Attachment 1_Lutron Lighting System_SOW.pdf

1. BACKGROUND:

The Office of Personnel Management’s (OPM) headquarters office, Theodore Roosevelt Building (TRB), is located at 1900 E Street, NW, Washington, DC, 20415. The TRB houses approximately 2,000 employees. Additionally, there are approximately 75,000 visitors and guests (annually) from both the public and private sectors who frequent the building.

Facilities, Security and Emergency Management (FSEM) manages the agency's personal and real property, building operations, space design and layout, realty, safety and occupational health programs, as well as support services programs that promote a safe, healthy, and high-quality work environment for OPM employees.

OPM/FSEM/Building Operations has a requirement for maintenance and support services for the Lutron Lighting System installed in OPM’s headquarters building located in Washington, DC. In accordance with Lutron Services Company, a wholly owned subsidiary of Lutron Electronics Co., dated October 28, 2021, there are no other companies that are authorized to contract and deliver services for Lutron products.

2. SCOPE:

In support of this mission, Building Operations requires Lutron Services to perform annual preventative maintenance, programming, repair and provide replacement parts for the Lutron Lighting System located in the TRB. Due to certain programming aspects within the Lutron Lighting System, OPM is looking to establish an annual maintenance and support services contract for onsite services. The contract will help provide further assistance for facilities maintenance in keeping the Lutron Lighting System functional and operational during normal working hours.

3. PLACE OF PERFORMANCE

All work is to be performed at the Theodore Roosevelt Building (TRB), 1900 E Street, NW, Washington, DC 20415.

4. PERIODS OF PERFORMANCE

This contract will consist of a 12-month base period and up to four 12-month option periods as noted below:

Base Period 03/15/2022 – 03/14/2023 Option Period One 03/15/2023 – 03/14/2024 Option Period Two 03/15/2024 – 03/14/2025 Option Period Three 03/15/2025 – 03/14/2026

United States Office of Personnel Management (OPM)

STATEMENT OF WORK/ OBJECTIVES

Lutron Lighting Maintenance and Support

Option Period Four 03/15/2026 – 03/14/2027

Additionally, under FAR 52.217-8, there is a unilateral option to extend performance for up to an additional 6 months.

5. APPLICABLE DOCUMENTS

N/A

6. GOVERNMENT FURNISHED MATERIAL/INFORMATION

OPM will provide any relevant drawings on the installed system in which OPM currently has on site. OPM will also provide access to the facility to review and assess the space for completion of the contract. OPM will also provide electrical, water and limited storage to contractors for the contract.

7. CONTRACTOR FURNISHED MATERIAL/INFORMATION

The contractor shall provide all labor, materials, and supervision to carry out all aspects of the contract.

Should the Contractor fail to furnish required Contractor Furnished Items, the Government will purchase them and then deduct the cost of those purchases from the Contractor's monthly invoice.

8. SUMMARY OF REQUIREMENTS

It will be required that the contractor provide services for the Lutron lighting system in the TRB. Facilities intends for these services to reduce failures and downtime of the buildings lighting system and help to address lighting circuits as they are relocated or replaced within the building. This will help to update and maintain the cost savings initially intended with the Lutron system. as well as provide additional opportunities to expand the system to other areas of the building.

SCOPE OF SERVICES –

Lighting Hardware and Programming Coverage

• 24-hour onsite/remote response time for troubleshooting and diagnosis of the Lutron system.

• High priority available on site/remote response time for all elective visits.

• 100% Lutron parts coverage for replacement, shipment, and analysis of Lutron components.

• 100% Lutron labor coverage for troubleshooting and diagnosis of lighting issues.

• Unlimited phone technical support.

• Remote diagnostics for systems configured for remote access.

• 2 hours of remote programming for systems configured for remote access.

• 5 days annually of elective onsite support to provide preventative maintenance, onsite training and programming needs to be selected by OPM facilities.

o Preventative maintenance includes scheduled onsite visit for asset management, system check, panel maintenance, and computer maintenance.

o System Optimization includes an onsite, consultive visit for identification and implementation adjustments and/or strategies to enhance energy savings.

o Onsite training includes a scheduled onsite Lutron lighting control system programming and implementation training visit for facility staff.

o Additional elective services include supplemental staff training, system optimization, timeclock reprogramming and/or system status reporting.

Software Maintenance Agreement

• Microsoft Operating System Compatibility o Testing results that show compatibility with Microsoft’s recent software patches o Quantum software patches to ensure that conflicting Microsoft patches do not affect the server uptime

• Database Compatibility o Quantum updates or modifications for continued interoperability with supported Microsoft SQL Server updates

• Quantum Software Version Upgrades o No additional license fees for Licensee to upgrade Quantum software o Note: Software version upgrades will usually require on-site upgrade assistance; contact Lutron Services Company for a quotation

• Extension of the software warranty for the term of the agreement

• Additional service days to be provided at a daily cost rate, *All services to be scheduled Monday-Friday between 8AM and 5PM. All onsite service to be delivered in the time frame around the availability of facility and staff. Coverage excludes the holidays of New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day.

9. DELIVERABLES: The contractor shall carry out all actions in the scope of work to provide maintenance services of the existing Lutron Lighting System and provide emergency service support at the TRB.

10. QUALITY ASSURANCE SURVEILLANCE PLAN

The Contractor shall establish a complete Quality Assurance Surveillance Program (QASP) to assure that the requirements of the contract are provided as specified. Within seven (7) calendar days prior to the start date of the contract, the Contractor shall submit a copy of his/her program to the COR for approval. The QASP shall be a system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Government inspectors point out the deficiencies. This QASP is of paramount importance. The program shall include, but not be limited to the following:

(a) An inspection system that is tailored to the TRFB covered under the terms of the contract and which covers all services specified in the contract specification. The Contractor will devise a checklist for use during the regularly scheduled and unscheduled QASP inspections. The checklist used must be signed and dated by the contractors’ inspector upon completion of required work and kept on file.

(b) In the inspection process, the Contractor shall identify all personnel who will be performing QASP inspections by name, title, and type of inspection each is authorized to perform. The person who actually performed the work being inspected shall not perform Quality Assurance Inspections.

(c) A process must be created and documented to ensure the Contractor’s employees are notified of deficiencies found in their areas of responsibility. The noted deficiencies must be corrected, and the employees shall be counseled/retrained to ensure the deficiencies do not reoccur.

(d) The Contractor will maintain a file of inspections, including corrective actions taken and accessible to the COR at all times. A copy of these inspection reports shall be submitted to the COR or designative representative by close of business (COB) on Monday of the following week. The COR may compare inspections performed by the Contractor’s inspectors against the actual conditions which exist at that point in time.

(e) Failure to submit a Quality Control Plan to the COR for approval will result in the withholding of all moneys due the Contractor until such time as the Quality Control Plan is received, reviewed, and approved.

(f) This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing this performance work statement PWS It is designed to provide an effective surveillance method of monitoring contractor performance for each requirement listed in the Performance Requirement Summary shown below.

(g) The QASP provides a systematic method to evaluate the services the contractor is required to furnish.

(h) The QASP is based on the premise the government desires to maintain a quality standard in operating, maintaining, and repairing of the facilities and that a service contract to provide the service is the best means of achieving that objective.

(i) The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government in the Quality Assurance Plan is to ensure that contract standards are achieved.

(j) In this contract the quality assurance program is the driver for product quality.

The contractor is required to develop a comprehensive program of monitoring actions.