Draft Statement of Work _ 01-16-2026.pdf

Statement of Work Metasys Building Automation System HVAC Services

Erie VA Medical Center

1. INTRODUCTION

1.1. The Erie VA Medical Center (VAMC) has a requirement for a comprehensive service agreement to include an annual subscription service, preventative maintenance, and block hours for the Metasys Building Automation System (BAS) and related components.

1.1.1. The Metasys BAS controls and monitors the HVAC systems, maintains optimal environmental conditions, and improves the building’s energy efficiency, comfort, operational safety, and HVAC security.

1.1.2. The services outlined in this Statement of Work are required to ensure the BAS is operating at optimum performance, to prevent costly breakdowns or disruptions, and to provide any updates and calibrations that are required.

2. LOCATION

2.1. Erie VA Medical Center, located at 135 East 38th Street, Erie, PA 16504.

3. GENERAL REQUIREMENTS

3.1. The contractor shall furnish all labor, equipment, parts, tools, and supplies required to provide service on or for existing Johnson Controls Metasys equipment and control systems listed in Section 4 of this document, titled “Equipment List”.

3.2. All maintenance and service must be in accordance with manufacturer’s specifications and requirements. The Erie VAMC utilizes Johnson Controls Metasys connected equipment and control systems.

3.3. All contractor employees and subcontractor employees requiring access to the Metasys operation system on the Virtual Local Area Network (VLAN) within VA network shall complete all VA required training before access to VLAN system is provided. Erie VAMC POC/COR can provide training requirements to contractors, if necessary.

3.4. All work must be performed in accordance with Johnson Controls safety policies, by Johnson Controls qualified technician(s).

3.5. Contractor’s qualified technician(s) shall check with Erie VAMC POC/COR to identify any operational deficiencies.

3.6. After each service the contractor shall provide documentation of the service provided. This shall be submitted in the form of a Microsoft Word format or PDF Document to the Erie VAMC POC/COR.

Any purchases beyond the scope without approval from the contracts VA Contracting Officer.

3.7. Each scheduled service visit will begin and end with a review of the system status with the customer.

The Erie VAMC POC/COR is responsible for conveying any operational deficiencies.

3.8. Contractor will complete any required maintenance checklists and report observations to the Erie

VAMC POC/COR or designated person.

3.9. Copies of Contractor’s service tickets will be provided upon completion of each preventative service visit/task completed as well as any repair/replacement work performed.

3.10. The contractor is required to provide a written cost estimate for any work or materials beyond the scope of this contract.

4. EQUIPMENT LIST

4.1. The table below is an inventory of equipment that comprises the Metasys Building Automation

System and shall be covered by this service agreement.

Equipment Description Quantity Coverage Level Controls Software, Supervisory/Server/UI, Johnson Controls, ADX

1 EA Basic

Cooling Tower, Spray Distribution, 600-1200 Tons 2 EA Basic Pump, Condenser, 11-50 HP 4 EA Basic Chiller, Water Cooled, Magnetic Bearing Centrifugal, 601-1000 Tons

2 EA Basic

Controls, Building Automation System, Enhanced Tier, Non-Connected System

1 EA Basic

Pump, Chilled Water, 11-50 HP 2 EA Basic

4.2. The table below outlines the annual quantity of preventative maintenance services required for the equipment listed.

Equipment Description Quantity Coverage Level Preventative Maintenance - Mechanical Heavy 24 EA Basic Preventative Maintenance – Controls 24 EA Basic Preventative Maintenance – Chiller Heavy 1 EA Premium

4.3. The table below outlines the estimated annual quantity of block hours and the coverage level for each category of service.

Equipment Description Estimated

Quantity Coverage Level

Block Hours - Mechanical Heavy 420 HRS Premium Block Hours – Controls 232 HRS Premium Block Hours – Chiller Heavy 88 HRS Premium

5. SCHEDULE

5.1. The contractor shall schedule each service visit one week in advance with the Maintenance and Operation Supervisor or Lead HVAC technician.

5.2. The contractor will schedule Maintenance visits for a minimum of one hour per visit monthly per contract year. Which includes tech to perform a backup of the system 1 time per month.

5.3. All regularly scheduled services shall be performed Monday through Friday during Administrative Hours Only (7:00 AM- 4:00 PM).

5.4. Emergency

5.4.1. Emergency is defined as follows:

5.4.1.1. Services provided outside of Administrative Hours, i.e. holidays, nights, and weekends.

5.4.1.2. Services that require a two (2) hour response.

6. ANNUAL SUBSCRIPTION

6.1. The Contractor shall provide an annual subscription for the ADX Controls Software (ADX 10-User

Site Dir Software Subscription 1-year – Subscription Only).

6.2. The Contractor shall provide all labor and materials necessary to upgrade the Metasys Software to the latest version on the NAE Supervisory Controller(s) as required.

6.3. The Contractor shall upgrade the ADX Controls Software to the latest Metasys release at least annually.

7. PREVENTATIVE MAINTENANCE SERVICES

7.1. General Requirements for all Preventative Maintenance Services

7.1.1. All preventative maintenance to include inspection, testing and calibration of all Metasys BAS components.

7.1.2. All work must be performed in accordance with Johnson Controls safety policies.

7.1.3. Check with appropriate customer representative for operational deficiencies.

7.1.4. Check the overall condition of each item/component receiving service.

7.1.5. Remove and dispose of any debris from any maintenance activity.

7.1.6. Document tasks performed during each visit and report any observations to appropriate customer representative. Notify appropriate personnel if repairs are needed.

7.1.7. The Contractor shall notify the Erie VAMC point of contact of any operational deficiencies or observations identified during preventative maintenance services.

7.1.8. Upon discovery of deficiencies, the Contractor shall provide the Erie VAMC point of contact with a quote breakdown of the type and number of service hours required to repair the deficiency, as well as the cost of the individual parts. The Contractor shall not perform any repairs without approval from the Contracting Officer.

7.2. The Contractor shall provide all labor and materials necessary to perform annual calibration of the

Johnson Controls EP8000 Transducers, required in the month of May, and operate all valves associated with the pneumatic panels:

4A, 4B, 4C, 4D, 5A, 5B, 5C, 5D, 6A, 6B, 6C, 6D, AND 3 additional DX9100 panels, two (2) in the “Octagon Unit” (3rd Floor Roof) and one (1) for the Dental heat exchanger, located in the “HVAC Shop”.

7.2.1. Customer will provide VA Personnel to assist with verification of the operation of the valves for this requirement.

7.3. Preventative Maintenance – Chiller Heavy, Controls, Mechanical Heavy

7.3.1. The Contractor shall provide:

7.3.1.1. Chiller Heavy – 1 preventative maintenance service per year

7.3.1.2. Controls – 24 preventative maintenance services per year

7.3.1.3. Mechanical Heavy – 24 preventative maintenance services per year

7.3.2. Preventative maintenance services for the Chiller Heavy, Controls, and Mechanical Heavy shall include the following tasks:

7.3.2.1. Perform scheduled block hour tasks.

7.3.2.2. Complete any required maintenance checklists.

7.3.2.3. Report observations to appropriate customer representative.

7.4. Cooling Tower, Spray Distribution, 600-1200 Tons

7.4.1. The Contractor shall provide one (1) Operational Service, one (1) Tower Cleaning, and one (1) Comprehensive Service annually.

7.4.1.1. Operational

a. Check condition of sump and basin.

b. Check for proper operations of make-up water controller.

c. Check for proper condenser water temperature control (if applicable).

d. Check operation of bypass valve (if applicable).

e. Check condition of tower filling.

f. Check for spray nozzle blockage.

g. Check fan mechanical drive system.

h. Check belts/s (if applicable).

i. Check operation of basin heater (if applicable).

j. Check for unusual noise and vibration.

7.4.1.2. Tower Cleaning

a. Drain tower and basin.

b. Remove soot and debris.

c. Clean basin.

d. Fill tower and basin.

e. Annual preventative maintenance as specified by manufacturer

f. Annual cleaning and inspection of each tower’s media

7.4.1.3. Comprehensive

a. Check condition of sump and basin.

b. Check for proper operation of “make-up” water controller and adjust as needed.

c. Disassemble and clean sump level sensor (if applicable).

d. Check for proper condenser water temperature control (if applicable).

e. Disassemble and clean sump level sensor control (if applicable).

f. Check operation of bypass valve (if applicable).

g. Check condition of tower fill.

h. Check for spray nozzle blockage.

i. Check fan mechanical drive system and lubricate per manufacturer’s recommendation.

j. Check belt/s (if applicable).

k. Check and tighten electrical connections.

l. Check operation of basin heater (if applicable).

m. Check tower sump screens.

n. Check for unusual noise and vibration.

7.5. Pump, Condenser, 11-50 HP

7.5.1. The contractor shall provide one (1) Operational Service and one (1) Comprehensive Service

7.5.1.1. Operational

a. Check for leaks.

b. Check pressures.

c. Visually inspect coupling.

d. Check for unusual noise and vibration.

7.5.1.2. Comprehensive

a. Checks for leaks.

b. Check coupling.

c. Lubricate pump and motor bearing/s per manufacturer’s recommendation.

d. Record and log all operating parameters.

e. Check for unusual noise and vibration.

7.6. Chiller, Water Cooled, Magnetic Bearing Centrifugal, 601-1000 Tons

7.6.1. The Contractor shall provide two (2) Operational Services, two (2) Comprehensive Services, one

(1) Condenser Tube Brushing, one (1) Gantry Setup, and one (1) Refrigerant Sample and Analysis

7.6.1.1. Operational

a. Review control panel for proper operation and record fault histories.

b. Check for proper condenser and chilled water flow.

c. Check system pressures and temperatures.

d. Check refrigerant levels.

e. Check capacity control and linkage.

f. Inspect for signs of refrigerant leakage.

g. Check for unusual noise and vibration.

h. Check overall condition of unit.

i. Review proactive parts for YK, YMCS/YMC2, YZ, YD, YVAA, TMA, YMAA, and

YS. Also review Proactive Parts Replacement Tool for components that may be in need of or recommended for proactive replacement.

j. Run VSD diagnostics.

k. Record and log all operating parameters.

7.6.1.2. Comprehensive

a. Review control panel for proper operation and recorded fault histories.

b. Conduct refrigerant leak check.

c. Lubricate and check capacity control and linkage.

d. Check and tighten electrical connections.

e. Perform preventative procedures to flow proving devices.

f. Perform VSD coolant change procedures.

g. Check for unusual noise and vibration.

h. Review proactive parts for YK, YMCS/YMC2, YZ, YD, YVAA, TMA, YMAA, and

YS. Also review the Proactive Parts Replacement Tool for components that may be in need of or recommended for proactive replacement.

i. Run VSD diagnostics.

7.6.1.3. Condenser Tube Brushing (removal and replacement of both heads)

a. Isolate tubes.

b. Drain water from tubes.

c. Remove heads.

d. Mechanically brush tubes.

e. Replace gaskets.

f. Replace heads.

7.6.1.4. Gantry Setup (preparation for water box head replacement)

a. Obtain proper equipment.

b. Deliver to job site or return to branch.

c. Setup or take/knock down equipment.

7.6.1.5. Refrigerant Sample and Analysis

a. Collect and remove sample(s) in approved container(s).

b. Drop sample(s) off for analysis.

c. Label and complete paperwork indicating present operating conditions.

7.6.2. Additional Requirements

7.6.2.1. Additional Preventative Maintenance – Required annually

a. Check and tighten all electrical connections.

b. Megohm motor windings.

c. Clean and backflush VSD heat exchanger(s).

d. Perform refrigeration analysis.

e. Review operating data for trends that may indicate increasing vibration or excess power consumption.

f. Magnetic Bearing Controller (MBC) data analysis to include 1x rotational speed vibration in displacement.

7.6.2.2. Additional Preventative Maintenance – Required every two (2) years

a. Perform the Eddy current testing.

b. Inspect Tubes.

7.6.2.3. Additional preventative maintenance – Required quarterly

a. The contractor must provide one (1) quarterly visit to ensure optimal energy efficiency is being obtained and make suggestions or provide solutions by means of troubleshooting and/or preventative maintenance not recognized during routine scheduled maintenance.

7.7. Controls, Building Automation System, Enhanced Tier, Non-Connected System

7.7.1. Non-standard service delivery fee, provide software upgrades to Metasys as necessary.

7.8. Pump, Chilled Water, 11-50 HP

7.8.1. The Contractor shall provide one (1) Operational Service and one (1) Comprehensive Service

7.8.1.1. Operational

b. Check pressures.

c. Visually inspect coupling.

d. Check for unusual noise and vibration.

7.8.1.2. Comprehensive

b. Check coupling.

c. Lubricate pump and motor bearing(s) per manufacturer’s recommendation.

d. Record and log all operating parameters.

e. Check for unusual noise and vibration.

8. UNSCHEDULED SERVICES (REPAIRS)

8.1. Standard (non-emergency) repairs

8.1.1. Block hours

8.1.1.1. Mechanical Heavy repairs

8.1.1.2. Controls repairs

8.1.1.3. Chiller Heavy repairs

8.1.1.4. Mechanical Heavy, Controls, and Chiller Heavy Block Hours shall be at a Premium coverage level. Repair Materials and Repair Labor shall be included.

8.1.2. Repairs

8.1.2.1. A separate line item will be included to establish a service rate for standard (non-emergency) repairs. The Contracting Officer will review the Contractor provided estimate from the equipment evaluation to confirm adherence with the established hourly rate.

8.1.2.2. The Contracting Officer will evaluate the parts portion of the estimate separately before determining whether to proceed with any repairs.

8.1.2.3. Prior to engaging in any service or repair under this section the contractor shall obtain written approval from the Contracting Officer in the form of a Task Order. A separate task order will be issued for any repairs covered under this section. Any work performed without Contracting Officer authorization shall not be approved for payment and considered an Unauthorized Commitment.

8.1.2.4. Upon completion of any repairs, the Contractor must conduct a complete re-testing, inspection, calibration, tuning and/or otherwise as appropriate and document the repair and reinspection on a post-service report provided to the Program Manager. Documentation of repair activities shall be thorough and must include before-and-after photographs, test results, and certifications, as applicable.

8.2. Emergency Evaluation and Repairs

8.2.1. Block hours for emergency repairs

8.2.1.1. Mechanical Heavy emergency repairs

8.2.1.2. Controls emergency repairs

8.2.1.3. Chiller Heavy emergency repairs

8.2.1.4. Mechanical Heavy, Controls, and Chiller Heavy Block Hours shall be at a Premium coverage level. Repair Materials and Repair Labor shall be included.

8.2.2. The Contractor shall be capable of providing emergency evaluation and repairs to equipment deficiencies identified during inspections, testing, calibration, tuning, or through equipment failure.

8.2.3. Emergency Evaluation: The Contractor shall provide a service technician for diagnostics and troubleshooting of the Metasys Building Automation System and ancillary equipment determined to be an emergency by the Program Manager on an “as needed basis”.

8.2.3.1. The purpose of the emergency evaluation is to identify the parts and labor needed for any repairs required to restore normal function as soon as possible. The contractor shall provide a detailed estimate including a breakdown of all parts, labor (adhering to established service rate), and a schedule for completion of services. The Contractor shall provide the emergency response and estimate at no additional cost to the Government.

8.2.3.2. The Contractor shall provide the emergency evaluation within four hours of request. The Contractor must be capable of providing the emergency evaluation during all hours (24-hour availability), on weekends, and on holidays.

8.2.4. Emergency Repairs: The Contractor shall provide emergency repair services on an “as needed” basis. Following the emergency evaluation and receipt of the contractor provided estimate for emergency repairs, the Contract Officer will determine whether to proceed. The Government reserves the right to obtain these services from other vendors.

8.2.4.1. A separate line item will be included to establish a service rate for emergency repairs.

The Contract Officer will review the Contractor provided estimate from the emergency evaluation to confirm adherence with the established hourly rate. The Contract Officer will evaluate the parts portion of the estimate separately before determining whether to proceed with any repairs.

8.2.4.2. Prior to engaging in any service or repair under this section the contractor shall obtain written approval from the Contracting Officer in the form of a Task Order. A separate task order will be issued for any repairs covered under this section. Any work performed without Contract Officer authorization shall not be approved for payment and considered an Unauthorized Commitment.

8.2.4.3. Upon completion of any repairs, the Contractor must conduct complete retesting, inspection, calibration, tuning and/or otherwise as appropriate and document the repair and reinspection on a post-service report provided to the Program Manager. Documentation of repair activities shall be thorough and must include before-and-after photographs, test results, and certifications, as applicable.

8.3. Inspection and Acceptance Criteria:

8.3.1. All repair work shall be inspected by the designated point of contact at Erie VAMC to ensure the repaired equipment is fully operational. Workmanship must be free of defects and align with professional standards.

8.3.2. Repairs must meet the technical specifications and quality standards detailed in the SOW.

8.3.3. All materials used must conform to the approved list of materials and industry standards.

8.3.4. Final acceptance will be granted only after all deficiencies have been resolved, and the Erie VAMC point of contact has verified that the work meets all requirements.

9. SECURITY / PRIVACY

9.1. Conflicts of Interest

9.1.1. Contractors and COR must disclose any relationships, financial interests, or prior engagements that could create a conflict of interest with the repair work or the contracting agency. Potential conflicts can result in reassigning specific tasks or responsibilities to other personnel or subcontractors without conflicts. Conflicts will be evaluated and addressed, including whether they may disqualify a contractor from being awarded the contract by the Contracting Officer or independent third party. The contractor shall comply with all applicable federal, state, and local laws, regulations, and policies regarding conflicts of interest, including but not limited to the Federal Acquisition Regulation (FAR) Subpart 9.5, Organizational and Consultant Conflicts of Interest. The contractor is required to disclose any actual or potential conflicts of interest and take all necessary steps to mitigate such conflicts as directed by the contracting officer. Failure to comply may result in termination of the contract or other legal remedies.

9.2. VA Information Security / Privacy

9.2.1. Contract does not involve VA Sensitive Information, C&A requirements do not apply, and a Security Accreditation Package is not required.

9.2.2. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy Training and VA Cyber Security Awareness and Rules of Behavior training annually.

9.2.3. Contractors requesting VA facility PIV badges must be sent to POC/COR for approval after they have met all VA requirements. POC/COR will provide requirements.

10. OTHER PERTINENT INFORMATION / SPECIAL CONSIDERATIONS

10.1. Any changes to this Statement of Work must be approved by Erie VAMC POC/COR and executed by

Contracting Officer via contract modification.

10.2. Contractor must notify Erie VAMC POC/COR:

10.2.1. If any work is to be performed outside of the specified hours, no later than 72 hours in advance.

10.2.2. Any discrepancies not specified in the statement of work, before troubleshooting shall begin.

10.2.3. Upon completion of each Operational and Maintenance Task performed.

10.3. All Contractor staff shall be required to wear company badges with company name and employee name. Staff shall utilize appropriate Personal Protective Equipment.

11. RISK CONTROL

11.1. Contractor shall conduct regular inspections to ensure repair work meets specified standards and requirements. Implement strict safety measures to protect workers and prevent accidents during repair activities. Erie VAMC POC/COR or designated representative will monitor contractor to ensure adherence to applicable regulations, codes, and contract terms. Contractor should develop a contingency plan(s) to address unexpected issues, such as delays or additional repair needs, and include warranty clauses to ensure repairs are covered for a specified period in case of defects or failures.

12. RECORDS MANAGEMENT REQUIREMENTS

12.1. 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.

12.2. 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.

12.3. 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.

12.4. Department of Veterans Affairs 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 Department of Veterans Affairs 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 Department of Veterans Affairs. The agency must report promptly to NARA in accordance with 36

CFR 1230.

12.5. The Contractor shall immediately notify the appropriate Contracting Officer 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 Department of Veterans Affairs 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 Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

12.6. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Department of Veterans Affairs guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

12.7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract with only access to the Metasys operation system on the Virtual Local Area Network within VA network and in accordance with Department of Veterans Affairs policy.

12.8. The Contractor shall not create or maintain any records containing any non-public Department of

Veterans Affairs information that are not specifically tied to or authorized by the contract.

12.9. 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 Freedom of Information Act.

12.10. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Department of Veterans Affairs-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.