DRAFT Performance Work Statement.pdf

DRAFT Performance Work Statement (PWS)

Building and Energy Management Control System Service Metasys Building Automation System (Johnson Controls)

Overton Brooks VA Medical Center

1. OBJECTIVE: The Overton Brooks VA Medical Center, Facilities Management Services (FMS) division is seeking a contractor that can provide the following services for the facility:

• Upgrade server from Metasys Revision 12 to Metasys Revision 14.

• Complete preventative maintenance service of the existing building automation system (BAS), components and VA building service equipment (BSE) controlled by Johnson Controls.

• Provide all necessary labor, materials, parts, equipment, travel, remote service, support and required field service for the JCI Metasys® BAS (Building Automation System) server located at the Overton Brooks VAMC.

2. GENERAL: This is a non-personnel services requirement. The contractor shall provide all management, supervision, licenses, certifications, insurance, labor, supplies, tools, materials, equipment (to include PPE), transportation, and other items necessary to perform work, execute services, and successfully complete all deliverables/tasks as contained within this Performance Work Statement. The Government shall not exercise any supervision and/or control over contractor personnel (which includes contractor service providers, contractor representatives, and subcontractors employed with and/or being utilized by the prime contractor) during all active performance periods of the contract. All contractor personnel shall be accountable solely to the Contractor, who in turn is responsible to the Government.

3. SCOPE OF SERVICES: Services (to include required Deliverables) will be executed for the building automation system that are annotated in the table below.

TABLE A – BAS Components

MANUFACTURER MODEL DESCRIPTION AMOUNT LOCATION

Johnson Controls NAE 45 Network Automation Engine

14 Building 1

Johnson Controls NAE 55 Network Automation Engine

1 Building 1

Johnson Controls NCE Network Control Engine

5 Building 1

Johnson Controls ADX Extended Application and Data Server

1 Building 3

Overview: Services consist of the following as outlined in this Performance Work Statement

• Preventative and corrective maintenance which includes testing, calibration, inspections, and routine repairs

• During Base Year, Contract to include software upgrades to all Metasys® Server(s)/Client(s), NAE’s (Network Automated Engine), NIE’s (Network Integration Engine) and ADS/ADX’s (Application & Data Server(s)/Extended Application and Data Server(s)). Provide functional training on newly upgraded server/software features to all Overton Brooks VA Medical Center HVAC Technicians for each JCI Metasys® BAS server software upgrade.

4. DEFINITIONS:

Preventive Maintenance: Work that is performed regularly (on a scheduled basis) in order to minimize the chance that a certain piece of equipment will fail. Preventive maintenance is performed while the equipment is still in working condition. Preventive maintenance refers to regular, routine maintenance to help keep equipment up and running, preventing any unplanned downtime and expensive costs from unanticipated equipment failure. It requires careful planning and scheduling of maintenance on equipment before there is an actual problem as well as keeping accurate records of past inspections and servicing reports. Preventive maintenance involves the systematic inspection of equipment where potential problems are detected and corrected in order to prevent equipment failure before it happens. In practice, a preventive maintenance schedule may include (but is not limited to) cleaning, lubrication, oil changes, adjustments, inspections, replacing parts and/or other manufacturer recommended actions that are regularly scheduled and anticipated based on the age, lifespan, and/or usage of the equipment. The exact preventive maintenance required will vary based on the operation and type of equipment in accordance with the equipment’s projected lifespan to include manufacturer guidelines.

Corrective Maintenance: Maintenance and/or repair task or other corrective practice performed to identify, isolate, and rectify a fault so that the failed equipment, machine, or system can be restored to a full operational condition within the tolerances or limits established for in-service operations. Corrective maintenance & repair focuses on diagnosing, testing, fixing, and/or performing needed repairs on equipment or assets that are broken, inoperable, and/or are otherwise not performing at a full capacity or at a full performance level. Corrective maintenance & repair is done on a scheduled or unscheduled basis depending on the criticality of the equipment. Items that need corrective maintenance & repair are usually identified when executing a preventive maintenance program (PMP) and/or from an unusual circumstance adversely affecting the normal system or equipment’s operation.

5. PERIOD OF PERFORMANCE: The expected period of performance is a base year (of twelve months) and four option years (each twelve months in length) which may or may not be exercised based on the needs of (and at the discretion of) the U.S. government.

Base Year August 1, 2025 - July 31, 2026 Option Year 1 August 1, 2026 - July 31, 2027 Option Year 2 August 1, 2027 - July 31, 2028 Option Year 3 August 1, 2028 - July 31, 2029 Option Year 4 August 1, 2029 - July 31, 2030

6. WORK HOURS AND SCHEDULE: All work, execution of services, and completion of deliverables/tasks must be accomplished during normal business hours, 7:00 a.m. through 4:30 p.m. Monday through Friday, Federal Holidays excluded. Any work, services, and/or other tasks performed during other than normal business hours must be approved in advance by the Contracting Officer Representative (COR), Contracting Officer, and/or other authorized facility designee/representative before such work begins. The Federal Holidays that are currently being observed by the facility are listed below.

New Year’s Day January 1 Martin Luther King‘s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 19th Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October

Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

7. PERSONNEL PERFORMING SERVICES - REQUIRED “CORE COMPETENCIES: Personnel performing services during the active performance periods of the contract shall be knowledgeable of the Original Equipment Manufacturer (OEM) standards associated with conducting Preventive Maintenance Services and Repairs on Johnson Controls building automation systems and controls. No unqualified individual shall be allowed to perform maintenance and/or repair of any equipment under this contract.

Technicians, providers, and personnel who will be performing work, executing services, and completing required deliverables shall possess the following qualifications

• Degree, diploma, certification of training, and/or certificate of completion from a trade school and/or other accredited school or institution which embodies the required knowledge, skills, and abilities (KSA’s) and other core competencies which would be needed to meet/exceed requirements as stated herein.

• Five (5) years of experience consists of servicing and repairing Johnson Controls building automation system and components that are of the same scope and complexity as the chillers described herein.

8. KEY PERSONNEL

During the active performance periods of the contract a Project Manager, Subject Matter Expert (SME), or equivalent shall be designated by the contractor (to be contacted by the government when needed) regarding performance of work, execution of services, and completion of Deliverables as contained within this Performance Work Statement and covered by the final contract.

9. DELIVERABLES:

Required Deliverables

DELIVERABLE #1:

PREVENTIVE MAINTENANCE SERVICES:

Contractor shall perform all required preventive maintenance services according to the standards, guidelines, and based on the recommendations from the Original Equipment Manufacturer (OEM) for all items and equipment as annotated in TABLE A – Bas Components. All preventive maintenance shall be performed in accordance with the manufacturer’s recommended intervals and shall be completed when needed. Contractor shall perform preventive maintenance to ensure the building automation system performs in accordance with the manufacturer’s recommendations as published in the manufacturer’s maintenance and/or operating manuals for the equipment being maintained. The contractor is responsible for ensuring that the BAS components are maintained in such condition that they may be operated in accordance with their intended design and functional capacity. At a minimum the following Preventive Maintenance tasks will be performed.

Minimum PM Requirements (frequency in parentheses):

a. BMS tune up, maintenance, calibration, and replacement of the following devices and hardware:

i. Actuators.

ii. Sensors.

iii. Valves.

iv. Switches.

v. Relays.

vi. Control modules for all NAE’s (Network Automated Engine), NIE’s (Network Integration Engine) and ADS/ADX’s (Application & Data Server(s)/Extended Application and Data Server(s)).

vii. Provide all software updates, and developing energy conservation control measures and strategies within the BMS, associated equipment and related controls.

b. Validate functionality and operation of associated control equipment and schedule preventative maintenance services for automation and HVAC control system.

c. Regular inspections and on-site scheduled service including but not limited to:

i. Contractor must perform visual inspection of control panel and clean as needed.

ii. Review alarms and offline, out of service and overridden points.

iii. Contractor must address local backups of controllers, objects, and server repositories.

iv. Track and maintain all issues as identified by OBVA operations staff. Train operation staff to troubleshoot and resolve all relevant controls system issues.

v. Contractor must provide tune-up, calibration and maintenance to include an analysis of the

Chiller plant control system, HVAC Control system, as well as applicable building control technologies related to OBVAMC.

d. Re-writing software programs and other hardware related issues with Metasys.

DELIVERABLE #2

REPORTING, DOCUMENTATION, AND SERVICE LOG

Documentation must be provided following execution of services, performance of work, and completion of deliverables during the active performance periods of the contract. A service log for all BAS components that are being maintained, serviced, and repaired will be maintained by the contractor and provided to the government within ten (10) business days after maintenance, service, and/or other work has been performed.

These reports must describe the maintenance, repair, work, personnel/company involved, and/or services that were performed on the system. These reports will also advise of any repair or repair parts necessary to maintain the equipment in optimum operating condition to include any equipment downtime. While no specific format is being mandated, at a minimum the following will be documented in the service log provided: Contractor’s Name, Technician’s Name, Date and Time, Location and Description of Service.

DELIVERABLE #3:

CHECK IN AND CHECK OUT PROCEDURES

Before beginning any work at any time during the active performance periods of the contract personnel performing services will check in with the appropriate facility representative to obtain approval and confirmation of the expected work to be performed and services to be executed. Check in can be done using the following communication mechanisms: face-to-face communication, e-mail, and/or phone. Check out procedures will be the same once work has been completed and services have been executed. Facility personnel and the contractor may modify such procedures if there is mutual agreement among both parties regarding changes to these procedures if implemented.

10. OTHER REQUIREMENTS:

10.1 Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly displayed at all times which specifies their authorized purpose for their presence at the facility.

10.2 Personal Protective Equipment (PPE) & Other Attire:

Protective clothing, footwear and other items shall be in compliance with OSHA and other Federal/State/local requirements. Contractor shall be responsible for the conduct and appearance of its personnel/employees while onsite. Personnel performing work and executing services shall remain fully clothed at all times while performing under this contract which includes shirts with sleeves, shoes, and long pants. Tank tops, shorts and inappropriate tee shirts worn as outerwear are prohibited. The contractor shall be required to remove from the worksite any employee working under this contract for reasons of conduct, security, or incapacitated for any reason including suspicion of being under the influence of alcohol, drugs, or any other agents. Removal from the worksite or dismissal from the premises shall not relieve the contractor of the requirement to provide sufficient personnel to perform the required services.

10.3 Safety: Personnel performing work and executing services under this contract shall follow all safety requirements in accordance with OSHA regulations during all phases of work.

10.4 Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via an amendment and/or modifications in writing from the Contracting Officer to the Contractor.

10.5 Work Stoppage and Other Delays: Facility representatives and/or the Contracting Officer shall be notified at the earliest time available, but no later than the next business day, via phone of the Contractor's knowledge of any conditions which may adversely affect the Contractor's ability to perform under the terms and conditions as stated in the specifications of this requirement. For example, union strikes, vehicle problems, licenses, or anything that might jeopardize the terms and conditions of this contract should be reported to the Contracting Officer.

10.6 Invoicing and Payment: Contractor is authorized prompt payment IAW applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

11. RECORDS MANAGEMENT

National Archives and Records Administration (NARA) Records Management Language for Contracts

11.1 Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

11.2 Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

11.3 Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

11.4 Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

11.5 Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

11.6 The Government Agency owns the rights to all data/records produced as part of this contract.

11.7 The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract.

Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

11.8 Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

11.9 No disposition of documents will be allowed without the prior written consent of the Contracting Officer.

The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

11.10 Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.