Attachment A - Scope of Work.pdf

Real Estate Development and Management 4050 Esplanade Way

Tallahassee, FL 32399-0950 850-488-2074

Ron DeSantis, Governor

Pedro Allende, Secretary

ATTACHMENT A - SCOPE OF WORK

REQUEST FOR PROPOSALS

FOR

BUILDING AUTOMATION SYSTEMS SERVICES

RFP NO. DMS-24/25-176

THE STATE OF FLORIDA

DEPARTMENT OF MANAGEMENT SERVICES

Contents

SECTION 1. PURPOSE

SECTION 2. DEFINITIONS

SECTION 3. DELIVERABLES

SECTION 4. SERVICE CALLS

SECTION 5. JOB TITLES AND DUTIES

SECTION 6. PRICING

SECTION 7. CONTRACTOR RESPONSIBILITIES

SECTION 8. DEPARTMENT RESPONSIBILITIES

SECTION 9. LICENSURE AND CERTIFICATION

SECTION 10. SUBCONTRACTING

SECTION 11. PAYMENT

SECTION 12. DELIVERY SPECIFICATIONS

SECTION 13. PERFORMANCE GUARANTEES

SECTION 14. FINANCIAL CONSEQUENCES FOR NONPERFORMANCE

SECTION 15. WARRANTIES

SECTION 16. ASBESTOS-CONTAINING MATERIALS

SECTION 17. ADDITIONS AND DELETIONS

Florida Department of Management Services

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SECTION 1. PURPOSE

To provide the Department with Building Automation System Services for all Facilities listed in Attachment C – Facility List, pursuant to the terms set forth in this Scope of Work.

SECTION 2. DEFINITIONS

Business Day - Monday through Friday, excluding state-observed holidays pursuant to section 110.117, F.S.

Business Hours – The hours between 7:00 a.m. and 5:00 p.m. local time, Monday through Friday, excluding state holidays referenced in section 110.117, Florida Statutes.

Calendar Day – Any day in a month, including weekends and holidays, unless otherwise stated.

Contract Manager - The representative designated by the Department who will oversee all aspects of the Contract, monitor performance expectations, and serve as the primary point of contact for the Contractor.

Facilities Manager – The local Department representative designated for each Facility who will serve as the Department point of contact for the provision of Services under this Contract for the applicable facility as delegated by the Contract Manager.

Facility – The location of buildings managed by the Department of Management Services as provided in Attachment C – Facility List, and any additional locations added in accordance with Section 13, Additions and Deletions.

Labor – Hour(s) of work performed by the Contractor in providing the services set forth in this Scope of Work.

Materials – Parts, consumables, and other components required to repair the building automation system. Any materials used for the repair for which the Department is invoiced must be left at the Facility.

Overtime Work performed after 5:00 p.m. and before 7:00 a.m. or on state holidays referenced in section 110.117, Florida Statutes and billed at the rate allowed in Attachment D – Price Sheet.

The Contract Manager and the Facilities Manager must approve Overtime work. If not approved, the Contractor must return the to Facility the following Business Day to complete the repair.

Region – A geographic area within the State as represented in Attachment F – Regional Map.

Service Call – The Contractor’s on-site visit to the requested Facility to solve any issues with the building automation system.

Services- Tasks performed under the resulting Contract related to the building automation systems including hardware installation and configuration, programming, maintenance such as software updates, troubleshooting, and repairs. Troubleshooting activities may address a range of issues including, but not limited to: controller malfunctions, faulty sensors, programming glitches, communication disruptions, integration challenges, security vulnerabilities, user interface inconsistencies, unresolved alarms, and data logging inaccuracies.

Service Ticket – Written documentation that is submitted with all Contractor invoices following any Service Call.

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Tridium Niagara Building Automation System (BAS) – An open building automation system, connecting equipment that uses various communication protocols into a single, centralized software platform.

SECTION 3. DELIVERABLES

3.1 Diagnosis

The Contractor shall be called upon in response to a Service Call to diagnose issues with the Building Automation System. The result of the diagnosis shall be a written estimate detailing the problem, proposing a solution, and providing the cost of the repair to include time and materials, including the proposed Labor Class and the hours required. The written cost estimate must be provided to the Facility Manager and Contract Manager within five (5) Business Days of the Service Call. The Contractor is not guaranteed the repair as a result of the diagnosis. The Department may, in its sole discretion, use another vendor to make the repair. The Contractor must provide a Service Ticket following the diagnosis performed during the Service Call in support of the estimate. Any Diagnosis will be made by utilizing one of positions listed in Attachment D – Price Sheet, however, the Department reserves the right to ask for a lower Labor Class or for the hours to be split between Labor Classes.

3.2 Repairs

The Contractor shall perform any repairs to the BAS requested by the Department. If requested to perform repairs, the Contractor shall perform a Service Call at the requested Facility pursuant to Section 4, Service Calls, of this Scope of Work.

3.3 The Contractor is responsible for ordering and supplying all parts for the requested repair.

Parts must be listed in the written estimate, including the cost of the part(s) and the discount on each part.

3.4 The purpose of Diagnoses and Repairs is to bring the equipment back into working order.

Invoices may not be submitted until the equipment is in working order.

3.5 If the Contractor is not able to bring the equipment back into working order based on the initial Diagnosis, then the Contractor must provide a detailed explanation regarding the misdiagnosis and a revised written estimate to the Facilities Manager and Contract Manager. The Department reserves the right to use another vendor to make the repair.

3.6 Repairs made to equipment or parts under warranty and installed by the Contractor shall be made at no cost to the Department. For equipment or parts under warranty, but not installed by the Contractor, the Contractor shall provide a written estimate for the labor hours and Labor Class needed.

3.7 The Contractor shall maintain a minimal inventory of Materials sufficient for maintenance and repair of equipment at each Facility.

3.8 The Contractor shall have and maintain all required service repair tools.

3.9 No proprietary Materials may be installed without the express written consent of the

Contract Manager. If proprietary Materials are installed without the express written consent of the Contract Manager, the Contractor shall replace any proprietary Materials at its own expense. The approval of proprietary Materials may not be designated.

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3.10 All work shall be under the Contractor’s general direction, but is subject to inspection by the Facilities Manager or designee. Upon inspection, if work performed by the Contractor or Materials utilized by the Contractor are found by the Department to be defective, the Facilities Manager or designee may require the Contractor to correct defective workmanship and parts at no cost to the Department.

SECTION 4. SERVICE CALLS

4.1 The Facility Manager, or designee, or Contract Manager will request a Service Call when there is an issue with the BAS and the Contractor shall perform a Diagnosis in accordance with Section 3.1, Diagnosis.

4.2 Upon receipt of a Service Call, the Contractor shall respond to the Service Call within ten

(10) Business Days. If the Service Call will not be responded to within ten (10) Business Days, the Contractor shall notify the Facilities Manager, or designee, and the Contract Manager at least twenty-four (24) hours prior to the commencement of Business Hours on the tenth Business Day.

4.3 Any Service Call exceeding two (2) hours must be approved by the Contract Manager prior to reaching the 2-hour mark.

4.4 The Contractor’s employee(s) and any approved subcontractors responding to a Service

Call shall carry company-specific photo identification, check in and out face-to-face with the Facilities Manager or designee, and sign the Facility’s entry logbook when entering and exiting the Facility during each site visit. If a Service Call takes more than one (1) day to complete, service personnel shall sign in and out each day at the Facility.

4.5 The Contractor’s employee(s) and any approved subcontractors shall keep the Facility premises free from accumulation of waste materials or rubbish caused by operations and from leaks and spillage from equipment. Upon completion of the work, the Contractor’s staff and any approved subcontractors shall remove all waste materials and rubbish from and about the installation area, as well as all tools, equipment, machinery, and surplus materials, and shall clean all Facility surfaces to ensure the work area is clean prior to leaving. The Department is not responsible for any unsecured Contractor tools or equipment.

4.6 During overnight Service Calls, the Contractor’s staff and any approved subcontractors shall clean and remove all debris, tools, equipment, machinery and surplus materials from tenant access areas prior to 7:00 a.m. of the next workday. The Department is not responsible for any unsecured Contractor tools or equipment.

4.7 The Contractor’s employee(s) shall protect Facilities from damage. The Contractor shall repair or replace, at the Contractor’s expense, any damage to property caused by its employees, approved subcontractors, or suppliers in a timeframe mutually agreed upon by both parties.

4.8 Service Tickets

4.8.1 The Contractor shall prepare a service ticket for each Service Call. At a minimum, the service ticket shall include:

• Contractor’s Name;

• Name of Facility;

• Service Call Request Date;

• Service Call Response Date;

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• Description of Issue;

• Description of Service;

• Date of Completion:

• Description and reason if repair is not completed;

• Notation indicating the use of “new” or “refurbished” Materials;

• Name and Signature of repair person; and

• Signature of Facilities Manager or Designee.

4.8.2 The Facilities Manager or Designee’s signature may be obtained at the end of the

Service Call, on a legible paper copy or electronically, or may be e-mailed to the Facilities Manager for an electronic signature within 24 hours of the Service Call.

4.8.3 A copy of the Service Ticket must be provided to the Facilities Manager or designee and Contract Manager for each Service Call within 24 hours of the Service Call. A completed, signed, and dated Service Ticket for each service call for each location must be submitted with the Contractor’s invoice for payment.

4.9 Invoices

The Contractor shall submit an invoice for each Service Call at a Facility. The invoice shall be submitted to the Facilities Manager and Contract Manager within 30 Calendar Days of the completion of the work, with the Service Ticket attached.

Billable hours shall commence upon the Contractor’s personnel checking in with the Facilities Manager, or designee, at the job site and shall end upon checking out with the Facilities Manager, or designee. Invoices for repairs shall include the total time on-site for each personnel member, including the personnel’s labor class; the labor rate; the number of personnel onsite; the cost of the material, including the manufacturer’s list price shown on an invoice, and show the discount applied. The Contractor shall provide the Facilities Manager or designee with a copy of the manufacturer’s invoice.

Travel time to and from a job site and fuel charges shall be non-billable. No extra charges for travel or fuel shall be permitted.

Nothing contained herein shall be construed as a guarantee of minimum work for repairs.

The Department may, at any time during the term of this Contract, seek repair and diagnosis services from other vendors.

SECTION 5. JOB TITLES AND DUTIES

The following section describes the responsibilities of the Contractor’s personnel who may be used to provide the Department with services in accordance with this Scope of Work. The Contractor is responsible for ensuring that adequately skilled and experienced personnel are utilized for work under the Contract, depending on the complexity of the service, and that the Department is not being overcharged.

5.1 BAS Specialist Technician

Responsible for diagnosing and resolving technical issues with a BAS. These systems typically control heating, ventilation, air conditioning (HVAC), lighting, energy management, and other environmental factors within a building. This position’s key responsibilities include initial assessment and information gathering, site visit and diagnosis, troubleshooting, repair, adjustments, testing and validation, documentation, reporting, and communication with customers. This labor class plays a critical role in

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This position is utilized to determine system requirements for new installations, retrofits, and repairs. Serves as expert for BAS components to include equipment, protocols, building codes, information technology interfacing and integration, and process control system troubleshooting and documentation of control activities.

Uses strong IT programming as well as mechanical and electrical problem-solving skills to ensure successful projects and operation of BAS. Manages repairs from discovery to completion. Works with the Contract Manager to schedule repairs, work within the budget provided by the Department in the Purchase Order, and mitigate risks during the repair.

Develops and reviews the diagnosis of issues. Reviews and approves submittals, manages the installation and commissioning of automation projects, and validates the automated systems for adherence to requirements, industry standards, applicable codes, and intended system operation. Ensures the timely completions of repairs, consistent with quality standards of the Department and industry standards, as well as ensuring projects are financially and operationally viable and completed in a cost-efficient manner.

5.2 BAS Systems Integrator

Responsible for addressing issues related to the integration and functionality of various BAS subsystems in a building or network. Duties typically include a site visit and root cause analysis, system calibration and configuration, software and firmware updates, hardware inspection and replacement, troubleshooting data flow issues, system testing, validation, and documentation of the solution. The goal of the Systems Integrator is to restore functionality, improve system performance, and ensure seamless communication between integrated systems.

Installs, repairs, and maintains computer-based control systems that control and monitor a building's mechanical and electrical equipment including heating, ventilation, and air conditioning (HVAC), and energy management systems. A Systems Integrator must be able to apply knowledge of various building trades, such as electrical, mechanical, telecommunications and information systems networks, to computer-based control systems and building automation and environmental control energy equipment in commercial and industrial buildings. BAS Systems Integrators are responsible for troubleshooting, fixing and updating HVAC systems and associated controls;

downloading, updating and verifying software accuracy; and calibrating and testing HVAC systems and controls. BAS Systems Integrators must be well versed in environmental energy equipment such as heating, ventilating and air-conditioning systems, heat pumps, boilers, air handlers, variable air volume and mixing boxes, chillers, and related equipment, lighting control, security and access control, irrigation, and fire alarm interfaces, and water leak detection.

SECTION 6. PRICING

The Contractor shall use the pricing in Attachment D – Price Sheet for all Labor and Materials provided under this Contract.

6.1 Not-to-Exceed

The Department and Contractor may agree to a not-to-exceed price and a not-to-exceed number of hours for any Service Call.

6.2 Materials

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Contractor shall provide an electronic quote to the Contract Manager for all necessary Materials. Materials for the repair of the BAS shall be discounted utilizing the percentage listed in Attachment D – Price Sheet. The Department will approve the purchase of all Materials through the issuance of a Purchase Order based on the written estimate. The Contractor must provide the invoice for the parts used and show the discount as listed in Attachment D – Price Sheet. When possible, the Contractor may propose rebuilt or used parts, but must propose this in the written estimate.

6.3 Mark-Ups

The Contractor may not apply any percentage over the cost of parts, or “markup”, under this Contract.

SECTION 7. CONTRACTOR RESPONSIBILITIES

7.1 The Contractor shall be responsible for providing and/or obtaining all tools, equipment, permits, and transportation required to provide the services required in this Scope of Work and any resultant Contract.

7.2 The Contractor shall, at all times, ensure that personnel providing service are sufficiently trained, certified, and qualified.

7.3 All work shall be under the general direction of the Facilities Manager, or designee, and subject to inspection by the Contract Manager, Facilities Manager, or designee who may require the Contractor to correct defective workmanship and parts without cost to the Department, if the defective work or part is determined by the Contract Manager to be the responsibility of the Contractor.

SECTION 8. DEPARTMENT RESPONSIBILITIES

The Department shall be responsible for providing the Contractor with access to the BAS to be serviced and a written notice of any accident, alteration, or change affecting the equipment, if applicable. The Department shall inform the Contractor of known-asbestos-containing materials that exist in areas where the Contractor will be working.

SECTION 9. LICENSURE AND CERTIFICATION

The Contractor shall ensure that every person performing work under the Contract maintains the required licensure for the work being performed.

9.1 Required Licensure

The Contractor and any subcontractors performing work under this Contract shall have a Certified or Registered Limited Energy Specialty License, an Alarm System I or II License, an Electrical Contractor License, or a Residential Electrical Specialty License as defined by the Florida Department of Business and Professional Regulation. Contractor and any subcontractors shall also maintain for the term of the Contract any additional Contractor license certifications and/or registrations required under Florida Statute to perform work under the Contract. These certifications and/or registrations include, but are not limited to, licensure under Chapter 489, Florida Statutes. The Contractor shall provide a copy of these licenses to the Contract Manager within five (5) Business Days of the beginning of the Contract and annually thereafter. Failure to maintain any required licenses, certifications, or registrations will result in the Contractor being found in default and the State terminating the Contract.

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9.2 Required Certification

Every employee of the Contractor and any subcontractor employees performing BAS Services under this Contract shall hold a Tridium Niagara 4 Certification. The Contractor shall provide verification of these certifications to the Contract Manager within five (5) Business Days of the beginning of the Contract.

SECTION 10. SUBCONTRACTING

The Contractor may utilize subcontractors with the approval of the Department. Contractor shall submit a Subcontracting Form electronically to the Department’s Contract Manager for Department approval before a subcontractor may perform services under this Contract. The Contractor shall be fully responsible for all work performed under the Contract. Contractor shall ensure that any aspects of the scope of work requiring certification or licensure are performed by duly certified or licensed persons. Contractor shall provide proof of subcontractor certification or licensure upon request. For the purpose of this Contract, subcontractors are considered Contractor’s employees and are subject to the same requirements as the Contractor’s employees in this Scope of Work.

SECTION 11. PAYMENT

Upon receipt of the Contractor’s invoice and the completed, signed, and dated copy of the Service Ticket(s), the Facilities Manager shall review, and, if approved, submit the invoice for payment to the Contract Manager. The Contract Manager shall work with the Contractor in clarifying any discrepancies prior to payment. Payment will be withheld until an invoice and the completed Service Ticket(s), completed in accordance with section 4.7, are received.

The Facilities Manager will notify the Contract Manager of any discrepancies to the Contract Deliverables specified in Section 3. The Contract Manager will use Attachment E – Performance Standards and Guarantees to determine invoice deductions based on the failure to adhere to the performance guarantees.

SECTION 12. DELIVERY SPECIFICATIONS

For any deliveries of Materials made, the motor freight carrier or the Contractor must provide the Facilities Manager or designee twenty-four (24) hours advance notice to prearrange and confirm the delivery date.

Orders for Materials will be placed according to each Facility’s requirements throughout the Contract term and must be shipped to the respective Facility individually.

SECTION 13. PERFORMANCE GUARANTEES

If Contractor fails to meet a deliverable deadline, as detailed in Attachment E – Performance Standards and Guarantees, the Contract Manager shall direct the Contractor to reduce their subsequent invoice by the applicable financial consequence.

SECTION 14. FINANCIAL CONSEQUENCES FOR NONPERFORMANCE

14.1 Withholding Payment

In addition to the specific financial consequences in Attachment E – Performance Measures and Guarantees, the State reserves the right to withhold payment or implement other appropriate remedies, including Contract termination or nonrenewal, when the Contractor has failed to perform and comply with provisions of this Contract. These consequences for nonperformance shall not be considered penalties.

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14.2 Damage to Equipment

If the Contractor damages the Department’s equipment or damages the Facility during a repair , the Department shall, at its sole discretion, select one of the following methods to rectify the problem:

14.2.1 Afford the Contractor an opportunity to repair or replace the damaged equipment with the same equipment or an equivalent approved by the Contract Manager.

Repair or replacement will be at the discretion of the Department. In addition, the Contractor will be charged $100.00 per Calendar Day for equipment damage that results in any disruption of Facility operations and/or the inability of the Contractor to perform the required contracted services, plus the cost of any employee productivity lost if the Facility must be shut down or employees furloughed. The Department, in coordination with the tenants of the Facility affected, shall determine the costs of this productivity interruption. However, the Department shall make the final decision on the determination of such costs.; or

14.2.2 Perform the repair and/or replacement services using the Department’s personnel or other means. In such case, all costs of labor and required materials for work performed by the Department’s personnel or other means will result an invoice provided to the Contractor for payment.

14.3 Notice

In the event of an occurrence set forth in Sections 14.3.1 and 14.3.2, the Department will provide written notice to the Contractor.

14.3.1 Failure to perform under this Contract;

14.3.2 Damage to equipment and/or Facility by the Contractor.

Such notice shall include: actions to be taken by the Department; the corrective action required by the Contractor to remedy the situation; penalties to be enforced; t; and/or notice of termination pursuant to the provisions of this Contract.

In the event the Department must rely on any of the remedies outlined above, the Department reserves the right to immediately cancel the Contract.

SECTION 15. WARRANTIES

15.1 The Contractor warrants that all Materials furnished under the Contract shall be free of defective material and workmanship for the life of the Contract, including any renewal.

15.2 For any repairs for parts under warranty, the Contractor must provide a written estimate, including the deadline for the repair to be made. Repairs shall be completed within the time specified in the written estimate. If the time for repairs will exceed the specified time, the Contractor shall provide equivalent loaner equipment upon request. Loaner equipment shall be provided at no cost, including shipment to the Department’s location and return of loan equipment to the Contractor.

15.3 Materials and Materials Warranty

All installed Materials must be new and in the original factory containers, unless refurbished equipment/parts for a specific repair is/are approved by the Contract Manager or Facilities Manager in writing in advance. The Contractor shall provide the Facilities Manager or designee with a copy of the manufacturer’s invoice.

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All Materials shall be warrantied per this section. The Contractor must provide a copy of any warranty for equipment or parts to the Facilities Manager. Any work completed by the Contractor is warranted for one year.

SECTION 16. ASBESTOS-CONTAINING MATERIALS

Asbestos-containing materials may exist in the Facility. Asbestos-containing materials shall not be disturbed. If any of these materials are encountered and need to be disturbed, the Contractor shall stop work and contact the Facilities Manager immediately. The Facilities Manager or Contract Manager shall contact the Department’s Environmental Specialist for direction and to retain the services of other consultants or contractors to aid in the asbestos work as necessary.

The Contractor is responsible for ensuring that when it comes into contact with asbestos-containing material, it handles such material in accordance with this Contract and all applicable laws.

SECTION 17. ADDITIONS AND DELETIONS

During the term of the Contract, the Department shall have the right to add and delete Facilities, covered by this Contract as it deems appropriate with advance written notice. Additions of Facilities shall be upon written mutual agreement of the Parties through a Contract amendment.

or, if at an existing Facility, through an amended Purchase Order. In the event a Facility is added, BAS services shall not exceed the pricing in Attachment D – Price Sheet. Deletion of Facilities shall be within the sole discretion of the Department which shall provide Contractor with a thirty

(30) Calendar Day written notification. No work will be compensated unless it is contemplated in the Contract or resulting Purchase Order.

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