Attachment 5_HVAC ReCx IDIQ Task Order Template.docx

PACAF HVAC system RETRO-Commissioning TASK ORDER Scope of Work

[Project Number] [Project Title] [Base Name/Location]

Date

1. PURPOSE

The Retro-commissioning provider shall provide retro-commissioning services to the Air Force at [Base name/location]. This project includes retro-commissioning for [Building number/name of building(s)]. Retro-commissioning applies a systematic investigation process for improving and optimizing a building’s HVAC system operation and maintenance (O&M). Retro-commissioning is applied to buildings that have not previously been commissioned. It may or may not emphasize bringing the building back to its original intended design. Original design documentation may no longer exist, or may be outdated due to building modifications, or change in building usage.

Retro-commissioning is an inclusive and systematic process intended not only to optimize how equipment and systems operate, but also to optimize how the systems function together. Although Retro-commissioning may result in recommendations to investigate further capital improvements, O&M tune-up activities and diagnostic testing are primarily used to optimize the building systems. The goals and objectives for applying the process may vary, depending on the current needs of the Air Force, building occupants, and the condition of the equipment. This Retro-commissioning process will focus on the dynamic energy-using HVAC systems with the overall goal of reducing energy waste, obtaining energy cost savings for the Air Force, optimizing system efficiency, and identifying and fixing existing problems.

2. RETRO-COMMISSIONING PHASE TASKS

This retro-commissioning process can be viewed as consisting of five primary phases. The phases are listed below, along with the general task description. The Statement of Work for Pacific Air Forces (PACAF) Heating, Ventilating, and Air Conditioning (HVAC) Retro-Commissioning IDIQ provides further description on these tasks.

2.1. Planning Phase

(a) Documentation Review

(b) Develop Utility Bill Benchmarking

(c) Develop Draft Retro-commissioning plan and Implementation Approach

2.2. Investigation Phase

(a) Interviews

(b) Visual Inspection

(c) Baseline Data Logging

(d) Functional Testing

(e) Identify minor corrective maintenance items

(f) Develop Investigation Phase Report

2.3. Corrective Action phase

(a) Obtain Government approval to proceed with identified corrective actions

(b) Implement approved identified corrective actions

2.4. Implementation phase

(a) Perform Final Functional Tests

(b) Perform Energy Analysis of potential Energy Conservation Opportunities

(c) Develop Final Implementation Phase Report

(d) Implement diagnostic monitoring plan

(e) Develop cost estimates

2.5. Project hand-off phase

(a) Conduct training and out-brief

(b) Provide data to update/correct maintenance database

(c) Prepare and submit Systems Manual

(d) Prepare and submit Retro-Commissioning Final Report

The above provides an overview of the retro-commissioning tasks requested for this task order. The specific tasks to be included for this project are noted in the table below with a .

PLANNING PHASE

Participate in discussions to define and communicate project objectives.

Participate in discussions with the installation. There are specific concerns about [fill in identified concerns, e.g., comfort issues, system balancing, energy usage, ventilation, system malfunction] at Building [fill in building number(s)]. Available data for the identified facilities will be provided by the base personnel.

Review building documentation and historical utility data

· Collect and review facility as-built plans, manuals

· Collect and review energy audits, studies, other data reports

· Develop Current Facility Requirements (CFR) Survey

Develop Utility Bill Benchmarking

· Establish parameters to be used to determine baseline energy usage

· Develop implementation approach and plan to facilitate best use of time while at the installation.

Prepare a Draft Retro-commissioning Plan.

The retro-commissioning provider has the responsibility for developing the plan. The scheduling of work for retro-commissioning shall be coordinated with the government. The plan will include the following information:

· Retro-Commissioning objectives

· Retro-commissioning tasks

· Commissioning team members and their roles and responsibilities

· Schedule of retro-commissioning events

· Extent of testing

· Description of diagnostic monitoring and use of Building Automation System (BAS) system or energy management control system (EMCS) trending.

INVESTIGATION PHASE

Perform a Site Assessment survey.

Perform a site assessment survey. This should include a walk-through of the facility. The goal of the site assessment survey is to gain an in-depth understanding of how the building systems and equipment are currently operated and maintained, why they are operated in that way, and what the maintenance staff and occupants consider to be the most significant problems.

Perform trending using BAS (Building Automation System) or EMCS (Energy Control and Management system).

The building BAS/EMCS system [does/does not have] the capability of trending multiple control points for the major mechanical equipment. 14 days of data trending, including weekend operation [modify duration if other than 14 days of data is required] will be required. [NA if a building EMCS (Energy Management Control System) or BAS (Building Automation System) does not exist]

Perform trending using independent data logging equipment.

Independent data loggers will be required to capture trend data for system operation and electrical usage for the major mechanical equipment. 14 days of data trending, including weekend operation, will be required [specify duration if other than 14 days duration of data is desired].

Prepare functional verification test procedures (FTPs).

Prepare FTPs tailored specifically to the installed equipment and systems, such that verification of the HVAC system control and operations is proper and correct.

Develop an Issues Log

· Develop an Issues Log. The log will document deficiencies or issues found from system investigation and systems testing. The log shall be prioritized by how critical the component or deficiency is to the function of the system.

· Include corrective action reports for deficiencies found and follow up on the corrections by retesting systems (or components) in the implementation phase, for deficiencies which fail the first verification test.

· Document any Capital Investment type efforts identified (i.e., large scale investment corrections or improvements, or major component replacement which are beyond the scope of minor corrective actions or system retro-commissioning).

Verify test, adjust, and balance (TAB) reports of mechanical, controls, and TAB contractors by checking system readings for the mechanical equipment.

Provide an Investigation Phase Report.

The investigation phase report to include:

· Initial Functional Testing Report

· Issues Log

· Updated Retro-Commissioning Plan

· Capital Improvement measures identified during the system investigations

CORRECTIVE ACTION PHASE

Perform corrective maintenance actions

· The Retro-commissioning provider will obtain government approval from the Contracting Officer/Contracting Officers Representative to proceed with minor corrective actions for specified deficiencies identified and prioritized in the Issues Log.

· The Retro-commissioning provider will accomplish the specific corrective actions that are identified in the Issues Log and agreed to by the Contracting Officer/Contracting Officers Representative.

IMPLEMENTATION PHASE

Conduct Final Functional Testing

Conduct Final Functional Testing, including Point-to-Point testing and re-testing of any corrected or adjusted systems.

Perform Energy Analysis of Potential Energy Conservation Opportunities.

Data Logging

Implement diagnostic monitoring (data logging) for a minimum of 14 days (including weekend operation) to validate retro-commissioning results. [modify duration if other than 14 days duration of data is required]

Develop Final Implementation Phase Report The implementation phase report to include:

· Data Logging and Trend results

· Field Testing results

· Energy Analysis results

· Final Issues Log

· Energy Conservation Opportunities (ECOs) identified

Other Investigative Services

[Fill in if applicable, or N/A and uncheck box: This will be additional investigative services needed by the installation, for the retro-commissioning contractor to identify specific problems with specialized or complicated HVAC systems beyond in-house capability, and require additional contract support to analyze system malfunction or underperformance. This could apply in cases where a full retro-commissioning process is not necessary, or is a localized issue where the entire system does not need analysis.]

PROJECT HANDOFF PHASE

Training and Outbrief

· Conduct training and out-brief to maintenance personnel on retro-commissioning actions taken, and resulting effect on system operation and future maintenance

· Training for maintenance staff is to communicate the current system operation, delineate the function of individual components in the system, intersystem functional and control operations, corrective actions and adjustments made to the system, etc.

Provide Maintenance Data:

· Provide data and recommended maintenance schedule to the installation to update the preventative maintenance databases.

Prepare and submit Systems Manual

· Prepare System Manual which provides O&M documentation for future maintenance of the system(s).

· Manual to include system description and function, system schematic layout, sequence of operations and system setpoints, maintenance procedures, photographs, manufacturer’s data sheets (if available).

· Provide manuals in both English and [insert language]

Prepare and submit Commissioning Final Report.

Prepare a comprehensive final report that includes the following information along with an executive summary:

· Project background

· Building / systems description

· Scope of the commissioning project

· The “master list” of improvements

· A description of which improvements were implemented

· List of recommended capital improvement items

· The original and final corrected commissioning plan

· The BAS/EMCS trending plan and logger diagnostic/monitoring plan and results

· All completed functional tests and results

· Data Logging results (before and after system Retro-Commissioning)

3. BUILDING SYSTEM DESCRIPTIONS

The building(s) to be retro-commissioned consist of [fill in number of square feet] Square Feet total, consisting of [define the various general building type, e.g., administration, warehouse, maintenance facility, labs, etc.] areas. The following table lists the buildings, and specific systems and sub system items identified for retro-commissioning activities (if available). Notes at the bottom of the table provide additional information relevant to specific items.

[Fill in Building No./General description of Building]

Scope of Work? “X” box if included

HVAC Equipment

[Add/Modify items as applicable, examples of typical items shown below]

1, 4

1, 4

1, 4

1, 4

1, 4

1, 4

4. TASK ORDER GENERAL REQUIREMENTS

4.1 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)

The contractor’s performance assessment will be accomplished through the Contractor Performance Assessment Reporting System (CPARS).

4.2 PASSES AND BADGES

Contractor shall arrange with Government personnel at the specific base for the task order, as needed, for personnel identification badges, vehicle passes, and entry permits. Contractor shall arrange with Government personnel as needed for escorts, if escorts are required for contractor personnel working in secured or controlled areas.

4.3 QUALITY CONTROL PLAN

The Contractor shall develop a Task Order Quality Control Plan (QCP) and maintain an effective quality control program to ensure services are performed in accordance with this task order and the contract business rules. The Contractors QCP is the means by which he assures himself that his work complies with the requirement of the contract. The finalized QCP is to be accepted by the Government. The Contracting Officer may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the Contracting Officer. Any modifications to the program shall be provided to the Contracting Officer for review no later than 10 working days prior to effective date of the change. The QCP shall be subject to the government’s review and approval. The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found unacceptable.

4.4 CONTRACT SUBMITTAL REQUIREMENTS:

Contract Data Requirements List (CDRL)

Draft Retro-Commissioning Report (Planning Phase)

Issues Log (Investigation Phase)

Capital Improvements List (Investigation Phase)

Investigation Phase Report (Investigation Phase)

Implementation Phase Report (Implementation Phase)

Energy Efficiency Capital Improvements List

Systems Manual, including O&M plan outline, maintenance plans, and training plans (Hand off Phase)

Retro-Commissioning Final Report (Hand off Phase)

Note: Check all tasks included in the proposed scope of work for this task order.

CRDL Deliverables Schedule:

30 calendar days after Task Order award [modify as required]

Progress Schedule (AF Fm 3064)

14 calendar days after award

Progress Report (AF Fm 3065)

15th of each month [modify as required]

HVAC System Retro-Commissioning Task Order Scope of Work 2 [Project Number/Title] [Base, Location] Pacific Air Forces