BME RE SOLICITATION PACKAGE 2025.pdf

SOLICITATION 19RW6025Q0004

FOR

Building Automation System (BAS) Preventive Maintenance

United States Embassy Kigali, Rwanda

U.S Embassy Kigali 2657 Avenue de la Gendarmerie PO Box 28 Kigali, Rwanda

Dear Prospective Quoter:

SUBJECT: Solicitation Number 19RW6025Q0004 Building Automation System (BAS) Preventive Maintenance

The Embassy of the United States of America invites you to submit a quotation for Routine Building Automation System (BAS) Preventive Maintenance.

Please note that this solicitation is being re-issued due to alterations in the Statement of Work. The revised Statement of Work reflects updated requirements necessary for the successful completion of the project.

Submit your quotation via email with the subject line "Quotation Enclosed – BAS Preventive Maintenance" to Kigaligsoprocurementrequest@state.gov before 9/4/2025 11.00AM EST. No quotations will be accepted after this time.

In order for a quotation to be considered, you must also complete and submit the following:

1. SF-1442

2. Section 1 pricing;

3. Section 5, Representations and Certifications;

4. Additional information as required in Section 3.

Direct any questions regarding this solicitation to the email stated above during regular business hours.

Citation for Re-solicitation:

The re-solicitation process, including amendments to the solicitation due to changes in the Statement of Work, aligns with the procedures outlined in FAR 15.206, which provides guidance on amending solicitations to ensure all offerors are informed of changes that may affect their proposals.

Sincerely, James Adams Contracting Officer mailto:Kigaligsoprocurementrequest@state.gov

TABLE OF CONTENTS

Section 1 - The Schedule

• SF 1449 cover sheet

• Prices

• Scope of work

• Attachment 1 -List of Building Automation Systems to be serviced

• Attachment 2 - List of Tasks to be Performed

Section 2 - Contract Clauses

• Contract Clauses

• Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

Section 3 - Solicitation Provisions

• Solicitation Provisions

• Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part

Section 4 - Evaluation Factors

• Evaluation Factors

• Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part 12

Section 5 - Representations and Certifications

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not Prescribed in Part 12

SECTION 1 - THE SCHEDULE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION

NUMBER

PR15205106

PAGE 1 OF

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION

19RW6025Q0004

6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

b. TELEPHONE NUMBER(No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY CODE 10. THIS

ACQUISITION IS

UNRESTRICTED

OR

SET ASIDE:____

% FOR:

SMALL

BUSINESS

WOMEN-OWNED SMALL BUSINESS

AMERICAN EMBASSY KIGALI

2657 AVENUE DE LA GENDARMERIE,

ATTN: GSO/PROCUREMENT

KIGALI

RWANDA

HUBZONE

SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE

WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

SERVICE-

DISABLED

VETERAN-

OWNED

SMALL

BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB

DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT

IS A RATED ORDER

UNDER DPAS (15 CFR

700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

AMERICAN EMBASSY KIGALI

2657 AVENUE DE LA

GENDARMERLE; B.P. 28,

ATTN: GSO

KIGALI

RWANDA

AMERICAN EMBASSY KIGALI

2657 AVENUE DE LA GENDARMERIE, ATTN: GSO/PROCUREMENT

RWANDA

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS

BLOCK

BELOW IS CHECKED SEE ADDENDUM 19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Building Automation System (BAS) Preventive maintenance as per scope of work base year + 4 option years

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND

52.212-5 ARE ATTACHED. ADDENDA

ARE ARE NOT

ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS

ATTACHED. ADDENDA

ARE ARE NOT

ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND

RETURN _ONE___ COPIES TO ISSUING OFFICE. CONTRACTOR

AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH OR

OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

HEREIN.

29. AWARD OF CONTRACT: REF. _________________

OFFER DATED ____________. YOUR OFFER ON

SOLICITATION (BLOCK 5), INCLUDING ANY ADDITIONS

OR CHANGES WHICH ARE SET FORTH HEREIN, IS

ACCEPTED AS TO ITEMS: 30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF

CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or print)

31c. DATE SIGNED

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED

GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER

35. AMOUNT

VERIFIED

CORRECT FOR

36. PAYMENT 37. CHECK

PARTIAL FINAL

COMPLETE PARTIAL

FINAL

38. S/R ACCOUNT NO.

39. S/R VOUCHER

NO.

40. PAID BY

41.a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR

PAYMENT

42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41C. DATE

42b. RECEIVED AT (Location)

42c. DATE REC’D (YY/MM/DD) 42d. TOTAL CONTAINERS

UNCLASSIFIED

BAS PMSC Statement of Work Aug. 27, 25 Version 1.12 Page 1 of 86

UNCLASSIFIED

Continuation/Addendum to SF-1449 RFQ Number 19RW6025Q0004

1.0 DESCRIPTION

The U.S. Embassy in Kigali, Rwanda requires technical services for the proper care and maintenance of Building Automation Systems (BAS). A firm fixed price delivery order will be issued for the effort based on the requirements identified in the statement of work.

The period of performance is one (1) year as of the date of the contracting officer’s signature for the base contract year, with four (4) one-year options to be exercised at the sole discretion of the Government.

2.0 PRICING

Base Year - The Contractor shall provide the services shown below for the base period of the contract, starting on the date stated in the Notice to Proceed and continuing for a period of 12 months. The fixed unit prices, estimated quantities, and ceiling for each category are:

Line Item Description

Type of Services

No. of trips

Unit price/service ($) Annual Total

BME Services base year Attachment 1 BAS PM 2

Option Year 1 - The Contractor shall provide the services shown below for Option Year 1, starting one year after the date stated in the Notice to Proceed and continuing for a period of 12 months.

Type of Services

No. of trips

Unit price/service ($) Annual Total

BME Services Option year 1 BAS PM 2

Option Year 2 - The Contractor shall provide the services shown below for Option Year 2, starting two years after the date stated in the Notice to Proceed and continuing for a

Version 1.12 Page 2 of 86

UNCLASSIFIED

Line Item Description

Type of Services

No. of trips

Unit price/service ($) Annual Total

Option year 2 BAS PM 2

Option Year 3 - The Contractor shall provide the services shown below for Option Year 3, starting three years after the date stated in the Notice to Proceed and continuing for a

Type of Services

No. of trips

Unit price/service ($) Annual Total

Option year 3 BAS PM 2

Option Year 4 - The Contractor shall provide the services shown below for Option Year 4, starting four years after the date stated in the Notice to Proceed and continuing for a period of 12 months.

Type of Services

No. of trips

Unit price/service ($) Annual Total

Option year 4 BAS PM 2

Base Year Total

Option Year 1 Total

Option Year 2 Total

Option Year 3 Total

Option Year 4 Total

GRAND TOTAL OF BASE YEAR PLUS ALL OPTION YEARS

3.0 NOTICE TO PROCEED

Version 1.12 Page 3 of 86

UNCLASSIFIED

After contract award and submission of acceptable insurance certificates and copies of all applicable licenses and permits, the Contracting Officer will issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from date of contract award unless the Contractor agrees to an earlier date) on which performance shall start.

Version 1.12 Page 4 of 86

UNCLASSIFIED

Statement of Work

Building Automation System Preventative Maintenance Service Contract

Revision 0

Project Title: Post Kigali-Rwanda BAS PMSC Organization: The US Department of State, Bureau of Overseas Building Operations, OPS/FAC/PS BAS Support Preparation Date: August 27, 2025 Prepared By: Burke Gower

Version 1.12 Page 5 of 86

Table of Contents

Table of Contents

Acronyms and Abbreviations

1. General

2. Period of Performance

3. Building Automation Systems to be Serviced

3.1. Building Automation Systems (BAS) installed at Post

3.2. Equipment Controlled and/or Monitored

3.3. Buildings where BAS are Installed

4. BAS Preventative Maintenance (PM) Services

4.1. General

4.2. Scheduling

4.3. Checklist Development

4.4. Implementation

4.5. Periodic PM Activities

4.6. Annual PM Activities

4.7. Planned Out Five (5) Year PM Activities

4.8. Manufacturers’ Recommended PM

4.9. Deficiency Reporting

4.10. Remote Support

4.11. Allocation for Repairs

4.12. Post FM Sign-Off

5. Exclusions, Purchase Orders and Modifications

5.1. Exclusions

5.2. Purchase Orders and Modifications

6. General Deliverable Requirements

6.1. General

6.2. Document Creation, Classification and Handling Requirements

7. Execution Schedules

7.1. General

Version 1.12 Page 6 of 86

UNCLASSIFIED

7.2. Tasks, Milestones and Scaling

7.3. Updates

8. Pre-Travel Deliverables

8.1. PM Service Activity Schedule

8.2. PM Service Activity Description List

9. Post-Travel Deliverables

9.1. Site-Specific PM Checklists

9.2. PM Service Activity Schedule and PM Activity Description

List

9.3. Preventative Maintenance Site Visit Report

9.4. Appendices

10. Deliverable Submission Schedule

10.1. Execution Schedules

10.2. Pre-Travel Deliverables

10.3. Post-Travel Deliverables

11. Retention of Deliverables and Other Data by the Contractor

11.1. General

12. Contractor’s Responsibility

12.1. General

12.2. Codes and Regulations

12.3. Authorization to Visit Site

12.4. Contractor and Personnel Qualifications

12.5. Materials and Equipment

12.6. Contractor Use of Premises

13. Delivery, Mail and Courier Addresses

13.1. Classified Packages & Mail

13.2. Unclassified Packages & Mail

14. Government’s Responsibility

14.1. General

{Attachment A: Additional Security Requirements for BAS PMSC in Secure

Areas

1. General

1.2. Public Release of Information

Version 1.12 Page 7 of 86

UNCLASSIFIED

2. Personnel Requirements

2.1. Personnel Clearances

2.2. Visit Authorization Requests

2.3. Country Clearance for Travel to Post/Site

2.4. Standards of Conduct

2.5. Removal of Individual Contractor Employees for Cause

3. Briefing and Reporting Requirements

3.1. Security Briefings

3.2. Personal (Unofficial) Travel Outside of the Project Country

3.3. Suspicious Contact Reports (SCRs)

3.4. Reporting of Suspicious Incidents Occurring at Off-site

Locations or During Travel to/from the Project Site

3.5. Foreign Contact Reporting

3.6. Reporting Marriage, Intent to Marry, Cohabitation or Other

Continuing Bonds of Affection with Foreign Nationals

3.7. Reporting Adverse Financial Situation and Certain Arrests

3.8. Dual Citizenship

4. Subcontracting Requirements

4.1. DD Forms 254 for Subcontractors

5. Handling/Marking Requirements - Classified & Sensitive But

Unclassified (SBU)

5.1. Security Classification Guide

5.2. Protection of Classified and SBU Information

5.3. Disposition and Retention of Task/Project Information

5.4. Project Generated Information at Contractor’s Facility –

Disposal/Destruction Plan

5.5. Project Related Classified Working Papers, As-Builts and other Classified Generated at Post

5.6. Photographs

6. Transmission Requirements for SBU

6.1. Transmission of Sensitive But Unclassified (SBU)

Version 1.12 Page 8 of 86

UNCLASSIFIED

Acronyms and Abbreviations

The following are commonly used acronyms and abbreviations in this document.

1. AHU = Air Handling Unit

2. ASHRAE = American Society of Heating, Refrigerating and Air-Conditioning Engineers

3. BAS = Building Automation System

4. CAA = Cleared Access Area (Secure Area)

5. CCR = Country Clearance Request

6. CFSM = OBO Construction, Facilities, and

Security Management

7. CLIN = Contract Line Item

8. CMR = Chief of Mission Residence

9. CO = Contracting Officer

10. COR = Contracting Officer’s Representative

11. CRP = Consolidated Receiving Point

12. DBA = Defense Base Act

13. DCSA = Defense Counterintelligence and

Security Agency

14. DOS = Department of State

15. DS = Diplomatic Security

16. DS/IS/IND = Bureau of Diplomatic Security, Industrial Security Division

17. eCC = Electronic Country Clearance

18. ES = Execution Schedule

19. FAC = Facilities or OBO/CFSM Facilities

20. FCU = Fan Coil Unit

21. FM = Facility Manager

22. FMS = Facility Maintenance Staff

23. GSO = General Services Officer

24. GWA = General Work Area (Unsecured Area)

25. HAZMAT = Hazardous Material

26. HVAC = Heating, Ventilation, and Air

Conditioning

27. I/O = Input/Output

28. IBC = International Building Code

29. LAA = Limited Access Area (Unsecure)

30. MSDS = Material Safety Data Sheet

31. MSGQ = Marine Security Guard Quarters

32. NEC = National Electrical Code

33. NFPA = National Fire Protection Association

34. OBO = Bureau of Overseas Building

Operations

35. O&M = Operations and Maintenance

36. OSHA = Occupational Safety and Health

Administration

37. OWS = Operator Workstation

38. PAA = Public Access Area (Unsecured Area)

39. PM = Preventative Maintenance

40. Post = Department of State Overseas

Embassy, Consulate, or Mission

41. POWS = Portable Operator Workstation

(Laptop)

42. PS = Program Support

43. RFP = Request for Proposal

44. RSO = Regional Security Officer

45. SBU = Sensitive but Unclassified

46. SC = Supervisory Controller

47. SCG = Security Classification Guide

48. SME = Subject Matter Expert

49. TDY = Temporary Duty (Work Travel

OCONUS)

50. UPS = Uninterruptible Power Supply

51. VAR = Visit Authorization Request

52. VAV = Variable Air Volume

General

The U.S. Embassy located in Kigali, Rwanda requires Building Automation System (BAS) Preventative Maintenance

(PM) services. The Contractor shall perform BAS PM Services as described in this Statement of Work. The

Contractor shall also provide further evaluation of the overall functionality of the BAS based on concerns and input provided to the Contractor by the Facility Manager (FM) and Facility Maintenance Staff (FMS).

The Contractor shall provide BAS PM Services for the upkeep of the BAS indicated below in Section 3. “Building

Automation Systems to be Serviced”.

The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration. The BAS PM work required shall include, but is not limited to: Preventative

Maintenance; Investigation & troubleshooting; Adjustments; Trend & Alarm configuration; etc.

BAS PM Services shall result in all systems serviced under this agreement being in good operational condition when the work is completed.

The Contractor shall provide all necessary managerial, administrative and direct labor personnel as well as all transportation, tools, instrumentation, equipment and supplies required to perform the BAS

PM Services defined in this Statement of Work. The Contractor shall provide the services of qualified, trained, manufacturer certified technicians to perform the required BAS PM Services.

BAS PM Services shall be performed on BAS installed in and/or serving the General Work Areas (GWA)

& Public Access Areas (PAA) at Post.

BAS PM Services shall be performed on BAS installed in the Controlled Access Areas (CAA) Restricted spaces at Post.

Additional clearance and security provisions are required to access and work in these spaces.

Additional document security classification provisions are required. See Sections 6.2.8-13 for additional details.

BAS PM Services shall be performed on BAS installed in and/or serving the CAA Core spaces at Post.

Additional clearance and security provisions are required to access and work in these spaces.

Additional document security classification provisions are required. See Sections 6.2.8-13 for additional details.

All work shall be accomplished in a manner which conforms to the intent of all applicable IBC, ASHRAE, NFPA/NEC, U.S. EPA, and DOS policy, procedures, and directives; causes no damage to buildings or property; endangers none of the building occupants or workers during these tasks; and leaves the areas safe for occupancy.

This contract includes security provisions which require a DD Form 254, Contract Security Classification Specification, issued by the Bureau of Diplomatic Security, Industrial Security Division (DS/IS/IND). Issuance of the DD Form 254 is contingent on the Contractor’s possessing and maintaining a Defense Counterintelligence and Security Agency

(DCSA) {TOP} SECRET facility clearance. Loss or Invalidation of the prime contractor’s facility clearance may result in termination of the contract for default. Personnel requiring access to Controlled Access Areas (CAAs), {CORE/PCC} or classified information must possess a {TOP} SECRET security clearance. See Attachment A:

Additional Security Requirements for BAS PMSC in Secure Areas.

Period of Performance

The period of performance shall be one (1) year as of the date of the Notice to Proceed for the base contract year, with four (4) additional one (1) year option periods, to be exercised at the sole discretion of the Government.

This contract shall provide for two (2) BAS PM Site Visits per year for each year of the contract.

BAS PM Site Visits shall be equally spread out over the course of the contracted year.

All BAS PM Site Visits shall occur within the 365-day window.

Combining multiple site visits into a single site visit is not allowed.

The first BAS PM Site Visit must occur within 60 days of contract award / renewal.

The work shall be considered deficient if the Contractor fails to provide the required number of BAS PM

Site Visits within the 365 days after contract award / renewal or fails to space out the BAS PM Site

Visits in the manner described above.

Building Automation Systems to be Serviced

0 Building Automation Systems (BAS) installed at Post

The Contractor shall maintain the Building Automation System(s) in a safe, reliable, and efficient operating condition. The following information provides a rough summary of each BAS that is to be serviced. NOTE: Quantities listed below are estimates and the Contractor must verify quantities during the initial Site Visit.

BAS #1

a. Manufacturer of the BAS: Schneider Electric (formerly Invensys)

b. Name of BAS Product Line: I/A Series/Niagara

c. BAS Software Name and Version Number: AX 4.3.58.18 Enterprise Network

Server; Workplace Tech

d. Operator Workstations (OWS): 2 (1 Desktop, 1 Laptop)

e. Portable Operator Workstations (POWS): 1

f. Supervisory Controllers (SC):

1) Model Number 1: 37 (Microzone MNL-800)

2) Model Number 2: 165 (Invensys MNL V2R)

g. I/O Modules Installed:

1) 32300323-001: 2

2) TA-2016/2194: 2

h. BACnet Sub-Controllers Installed:

1) RS 285A:1

2) RS 485-B 2: 1

i. LonWorks Sub-Controllers Installed:

1) 279-0276-51A:1

2) OS: NPB-8000-LON2: 1

j. Sub-Controllers Installed:

1. MNL-800/MZ11

BAS #2 (CAA Restricted)

Manufacturer of the BAS: Schneider Electric (formerly Invensys)

Name of BAS Product Line: I/A Series/Niagara

BAS Software Name and Version Number: AX/G3 Enterprise Network server;Workplace Tech

Operator Workstations (OWS): 1 (1 Laptop)

Portable Operator Workstations (POWS): 1

Supervisory Controllers (SC):

Model Number 1: 8 (Microzone MNL-800)

Model Number 2: 40 (Invensys MNL V2R) [40]

I/O Modules Installed:

BACnet Sub-Controllers Installed:

LonWorks Sub-Controllers Installed:

Sub-Controllers Installed:

1 Equipment Controlled and/or Monitored

The following is a rough summary of the types and quantities of equipment controlled and/or monitored at Post by BAS. NOTE: Quantities listed below are estimates and the Contractor must verify quantities during initial Site visit.

Chilled Water System (Primary/Secondary Variable Flow):

a. Air-Cooled Chillers: 2

b. Constant Flow Primary Chilled Water Pumps: 2

c. Variable Flow Secondary Chilled Water Pumps: 2

d. Constant Flow Condenser Water Pumps: 4

e. Water Treatment Systems: 2

Backup Chilled Water System (Primary Constant Flow):

a. Air Cooled Chillers: 1

b. Constant Flow Chilled Water Pumps: 2

c. Heat Exchangers: 1

d. Water Treatment Systems: 2

Air Handling Units: 11

Terminal Units (Cooling Only): 7

Terminal Units (w/Hot Water Reheat): 135

Fan Coil Units: 6

Computer Room Air Conditioning Units (Cooling Only): 4

Domestic Water Filtration System (Monitoring Only): 1

Fuel Oil System (Monitoring Only): 1

Domestic Water Treatment System (Monitoring Only): 1

Fire Alarm System (Interlocks & Monitoring Only): 1

2 Buildings where BAS are Installed

The Post is composed of multiple buildings. The following buildings at Post utilize BAS:

a. Chancery Building: SCHNEIDER – WEBS Niagara 4

b. Office Annex Building: SCHNEIDER– WEBS Niagara 4

c. Warehouse Building: SCHNEIDER – WEBS Niagara 4

d. Utility Building: SCHNEIDER – WEBS Niagara 4

e. MSGQ: SCHNEIDER – WEBS Niagara 4

Some of the BAS and Mechanical equipment described in this section will require the Contractor to possess a clearance and to utilize cleared personnel in order to perform the work required by this Contract. This equipment will be identified for the Contractor by Facility Maintenance Staff when the Contractor is at Post providing BAS PM Services.

BAS Preventative Maintenance (PM) Services

3 General

The Contractor shall perform BAS Preventative Maintenance services for the Building Automation

Systems indicated. Provide the necessary investigative services to ensure BAS controls are working as designed and in accordance with documented operating sequences. BAS PM Services shall include, but are not limited to, the following tasks.

4 Scheduling

The Contractor shall indicate which PM Activities will be performed at each site visit.

The schedule shall cover a five (5) year time period so that the schedule can properly address tasks that are to be spread out over this time frame.

As a supplement to the schedule, the Contractor shall include a PM Service Activity Description List which will provide a detailed description of each PM activity, including the means and methods by which the Contractor intends to perform each PM activity.

See Section 8. “Pre-Travel Deliverables” for further requirements.

5 Checklist Development

For the first BAS PM Site Visit to Post the Contractor shall utilize generic PM Checklists that the

Contractor has previously utilized in the performance of their trade.

During the site visit the Contractor shall collect data on the existing BAS(s) at Post and the associated equipment being controlled. This data shall be used to create site specific PM checklists for use in future BAS PM Site Visits.

After the completion of the Contractor’s first BAS PM Site Visit, the Contractor shall create site specific

Checklists for each BAS and the equipment controlled and/or monitored by each BAS. These

Checklists shall be developed from existing As-Built Data; Operation & Maintenance Data; Set Point

Data; Time Schedule Data; and any other data relevant to the PM effort found at Post. This data shall be reviewed by the Contractor to determine the operational baseline requirements that will be used in the Checklists.

All future BAS PM Site Visits shall utilize the site-specific Checklists. These Checklists will be used by the

Contractor when Preventative Maintenance is performed to verify the Building Automation Systems are functioning as originally intended.

There shall be one Checklist provided for each system controlled and/or monitored by a BAS.

See Section 8. “Pre-Travel Deliverables” for further requirements.

6 Implementation

The Contractor shall perform BAS PM Services at the frequencies indicated in the PM Service Activity

Schedule using the site-specific Checklists developed for the equipment and systems called out in the Contract. The Contractor’s technician shall sign off on every item of each checklist when the associated PM is performed.

7 Periodic PM Activities

At a minimum, the following PM Service activities are required to occur during each site visit.

Check BAS Communication Network: Validate the network connectivity of all BAS controllers, Operator

Workstations (OWS/POWS; desktop and laptop computers), Servers, and Network components

(repeaters, switches, hubs, etc.). Investigate and remediate any issues found.

Confirm Time Schedules: Review existing time schedules and validate correct operation based on actual time of day and facility occupancy. Adjust time schedules as needed to reflect the actual occupancy patterns of the buildings at Post.

BAS Investigation and Troubleshooting: The Contractor shall provide investigation and troubleshooting services for issues related to the BAS as required in this Statement of Work or as requested by the

Facility Manager at Post during a PM Services site visit.

The Contractor shall review Facility Maintenance logs since the last visit to Post and determine if there are any operational issues which need to be checked.

The Contractor shall determine the cause(s) of any problems found with the BAS and determine the repairs and/or modifications to the BAS that will be needed to correct these problems.

BAS Trend and Alarm Configuration: The Contractor shall review the BAS Alarm History and Trend log files. Any problems noted from this review shall be investigated.

The Contractor shall validate the correct reporting of alarms and verify that the correct codes and messages are being reported.

If no trends or alarms are configured in the BAS, the Contractor shall coordinate with the Facility

Manager and configure the trends and alarms desired by the Post.

Archive data as necessary to free up hard drive space on the BAS OWS / Server for future trend and data storage.

BAS OWS Graphics: The Contractor shall confer with the Facility Manager after reviewing the BAS OWS graphics and trend logs to determine if any modifications are desired to the presentation of information. Minor changes to improve graphics and reports shall be implemented as needed.

Review of Post’s Spare Part Inventory: The contractor shall review the Post's spare part inventory during each PM Site Visit and determine what parts need to be procured by Post and update the Spare Part

Schedule. See Section 9. “Post-Travel Deliverables” in this statement of work for additional requirements.

BAS Backup Retention: The Contractor shall, at the end of each site visit, create a current backup of the data, programming, graphics, settings, license files, and any other files necessary to restore a controller, Operator Workstation (OWS, POWS; Desktop or laptop computer) or Server for each BAS installed at Post.

Each backup shall be configured to allow Facility Maintenance staff to recover the associated BAS in the event there is a BAS failure.

Step by step instructions on how to recover a controller, OWS/POWS or Server shall be included with each BAS backup.

The Contractor shall include screenshots of each BAS OWS Graphics screen. Graphics screens for identical components with the same I/O configuration, such as VAVs or FCUs, can be represented by a single screenshot.

User Account Retention: For each BAS OWS/POWS/Server at Post the Contractor shall:

Create an Administrator level user account called “BAS Support” in the Operating System, the BAS software and the encryption software. The account shall be configured in such a manner that it cannot be deleted by an account that does not have administrator rights. The Contractor will utilize a random password generator to create a password for this account. This step can be skipped if the “BAS Support” user account already exists.

Create a listing of the user accounts that exist within each BAS. The Contractor shall create tables listing the Operating System user accounts, BAS user accounts and encryption software user accounts that exist within each BAS OWS and/or Server that are used to access each BAS at

Post.

If there are user accounts that are generic in nature, the Contractor shall also gather the passwords associated with these generic accounts. The Contractor will not attempt to gather password information for user accounts that are set up for specific individuals.

Separate tables shall be created for each BAS OWS/POWS/Server. The associated BAS

OWS/POWS/Server shall be identified, and the designation included with the following information:

The Operating System User Account tables shall contain the following information. These tables shall include the following four (4) columns.

1) User Account Name

2) Name of Person Associated` with the User Account

3) User Account Password (if applicable)

4) Type of User Account (Administrator, Standard User, etc.)

The BAS User Account tables shall contain the following information. These tables shall include the following four (4) columns.

2) Name of Person Associated with the User Account

4) Type of User Account (Administrator, Standard User, etc.)

The Encryption Software User Account tables shall contain the following information. These tables shall include the following three (3) columns.

2) Name of Person Associated with the User Account

Retaining and Updating BAS As-Built and BAS Operation & Maintenance Manual Documents (Appendix

E): The Contractor shall coordinate with the Facility Maintenance Staff at Post to find the existing

BAS As-Built and O&M Manual documentation for each BAS installed at Post. When work is performed which modifies the existing BAS hardware/software configuration and/or programming, the Contractor will be responsible for providing updated As-Built and O&M Manual documentation to accurately reflect the new state of each BAS at Post.

If electronic media versions of these documents exist at Post, the electronic media versions of the documentation shall be copied. If no electronic media versions of this documentation are available at Post, the Contractor shall scan hard copies of this documentation to create electronic media for submission.

Modifications shall be made to reflect any changes made to the Sequences of Operation by the

Contractor and any permanent changes to the Sequences of Operation discovered by the

Contractor but not previously documented.

Modifications shall be made to reflect any physical changes made to the BAS, to include, but not be limited to, wiring changes, changes to controller configurations, the addition or removal of points, etc.

Any new BAS Software and/or Hardware Licenses associated with the work performed shall be provided. Licenses shall be fully documented, and information provided in a manner that allows

Post to work directly with the BAS manufacturer.

In cases where BAS CAD As-Built Drawings are not available, the Contractor shall produce BAS CAD

Drawings for only the drawings that are affected by the work performed. PDFs of these modified drawings shall be inserted into the existing BAS As-Built drawings to replace the outdated drawing pages.

O&M Manual data shall be provided for any BAS equipment installed as part of this work. A PDF of the Original O&M Manual shall be altered to remove components that are no longer used.

O&M information for components added shall be appended to the O&M Manual.

UPS Battery Rotation: The batteries of all Uninterruptible Power Supplies that Post has in their Spare

Stock shall be rotated with installed UPS batteries during each PM visit. This action will reduce the battery degradation that occurs in long-dormant batteries. An acceptable, alternative action is to fully charge Spare Stock UPS batteries during each PM visit.

8 Annual PM Activities

At a minimum, the following PM Service activities are required to occur at least once a year. It is the intention of this statement of work that tasks noted here which cannot be realistically completed during a single site visit, shall be broken up to occur over multiple site visits.

Panel, Controller and Wiring Inspection:

Physically inspect all field panels and controllers for damage, excessive dirt or moisture and clean/vacuum as necessary.

Verify proper voltage at all control transformers.

Inspect all connections, wire raceways in panels and wire arrangements. Remove any abandoned devices and wiring and update panel diagrams as may be necessary to reflect current arrangements and configurations.

Verify condition of local battery / UPS that may be connected to the panel power source.

Take photographs, where permissible, of each Supervisory Controller Enclosure installed at Post.

Photographs should include interior and exterior shots, including nearby wall space, and shall be labeled with the Controller name. All photos must be cleared by the RSO prior to removing from Post and/or sharing electronically.

Confirmation of Sequences: The Contractor shall review the operation of BAS controlled equipment / systems and confirm that the functionality corresponds with the As-Built Sequences of Operation.

When equipment / systems do not operate as described in the sequences the Contractor shall review the associated programming, sensors, wiring, etc. and determine the cause.

The Contractor shall consult with Facility Maintenance personnel and the Facility Manager to determine if functionality that does not correspond with the sequences is legitimate or if it is a deficiency that needs to be corrected.

If it is determined that the functionality discovered is not correct, the Contractor shall make adjustments and modify programming as needed to reinstate the functionality described in the

As-Built Sequences of Operation.

Review of Post’s Expendable Sensors / Equipment: Parts for which product data indicates there is a defined operating life expectancy shall be tracked and scheduled for replacement at the time intervals recommended by the manufacturer. For HVAC applications these will typically include

Humidity Sensors, Carbon Monoxide Sensors, Carbon Dioxide Sensors, UPS Batteries, etc. There are other specialty parts that can fall under this category. See "I. POST-TRAVEL DELIVERABLES” in this statement of work for additional requirements.

BAS Evaluation: For each BAS at Post, review the system and provide an assessment of and recommendations with regard to the condition, level of functionality, age, possible obsolescence, possible need for upgrades or replacement, etc. of all or any portion of the system.

BAS Software Assessment: The Contractor shall review the BAS software installed on the BAS OWS and/or Servers to determine if the software needs to be upgraded.

If the software needs to be upgraded, it shall be ascertained if upgrading the software is possible with the current operating system / computer combination.

BAS Software that is not of the most current version is not considered in and of itself a justification for upgrading the software. Other factors justifying the need for an upgrade must be presented. Supporting information justifying the recommendation shall be provided.

A description of the effort involved, and a cost estimate shall be provided if the software needs to be upgraded.

BAS OWS / Server Assessment: The Contractor shall review the condition of the BAS OWSs and/or

Servers to determine if the hardware is in need of being upgraded or replaced. A description of the effort involved, and a cost estimate shall be provided if the hardware needs to be upgraded or replaced.

Missing BAS OWS: Under circumstances where a BAS OWS is found to be missing (typically a laptop computer) the Contractor shall determine what hardware / software is needed. A description of the effort involved in providing the missing BAS OWS and a cost estimate, shall be provided if a BAS OWS is needed at Post.

BAS Controller Assessment: The Contractor shall review the various models of BAS controllers installed and determine if any of the controllers are obsolete, are no longer available from the manufacturer and/or are no longer supported by the manufacturer.

Documentation from the manufacturer that clearly indicates one of these conditions exists shall also be provided.

A description of the effort that would be involved and a cost estimate for this effort shall be provided if the controller(s) needs to be updated or replaced.

Work of this nature will not be considered by the COR if supporting documentation from the manufacturer is not provided.

Additional BAS Assessments: The Contractor shall also report on the following:

Condition of Network Devices and Quality of Communications

Condition of Controller Enclosures and Power Supplies

Condition of End-Devices (Sensors, Actuators, VFDs, etc.)

Hot/Cold Zones

Humidity Concerns

Pressurization Concerns

BAS Inventory Retention: While at Post performing PM services, the Contractor shall take inventory of each existing BAS. BAS Inventory data collection shall be performed once, during the initial site visit.

The BAS Inventory shall be updated during subsequent PM site visits and resubmitted if it is found that changes have been made that affect the inventory data. The intent of this requirement is to take a full inventory of each installed BAS and to document all of the programming and physical hardware points in each BAS.

Inventory data collection for each BAS shall include the following information. Separate inventory data collection documents shall be provided for each BAS:

The quantity and locations of BAS OWS / Servers and the software installed on each of these

OWS / Servers. (Operating System, BAS software, production software, encryption software, etc.)

The locations of each OWS, Server, Hub, Router, Switch, Repeater, Supervisory Controller, and any other Ethernet-level controller that communicates directly to the Server, shall be shown on sanitized floor plans. If CAD drawn floor plans are not available, it is acceptable to show this information on a scanned copy of the floor plan drawings.

A table providing the following details about the BAS Supervisory Controllers, which communicate directly to the Server. This table shall include the following five (5) columns:

1) Manufacturer of the controller

2) Product Line of the controller

3) Name of the controller, as defined in the BAS

4) Model of the controller

5) Part Number of the controller

A table providing the following details about the BAS Sub-Controllers, which communicate to a

Supervisory Controller, sub-totaled by Supervisory Controller. This table shall include the following six (5) columns:

1) Name of the Supervisory Controller

2) Manufacturer of each type of sub-controller

3) Model of each type of sub-controller

4) Part Number of each type of sub-controller

5) Quantity of each type of sub-controller

A table providing the following details about the Equipment and Systems monitored and/or controlled by the BAS. This table shall include the following two (2) columns:

1) Type of Equipment / System controlled /monitored

2) The quantity of each type of Equipment / System installed

The Contractor shall generate a document containing a database printout of the BAS programming, points and other settings for each controller. This will be done using the built-in functionality of the associated OWS / Server. An individual printout shall be provided for each controller.

9 Planned Out Five (5) Year PM Activities

At a minimum, the following PM Service activities are required to occur at least once over the five (5) year span of the BAS PM Service Activity Schedule. It is the intention of this statement of work that tasks noted here shall be broken up evenly to occur over multiple site visits, over the duration of five (5) years.

Sensor, Operator and End Device Point-to-Point Checkout: Hardware points in the BAS shall be verified against actual field conditions once every five (5) years of service life.

This checkout shall verify that each hardware point indicated in the BAS is the actual physical point connected to the controller, that the point is functioning properly and that the point is shown

/ labeled correctly on the appropriate graphic screens.

Any discrepancies shall be investigated, and adjustments made as necessary so that all sensors monitored, and devices controlled by the BAS match the associated hardware points indicated in the BAS and provide the desired functionality.

Sensor, Operator and End Device Calibration: The calibration of hardware points in the BAS shall be verified against actual field conditions once every five (5) years of service life.

Where sensors, operators and other end devices are capable of being adjusted, the Contractor shall perform the calibration.

Sensors shall be calibrated to within the accuracy range stated in the associated manufacturer’s literature.

Operators and other end devices shall be adjusted so that the BAS output signal corresponds to operator’s or end device’s full control range.

Where sensors, operators and other end devices are not capable of being adjusted, the Contractor shall note the deviation between actual and measured value for sensors and between actual output function and commanded signal.

The Contractor shall use calibrated instrumentation with a higher accuracy than the sensor, end device or operator being calibrated.

Calibrated instrumentation used shall have been certified by an independent calibration agency within one (1) year of the dates used.

10 Manufacturers’ Recommended PM

It is the responsibility of the Contractor to perform all BAS Manufacturers’ recommended PM. This shall be completed in addition to the tasks listed above if there are any discrepancies between what is required by this statement of work and the Manufacturers’ recommended PM.

11 Deficiency Reporting

Any and all problems, issues, failures, etc. related to the BAS and/or the equipment / systems controlled and/or monitored by the BAS, discovered by the Contractor while performing any of the PM Services described within Section 4. “BAS Preventative Maintenance (PM) Services” of this Statement of Work shall be considered Deficiencies. All Deficiencies (open or closed) shall be documented in the PM

Report, following the criteria described in Section 9. “Post-Travel Deliverables”.

12 Remote Support

The Contractor shall provide up to 20 hours of Remote Support to Post per year, either by phone or by email. The Contractor shall respond to all non-emergency requests within 24 hours, or on the next business day. If Post requires Emergency Support, the Contractor shall respond to Post within 4 hours. All correspondence with Post shall be shared with BAS Support via email. If the Contractor reaches 15 hours of support in a given year and anticipates that more than 20 hours will be required, the Contractor shall notify BAS Support and request a Change Order for the additional hours.

13 Allocation for Repairs

Prior to each successive PM Site Visit, the Contractor shall evaluate all Open Deficiencies and needed

Spare Parts captured during the previous PM Site Visit and submit a Proposal to Post and BAS

Support to correct the most critical of these shortcomings, up to a maximum proposal amount of

$10,000 per visit.

14 Post FM Sign-Off

Each Visit to Post shall conclude with the delivery of a BAS PM Site Visit Summary to the Facility Manager, or a staff member designated by the FM, who will sign and date the document. The BAS PM Site

Visit Summary shall outline all activities that were performed during the visit, based on the planned

PM Service Activity Schedule activities, along with all investigations and repairs, and shall be included in the Post-Travel Deliverables (Appendix G).

Exclusions, Purchase Orders and Modifications

15 Exclusions

This Statement of Work does NOT include the repair of equipment, the replacement or procurement of parts, controllers or computers, the replacement of BAS systems, software upgrades or re-commissioning of the BAS. This exclusion does not apply if the work (parts and/or services) is to correct damage caused by Contractor negligence.

16 Purchase Orders and Modifications

Work outside the scope of PM Services must be approved by the COR prior to performance of the work.

The Contractor shall prepare a proposal, including pricing and scope of work, for Non-PM Service work and submit it to the Government for approval and acceptance as a separate Purchase Order or as a Modification to the Contract.

The Government shall accept, reject, or defer action on the Contractor’s proposal for work outside the

PM Services statement of work and reserves the right to obtain similar work from other competitive sources.

When a proposal from the Contractor to perform work outside the scope of PM Services is approved by the Contracting Officer (CO), the Government will issue a Purchase Order or a Modification to the

Contract for the additional work. Work is not authorized to proceed until the date so indicated in the Purchase Order or the Modification to the Contract.

The Contractor shall coordinate this additional work with the PM Service work to achieve logistic efficiencies. In addition to the requirements described elsewhere in this statement of work, the following requirements will also apply:

The Contractor shall be required to provide a Submittal for review to the COR. The submittal shall clearly describe in detail repairs and/or modifications being made and shall include control drawings, product data and Sequences of Operation as applicable to the work being done. Work will not proceed without approval of the Submittal by the COR.

The Contractor shall procure parts (including controllers and computers) and/or software required to perform the additional services defined in the approved proposal and arrange for shipping that will allow for the arrival of parts at Post prior to the dates scheduled for the associated PM

Service site visit. These additional works / services will be provided as part of an upcoming, regularly scheduled PM Service site visit.

Non-PM Service work being provided as part of a Purchase Order or a Contract Modification shall be thoroughly tested by the Contractor and functionality demonstrated to a Government designated representative (COR or Facility Manager as project conditions require.) Depending on the scale and scope of the work, Commissioning may also be required by the Purchase Order

/ Contract Modification.

The Contractor shall warrant all parts, labor, installation, modification and other services provided by a Purchase Order or a Contract Modification for a period of one (1) year from the date of acceptance by the COR.

The warranty shall guarantee that the work performed, and any parts provided, function as intended.

The warranty shall guarantee that the portions of the BAS that were worked on function after the work is completed.

The warranty shall guarantee that the work is complete and that the intent of the Purchase

Order or Contract Modification was achieved.

The Contractor shall provide technical support by telephone throughout the warranty period.

The Government reserves the right to make changes to the BAS during the Warranty Period.

Such changes do not constitute a waiver of warranty. The Contractor shall warrant parts and installation work regardless of any such changes made by the Government, unless the

Contractor provides clear and convincing evidence that a specific problem is the result of such changes to the BAS.

If the Contractor proceeds to perform any work without Government approval, the Contractor will be performing this work “At-Risk” and the Government will not be obligated to pay for this work.

Furthermore, the Contractor shall fix, repair or replace, at the Government’s sole discretion, any systems adversely impacted by unauthorized work.

General Deliverable Requirements

17 General

The Contractor shall be responsible for producing schedules and documenting work and activities performed while on site. The deliverables required by this statement of work shall be submitted to the Post Facility Manager / COR at Post and also to OBO/CFSM/FAC/PS - “BAS Support” for review and approval as well as record keeping purposes. Failure by the Contractor to provide submissions to either party will result in a delay of payment. This information will also be used by OBO to assist in making decisions concerning the funding of other work, as recommended by the Contractor.

All deliverables, unless otherwise noted, shall be uploaded to FAN.gov in accordance with the COR’s instructions. Exceptions include software installation files and mirrored or cloned disks, which are to be left with Post. FAN.gov deliverables will be uploaded to a Post folder structure as instructed by BAS Support. Files within each sub-folder shall be combined and compressed in “zip” files before uploading to reduce the file count on FAN.gov. The Contractor is responsible for obtaining and maintaining a FAN.gov account. Guidance on FAN.gov accounts can be obtained from BAS Support.

Deliverables to the Post FM shall be submitted as follows:

One (1) set of Deliverable disk(s) shall be submitted by the Contractor to the Post Facility Manager.

The Contractor shall supply proof of turnover of this disk set, signed by the Post FM, to BAS Support.

18 Document Creation, Classification and Handling Requirements

Each submission shall consist of the appropriate documentation as required herein.

Drawings and other documents prepared for or used for this work shall become the property of the

Government. The Government reserves the right to reproduce, in part or whole, the deliverables for internal Government purposes.

Deliverables shall be prepared after each PM site visit has been completed. It is not acceptable for the

Contractor to spend time at Post preparing reports and other deliverables.