Attachment 1 - SOW - FY24-R8-RIC-HVAC-support.pdf

GENERAL SERVICES ADMINISTRATION

GSA IT

STATEMENT OF WORK

(SOW)

FY24 Region 8 ROB RIC HVAC Support Services

1.0 General. This is to establish an agreement to provide support services for HVAC hardware in the Regional Infrastructure Center at the Region 8 Regional Office Building, Denver, CO.

1.1 Introduction. The Regional Infrastructure Center (RIC) at the Region 8 Regional Office Building houses critical GSA IT infrastructure hardware for the region's IT services. Managing the environmental conditions of the RIC’s physical space is a critical aspect for maintaining the stable function of the IT hardware in that space. Temperature control is an important component of managing environmental conditions.

2.0 Background. The existing HVAC units in the Region 8 Regional Infrastructure Center (RIC) provide vital cooling services to keep the room temperature in a range required for the stable function of the GSA IT hardware. These HVAC units need hardware support services such as the performance of regular manufacturer recommended preventive maintenance to ensure continuous 24x7 operation.

This hardware also needs a means to provide for emergency response and repair services for unexpected critical hardware events that need an immediate response to mitigate or correct potential interruptions in temperature control for the space.

3.0 Scope. The purpose of this document is for GSA to establish a service support agreement for a manufacturer certified service provider to perform hardware support services for the GSA HVAC hardware supporting the Region 8 Regional Information Center. The hardware to be supported are manufactured by Vertiv under the brand name Liebert.

4.0 Deliverables. The required service support agreement provides for services such as:

● Performance of hardware service support as prescribed by manufacturer’s requirements.

● Provide to GSA the manufacturer’s references for

○ Support and service schedules

○ Hardware documentation references

● Maintain the hardware so as to be certified as operating according to manufacturer’s specification

● Provide to GSA service performance documentation as a record of all hardware services performed (repairs, unscheduled/as needed corrections, inspections, etc). This includes documentation before and after work performed such as:

○ Provide to GSA a method of procedure, statement of work, or work summary prior to the performance of scheduled maintenance or emergency repair services

■ Minimum of three weeks in advance of scheduled preventive maintenance services

■ At soonest opportunity for emergency response repair services

○ Provide to GSA a detailed report of work performed and hardware performance status with any recommended follow up work that is needed

● Provide to GSA a phone support service that includes:

○ 24x7 tech support number for operations questions, troubleshooting, and reporting critical issues

○ Be able to speak directly to tech support without leaving a vm

■ If vm is unavoidable, a response to GSA IT is required within thirty (30) minutes

■ Provide a defined escalation procedure with a defined required response time in the event that GSA cannot contact or receive a reply to vm from support

● Complete cost of activities are to be at no additional charge to GSA

○ Associated parts, labor, and travel to complete preventive maintenance, as needed repairs, and tech dispatch to site shall be included as part of this agreement and be at no additional cost to GSA

○ Any parts, consumables, or other costs that are considered to be additional cost to GSA must be identified

● On site tech support response to dispatch tech to site to include:

○ 24x7 on site response for hardware with critical risk or lacking redundancy

○ 4-6 hour on-site response time

○ Technicians dispatched to site are to be qualified to work on the hardware being maintained by this agreement

● Preventive maintenance which includes providing the following at no extra cost

○ 24x7 scheduling of preventive maintenance performance

○ Contractor must take an active part in establishing and scheduling of tech visits to complete preventive maintenance activities. This includes proposing to GSA a preventive maintenance schedule based on manufacturer’s recommendations

○ Preventive maintenance activities and schedule is to be completed according to manufacturer’s recommendations

○ Perform an environmental inspection of the space where hardware is located to advise GSA of any conditions that could affect hardware operation and make recommendations to remediate them

○ Provide firmware upgrades and perform them in compliance with GSA requirements.

■ To be included

● As part of PMs

● Upon recommendation and schedule from the hardware manufacturer

● When called upon as needed

■ GSA approval is required before performing firmware upgrades

○ Methods of procedures or other such instructions for service activities are to be provided to GSA IT upon request

○ Reports for the results of preventive maintenance are to be provided to GSA

● Service provider or other third party monitoring by direct connection to hardware is not needed and is not permissible without GSA approval

● The hardware to be supported are Liebert manufactured models as follows:

○ Unit Model Number Unit Serial Number

○ VNSA16-ICOM C11G860440

○ DCSL60K-A 1129C36499

○ DCSL60K-A 1129C36525

○ DCSL60K-A 1130C36568

○ DCSL60K-A 1130C36583

○ CR020RA1A7X150 N11FBM0063

○ CR020RA1A7X150 N11FBM0064

○ CR020RA1A7X150 N11FBM0065

○ CR020RA1A7X150 N11FBM0066

5.0 Period of Performance. Annual Maintenance and Service for a 12 month period for Region 8 ROB RIC SmartRow enclosure hardware to cover base year and an additional option period of approximately 6 months to end on 1/31/2026.

● Service periods

○ First period of performance (first period of service) is to be a one year period from a start date determined from initiating the support agreement.

○ Additional service period of performance option - First optional period of performance

(second period of service). This will not be a full calendar year so that subsequent support periods of performance can be aligned to a calendar year of February 1st to January 31st. Therefore, this will need to be a pro-rated period of service that starts immediately upon the end of the first period of performance (first period of service) through to January 31st, 2026.

6.0 Contract Type. This award will be a firm-fixed price. The basis of the award will be lowest priced, technically acceptable.

7.0 Place of Performance The hardware is located at:

Denver Federal Center Building 41 W 6th Ave & Kipling Street

Denver, CO 80225

8.0 FOB Destination

Denver Federal Center Building 41 W 6th Ave & Kipling Street Denver, CO 80225

9.0 Privacy Act. Work on this project may require that personnel have access to Privacy Information.

Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

10.0 Security. Unclassified.

11.0 Invoicing And Payment. Prompt Payment Requirements: Payments will be processed in accordance with FAR Clause 52.212-4(i) Payments as supplemented and deviated from in GSAM Clause 552.212-4.

Invoices: The Contractor shall submit billings in accordance with the Government’s requirements in the SOW.

Submission of Original Invoices:

Invoices shall be submitted no later than fifteen calendar days following performance and/or delivery.

The invoice must be accompanied by any applicable monthly status reports submitted during that period. The COR and CO shall receive a copy of the invoice and all supporting documentation. This can be done before, but no later than, the same time as invoice submission to the GSA Finance Office.

Invoices are authorized for payment upon the Government’s receipt and acceptance of deliverables specified in the contract and the receipt of a valid invoice. Invoices, to be proper and payable, must include the following information:

1. Name and address of the Contractor, and

2. Invoice date and number, and

3. Contract/Order Number (as listed in Block 4 on Form SF1449) and Pegasys Document Number

(PDN) (GD followed by [PIID Number as listed in Block 4 on Form SF1449]), any Contract Line Item Numbers (CLINs), and the Program/Project Title RIC Region 8 FY-24-25, and

4. Description of the services/products provided including CLIN number and description, quantity, unit of measure, unit price and extended price of the item(s) delivered; period of service and/or dates that services were provided, etc., and;

5. Name and address of the contractor’s authorized representative to whom payment is to be sent, and;

6. Name, title, and phone number of the contractor’s PoC to be notified in the event of defective invoice; and

7. Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice and ensure the SAM.gov profile for the contractor is complete including the payment remittance address and bank details.

The Contractor shall submit an original invoice for payment to GSA Financial Operations and Disbursement Center. Copies of invoices shall be emailed to the designated Contracting Officer Representative (COR), Contract Specialist and Contracting Officer outlined in Section 8.0.

Please ensure Items 1-7 above are present on the invoice. Failure to include these items could delay your payment.

All invoices should be submitted electronically. Password and electronic invoice access is obtained through VCSS, https://vcss.ocfo.gsa.gov.

For assistance with how to setup electronic invoicing or payment related information, please contact GSA Finance Customer Support (800) 676-3690 or kc-acctspayable.vcss@gsa.gov.

A copy of the invoice must be sent to the COR/Program Office POC, Lynn Gillette.

lynn.gillette@gsa.gov for approval. A courtesy copy of the invoice must also be sent to the Contracting Officer, Monica Golibart, monica.golibart@gsa.gov for the official contract file.

Final Invoice: The Contractor shall submit with a GSA Form 1142- Release of Claims with submission of the final invoice at the end of the period of performance. A copy of the form should be sent via email to the Contracting Officer and COR identified as the Government POCs.

12.0 Contract Administration

The Contracting Officer (CO) is the only person authorized to make or approve any changes to any of the requirements of this order, this authority remains solely with the CO. In the event the Contractor makes any changes at the direction of any other person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the order price to cover any increase in cost incurred as a result thereof. All questions concerning the order shall be directed to the CO. The Contractor shall contact the CO with any questions regarding performance issues.

Contracting Officer Monica Golibart Office of Administrative Services Office of Internal Acquisition 1800 F St., NW Washington, DC 20405 Email:monica.golibart@gsa.gov

Contract Specialist Zachary Stone Office of Administrative Services Office of Internal Acquisition 1800 F St., NW Washington, DC 20405 Email: zachary.stone@gsa.gov

Contracting Officer’s Representative Lynn Gillette

GSA IT

Office of Digital Infrastructure Technologies (IDT)

GSA IT

1800 F St., NW Washington, DC 20405 Phone: 202-631-3210 Email: lynn.gillette@gsa.gov