Draft HVAC Technical Support PWS.docx (3).pdf

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National Weather Service (NWS) Central Region (CR) Heating, Ventilation, and Air-Conditioning (HVAC) Technical Support Services

Performance Work Statement (PWS)

1.0 General

1.1 -- Background

The mission of the National Weather Service (NWS) is to provide local weather forecasts and warnings for the protection of life and property and the enhancement of the national economy. The NWS Central Region Headquarters located in Kansas City, MO maintains 38 Weather Forecast Offices (WFO) throughout 14 states in the Central United States.

Each WFO is designed to provide local weather forecasts and warnings critical to the NWS mission. To maintain operational readiness, this Performance Work Statement (PWS) will provide for a comprehensive turn-key program to maintain the mission-critical Heating, Ventilation, and Air-Conditioning (HVAC) systems.

1.2 -- Scope

This PWS covers technical support services to the NWS CR WFOs equipped with geothermal HVAC and building automation systems (BAS), providing consistent service level and workmanship throughout all WFOs in the Central Region (CR) while maintaining WFO building integrity through HVAC support to ensure the NWS meets its mission.

2.0 Requirements

Support existing Honeywell Niagara controls. System controls are to be able to control the HVAC system such that energy usage will not exceed 10% more than historical average of the system as determined by Energy Star tracking of the meter.

Provide a methodology on how to cool the equipment room and utilize the excess heat being generated in that area to offset heating costs in the remainder of the building. Note:

The equipment room shall not exchange air with other parts of the building.

The end result is an environment of 72 degrees Fahrenheit in all areas affected with individual zone control of plus or minus two degrees Fahrenheit. Humidity must be controlled to a non-condensating relative humidity of > 30% during the winter months and < 50% during summer months.

2.1 – Technical Support

The contractor shall provide technical support for NWS CR WFO sites integrated with HVAC BAS capabilities.

Description of Work

The options below are limited to the sites that utilize Honeywell Niagara Building Automation Systems. Currently 32 sites (site list may expand as needed as new installs are implemented):

1) ABR Aberdeen SD

2) APX Gaylord MI

3) ARX LaCrosse WI

4) BIS Bismarck ND

5) CYS Cheyenne WY

6) DDC Dodge City KS

7) DMX Des Moines IA

8) DTX Detroit MI

9) EAX Pleasant Hill MO

10) FGF Grand Forks ND

11) FSD Sioux Falls SD

12) GID Hastings NE

13) GJT Grand Junction CO

14) GLD Goodland KS

15) GRB Green Bay WI

16) GRR Grand Rapids MI

17) ICT Wichita KS

18) IND Indianapolis IN

19) ILX Lincoln IL

20) IWX Syracuse IN

21) JKL Jackson KY

22) LBF North Platte NE

23) LMK Louisville KY

24) LOT Romeoville IL

25) LSX St Charles MO

26) MKX Milwaukee WI

27) MQT Marquette MI

28) PAH Paducah KY

29) PUB Pueblo CO

30) RIW Riverton WY

31) SGF Springfield MO

32) UNR Rapid City SD

2.1.1 Software Support: The contractor shall maintain the present system within the functional limitations of presently installed hardware and/or software. This may include providing software patches, revisions and/or bug fixes to standard software that may be periodically created to maintain present system operations.

2.1.2 Technical Call-In Assistance: The contractor shall provide ongoing technical assistance to enable clients to make maximum use of the software and operational capabilities of the installed systems. Contractor to be made available via phone or email 24 hours a day..

2.1.3 System Backup: The contractor shall back up the HVAC software (application program) of the client’s system and store it off-site. This service shall be provided monthly and as requested by the client due to program changes.

2.1.4 Remote Operations: The contractor shall provide remote operation of the client’s systems as requested by the client to enable normal system performance through times of employee turnover, reassignment, illness, vacations, etc.

2.1.5 Staff Training: Retraining client’s employees as required on a case-by-case basis on connectivity, use, and data extraction from the BAS system.

2.1.6 Technical Assistance: During the hours of 8:00 a.m. - 4:30 p.m. local time Monday through Friday, excluding federal holidays. Upon receiving a call or email requesting assistance, the contractor’s technical staff shall review the situation within two (2) hours in an attempt to correct any problems to avoid any unnecessary service calls.

2.2 -- Spare Parts Inventory

The contractor shall furnish an inventory of emergency replacement controllers and control components. This will not be an inventory of every control component but a selected small quantity of common controllers and components. This option will only be exercised as needed when spare parts are consumed from inventory and may vary in cost depending on parts needing replacement.

2.3 -- Emergency Repairs

Major emergency repairs and/or additional work may be requested under this purchase order; however NO work may be scheduled or performed without a modification to the current purchase order issued by the Contracting Officer in advance.

3.0 Contractor Personnel

3.1 -- Qualified Personnel

The contractor shall provide a fully trained workforce to meet the requirements;

therefore, personal development, safety, or material handling training costs and hours are not billable to the Government.

3.2 -- Key Personnel

Replacement of any Key Personnel must be done in accordance with CAR 1352.237-75 Key Personnel (Apr 2010).

3.3 -- Employee Identification

Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting contractor employees shall comply with all Government escort rules and requirements. All contractor employees shall identify themselves as contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All contractor employees shall identify themselves as contractors when their status is not readily apparent (in meetings, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

3.4 -- Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, etc.) when visiting or working at Government facilities. The contractor shall ensure contractor employees understand and abide by DOC established rules, regulations and policies concerning safety and security.

3.5 -- Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (in coordination with the CO where practical), direct the contractor to remove any contractor employee from NOAA facilities for misconduct or security reasons. Removal does not relieve the contractor of the responsibility to continue providing the services required under the contract. The CO will provide the contractor with a written explanation to support any request to remove an employee.

4.0 Quality

4.1 -- Quality Assurance

Quality assurance is a program for the systematic monitoring and evaluation of contract performance to ensure that standards of quality are being met. Quality assurance is the responsibility of the Government. The Government will monitor and evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards of the contract.

4.2 -- Contract Discrepancy Meeting

The Government will issue a written Contract Discrepancy Report when the contractor’s performance is found to be unacceptable for any contract service. The COR will, within two work days of discovery of a discrepancy, call a meeting between the contractor, as appropriate, to address the unacceptable performance. The Government will, within two work days of the meeting, prepare a Contract Discrepancy Report that explains the problem and documents the meeting discussion. This report will be sent to the contractor and to the CO.

Within three work days of receipt of the Contract Discrepancy Report, the contractor shall provide, to the COR and the CO, a written statement of the planned corrective action. The contractor shall take corrective action within two work days after providing the written statement of corrective action.

If the contractor disagrees with the Contract Discrepancy Report, the contractor shall explain, in writing, areas of disagreement to the COR and CO within three (3) work days of Contract Discrepancy Report receipt. Upon receipt of the contractor’s written disagreement, the CO will recommend action.

5.0 Other Applicable Conditions

5.1 -- Sexual Assault and Sexual Harassment Training

All contractor employees and subcontractor must undergo Department of Commerce (DOC)/NOAA/NWS approved sexual assault and sexual harassment training as outlined by the COR prior to acceptance to the site/facility.

5.2 -- Post Award Conference

The contractor shall attend a Post Award Conference with the COR and NWS employees involved with this project. The purpose of the Post Award Conference is to discuss the technical and contracting objectives of this contract and review the contractor’s draft project plan. Questions and concerns can be addressed by all parties involved. The Post Award Conference will be held via video conference. A Post Award Conference will be held within 30 calendar days after the award. Date and time will be determined by the COR and contractor.

5.3 -- Security Requirements Contractors working in NOAA facilities will be subject to a National Agency Check with Inquiries (NACI) background check prior to starting work at the facilities. The COR shall be notified if an employee is of foreign national status prior to the employee reporting for work at the facility. The C&A requirements of Clause 73 do not apply and a Security Accreditation Package is not required. Processing the security clearance of foreign nations can take up to six (6) weeks. The contractor shall plan accordingly to ensure there is no lapse in service when new personnel are brought onboard.

6.0 Deliverables

This section provides an overview of specific deliverables and projected timelines for delivery.

DELIVERABLES SCHEDULE

Item Description Format Date(s) Due Submit To Reference

Software Support

Maintain the present system within the functional limitations of presently installed hardware and/or software.

TBD Continuously as required. COR PWS § 2.1.1

System Backup Backup of HVAC software. TBD Monthly and as requested. COR PWS § 2.1.3

7.0 Performance Requirements Summary

The contractor shall be responsible to ensure all work is completed in accordance with the performance requirements. Failure to meet the performance requirements will be reported verbally to the contractor by the COR and reported on a Contract Discrepancy Report by the COR. The contractor shall correct substandard performance within the timeframe specified in the Contract Discrepancy Report.

The following incentives/remedies apply to all performance objectives listed below.

Incentive: Timely payment and potential for exercising option periods.

Remedy: Withholding of invoice until rectified and/or negative past performance rating.

PERFORMANCE REQUIREMENTS SUMMARY

Performance Objective Performance Standard

Maximum Allowable Deviation From

Requirement

Method of Assessment

Frequency of Surveillance

Technical Support

Provide technical support for NWS CR WFO sites integrated with HVAC BAS capabilities.

No more than one complaint per quarter with problems resolved

Customer Complaints Quarterly

Staff Training

Training on connectivity, use, and data extraction from the BAS system.

TBD As requested. COR PWS § 2.1.5

Sexual Assualt and Sexual Harassment (SASH) Training Certificate

SASH Prevention and Response Policy Training.

PDF Format Within 30 calendar days of award and annually thereafter.

CO, COR

PWS § 5.1; REF

NAM 1330-52.222-70

Post Award Conference

Meeting to review award and Points of Contact.

Video Conference

Within 30 calendar days of award. COR

PWS § 5.2;

REF CAR

1352.242-70

Key Personnel Requests for changes in personnel. Email

Fifteen (15) calendar days prior to making any permanent replacement.

CO, COR PWS REF § 3.2;

CAR 1352.237-71

Security Requirements

Documents required for Background investigations of personnel requiring access to the facility.

PDF Format Prior to work on premises of the NOAA facility.

COR REF CAR

1352.237-71

90% of the time within 15 calendar days of complaint.

End of PWS