36C24720Q0139-006.pdf

Ralph H. Johnson VAMC

STATEMENT OF WORK

A. GENERAL INFORMATION

1. Title of Project Energy Management System Maintenance

2. Scope of Work: The contractor shall provide all resources necessary to provide full maintenance on the Energy Management System at the R.H.J. VA Medical Center

3. Background: The previous maintenance contract has expired.

4. Performance Period: The contractor shall complete the work required under this SOW during

April 1, 2020 to March 31, 2021 (with four option years) unless otherwise directed by the

Contracting Officer (CO).

5. Type of Contract: Firm-Fixed-Price

B. GENERAL REQUIREMENTS

The Contractor shall be fully responsible and accountable for the operation of all equipment beginning on the date specified in the Notice to Proceed. These specifications are a statement of the minimum level of work and services that are to be provided under this contract. They are not intended to be, nor shall they be construed as, limiting specifications or requirements. At a minimum, the contractor shall be required to take all steps and measures which would be taken by a prudent building owner to maximize the life expectancy and minimize downtime of the energy management system. In addition, the Contractor shall be responsible for all costs associated with accomplishing repairs and replacements, including labor, equipment, and supplies for all equipment and systems specified. The contractor shall develop and implement a preventive maintenance (PM) program, performed during normal hospital working hours acceptable to the Contracting

Officer Technical Representative (COR) or designee. All equipment shall be maintained in accordance with the manufacturer's recommendations, the best practices of the industry, and applicable codes, standards, and regulations. If a conflict arises between these standards, the most stringent will prevail. The PM program must be submitted and acceptable to the COR or designee prior to the commencement of the contract period.

Contractor shall provide a detailed list of equipment covered within the contract.

Contractor will provide continuous graphic updates to reflect building floor plans and building architecture.

Contractor will provide labor and materials for the installation of new DDC devices, to include:

Up to a 100 total points per year, Up to 2500 feet of analog/communications wiring (3/4” conduit and 18 AWG twisted pair wire) per year, Up to 2500 feed of digital/power wiring (3/4” conduit and 12 AWG wires) per year, And, associated programming and graphics, (VA will provide devices).

Allow for up to 50% of this work to be performed outside normal business hours.

Contractor will provide a GSA price listing of all DDC equipment.

Contractor will provide and maintain up to 5 BAS operator workstations.

Contractor will maintain any software and licenses updates for installed equipment.

Contractor shall work with COR and shop personnel to optimizes system efficiency (air handler resets, night setbacks ect.) when possible.

Energy Management System Maintenance Contract

Statement of Work

Ralph H. Johnson VA Medical Center

If repairs require work outside the scope of the maintenance contract the contractor shall notify the COR or designee for direction. Contractor shall not perform chargeable work until authorized by the COR or designee.

All scheduled work that requires a system to be taken out of service shall be coordinated with the COR or designee and the contractor shall report to the COR or designee the status.

1. REPORT OF SERVICES/DOCUMENTATION:

Upon completion of any maintenance and/or repair services, the contractor shall report to the COR or designee and provide a written report detailing services performed and obtain an acceptable signature.

2. ITEMS TO BE SUPPLIED BY THE CONTRACTOR

Parts installed shall be new and genuine parts supplied by, or certified by the Contractor as equivalent to, the original equipment manufacturer, or its successor prior to the installation of the part. The

Contractor shall maintain a stock of applicable replacement parts to reduce to a minimum the interruption of controls. When replacing existing parts or installing new parts, the Contractor shall install energy efficient parts to the maximum extent possible. Contractor shall provide and maintain newest upgrade of controls/software to allow for expansion.

Training

A. The BAS Contractor shall provide both on-site and classroom training to the Owner’s representative and maintenance personnel per the following description:

B. On-site training shall consist of a minimum of (40) hours of hands-on instruction geared at the operation and maintenance of the systems. The curriculum shall include

1. System Overview

2. System Software and Operation

3. System access

4. Software features overview

5. Changing setpoints and other attributes

6. Scheduling

7. Editing programmed variables

8. Running reports

9. Workstation maintenance

10. Viewing application programming

11. Operational sequences including start-up, shutdown, adjusting and balancing.

12. Factory, classroom training will include a minimum of (2) training reservation for a 3-day course with material covering workstation operation tuition free with travel expense responsibility of the owner. The option for 2-3 weeks of system engineering and controller programming shall be possible if necessary and desired.

Automatic monitoring

1. The software shall allow for the automatic collection of data and reporting from any controller or NSC. The frequency of data collection shall be user-configurable.

Alarm Management

1. The software shall be capable of accepting alarms directly from NSCs or controllers, or generating alarms based on evaluation of data in controllers and comparing to limits or conditional equations configured through the software. Any alarm (regardless of its origination) will be integrated into the overall alarm management system and will appear in all standard alarm reports, be available for operator acknowledgment, and have the option for displaying graphics, or reports.

2. Alarm management features shall include:

a. A minimum of 1000 alarm notification levels. Each notification level will establish a unique set of parameters for controlling alarm display, distribution, acknowledgment, keyboard annunciation, and record keeping.

b. Automatic logging in the database of the alarm message, point name, point value, source device, timestamp of alarm, username and time of acknowledgement, username and time of alarm silence (soft acknowledgement)

c. Playing an audible sound on alarm initiation or return to normal.

d. Sending an email or alphanumeric pager to anyone listed in a workstation’s email account address list on either the initial occurrence of an alarm and/or if the alarm is repeated because an operator has not acknowledged the alarm within a user-configurable timeframe. The ability to utilize email and alphanumeric paging of alarms shall be a standard feature of the software integrated with the operating system’s mail application interface (MAPI). No special software interfaces shall be required, and no email client software must be running in order for email to be distributed.

e. Individual alarms shall be able to be re-routed to a user at user-specified times and dates.

For example, a critical high temp alarm can be configured to be routed to a Facilities Dept.

workstation during normal working hours (7am-6pm, Mon-Fri) and to a Central Alarming workstation at all other times.

f. It shall be possible to re-route an alarm if a user-defined response time has been exceeded.

For example, if a critical alarm has an acknowledgment time of 5 minutes and that acknowledgement does not occur, the alarm can be re-routed to a secondary receiver.

g. An active alarm viewer shall be included which can be customized for each user or user type to hide or display any alarm attributes.

h. The font type and color, and background color for each alarm notification level as seen in the active alarm viewer shall be customizable to allow easy identification of certain alarm types or alarm states.

Report Generation

1. The Reports Server shall be able to process large amounts of data and produce meaningful reports to facilitate analysis and optimization of each installation.

2. Reports shall be possible to generate and view from the operator Workstation, and/or

Webstation, and/or directly from a reports-only web interface.

3. A library of predefined automatically generated reports that prompt users for input prior to generation shall be available. The properties and configurations made to these reports shall be possible to save as Dashboard reports, so that the configurations are saved for future used.

4. It shall be possible to create reports standard tools, such as Microsoft Report Builder 2.0 or

Visual Studio, shall be used for customized reports.

5. Additional reports or sets of reports shall be downloadable, transferrable, and importable

6. All reports shall be able to be set up to automatically run or be generated on demand and emailed to designated personnel.

7. Each report shall be capable of being automatically emailed to a recipient in Microsoft Word,

8. Reports can be of any length and contain any point attributes from any controller on the network.

9. Minimum supplied reports shall include:

a. Points in each controller

b. Points in alarm

c. Disabled points

d. Overridden points

e. Operator activity report

f. Alarm history log

g. Program listing by controller with status

h. Network status of each controller

i. Activities Per Server Report

j. Activities Per User Report

k. Alarm Amount by Category Report

l. Alarm Amount by Type Report

m. Alarms Per Sever Report

Building Automation System – Guide Specification

n. Current Alarm Report

o. Most Active Alarm Report

p. System Errors Per Server Report

q. Top Activities Report

r. Top Alarms Report

s. Top System Errors Report

t. Trend Log Comparison Report

u. User Logins Report

v. Users and Groups Reports

All work described shall be installed, wired, circuit tested and calibrated by factory certified technicians qualified for this work and in the regular employment of the approved manufacturer's local field office. The approved manufacturer's local field office shall have a minimum of 3 years of installation experience with the manufacturer and shall provide documentation in the bid and submittal package verifying longevity of the installing company's relationship with the manufacturer when requested. Supervision, hardware and software engineering, calibration and checkout of the system shall be by the employees of the approved manufacturer's local field office and shall not be subcontracted. The control contractor shall have an in-place support facility within

100 miles of the site with factory certified technicians and engineers, spare parts inventory and all necessary test and diagnostic equipment for the BAS system, and the control contractor shall have

24 hours/day, 7 days/week emergency service available.

Contractor will provide shop drawings to include a riser diagram depicting locations of all controllers and workstations, with associated network wiring. Also included shall be individual schematics of each mechanical system showing all connected points with reference to their associated controller. Typicals will be allowed where appropriate.

1. FAILURE TO PERFORM

a. Should any of the services not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. Should the work remain deficient, the

COTR may have the work accomplished by other means and deduct the cost thereof from the monthly payment. When the defects in services cannot be corrected by re-performance, the Government may:

i. Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

ii. Reduce the contract price to reflect the reduced value of the services performed.

b. If the Contractor fails to promptly perform the services in conformity with the contract requirements or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may:

i. By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or

ii. Terminate the contract for cause.

Service Calls

Contractor shall provide information requested below as to where service calls are to be placed.

Name:

Address:

City, State, Zip Code:

Toll Free Telephone Number:

Local Telephone Number HQ:

Facsimile Number HQ:

E-mail Address:

Primary Service Representative:

The Contractor shall respond promptly (within one (1) hour. Service calls are responses and subsequent repairs, or adjustments of systems or problems reported to the Contractor. If the service call cannot be resolved within one (1) hour, the Contractor shall immediately notify the COR or designee of the problem and the time and date corrective action shall be completed.

The Contractor shall maintain a service call log or record which shall always be available for inspection by the VA. As a minimum, the call log or record shall contain the information specified herein.

• Name of Caller,

• Description of problem; location where problem exists.

• Time and date call were received.

• Description of the action taken to resolve the problem and the time and date corrective action was taken.

EMERGENCY CALL-BACK SERVICE

1. Emergency call-back service consists of promptly responding to requests for emergency service 24 hours per day, 7 days per week. The contractor shall report to the site of the emergency within 1 hour of the time of notification and shall remain on the job until the emergency has been resolved.

If the situation cannot be resolved immediately, the Contractor shall promptly notify the COR or designee of the time and date corrective action shall be taken. Requests for service may be made by the COR or designee by telephone or other means

2. For service other than what is an emergency, outside the normal working hours of 8:00 a.m. to 4:00 p.m. Monday through Friday, the contractor shall report to the site within two (2) hours after time of notification.

WORK SCHEDULING AND REPORTING ACCOMPLISHMENTS

1. The Contractor shall instruct his/her personnel that any time they perform work under this contract they shall comply with the following procedures:

a. Contact the COR or his/her designated representative when first arriving at the building. If the work is of a continuing nature, a check-in visit is required each day.

2. At the completion of the work, the Contractor's employees shall submit to the COR or the designated representative a copy of a work order, repair order or a form which shall furnish the following information:

• Name and address of the Contractor.

• Name of Contractor's employee in charge of the work

• Date(s) work performed, and hours expended.

• Brief description of work performed including equipment identification.

• Signature of Contractor's employee and signature block for the COR or the designated representative.

C. CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the

CO. A copy of each change will be kept in a project folder along with all other products of the project.

Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

D. REPORTING REQUIREMENTS

The Contractor shall obtain all necessary licenses and/or permits required to perform the work. In addition, the Contractor shall provide the COR with a copy of any licenses and/or permits obtained.

E. TRAVEL

All work is to be conducted at the Ralph H. Johnson VAMC located at 109 Bee Street, Charleston, South Carolina and 338 Phyllis Blvd Myrtle Beach South Carolina. The contractor is responsible for any anticipated travel and per diem.

F. GOVERNMENT RESPONSIBILITIES

The VA shall grant the Contractor and its Subcontractor permission to all areas of the Ralph H.

Johnson VA Medical Center that are required.

H. CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

I. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS1

All contractor employees who require access to the Department of Veterans Affairs’ computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA

Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to subcontractor personnel requiring the same access.

1. Position Sensitivity – The position sensitivity has been designated as Low Risk.

2. Background Investigation – The level of background investigation commensurate with the required level of access is Minimum Background Investigation.

3. Contractor Responsibilities

a. The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship, and are able to read, write, speak and understand the English language.

b. The contractor shall submit or have their employees submit the required forms (SF 86 or SF

85P, SF 85P-S, FD 258, Contractor Fingerprint Chart, VA Form 0710, Authority for Release of Information Form, and Optional Forms 306 and 612) to the VA Office of Security and Law

Enforcement within 30 days of receipt.

c. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the affected employee from working under the contract.

d. Failure to comply with contractor personnel security requirements may result in termination of the contract for default.

4. Government Responsibilities

a. The VA Office of Security and Law Enforcement will provide the necessary forms to the contractor, or to the contractor’s employees, after receiving a list of names and addresses.

b. Upon receipt, the VA Office of Security and Law Enforcement will review completed forms for accuracy and forward the forms to the office of Personnel Management (OPM) to conduct background investigations.

c. The VA Office of Security and Law Enforcement will notify the CO, and contractor, of adjudication results received from OMB.

d. Upon being notified about a favorable determination, the CO may issue a notice to proceed to the contractor.