ATTACHMENT 1 - Statement of Work 02.docx

1.0 STATEMENT OF WORK RETRO-COMMISSIONING – VISN 10

1.1 Project Overview

The Department of Veterans Affairs Health Care Network – Veterans Integrated Service Network (VISN) 10 has chosen to pursue Retro-Commissioning Services (RCx) via one prime Contractor and its respective contracted team at the following site. The data below is from FY2021 and is the most current available:

[Station: 541]

The past mandated Retro-Commissioning and Re-Commissioning RCx services for the Cleveland VAMC was completed in 2015. The information from these reports and efforts will be made available to the Contractor awarded this contract as a basis of discovery this RCx effort. This SOW will require the Contractor to perform Retro-commissioning (RCx) services as noted below.

The Contractor shall Monitor and Compare data across the network and provide a map/plan forward for resilience and correction in a life cycle cost effective prioritization list format, expanding the (ECM) Energy Conservation Measures list for the Cleveland Facility.

1.2 Contract Type

The Contractor shall comply with all terms and conditions of the awarded firm fixed price contract and in accordance with the SOW.

1.3 Definitions

Contracting Officer (CO): The VA’s CO has the authority to enter into, administer and/or terminate contracts and may make related determinations and findings. The CO will designate to the Contractor in writing the roles and responsibilities of other VA officials as they relate to the execution of this contract.

Contracting Officer's Representative (COR): The COR and Project Manager will be assigned to represent the CO as identified in the respective delegation letters. The respective duties will be described thereto.

Contractor: The Contractor is solely responsible for the management (planning, supervision and contract coordination) and retro-commissioning services (including all labor, equipment, materials, inspections, and professional services) to meet requirements of this contract.

Current Facility Requirements (CFR): Defines the users’ current operational needs and requirements for a building. It typically includes items addressing temperature and humidity set points, lighting levels, operating hours, filtration, vibration, sound and/or specialty needs. (Reference http://www.cfm.va.gov/TIL/)

Distribution of Submittals: Contractor deliverables for each Task shall include two (2) complete sets of electronic files and two (2) hard copy delivered to the COR. All other documents including narrative and text documents, specifications, design analysis and cost estimates shall be furnished on recordable compact discs to the COR and the Contracting Officer.

Facility Improvement Measure (FIM): Alterations or revisions to systems or equipment planned to improve building and system performance, reduce operations and maintenance (O&M) costs and/or improve the indoor environmental quality.

Retro-Commissioning (RCx): The application of the commissioning process to an existing building that has not previously undergone the commissioning process. This Project includes the Assessment, Planning, and action for Monitoring to provide a best practice solution and an action plan to promote life cycle /cost effective/ sustainable actions.

Return on Investment (ROI): The ratio of the money gained or lost on an investment relative to the cost of the investment. To calculate ROI, the benefit (return) of an investment is divided by the cost of the investment; the result is expressed as a percentage or a ratio. ROI = (Gain from Investment - Cost of Investment) / Cost of Investment.

VA Review and Comment Resolution: The VA will review all submittals identified under this contract. Formal comments generated by the VA during the review will be provided to the Contractor. Reviews of design documents, shop drawings, and product data by the VA are not to be interpreted as an approval of the Contractor’s selections or progress toward meeting contract requirements.

1.4 Technical Requirements

1.4.1 Background

The VA is seeking professional Retro-commissioning services (RCx) for the purpose of improving the operating performance of the Cleveland VAMC from the perspectives of air quality and infection control, energy efficiency and resiliency, occupant comfort and safety, and providing adherence to the environmental requirements for all areas of special operations at the VAMC (OR, Labs, Cleanrooms, etc...). Preventing nosocomial infections is top priority for the VA. As is, providing for staff comfort in delivering services and providing veteran patients opportunity to healing in healthy environments. Having clean, high quality, and efficient energy equipment and supplies is also a top priority to support the mission of the VA.

The RCx services in this SOW will evaluate the effectiveness of the infrastructure systems and equipment in providing these environments and in keeping strict adherence to VA specific parameters for infection control, patient comfort, air quality, energy efficiency, as documented in the Current Facility Requirements (CFR) and the VA Technical Information Library (“the TIL”).

The effort described in this SOW includes a wide sweeping range of evaluation and assessment services across dozens of engineering domains and IT architecture for the purpose of delivering a new approach to retro-commissioning and ongoing operations of VA facilities. Facility infrastructure systems and equipment include but not limited to HVAC, Building Automation Systems, Refrigeration, Steam Systems, Electrical Distribution Equipment and Systems, Workorder Management Systems, Lighting Systems, to name a few. This retro-commissioning effort across the many domains of infrastructure requires a significant breadth and depth of expertise given the timeframe allowed for completion of this effort.

The Contractor and their team of partners are required to evaluate the Cleveland VAMC (total of 1,400,163 GSF as totaled from section 1.1) regarding the effectiveness of all equipment and infrastructure control systems in delivering the necessary environment, to correct immediately deficiencies with low cost and no cost, to prepare for monitoring-based ongoing commissioning practices, to prioritize projects identified in the most recent energy assessment report, to compare the Cleveland VAMC site operations and maintenance programs with the purpose of maximizing VA and industry best practices at the site, and the Contractor is required to evaluate the life-cycle costs of major equipment and system assets as they support an ongoing facility improvement program of renovation and repair.

The Contractor through this RCx project is to deliver a new approach to continuous infrastructure improvement that is driven by the life-cycle cost-effectiveness of ALL assets and their use in the physical infrastructure. This project will report deficiencies in optimizing building systems for operation and maintenance, identify operational issues and problems that can be addressed with no cost or low cost, and address any gaps in expertise and skills necessary to effectively support dozens of engineering operations.

This RCx project will uncover steps necessary to provide the VA with cost-effective and sustainable facility operation and maintenance programs.

In addition, the Contractor shall propose a final RCx plan for corrective actions for the Cleveland VAMC using the data from the current Energy Assessments and data available from Facility Master Planning reports and information from Facility Condition Assessment (FCA) Reports. This data will generate a report to provide context for any RCX corrective action recommendations.

Companies will be required to utilize any number of creditable methods, techniques, and industry standards to deliver the breadth and depth of service levels required under this contract. These include the US Green Building Council (USGBC) publications, ASHRAE Guidelines for RCx, and the Department of Energy (DOE) Federal Energy Management Program (FEMP) Guidelines for RCx of existing buildings and energy savings measures. Any approach must provide a deliverable with enough detail to deliver an immediate RCx “tune-up” of the facilities to complement a robust RCx roadmap to achieve long term energy optimization and improved overall performance of the facility.

Please note, all procedures and recommendations should be in compliance with the VA’s Retro-Commissioning Process Manual. (Reference Retro-Commissioning Process Manual (va.gov)) https://www.cfm.va.gov/til/cx-rcx/retrocxmanual.pdf

The Contractor shall not be required to register the facility with USGBC or any other Guidelines or Certifying Agency and is encouraged to use the guidelines for the purpose of optimization, energy savings, and training.

1.4.2 Scope

The Retro Commissioning services (RCx) for the Cleveland VAMC facility includes the following systems and equipment which span many infrastructure technical domains and all levels of systems architecture. The breadth and depth of these domains are listed below. The Contractor should describe their team’s experience, competency, and capabilities for each technical domain below and document their ability in assessing and resolving issues identified for each domain and at all levels in the data architectural stack.

· Systems - The Contractor shall assess all information systems and platforms that support facility operations (BAS, EMCS, CMMS, Electrical Generation and Distribution Systems, Asset Planning, XLS). Contractor shall evaluate the interplay of systems, sequence of operations, alarming, trending, and reporting.

· Air handling units - Identify CFM (cubic feet per minute) as compared with the Design of Air Handling Units. Pay special attention to heat recovery options on Air Handlers. Heating outside air is one of the largest uses of energy in our Ohio climate zone. Also note any AHU’s on VFD which are operating in Hand/ manual or at 60 Hz (full speed) and note respective root cause conditions and quantify the possible root cause issue for any AHUs not providing air flow or pressurization per design (accomplish through data analysis and not re-design work). Review & recommend an Optimized sequence of operations of AHU’s (ramp-up and ramp-down and cold start conditions, and time of day operations for possible night set-back) for future separate Controls corrections project. The Contractor is to work with Facility Maintenance and Repair HVAC Supervisor and Energy Manger for some inputs into the sequences as well prior to making final recommendations. Firm shall identify a best practice sequence of operation to be used by site. Make recommendations and discuss with COR. (VISN and Facility COR) Identify whether “all stop” single button facility function is available for safety / security (chemical / biological warfare). Review economizers and their operation, which often need repair or adjustment.

· Ventilation Terminal Equipment (Variable Air Volume boxes, reheats, ground source heat pump boxes, fan coil units, parallel/serial fan boxes, radiators, dampers, etc.) Commission (25% - a representative sample) of all VAV boxes operated from each facility AHU (i.e. 25% from each AHU) – Commission for both min and max air flow of VAV box. The expectation is to have a balancer/cx agent at 25% of these boxes to measure air flow and identify anomalies.

· Water pumping systems (chilled water and heating water) identify issues with the equipment and distribution systems and its respective control systems for design and operating issues for optimal performance

· Energy plants (boiler and chiller) Pumps with motors at 20HP and above shall be reviewed. For these pumps and motors, vendor to provide pump curves from manufacturer and plot operating condition – identify any situations with throttling discharge conditions or alignment problems. Evaluate Sequence of operations – both ramp up and ramp down logic and time of day start-up or any night set back capabilities. Make recommendations and discuss with COR.

· Large equipment (chillers, heat exchangers, split-coil units, DX cooling, cooling towers, walk-in cooler/freezer compressors, etc)

· Building automation systems - review graphics, logic and any number of probable linkages for improvements.

This section requires Contractors to understand IT architectures at each site location, respective software, data warehousing, algorithms, and the like, and to quantify savings gained by the effective use of these systems. Contractors are required to assess all levels of architecture and to review the appropriate use of information obtained at all levels, from outside data (weather, utility data, etc.), Enterprise (Management Level reporting), Infrastructure Control Systems, Application Specific Control Systems, Major Equipment built in intelligence for advanced operations, network and distribution equipment and control systems, Sensors and Meters that collect real-time data, and Actuators that invoke changes in equipment operations. Evaluate the current state and recommend improvement to unify systems for logical integration.

· Systems that simultaneously heat and cool, such as constant and variable air volume reheat

· Economizers, which often need repair or adjustment, potential problems include frozen dampers, broken or disconnected linkages, malfunctioning actuators and sensors, and improper control settings

· Air Filters and cleanliness of coils and air intakes

· Pumps with throttled/variable discharges

· Fixed speed fans which operate at inefficient fan speeds

· Equipment or lighting operating on improper schedules

· Improper building pressurization (either negative or positive)

· Equipment or piping that is hot or cold when it should not be; unusual flow noises at valves or mechanical noises - identify if anti-scalding, flow meters, leak detection, use of chemicals or salt (softener), impacts the service and maintenance

· Short cycling of equipment - air compressors

· Un-Insulated or Improperly Insulated Hot and cold HVAC systems/Piping/valves

· Variable – frequency drives that operate at unnecessarily high speeds, or operate at a constant speed even though the load being served varies

· Building Automation System sensors and controllers which are out of calibration, non-functioning or improperly programmed or a wrong type sensor for their intended function.

· AHU not providing air flow or pressurization per design

· Heating and Cooling Control Valves which are “hunting” due to improper control loop tuning and / or bad sensor feed back

· Low Delta Temperature in Cooling Water and Hot Water Heating Systems

· Steam Trap Survey - Complete Facility Inventory and evaluation - determining if this is the right trap for the application

· AHU Sensors - Evaluate condition of the Sensor and identify if it is the right type and location for the application

· Special room sensors (Humidity, Temperature and Pressure and (in some cases Particle and CO2 sensors) (i.e. these sensors will be in SPD, OR, Pharmacy USP 797/800 (sterile compounding and the like). These sensors should be calibrated and reviewed for proper sensor application

1.5 Objectives

The Contractor shall review the building systems and equipment inventory to provide accounting of all assets and to verify all assets are in the CMMS work order management system. The Contractor is required to compare and make best practice recommendations for optimal maintenance programs. The Contractor shall verify if building systems are performing per design and/or meeting the current VA facility requirements. Contractor shall make recommendations to alter, adjust or re-design systems algorithms and sequence of operations necessary for total building efficiency and effectiveness. Contractor shall validate that information gathered through data reporting tools (monitoring equipment and meters) is accurate and integrated into operations. Contractor shall evaluate the ability to integrate weather and other normalization data into decision making for systems operations.

1.5.1 The Contractor shall review exiting Energy Audits, past Retro-CX reports and expand as necessary the final ECM list to improve EUI/WUI and cost savings efforts.

1.5.2 Review and electronically update all building equipment lists by room tag location. All items to be retro-commissioned will be linked to a specific building, floor, station, and room / location number. Where an existing equipment list does not exist or the equipment is not in the existing list, the Contractor shall create such a list in accordance with the requirements of Task 3 of this contract. The Contractor shall validate the accuracy of all equipment data and that it matches that which is entered in the CMMS (Maximo) or any asset management data repository.

1.5.3 Identify, prioritize, and incorporate operational and maintenance enhancements in major building systems that result in improvements in infection control/safety, energy efficiency, occupant comfort, and maximal indoor air quality. All major equipment must be evaluated for life-cycle cost, deferred maintenance, and risk. This information will be reviewed by the COR.

1.5.4 Evaluate design adequacy (including filter selection and operation) and maintenance activities of major building HVAC systems in ensuring infection control is achieved in critical patient care areas.

1.5.5 Evaluate system performance in relation to design specifications, characterize deviations, and offer recommendations for remediation.

1.5.6 Optimize control systems through evaluation and modifications at all levels of technology from sensors and data collections to enterprise-level infrastructure reporting on meeting environment requirements. The Contractor shall review sensors for type, application, accuracy, and overall condition. The Contractor shall evaluate all meters and make recommendations for most effective use of VA smart meters, review all facility existing trend logs and perform functional equipment testing at the systems level that will provide accurate assessment of the overall effectiveness of all infrastructure systems.

1.5.7 Evaluate the ‘Preventive Maintenance Program (PMP)’ and assess its effectiveness in maintaining optimal performance for operating systems. Provide the necessary corrections to improve PMP and provide training essential for staff to support its application. Training should include innovative ways of training, such as small 5-minute videos to aide staff’s knowledge and to communicate the proper way to review and maintain equipment and systems. Identify issues and discrepancies found in regard to industry and manufacturing standards.

1.5.8 Identify Energy Conservation Measure (ECM) options and cost estimates for energy savings throughout the healthcare facility. This is to include both low cost and high cost alternatives that become evident as a result of retro-commissioning investigative work. Review existing ECM list created by the most recent Energy Assessments, expand or edit this list, validate and prioritize the ECM list based on data from the RCx efforts. The facility is interested and focused on projects with a simple pay-back of less than 10 years but want all projects listed regardless of payback.

1.5.9 Staff Evaluations. Identify the Operations & Maintenance (O&M) personnel training needs based on gaps in the breadth and depth of expertise necessary to effectively support operations of all systems and equipment. This evaluation is to include the long-term O&M training gaps necessary to improve the staff skills/abilities to effectively support changing technologies and advanced systems. Short videos would provide a solution to recurring training.

1.5.10 Equipment Current State Updates. Where an equipment list already exists, the Contractor is to complete the technical data columns (i.e AHU Supply/Return /MUA CFM, cooling/heating/HR coils BTU capacity, control valve type and sizes, recommended energy conservation measures for each AHU, etc.) for the system level equipment (HVAC Inventory) completed for each facility.

1.5.11 The Contactor shall set up robust data collection measure and utilize “monitoring based commissioning” of all building systems using sensors, data loggers, and metering data to improve the effectiveness of the current downstream building automation processes. Specific attention should be outlined as to how monitoring- based data is gathered for commissioning for the duration of the project. Contractor shall also communicate to VA options to continue and expand a “monitoring-based and data-driven” commissioning of operations after the Final Rcx Report is delivered as part of ongoing commissioning practices. The Contractor is required to quantify all issues that if addressed, will improve, or, if not addressed will diminish, the performance of those systems making up the physical infrastructure at the VAMC.

Solutions may come in various seasonal forms and this Contractor should clearly outline the plans to accomplishing the best sustainable result which optimizes energy and equipment performance.

1.5.12 The Contractor shall normalize data for such things as weather and seasonal adjustments such that the performance of the equipment (both design and maintenance) can be isolated to have apple to apple comparison and to ascertain issues and root causes that are independent of weather and seasonal changes.

1.5.13 The Contractor must prove that their team provides the competency and credentials required for this project and verify they have the number of resources available and staff sufficient to accommodate the schedule and meet the timeframe goals put forth in the solicitation. The Contractor shall identify the team members and discuss their respective roles in accomplishing the various tasks.

1.6 Process

· This is a summary of the process to be taken to deliver the work necessary of this contract only. All work conducted under this contract must comply with the procedures outlined in the VA Retro-Commissioning Process Manual. http://vaww.ceosh.med.va.gov/01EN/02EN_SpecificTopics/Reference%20Books/RetroCxManual.pdf

Contractors who intend to bid this work are encouraged to review the VA Retro-Commissioning Process Manual for a more complete description of the work of this contract.

1.6.1 Task 1 - Planning Phase includes kick-off meetings, initial site investigation visit(s), review of existing documentation (EA Report, Cx Reports, CMMS Reports, etc…) and review of O&M requirements, determining the need to update all equipment lists to reflect as-found conditions, and preparation of a retro-commissioning plan.

The Contractor shall provide the following:

1.6.1.1 Facility Visit and Documentation Review – Contractor shall conduct walk throughs of the Cleveland VAMC, review building drawings and the initial basis of design, manufacturer specifications, TAB (test and balance) reports and use other documentation to understand the condition and effectiveness of the equipment and systems to deliver the optimal environments required for the VAMC facility. The process includes evaluating existing building systems from a life-cycle perspective, cost to the VA over the life of the equipment and from a total building energy usage perspective. The Contractor shall also use O&M manuals (typically related to mechanical, electrical and controls), and any past commissioning or energy efficiency/audit reports for their analysis. All equipment lists will be updated to reflect current as-found conditions. Each facility visit shall be of such duration as necessary for the RCx Contractor to educate themselves on all major equipment and systems in the facility, to confirm all documentation and reports are available as necessary to deliver the Final RCx plan.

During the site visit the RCx Contractor should discuss the approach, method, and procedures the site could use to implement corrective measures as they are discovered during the RCx process and outside of the simple repairs currently in CMMS and identified during the project. Every effort should be made to provide the site with all the data and information they need, in the appropriate format, to be able to implement corrective actions recommended for each facility and to understand the rationale for the change.

1.6.1.2 Review the current facility functions and hours of operation with major stakeholders to identify and update changes from the original design criteria and assumptions for optimal operations for each department in the facility.

1.6.1.3 Review current VA standards and directives to identify those applicable to the Current Facility Requirements (CFR).

1.6.1.4 Develop the RCx plan with input from the facilities staff and observations/photos from initial site visits. The key deliverables in the Final RCx plan shall, at a minimum, contain the following sections:

1.6.1.5 Conduct a scoping meeting to review, discuss, and agree to the retro-commissioning plan. This meeting should establish a mutual understanding of all contractual requirements and agreement between the Contractor and the VA and to identify and resolve potential problems and obstacles in achieving the goals of this VISN 10 SOW. Initiating a joint and cooperative approach is necessary to successfully develop and implement the RCx commissioning plan and to deliver a satisfactory outcome for all VA stakeholders.

Task 1 Planning Phase Deliverables:

· Draft RCx Plan thirty (30) calendar days after award.

· RCx Plan Scoping Meeting and meeting Minutes are due forty (40) calendar days after award.

· Final RCx Plan incorporating VA comments and suggested actions

1.6.2 Task 2 - Investigation Phase includes detailed field inspections, data gathering, testing, and analysis to accurately assess performance of equipment and systems to identify improvement opportunities that support the operations with data, information, and mechanical specifications.

The Contractor shall provide the following:

1.6.2.1 System Condition Analysis: The Contractor shall conduct condition assessments of all technologies that affect the operations of the respective systems that make up the entire infrastructure that serves the VA facilities with power, air quality, comfort, and energy efficiency. Simple items such as the cleanliness of coils, cleanliness of air in-take, condition of filters and belts, valve/damper operation, and minor equipment will be assessed for overall physical condition and will become part of a required preventative maintenance program. It also includes more complex items such as the IT software platforms and intelligence that manages and controls these systems, as well as the interoperability of these systems across infrastructure domains.

1.6.2.2 Site Review/Survey: Conduct a thorough and detailed building walk through with facility maintenance personnel and other staff to evaluate the areas identified in the Task 1 - Planning Phase and observed during the initial site visit and subsequent drawing and documentation review. VA facility staff will provide the RCx Contractor to access to important documents. These include:

1. Site/building plans (as-builts or record plans)

1. Equipment Specifications and Equipment lists

1. O&M manuals and TAB Reports

1. Sequences of operations for control systems

1. Control system schematics

1. Training manuals for all equipment and systems

1. Prior engineering or energy efficiency/audit reports and studies

1. Renovation history and future plans

1. FCA - Facility Condition Assessment Reports

1. Demand Maintenance logs and history

1. Computerized Maintenance Management System (CMMS) system capabilities and repair histories

1. BAS Trending Reports, Alarms Reports, etc…

1. Comfort complaint logs

1. Documentation of Current Facility Requirements

After Contractor has conducted all functional performance testing of the mechanical systems to determine how these systems are currently operating the result will be compared to the CFR for gaps. Deviations from CFR shall be noted in the Issues Log and discussed with the COR on how best to address.

1.6.2.3 Building Occupant Interviews and Goals: The Contractor shall interview the VA facility maintenance personnel, utility personnel, occupants, and other relevant VA stakeholders to understand the current environment needs and to identify any issues related to failures of the infrastructure to provide the temperature, humidity, air pressure, or power quality required for each location (include different shifts). The Contractor shall perform a formal interview process of VA facility staff to confirm the CFR are met, or not, and to fully understand potential issues and problems, and to uncover potential improvement opportunities. The Contractor is charged to develop consensus on the RCx process goals and to confirm collaboration with VA staff for implementing improvements.

1.6.2.4 Issues Log: The Contractor shall prepare and maintain a RCx issues log for use throughout the RCx process. The Log will track issues as they are identified during the investigation phase of the RCx project and will track the resolution of equipment and systems performance issues. Minimum requirements for RCx Issues Log content are outlined in the VA RCx Process Manual.

1.6.2.5 Facility Systems Diagnostic Monitoring Plan: The Contractor shall develop a plan for each VAMC to have continuous monitoring of facility equipment and systems and submit this plan for the COR to review and approve. After VA COR approval of the approach to deliver monitoring and the go forward Facility Systems Monitoring Plan is approved, the Contractor shall implement the monitoring plan using sensors, data loggers, meters, and trend reporting to perform comprehensive system analysis and diagnostics for use over the course of the following year. These will provide the proof of concept for a wide-spread monitoring-based to support data-driven ongoing commissioning (Cx) the VA is seeking long term. Continuous monitoring of the equipment and systems will provide the information needed to conduct diagnostics and provide evaluation methods currently not available to the VA. The Contractor shall include data logger trending, BAS trending, energy efficiency trending and weather data monitoring and collection. The Contractor shall extract, translate, and load all relevant systems data into a data repository that is used for advanced systems analysis 24 hours 7 days, hour by hour, using both 15 minute interval and real-time data. The VA is asking the Contractor to identify by getting to the “root cause” for environmental standards falling below the CFR and do so around the clock. The Contractor shall normalize the data for items such as weather variations, ensure data quality and accuracy of data, and to ultimately get to the root cause for any CFR issues. The Contractor must fix the root cause of facility problems and operational inefficiencies or the resultant issue will continue and recur causing aggravation for the staff and veteran patients and drive up life-cycle cost of the facility. All layers of IT architecture must be addressed, especially those that are “the root” of the problems.

1.6.2.6 Facility Systems Diagnostic Monitoring Report: The Contractor shall use the data from the monitoring systems to analyze current system and equipment performance across multiple domains and will incorporate a more rigorous and focused investigation using data and information to highlight problems that require immediate attention, that need higher priority, or that will drive energy efficiency.

Software used for the monitoring and analysis, with local and remote access, must be capable of evaluating progress trends and backlog, support operational decisions, inform maintenance of best practice, and be used as the basis for continuous improvement discussions between VA practitioners, VA Engineers, and VA Facilities personnel. Information regarding the impact on energy efficiency that the Cx measures implemented as part of this on-going and life-cycle commissioning plan shall be shared with the VISN Energy Manager, the local Energy Manage each month. Tracking the energy savings generated by advanced operations is required.

The VA is requesting the Contractor provide monitoring based Cx services for no less than 270 days to cover times of seasonal outdoor air temperature ranges with the goal for the Contractor to provide a foundation for longer term monitoring of facility operations. Any diagnostic monitoring shall not be less than 2 weeks to ascertain the root cause condition.

Contractor shall provide confirmation of FedRAMP stamp of approval for cloud-based data and use of Cloud Services Providers. Security assessments of the data to ensure the systems are never compromised is to be provided by Contractor. Having FedRAMP approval saves time, money, and effort for both the Government Agency and the Cloud Service Providers (CSPs). CSPs considering pursuing a FedRAMP Authorization should review the Security Assessment Framework and become familiar with FedRAMPS four process areas: Document, Assess, Authorize, and Monitor, which align to the NIST Risk Management Framework (RMF) covered in NIST SP 800-37.

1.6.2.7 System Testing and Analysis Procedures, and Plans: The Contractor shall develop Systems Test and Analysis Procedures and Plans for the equipment and systems identified in the RCx project scope and submit to the COR for review for technical soundness and approval. Test plans typically focus on confirming that the equipment and systems performance is, or is not, meeting the performance requirements of the occupants or VA standards set forth in the CFR.

1.6.2.8 System Testing and Analysis: The Contractor shall perform system testing and analysis to evaluate all building systems performance in efficiency, resiliency, and effectiveness in delivering the CFR specific to the location of the facility. The results of this testing and analyses will be submitted to the COR in a System Testing and Analysis Report submitted to the COR for review and approval.

Equipment and Systems testing are to be performed on all major infrastructure systems within the facility (HVAC, water, lighting, steam, electrical distribution) that are critical to meeting the CFR. For primary systems, major equipment (Boilers, Chillers, etc) considered critical equipment for facility operations must be performance tested, analyzed, and reported.

Any anomalies or issues identified in the Task 2 - Investigation Phase shall be used in conjunction with the systems testing and analysis to help determine root causes and to engineer possible solutions.

For less impactful, yet wide-use equipment such as terminal systems a 30% sampling rate will be acceptable to extrapolate the overall operating condition of said equipment category. This sampling rate can be applied to technologies further down the technology stack, such as sensors. The Contractor to test and analyze the sensors for accuracy, verify the number, type, correct application, and location of all sensors used in the facility infrastructure.

1.6.2.9 Steam Trap Survey: Contractor shall complete a thorough steam trap survey developing an inventory list of each trap and its respective room location. Contractor shall place the Steam trap locations and information on an architectural floor plan and submit the document for final review and acceptance. The Contractor shall validate its application and whether the correct trap is installed properly. The Contractor shall also identify issues with the trap and recommend any replacements for optimal steam system performance. Drawings shall be delivered in AutoCAD & PDF.

1.6.2.10 Logging Devices: The Contractor may use a number of data logging devices as deemed necessary to capture operational data. To analyze air quality, the Contractor shall install portable CO2, relative humidity, and differential air pressure logging devices in various locations across each facility to obtain a representative baseline air quality before and after any RCx work for HVAC systems. This will provide the VA with key operational information regarding air quality and to ensure requirements are met. The final location of each air monitor will be coordinated with the VA COR. During the site walk the Contractor can assess the number of monitors required, with COR concurrence, to properly evaluate the facilities air side systems. The Contractor is required to utilize logging devices as necessary to gather the data for advancing a monitoring based commissioning program.

Task 2 Investigation Phase Deliverables:

· System Condition Analysis

· Site Review/Survey

· Building Occupant Interviews and Goals

· Issues Log

· Facility Systems Diagnostic Monitoring Plan

· Facility Systems Diagnostic Monitoring Report

· System Testing and Analysis Procedures Plan

· System Testing and Analysis Procedures Report

· Steam Trap Survey

· Install Logging Devices

1.6.3 Task 3 – Equipment List Phase HVAC and building infrastructure systems by design are ‘energy-using’ systems. The equipment and systems to be commissioned are identified and listed by site. The Contractor shall review and/or update existing equipment lists and add items as needed. Pictures are helpful for Training.

The Contractor shall provide the following:

1.6.3.1 The Contractor shall create or update a list of all HVAC and Process Systems Equipment which is linked to a room or Building location. This list will include all major equipment such as Air Handling Units, Roof Top Units, DX multi-zone & Split AC units, Fan Coil Units, VAV Boxes, Ventilation and Exhaust Fans, Pumps, Boilers, Chillers; Cooling Towers, process coolers, once thru water coolers, and refrigeration units. This list will include their capacities and make, model and size of electric motors in rated HP and measured kW. Wherever possible, equipment descriptions should be linked to photographs and inventory data. This list shall be by criticality and all critical equipment is to be highlighted as requiring high priority service levels.

The report shall include a detailed description of the facilities building automation system(s) that monitor and control the equipment, including a detailed points list, updated sequences of operation, and includes data and computer front end reports as available.

1.6.3.2 The Contractor shall review existing equipment lists, provide updates as necessary, and validate that all equipment is entered into the (CMMS) Centralized Maintenance and Management System (Maximo). Any missing equipment and systems information that is not available should be highlighted for the Local VA team to enter. Contractor shall also review the existing preventative maintenance (PM) program currently used at each facility and to identify by each facility robust equipment asset plan. Contractor shall determine if there is a better sustainable maintenance approach based on industry best practices or identified from the best practices of other VA Medical Centers. The Contractor shall submit a written report of observances and recommendations for best practices. The Contractor shall review all infrastructure from basic building elements to advanced control systems and determine if they are to be labeled as critical infrastructure by the VA and determine if all critical infrastructure is installed, calibrated and operated as intended so they can deliver functional and efficient energy and the highest operational performance. Each facility is to be evaluated respective to O&M programs to demonstrate that best practice O&M procedures are deployed, as balanced against the current state and number of deficiencies identified per site. O&M programs will be evaluated for their contribution to life-cycle viability of all infrastructure assets.

The intent is to verify that fundamental and essential building equipment and systems are performing as optimally as possible to meet current needs and sustainability requirements without compromising the level of infection control/safety/comfort, etc.. The VA will not place energy savings or cost savings above safety.

Task 3 Equipment List Deliverables:

· Equipment List in repository of Assets

· Report of observances and recommendations for best practices

1.6.4 Task 4 - Final Report: The Contractor shall prepare a final RCx report for the Cleveland VAMC.

The final report shall, at a minimum, contain the following:

· Equipment List in repository of Assets

· Executive summary for the Facility

· Details for the Facility Report include the following, and a copy should also be provided to the Facility Energy Manager.

· Project background and scope of the commissioning project

· Summary of facility energy usage, including comparisons to previous years’ consumption and base line data. Must include annual energy/water consumption units per SF of facility.

· Provide data on equipment conditions / settings at the start of the process and upon completion, highlighting the changes.

· Overview of activities conducted, and changes implemented

· A cost/savings analysis for each improvement implemented for all equipment and systems asset

· Summary of missing critical documentation and plan to obtain

· Recommendations for recalibration frequency of sensors and actuators by type and use. Confirmation of meter accuracy.

· Specific recommendations regarding seasonal operational issues that affect energy use on a system by system basis.

· List of O & M recommendations and strategies to meet or exceed CFR –

· Prioritized Recommendations for System Efficiency and Resiliency. Suggest improvements to existing practices providing a means to address system specific root cause problems.

· Plan for future energy efficient system operation –

· Prioritized Recommendations for ECMs, verify the impact on life-cycle cost

· Preventative maintenance plan –

· Prioritized Recommendations for efficiency and reliability improvements to existing practices and procedures, providing equipment and system specific service level recommendations

· Recommended training for facility staff based on the skills and expertise necessary to support all equipment and systems for meeting operational needs. Staff shall be trained on equipment maintenance, systems maintenance, and data repository maintenance

· Video training of best practice tools staff can use to perform maintenance on various equipment/ system items

· Simple Repair Report Summary of work performed

· Steam trap survey test

· Minor and Major project Recommendation Report. Provide a summary of top minor (low cost) changes, including cataloged and indexed photos of equipment recommended for repair or replacement. Provide summary of major changes that support the VA future services. Provide summary of potential significant change projects that impact several domains of infrastructure or radically alter a single domain. Provide a prioritized list of ECM projects that require major commitments by the VA and have substantial financial impact.

Task 4 Final Report Deliverables:

· Final Report

· Out-briefing addressing investigation findings and training as appropriate

1.6.5 Task 5 – Simple Repairs: The Contractor to provide a list only of simple repairs and immediate remedy items in accordance with the following:

1.6.5.1 Contractor shall identify (list by location) simple repairs or improvements identified during the Task 2 - Investigation Phase monitoring and testing and submit the Simple Repair Report Summary to the COR for review and approval. The simple repairs should not include any work that could be considered to fall under the Davis Bacon Wage Rates. All of these rates should fall under the Service Contract Act Wages for each site. If a potential Davis Bacon issue occurs, please notify the Contracting Officer and COR immediately. Simple Repairs or improvements are repairs that are low cost and do not require capital for equipment (such as Motors). These types of repairs are normally part of O&M repairs done by the VA facility department, such as tuning of controls; mechanical repairs or adjustments such as actuator linkage adjustments or reattachment, sealing air leaks from holes or seams in ducts; maintenance such as airflow sensor cleaning, air filter replacements, cleaning of strainers or filter replacement; and simple housekeeping such as securing latch hardware on air handling unit doors. The RCx Contractor shall carefully describe as-found and as-left conditions and justifications for all implemented simple repairs and adjustments in the Simple Repair Report and issues log. These repairs will be reviewed by the VA Engineering O&M staff for compatibility with their maintenance plan and for operational effectiveness.

Task 5 Simple Repairs Deliverables:

· Simple Repair Report. This report should provide documentation sufficient to allow O&M to determine if they wish to accomplish repairs in house, or contract out as needed.

1.7 Contractor Requirements, Confidentiality and Non-Disclosure

1.7.1 The Contractor shall follow all Government rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations.

1.7.2 Contractor staff and management may have access to some privileged and confidential materials of the United States Government such as budget and strategic plans. These printed and electronic documents are for internal use only, are not to be copied or released without permission, and remain the sole property of the United States Government. Some of these materials may be protected by the Privacy Act of 1974 (revised by PL 93-5791) and Title 18. An unauthorized disclosure of Privacy Act or Title 18 covered material that is knowing and willful would be a criminal offense.

1.7.3 Regulatory standard of conduct governs all personnel directly and indirectly involved in procurements. All personnel engaged in procurement and related activities shall conduct business in a manner above reproach and, except as authorized by statute or regulation, with complete impartiality and with preferential treatment for none. The general rule is to avoid strictly any conflict of interest or even the appearance of a conflict of interest in Government-Contractor relationships.

1.8 Other Personnel Considerations

1.8.1 Personnel assigned by the Contractor to perform the work in this SOW and contract shall be acceptable to VA in terms of personal and professional conduct and technical knowledge. Should the staffing assignment to this contract by the Contractor be deemed to conflict with the interests of VA, or in the event performance is deemed unsatisfactory at any time during the life of the contract, the Contracting Officer may notify the Contractor and request the person be immediately removed from the assignment. The reason for removal will be documented and a request to receive key personnel replacement will be made. Replacement key personnel qualifications shall be equal to or greater than those of the key personnel being replaced shall. Employment and staffing difficulties will not be justification for failure to meet established schedules.

1.8.2 The Contractor must notify VA seven (7) calendar days in advance and the CO will approve or reject new proposed Contractor key personnel for the performance of this contract. The Contractor shall submit a resume of qualifications and the Contractor Personnel Change Control form CO and all other direct employees proposed for the project. The CO will approve all Contractor employees prior to bringing on duty via Contractor Personnel Change Request Form, at any time from date of award to the end of the contract, Contractor personnel are no longer available, and the VA will approve the qualifications of proposed replacement key personnel. All Contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, VA security, confidentiality requirements, and/or other disciplinary reasons.

1.9 Summary Synopsis and phasing methodology of all the items to be reviewed under this statement of work (SOW)

1.9.1 The Contractor’s team shall review the facility infrastructure, equipment and systems (facility Assets) in order to provide a complete inventory and accounting of all facility physical assets related to infrastructure that provides for the necessary environment for the Cleveland VAMC in accordance with the Current Facility Requirements, CFR. The Contractor shall provide a data repository of all Assets that inventories and catalogues by system and technology domain, assesses equipment and systems life-cycle and deferred maintenance needs and costs, evaluates the contribution to the VA facility’s overall infrastructure life-cycle costs, and documents failure risk to the VA.

The Contractor is required to verify all equipment and system assets that are in the Maximo CMMS system and verify that a maintenance plan is assigned that either prevents failures and outages, or that is predictive based on continuous monitoring and root cause analysis. They are to suggest best operational and maintenance practices that can be implemented at the site and to ensure that the site has the most effective physical plant and infrastructure operations and has deployed the most optimal maintenance plan (preventative or predictive).

The Contractor shall validate all building-related information systems and equipment are performing per design and deliver current facility requirements.