; QA Verification

Ensure compliance with cleaning standards

100% use of approved cleaning materials and methods

100% Inspection Logs; QA Review

Maintain operational continuity

No disruption to IT rack operations during cleaning

100% Incident Logs;

Customer Feedback

Maintain accurate documentation

100% of cleaning actions documented in reports

100% Audit-Ready Documentation;

Service Records

5.6 VERY EARLY WARNING ASPIRING SMOKE DETECTION (VESDA) AND

FREON DETECTION SYSTEM

The Contractor shall maintain and repair the VESDA system and refrigerant detection system protecting computer rooms located at the Austin Enterprise Data Center. This includes maintaining 100% operational reliability, performing quarterly and annual inspections, and conducting preventative maintenance in accordance with OEM standards for both VESDA and Freon Detection systems. Technicians shall have formalized training to operate, perform preventative maintenance, and repair both VESDA and Freon Detection systems to ensure all tasks are executed safely and in compliance with VA operational requirements.

Deliverables Quarterly and Annual Inspection & PM Report for VESDA – 4 times per year Annual Inspection & PM Report for Freon Detection System – Annually

Maintain operational reliability

100% operational reliability of VESDA and Freon Detection systems

100% Inspection & PM Reports; System Logs

Complete scheduled inspections

100% of quarterly and annual inspections completed on time

100% Quarterly and Annual PM Reports

Ensure OEM compliance

100% of maintenance and repairs adhere to OEM standards

100% Maintenance Logs; QA Review Reports

Maintain accurate documentation

100% of maintenance and inspection actions documented in reports

100% Audit-Ready Documentation; Service Records

6.0 TASK ORDER PROGRAM MANAGEMENT

The Contractor shall provide program management support to accomplish the administrative, managerial, logistical, integration and financial aspects (Program, Planning, Budget and Execution [PPBE]) specified in this task order. The Contractor shall support project/product management functions and reporting which include, but are not limited to:

A. Project Planning B. Schedule Management C. Financial Management D. Earned Value Management (EVM) E. Quality Management F. Resource Management G. Requirements Management H. Communications Management I. Project Change Management

J. Organizational Change Management K. Risk Management L. Performance Management M. Knowledge Management (KM) N. Scope Management O. Stakeholder Management

All contractor employees performing services shall have a minimum of ten hours of OSHA training with in the past two years. Contractors shall wear appropriate Personnel Protective Equipment (PPE) for the specific services performed.

Since the requirements of the PWS require certifications specific to facility domains, the Contractor shall designate a dedicated Project Manager as key personnel with the following credentials:

• Three years of prior experience in the Data Center Environmental Infrastructure industry.

• Project Management Certification

• Minimum of 10-hour OSHA training course.

The Project Manager shall provide the following:

• Monthly Project Health Report - This shall include updates regarding each of the nine services, recommendations, and concerns.

• Meet with the COR on the same business day whenever any significant issue arises that needs to be resolved quickly.

• Meet with the COR within one hour whenever any emergency issue arises (e.g., went on generator, loss of electricity to IT rack, fuel spill, Chiller breaks down, Freon leak, etc.).

• Be available after normal business hours for any emergency (e.g., whenever a system is not N+1 reliable operating condition, etc.).

• Notify the COR five days in advance of any service that changes the environmental operation of the computer room.

• Meet weekly with COR to go over maintenance of all air handling units.

• Anytime services are being performed on Government owned equipment that could directly or indirectly impact computer room operations (e.g. load bank testing UPS, load bank testing generators, taking a chiller offline to perform PM, taking diesel fuel control system offline to perform PM, etc.) the PM shall request an escort from the COR or COR designee.

• perform Hourly-Walking-Tour of all critical support systems (i.e., CRAC/CRAH, Generators, Fuel Control System, VESDA, BMS, Chiller, and UPS) to observe health of these systems. Empty fuel retention pond whenever it rains. This Contractor shall also be an HVAC certified Service Technician.

7.0 SURGE SUPPORT (OPTIONAL TASK)

The Contractor shall provide additional resources in cases where traditional resource levels cannot meet an increase in systems, policy, threats exceed current scale of support in a PWS task area. The Contractor shall provide flexible and scalable support to accommodate surge requirements, unplanned growth, and emerging strategic objectives. This includes the rapid deployment of qualified personnel, tools, and processes to meet evolving mission needs without disruption to ongoing operations.

The Contractor shall ensure responsiveness, continuity, and alignment with organizational priorities during periods of increased demand or strategic shifts. At the end of the surge support period, the Contractor shall conduct post-performance surveys with stakeholders to identify a satisfaction level based on a five-star rating assessment.

The Contractor shall include the ability for comments and use that feedback mechanism to identify improvements in Contractor performance.

The Contractor shall:

• Maintain readiness to scale support services within 10 business days of notification.

• Support the integration of new strategic objectives into existing workflows and reporting structures.

• Ensure continuity of operations during periods of transition, growth, or reorganization.

• Collaborate with stakeholders to assess needs, define priorities, and implement responsive solutions.

• Track and report on surge activities, resource utilization, and outcomes.

Deliverables Surge Readiness and Response Logs Surge Staffing and Resource Utilization Reports Strategic Integration Plans and Updates Continuity of Operations Reports Monthly Surge and Flex Support Activity Reports Stakeholder Feedback and Satisfaction Summaries

Surge readiness maintained

Response capability within 10 business days of option exercise

95% Onboarding timeframe

Strategic integration effectiveness

New objectives integrated into all IO domains

99% Strategic Integration Plans and Logs

Stakeholder satisfaction

4 out of 5 Stars average at the end of the task order performance period.

4 out of 5 Stars Stakeholder Feedback Summaries

8.0 GENERAL REQUIREMENTS

8.1 SECURITY AND PRIVACY REQUIREMENTS

In accordance with VA Handbook 0710, Personnel Security and Suitability Program, the position sensitivity and the level of background investigation commensurate with the required level of access for the following tasks within the PWS are:

Position Sensitivity and Background Investigation Requirements by Task Task Number Tier1 / Low Risk Tier 2 / Moderate

Risk Tier 4 / High Risk

5.1 ☐ ☐ ☐

5.2 ☐ ☐ ☐

5.3 ☐ ☐ ☐

6.0 ☐ ☐ ☐

7.0 ☐ ☐ ☐

The Tasks identified above and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the particular Contractor individual will be working. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.

8.2 GOVERNMENT FURNISHED PROPERTY

Based upon the Government assessment of remote access solutions and requirements of this effort, the Government estimates that the following GFE will be required by this effort:

1. Laptops for contractor resources directly providing support.