DRAFT PWS JCI Building Automation System.pdf

DRAFT PERFORMANCE WORK STATEMENT

VA SIERRA NEVADA HEALTH CARE SYSTEM

WEEKLY SERVICE FOR THE METASYS BUILDING AUTOMATION SYSTEM

Part 1

General Information

1. General: This is a services contract to provide weekly service for the Metasys building automation system (BAS) located at VA Sierra Nevada Health Care System (VASNHCS). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn, is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform weekly service for the Metasys BAS as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall meet the standards in this contract.

1.3 Objectives: To provide a service in which the Johnson Controls (certified) technician will be onsite for programming, troubleshooting, repairs, day-to-day maintenance/preventive maintenance (PM), and/or training to ensure hospital operations are sustained and not disrupted. Provide callback services for emergency situations.

1.4 Scope: The following are requirements to work at VASNHCS per this PWS.

1. Place of work and period of performance:

a. VASNHCS, 975 Kirman Ave, Reno, NV 89502; Boiler Plant/Bldg 8; to begin within 30 days of award of contract.

b. Period of performance (base year plus four option years)-:

i. Base year: January 15, 2027 through January 14, 2028

ii. Option Year 1: January 15, 2028 through January 14, 2029

iii. Option Year 2: January 15, 2029 through January 14, 2030

iv. Option Year 3: January 15, 2030 through January 14, 2031

v. Option Year 4: January 15, 2031 through January 14, 2032

2. Equipment: Metasys system: All hospital-wide Johnson Control Inc. (JCI) front end, field controllers/equipment, and control equipment tied to the JCI system (sensors, actuators, 3rd party equipment, etc.,).

3. Overview (Site visit may be required):

a. Identify site conditions, material/labor, and any other requirements required for a Controls technician to provide the following: programming, troubleshooting, repairs, maintenance, PMs, and/or training.

4. Codes and Standards

a. The publications listed below form a part of this contract. The Metasys system shall meet the requirements of the most current and latest (to include, but not limited to): code editions published, all manufacturer guidelines, The Joint Commission, Veteran’s Affairs Directives/Memorandums, State of Nevada, and industry standards, as applicable, and in the case of conflicting standards the most stringent shall apply.

b. Adhere to all documented standards, best practices, and memos set forth by the equipment manufacture.

5. General

a. The contractor will perform the following service for the Metasys / JCI System located in the Controls room in the Boiler Plant as well as other locations on the hospital campus:

i. The contractor will provide services every week with three onsite visits in the year, totaling 156 onsite services.

1. During the scheduled visits:

a. Priority #1

i. The contractor will be provided with a list of issues that will need to be addressed during the site visit.

b. Priority #2

i. The contractor will prepare a prioritized list of issues found during the service that are identified with the existing control systems. This list will be provided to the Contracting Officer Representative (COR) and Boiler Plant Manager via email as well as explained to the VA representative that will be working with the contractor.

1. Go through alarms and trends.

2. Verify network health.

3. Look at the mechanical equipment and note discrepancies (values not maintaining setpoint values, temperatures, pressures, air flow, etc.,)

4. Documentation of completed work will be provided by close of business at the end of the work week.

c. Priority #3

i. Provide training to VASNHCS staff

d. Additional services to be provided by contractor:

i. Frontend and DDC (Direct Digital Controls) troubleshooting and repair.

ii. Field troubleshooting of equipment and repair.

iii. Network troubleshooting and repair.

iv. Graphic, alarm, and trend creation.

v. Programing at the front-end level as well as field controllers.

e. Immediately report to the COR or Boiler Plant manager all issues observed. This includes any safety related deficiencies.

f. Ensure the Metasys control system is operating as required per VA and manufacturer’s requirements.

g. The Contracting Officer (CO) must approve in advance all repairs, programming, training, or material/parts not covered under this contract/PWS.

i. The contractor shall prepare an estimate or quote to include: parts, labor, transportation, and shipping costs for review prior to performing the work. If approved, the CO shall either issue a separate purchase order (PO) or a modification to the contract, in advance of undertaking such work.

1. No work shall begin without a purchase order or modification to the contract for such work;

2. No invoice will be paid without prior approval and assurance that the work has been completed to the Government’s satisfaction.

b. All material, tools, and equipment used in the performance of the service shall follow industry standards, local, state, and federal laws and will be used in accordance with the manufacturer’s recommendations.

c. The contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this contract. The contractor shall comply with all current, applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall be provided to the Contracting Officer (CO) and COR before work commences.

6. Callback Service

a. Callback service is defined as 24 additional hours to assist in an emergency for any critical or any equipment serving patient care areas, either during or after normal working hours, during weekdays, weekends, or holidays, to correct any problem or condition, which needs attention.

i. This will not include parts. Parts will needed to be bought on a micro if under $15,000 or a supplies contract for over $15,000.

b. Callback hours are not to take time away from PSA hours required under this contract.

c. Equipment malfunctions shall be corrected the same day the service call is issued. If circumstances beyond the contractor’s control preclude resolution of the problem that day, the CO/COR must be notified verbally or in writing with an explanation of the delay.

d. Repair or work proposals not covered under this contract must be authorized in advance by the CO/COR and may be performed during normal hours of operation. The work shall be accomplished at the hourly rates specified in the pricing schedule. Charges for parts and materials shall be compiled with a copy of the invoice and shall be billed at the actual cost plus a maximum 10% pass-through markup for contractor.

7. Qualifications:

a. The contractor shall be a JCI., licensed and certified technician to work on the Metasys system.

i. The technician shall have two years of experience with field controls troubleshooting and replacement, programming, networking troubleshooting/evaluation, and front-end graphics.

ii. The contractor will provide all qualifications to the COR and/or designated representative prior to start of contract.

iii. If an additional technician works onsite, they must also meet the contract criteria, and their resume must be approved by the COR and/or the designated representative prior to commencing work on the system.

b. The contractor shall be responsible for compliance with and liability for penalties, fines, or natural resource damage claims that may be required or assessed by the State of Nevada, Federal, or local governments resulting from contractor performance or failure to perform during this contract.

c. The government will inspect environmental compliance at their discretion and will notify the CO and/or COR of any discrepancies found.

8. The contractor shall ensure that their personnel comply with all VASNHCS policies to include but is not limited to:

a. Parking in the appropriate/authorized spaces, with special consideration to ensure that they are not parked in veteran/patient spaces. (Parking is only available on the 2nd deck of the two-story parking garage south of Belli Drive, the four-story parking garage south of the two-story parking garage, or on the streets surrounding the hospital.)

b. No tobacco or vaping (not authorized on any part of the hospital property).

c. Contractor personnel must check-in with the VASNHCS Police every day (during the duration of the service) to receive a visitor badge (which is only good for 24 hours).

d. The contractor and their employees must ensure that they wear the proper face mask (hospital grade, no cloth) while in clinical areas.

i. If the contractor(s) are not feeling well, someone has been around who has tested positive for COVID within the seven days prior to service, or is awaiting a COVID test result, immediately contact the COR or designated representative to reschedule the work.

e. VASNHCS may demand that the contractor remove any person(s) who pose a threat to the health, safety, or security of the hospital, employees, or patients.

9. Security and records management disclaimer:

a. The Certification and Accreditation requirements do not apply as the contractors will not be doing work inside the hospital or will work in or around any VA computer system. A Security Accreditation Package is not required.

b. Applicability

i. This clause applies to all contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

c. Definitions

i. “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

1. The term Federal record:

a. includes VA records.

b. does not include personal materials.

c. applies to records created, received, or maintained by contractors pursuant to the VA contract.

d. may include deliverables and documentation associated with deliverables.

d. Requirements

i. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a).

These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

ii. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

iii. In accordance with 36 CFR 1222.32, contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

iv. The VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of the VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the contracting activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, contractor must report to the VA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

v. The contractor shall immediately notify the appropriate CO and/or COR upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected.

The contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA control, or the contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the CO or address prescribed in the [contract vehicle].

Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

vi. The contractor is required to obtain the CO'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, contracts. The contractor (and any sub-contractor) is required to abide by Government and VA’s guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

vii. The contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA’s policy.

viii. The contractor shall not create or maintain any records containing any non-public VA information that is not specifically tied to or authorized by the contract.

ix. The 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 from public disclosure by an exemption to the FOIA.

x. The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which the VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

e. Flow down of requirements to subcontractors

i. The contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

ii. Violation by a subcontractor of any provision set forth in this clause will be attributed to the contractor.