P09 SOW ALC HVAC Controls .pdf

STATEMENT OF WORK

Title: Automated Logic Control (ALC) HVAC Controls and Building Automation System (BAS) Full Maintenance and Repair Services

1. BACKGROUND:

The Department of Veterans Affairs, Stratton VA Medical Center, is seeking full maintenance and repair services to the facility wide Automated Logic Control (ALC) heating, ventilating, and air conditioning (HVAC), building automation systems (BAS) and temperature control end devices for systems specified in Appendix A for the Stratton VA Medical Center in Albany, NY.

Equipment List is outlined in Appendix A with details of equipment preventive maintenance schedule on Appendix A.

2. SCOPE OF WORK: HVAC SYSTEM:

A. The contractor shall provide all labor, parts, materials and transportation to perform full maintenance and inspection of the equipment listed in Appendix A. Maintenance and inspection intervals are to be done quarterly for each piece of equipment listed in Appendix A. Maintenance parts and materials shall be provided to fully complete all scheduled maintenance tasks.

B. Maintenance and repairs services shall be provided by the contractor on all equipment and associated devices related to the Stratton VA Medical Center Automated Logic Control system. The contractor shall provide services that will maintain and operate covered systems at optimum comfort and efficiency and minimize disruptions of operation and discomfort of patients, visitors and staff, and reduction of system efficiency.

C. The contractor shall include all labor to diagnose, repair or replace failed components of the equipment. Coverage shall also include all parts necessary to repair faulty equipment under this requirement, including all material directly or indirectly associated with completing the necessary repairs.

D. Emergency services and repairs are included 24 hours per day, 365 days-per-year basis.

E. Contractor shall provide written reports to the contracting officer’s representative (COR) following each inspection, repair, maintenance or emergency call.

F. Seasonal work is defined as, Cooling Season April 1st – September 30th, Heating Season October 1st – March 31st, although several areas of the Medical Center are required to have both heating and cooling throughout the year.

3. SCOPE OF WORK: BUILDING AUTOMATION

A. Diagnostics Support: The contractor shall provide the necessary equipment, software and support needed to communicate with the Automated Logic Control isolated system architecture and controllers to improve the contractors’ preventive maintenance, system tuning, and trouble-shooting capabilities. The Automated Logic Control system architecture is isolated and is not on the VA enterprise network.

B. Software Maintenance: The contractor shall maintain controller software, system software, application software, and building management software. Tasks to be provided include reviewing current data files to verify that current applications and programs are working properly and performing system administrative functions such as security software upgrades. Support of application software must be provided to maximize system utilization. On-site evaluation and implementation of changes to improve system operation is required. The contractor shall provide complete backup for all software on and off site to minimize system downtime and improve system maintenance. It is the contractor’s responsibility for database upkeep.

C. Software Upgrades: As the manufacturer provides new software revisions, the contractor will provide and install these revisions. The revisions shall be provided to enhance current system performance and prevent system obsolescence. The contractor must install these revisions within 30 days of their release by factory if there is enhancement to the system’s current operation.

D. Workstation Hardware Maintenance: The contractor shall perform scheduled preventative, predictive and diagnostic services on the PC workstations specified. System analysis shall be performed on the equipment covered under this agreement to detect early signs of deteriorating performance and to predict potential equipment failures. After identifying potential problem areas, corrective action, as outlined in this specification, will be taken.

E. Workstation Hardware Upgrades: The contractor shall be responsible for upgrading the VA’s front-end workstation hardware, as required, to support the latest versions of software or, where economically feasible, during preventative or repair services on such hardware.

F. Field Hardware Maintenance: The contractor shall perform maintenance tasks on all covered field hardware at appropriate intervals. Such tasks will include, but not be limited to, the running of diagnostic programs, checking of input and output device calibration, and verification of control command execution.

G. Field Hardware Upgrades: When the contractor encounters a component of field hardware in need of replacement and a newer design is available and is functionally equivalent or superior, the component of the newer design will be used as the replacement. It is the intent of this service feature to address system component obsolescence and maintain the long-term integrity of system functionality. The contractor will notify the VA of such replacements/upgrades.

H. System Design Support: The Contractor shall be available for consultation regarding design changes and equipment selection based on past experiences with similar systems.

I. System Documentation and Records: The Contractor shall be responsible for maintaining and updating all system documentation and records for the VA to the systems covered. This information will include, but not be limited too, the following: PM, repair or emergency service records; parts inventory information; system manuals and instructions; system drawings and schematics; software programs and applications;

licensing agreements; training information. This information, as generated, shall become the property of the VA. The Contractor shall review and update all relevant system documentation and records at least on a semi-annual basis and provide the VA with updates, where appropriate. The VA reserves the right to request copies of this information at any time during the performance period.

J. Critical and Non-Critical System: Contractor shall provide all labor, material and parts to maintain and repair critical and non-critical systems. At no time will a critical system go unrepaired due to hours, holidays, weekends, etc.

a. Critical Systems: All critical systems are outlined in Appendix A, highlighted in red. When repairs to these systems are required, the contractor will respond within 2 hours of the initial call to evaluate the necessary repairs to restore systems to full functionality. Critical HVAC systems and their components will be covered 24 hours a day, 7 days a week, 365 days a year.

b. Non-Critical Systems: The contractor shall repair systems deemed non-critical as outlined in Appendix A, highlighted in blue. All parts and materials shall be included. The repair work is required during normal business hours of 8 am to 4:30 pm, Monday through Friday, excluding holidays. The contractor shall have a proposed preventive maintenance program and demonstrate compliance with the program. This program at a minimum should contain an example of an annual preventive maintenance schedule, arranged by building, system, task, task frequency and monthly occurrence as applicable.

K. System Logic and Graphics: The contractor shall provide 80 hours per year to be used at the discretion of the VA to correct graphical/ program logic issues for any equipment that is on the Automated Logic Control server/system.

4. GENERAL REQUIRMENTS:

A. Licensing: The contractor shall be fully licensed to do business at the job site and to provide complete service HVAC systems. The contractors’ employees will hold current individual licenses, as applicable, for services they will be performing for this requirement.

B. Critical Inventory: The contractor must identify within fourteen (14) days of award notification a Critical Inventory, which will be stored on site. The identification of the Critical Inventory shall be based on the contractors’ experience with the specific covered systems, to be maintained. This inventory shall include the component model number, and delivery lead-time, and reasoning as to its inclusion as a Critical Inventory item. The contractor shall review the Critical Inventory with the VA to determine what items will be in the final inventory.

C. Replacement Parts: Contractor shall use new OEM parts or authorized equal when replacing all parts, components, and/or devices for the covered systems.

D. Obsolete Parts and Mandatory Modernization: Should the contractor encounter a part in need of replacement, and the direct replacement is no longer available due to obsolescence, the contractor shall replace that part with a new part of equivalent. The contractor shall notify the VA when such replacements/modernization occur.

E. Use of Reconditioned Parts: Reconditioned components may be used only when delivery time of new components is extensive, and it is mandatory to get a piece of equipment in operation. The contractor shall notify the VA of such instances. At the discretion of the VA, the VA may direct the contractor to replace such reconditioned part with new when the new parts become available.

F. Underwriter Laboratories (U.L.) Listed Parts: For those parts of the system that are U.L. Listed, the contractor will be responsible for replacing said parts with U.L. Listed components to maintain the entire system's U.L. Listing.

G. Non-Covered Damaged Parts: Damage to parts due to vandalism, abuse, and/or acts of God will be the VA’s responsibility.

H. Experience: The contractor shall have five (5) years of experience on Automated Logic equipment and system.

5. DISRUPTION OF OPERATION OF VAS’ EQUIPMENT:

The contractor will be permitted to stop and start all primary equipment incidental to the mechanical system(s) related to covered systems. All scheduled disruptions of operation of such equipment will be coordinated in advance with the COR. The contractor will be required to notify the VA of disruption of operation of equipment and/or systems not providing life safety functions.

6. INSPECTION:

Upon completion of the maintenance service, the COR/POC will perform the inspection in the presence of the contractor personnel, prior to the contractor personnel leaving the facility. This inspection should ensure that all equipment is returned to full functioning condition. No invoices will be processed for payment prior to the completion of POC inspection.

7. DRAWINGS AND OTHER ATTACHMENTS:

See Appendix A Equipment List for Autologic equipment.

8. FREQUENCY AND REPORTING:

Inspections/maintenance are completed monthly. Repairs and emergency calls can happen at any time. A report shall be generated after each repair or emergency call.

9. MODIFICATION:

Any repairs, services, or work that incur additional costs or beyond the scope of the original contract must receive prior approval through a formal contract modification before the commencement of such work. The contractor shall not proceed with any additional work for which additional compensation is expected unless the modification has been executed by the contracting officer. Failure to obtain prior approval for a modification may result in non-payment for the unauthorized work.

10. OTHER RELATED SERVICES (NOT INCLUDED IN THE SCOPE OF WORK):

Any services not expressly stated in this statement of work are not authorized. Services such as inspection, Original Equipment Manufacturer (OEM) required maintenance, or other maintenance and repair vital to the continued functioning of the systems may be added only after written modification from the contracting officer, unless they are inclusive to the requested services. No other person, including the COR or any other VA personnel are authorized to request additional work be performed by the contractor. Any additional services performed that are not authorized by the contracting officer will be considered inclusive.

11. PERIOD OF PERFORMANCE:

The estimated period of performance will be from 04/01/2026 to 03/31/2027 with the provision of four (4) Option Years.

12. PLACE OF PERFORMANCE:

Department of Veterans Affairs, Upstate NY Healthcare System Stratton VA Medical Center, 113 Holland Ave Albany, NY 12208

13. INVOICE SUBMISSION:

All invoices must be submitted monthly via Tungsten Network and reference the assigned identifier.

APPENDIX A – Automated Logic Equipment

Albany VA controls contract equipment list

Equipment Name Location 24/7 Notes AHU01 (Sterile) SPS Y

AHU 5-2A MRI A212 Y

AHU 6-2A MRI A209 Y

Angio AHU 3 Core Y AHU 9A Oncology 9A Y AHU-9-11A Oncology 11A Y

Basement AHU01 (Sterile) Thermostats : 6 (1 per

VAV)

VAVs: 6 (TB 1-6)

Sensors:

Intake Air temperature OA pre-filter pressure OA HRC air temp OA filter pressure Preheat air temperature Cooling coil air temperature

Final filter pressure Humidifier cond temp Supply air temp Supply humidity Supply air CFM (VP) Supply static pressure input 1 Supply static pressure input 2 Exhaust air static pressure input Exhaust humidity Exhaust air temp Exhaust HRC air temperature Exhaust filter pressure Echaust air CFM (VP) Freezestat Supply fan run status Humidifier high limit High supply static limit

Exhaust fan run status Low exhaust static input

Output Devices: Enable-S/S to include entire circuit Cooling valve E.G. Rib relay ,Ice cube relay, Motor starter,end switch

Humidifier signal Supply fan enable Exhaust fan enable Heating valve AHU-1 freeze pump enable (P5) Humidifer isolation valve Compressor stage 1 Compressor stage 2 Compressor stage 3 Compressor stage 4 Glycol Hot Water HX Sensors:

Supply temperature Return tempeature Differential pressure 1&2 Pump 1 status Pump 2 status

Output Devices: Enable-S/S to include entire circuit HW valve E.G. Rib relay ,Ice cube relay, Motor starter,end switch Pump 2 VFD output Pump 1 VFD output Pump 1 S/S Pump 2 S/S

2nd Floor

AHU 5-2A

Thermostats: 2 Electroni c

Supply air temp Supply air temp (EDH) Drain pan Supply fan flow Final filter dp Outside air temp

Indoor emergency shutdown Suction pressure Head pressure Compressor status Outdoor emergency shutdown Compressor discharge temperature

Output Devices: Enable-S/S to include entire circuit Electric duct heater S/S E.G. Rib relay ,Ice cube relay, Motor starter,end switch

Outside air damper Heat modulation Compressor 1 S/S Supply fan S/S

AHU-6-2A

Sensors:

Drain pan Supply air temperature Supply air humidity Return air temperature Return air humidity Supply fan status Filter DP Compressor 1 status Compressor 2 status Outside air temperature Phase and brown out Suction pressure 1 Suction pressure 2

Output Devices: Enable-S/S to include entire circuit Supply fan S/S E.G. Rib relay ,Ice cube relay, Motor starter,end switch Heat enable Heat valve Supply fan speed Compressor 1 S/S Compressor 2 S/S Reheat enable

3rd Floor New Angio AHU

Return air temp

Supply air temp Preheat temp Mix air temp Cool temp SA cFM

OA CFM

Filter status

SA SP

SA humidity RA Humidity

OA Dmpr pos RA Dmpr pos PHT vlv pos DX enable EA Dmpr pos

Output devices: Enable-S/S to include entire circuit CHW valve E.G. Rib relay ,Ice cube relay, Motor starter,end switch HW Valve 2 RHT valves 2 DAT temp Eq RM sensor

9th Floor AHU-1-9A Oncology Thermostats: 3 Electroni

Supply air humidity Discharge air temperature Duct static pressure Supply fan air flow Supply fan status Reheat coil pump status Air filter status Diff #1 final filter status Ante room temperature Ante room humidity Ante room pressure AHU-2 supply air humidity local AHU-2 supply air temp local

AHU-2 Air flow local

Mixed air temperature Suction pressure circuit 1 Suction pressure circuit 2 Buffer room pressure Hot water supply temp

Buffer room temp local Buffer room humidity

Compressor #1 status Compressor #2 status Low limit alarm Diff #2 final filter status DX coil water alarm Humidistat local

Output Devices: Enable-S/S to include entire circuit Supply fan speed E.G. Rib relay ,Ice cube relay, Motor starter,end switch RHC 1-9A HW valve RHC 2-9A HW valve Humidifier output Reheat setpoint command Cooling output Heating output Outdoor air damper AHU-2 OA damper Supply fan S/S Compressor 1 enable Compressor 2 enable How water pump 1 S/S Reheat enable

11th Floor

AHU-9-11A

Thermostats: 3 Electroni

VAV's 4

(2) Phoenix Valves

Sensors:

Supply air temperature Supply air humidity Heating coil supply air temperature Mixed air temperature

Filter DP HW coil temperature

SA CFM 01

SA CFM 02

Comp1 hi PSI Comp1 lo PSI Comp2 hi PSI Comp2 lo PSI Coil SA humidity Static pressure Freezestat Air flow switch Pump 1 status Pump 2 status Condensate temperature

Output Devices: Enable-S/S to include entire circuit Hot water valve E.G. Rib relay ,Ice cube relay, Motor starter,end switch Cooling valve Humidifier modulating valve

Humidifier isolation valve Outside air damper Return air damper Supply fan 1 isolation damper Supply fan 2 isolation damper Cooling stage 1 Cooling stage 2 Supply fan 1 S/S Supply fan 2 S/S Pump 1 S/S Pump 2 S/S

EF-3&4-12A Roof Sensors:

EF-3 status EF-4 status EF-3 damper status EF-4 damper status

Output Devices: Enable-S/S to include entire circuit EF-3 damper E.G. Rib relay ,Ice cube relay, Motor starter,end switch EF-4 damper

EF 3 S/S

EF 4 S/S

HRU-1-11A

Sensors:

Exhaust air temperature Supply air temperature Return air temperature Exhaust air static pressure

VAV EX1 DP

VAV EX2 DP

OA filter DP RA filter DP Exhaust air humidity Return air humidity

Supply air humidity

RA-A CFM

RA-B CFM

EXH VLV-1 CFM

EXH VLV-2 CFM

Output Devices: Enable & S/S to include entire circuit Exhaust Dmp A E.G. Rib relay ,Ice cube relay, Motor starter,end switch Exhaust Dmp B Exhaust valve 1 Exhaust valve 2 Exhaust fan S/S Supply fan S/S