SOWforRFQ.docx

Statement of Work Energy Management System Located at CCEHBR Marine Labs 219 Fort Johnson Road Charleston, SC 29412

General The Coastal Center for Environmental Health and Biomolecular Research (CCEHBR) Laboratory, located at 219 Fort Johnson Rd., Charleston, SC 29412, has a requirement to service and maintain a Facility Mechanical/Energy Management System comprised of Siemens building energy management/automation system. The Contractor shall provide preventative maintenance and seasonal operations service checks on an annual basis and ongoing (24 hours a day, 7 days a week) trouble shooting and repair parts and labor coverage for the building energy/automation system.

This system is located throughout the CCEHBR Laboratory. The heating ventilation and air conditioning (HVAC) systems, and mechanical systems at CCEHBR Laboratory are currently controlled and monitored by this energy management system. The systems connected to these controllers are located throughout the approximately 40,000 square foot laboratory facility, which includes laboratories, office spaces, small nuclear magnetic resonance (NMR) room. The contractor shall respond to emergency calls 24 hours a day, 365 days a year.

Objective The objective is to obtain the services to provide technical services related to providing preventative maintenance, corrective maintenance, software maintenance, application support, emergency service and operator training of the energy management system located at CCEHBR Laboratory, 219 Fort Johnson Rd, Charleston SC 29412.

The service required from the Contractor would provide CCEHBR with continuous service and routine maintenance of a fully functional, control- management system that operates with minimal failure while supporting the critical operations of the laboratory and the associated research. The integrity of the control system communication and alarming is critical for providing alerts and initiating a maintenance response. The CCEHBR Laboratory supports diverse laboratories and in various scientific fields, and the affiliated scientists need their research and experiments fully protected. A failure of energy management system that controls the HVAC equipment could result in the loss of a scientist’s lifetime work and thousands of dollars (or more) to the United States Government.

Scope of Work

Service and Repair The contractor shall provide CCEHBR with the expert maintenance and repair services for the Siemens system and the associated equipment. The service required would be characterized by performance of consistently reliable maintenance and service procedures. Equipment shall be kept in fine tune condition by appropriate repairs, maintenance, calibration and adjustments for peak effectiveness and efficiency, responsiveness on the part of the contractor when any repair or adjustment is needed. In the scope of this work, the contractor shall provide a minimum of one year parts and labor warranty for all repairs covered under this agreement at no additional cost to CCEHBR. The contractor shall provide a yearly system performance report to the facility maintenance lead engineer at CCEHBR. The contractor shall be able to provide qualified, factory-trained Siemen’s system technicians, factory training shall include Seimens hardware including: Field Equipment Controllers (FEC), VMA controllers, NAE controller, Seimens System graphical interface. The contractor shall be responsible for up to five unscheduled service calls during the contract year and shall be prepared to begin work to make repairs within four (4) hours of being contacted. The contractor personnel shall call back to the CCEHBR representatives within (60) minutes of being notified of an emergency condition and state the technician’s name and estimated time of arrival at site to begin work. Any service that affects research or research activity shall be identified as essential services. An example would be the HVAC system not operating and/or loss of utilities within labs at the CCEHBR. The technician shall be required to check in and out with the service call desk or after hours CCEHBR maintenance Technician for all unscheduled calls and to have their service ticket signed. A copy of the service ticket with the complete description of work performed shall be left at the service call desk after each visit. If further labor and/or material are required to complete the repair once the condition is under control, the call will be completed as required for a routine call. Each technician will be trained in the following:

1. Lockout – tag out

2. Electrical safety – high voltage

3. Proper refrigerant handling (copy of certification)

4. Hazardous communications

5. Personal protective equipment

6. Fall protection

7. Passed a respiratory examination and has respiratory equipment available.

Seasonal Maintenance Inspections The contractor will provide CCEHBR with the expert maintenance services. The contractor shall provide labor and material to perform quarterly maintenance inspections, which include two (2) comprehensive inspections and two (2) operational inspections on the entire Siemens Energy system. The contractor shall furnish all minor and major repair labor for the energy management system which includes the Siemens System equipment listed below. The service contractor shall furnish all labor, material, lubricants, filters, piping, electrical devices, travel expense, tools, test equipment, machinery and equipment necessary to complete performance of all aspects of work described in this Statement of Work.

Please Note: Manuals, prints (drawings), and wiring diagrams for CCEHBR are located in the engineer’s office and are available for viewing by all potential quoters.

Energy Management Equipment List (Siemens System) Nomenclature QTY

1. Desktop Computer 1 ea

2. Apogee Insight Color Graphics Package 1 ea

3. Remote Notification Software (RENO) 1 ea

4. Modular Building Controller (MBC) 5 ea

5. Remote Building Controller (RBC) 1 ea

6. Additional Point Modules 22 ea

7. Unitary Controllers (UC) 1 ea

8. Programmable Controller (PXC) 6 ea

9. Analog Inputs (AI) 204 ea

10. Digital Outputs (DO) 22 ea

11. Analog Outputs (AO) 21 ea

12. Digital Inputs (DI) 158 ea

13. Modem 1 ea

14. Fiber Optic Interface (FOI) 1 ea

15. Terminal Equipment Controllers (TEC) 66 ea

16. AI,AO,DI, and DO Points associated with the TEC’s 228 ea

17. Fume Hood Monitors 3 ea

18. Technical Support Program to include Apogee Software Upgrade Annually (TSP) 1 ea

19. Simplex Gateway to integrate with the Siemens Control System 1 ea

20. McQuay Gateway to integrate with the Siemens Control System 1 ea

Minimum Required Preventive Maintenance System Checks

· Check calibration of all sensors, temperature and humidity

· Check all watt transducers and current transformers

· Test all analog and digital system outputs and verify proper operation.

For example: Air Handling Units (AHU) –Test hot water and chilled water valves, variable speed drives or vane actuator operation, fan start/stop, freeze stat operation and damper actuation.

Variable Air Volume (VAV) Boxes – Test hot water valve or electric reheat, fan start/stop and damper actuation.

· Test all analog and digital system inputs and verify proper operation

· Check system for failed points and points in “Operator” override.

· Confirm Time of Day schedule and Holiday schedule with customer.

· Upload database and store at CMI Office.

· Check and verify Apogee Insight Color graphics.

· Backup Apogee Insight Color graphics.

CCEHBR Building Plant Equipment

Qty Nomenclature

(1) 375 ton Carrier Chiller

(1) 50 horse power Bryant Boilers

(1) 20 horse power chilled water pumps

(2) 10 horse power chilled water pumps

(1) 400 ton Evapco cooling tower

(2) 20 horse power cooling tower pumps

(1) boiler feed tank with 3 boiler feed pumps

(2) 15 horse power refer pumps

(1) 200 gallon steam domestic water heater

(4) Walk in environmental chambers

(7) Walk in freezers

(2) Walk in coolers

(10) Air handlers of various sizes

Numerous VAV dampers for the heating and cooling

Numerous chill water and hot water valves (HVAC)

Numerous steam valves for heating

(3) steam to hot water exchangers

(4) hot water pumps for heating

Numerous thermostats throughout the building

Numerous standalone freezers and incubators

(2) Variable speed motor drives

(1) Liebert (building size) UPS system

(1) Liebert A/C system

Emergency Services The Contractor shall provide emergency response (24 hours per day and 7 days per week) as part of the yearly contract with a response time of no more than 2 hours. The contractor shall also provide a toll free number to be answered 24 hours per day for emergency calls. Upon notification by CCEHBR representatives, the contractor personnel shall call back to the CCEHBR representatives within sixty (60) minutes of being notified of an emergency condition, state the technician’s name and estimated time of arrival at site to begin work. Failure to arrive at CCEHBR and respond to emergency within two hours may constitute termination of existing contact. If this option is exercised, rental equipment shall be on site within 24 hours of approval by CCEHBR Contracting Officer (CO) of record and the CCEHBR management.

Training On an annual basis, contractor shall provide factory-authorized, training classes on the Siemens system to CCEHBR maintenance staff for up to Three (3) people at no additional cost. At the beginning of every contract year, a training schedule will be submitted to CCEHBR’s lead facility engineer for approval.

Computer Equipment Service/Support and Software Upgrade All annual software upgrades for the Siemens system, typically once per year, will be included in this contract. The contractor will provide service and support for Siemens Server with graphical front end and Archive Operator Workstation. The new software and installation are part of this scope of work.

Personnel The contractor shall provide proof that all on-site employees are U.S. citizens or legal aliens. The contractor shall not employ personnel with felony convictions, or with a record of narcotics use, for work at CCEHBR. The contractor is responsible for completing a security investigation on all employees working at the CCEHBR in connection with this contract.

Conduct of Contractor Personnel The contractor’s employees are subject to and shall observe and comply with applicable regulations, policies, and procedures. Contractor employees shall not enter restricted areas in accordance with security regulations and safety policies. The Contractor shall be responsible for the selection, certification, assignment, supervision, management, and control of employees with the advice of the Contracting Officer (CO) and/or the Contracting Officers’ Representative (COR) in the performance of all contract work. The removal from the job site of any employee shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the terms and conditions of the contract. The Contractor’s employees shall not use offices, rooms, work areas, etc. for their own use. When a task is completed, such employees shall immediately leave the area. Contract personnel shall not use or operate telephones, radios, computer terminals, or any other Government or privately owned equipment or property without the express permission of the CCEHBR Contracting Officer Representative (COR). The Contractor’s employees shall not disturb papers on desks, nor open desk drawers or cabinets. Breaks shall not be spent in offices or room areas, but taken only in the assigned rest areas. The Contractor’s employees shall not loiter in any working, patron, or other unauthorized areas. While waiting for transportation, or while on work breaks, they shall not block or impede movement on ramps, doorways, corridors or walkways.

Security Requirements Contractor employees shall comply with all security requirements. Copies of pertinent policies, regulations, and procedures will be provided to the Contractor upon request. Fifteen days prior to the contract start date, the Contractor shall submit to the Contracting Officer the full name and any alias, address, city and state and date of birth of each employee hired to work on this contract. This employee list shall be constantly kept up-to-date. The Contractor shall fill out any questionnaires or other forms as may be required by the Government for security purposes. All vehicles entering the Fort Johnson Complex are subject to search as authorized by the local South Carolina Department of Resources Law Enforcement or by local Law Enforcement who have joint jurisdiction over the complex. All Contractors will be required to register at front desk and receive a temporary pass for one day and, if needed, a door pass card will also be provided.

Other Considerations Work shall be completed by observing all federal, state, and local laws and regulations.

Work Schedules/Shifts Excluding emergency services that are required, the Contractor shall accomplish all work for the CCEHBR during the hours of 0630 and 1530 Monday through Friday, excluding Federal Holidays. This allows the flexibility for the contractor to schedule 8 hours of work during a time when CCEHBR staff will be at the facility.

Federal Holidays Contractor’s work shall not be performed on Federal Holidays. Federal Holidays are as following: New Year’s Day, MLK Day, President’s Day, Memorial Day, Fourth of July, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas and any day the President of the United States declares or proclaims that it is a day off for Federal Workers (i.e. Presidential Funeral).

Guarantee of Work Contractor shall guarantee all work and agree to remedy, at its own expense, any defects caused by poor workmanship or materials.

Conformance with Environmental Management Systems The Contractor shall perform work under this contract consistent with the relevant policy and objectives identified in the agency, organizational, or facility environmental management system (EMS) applicable for your contract. The Contractor shall perform work in a manner that conforms to all appropriate Environmental Management Programs and Operational Controls identified by the agency, organizational, or facility EMS, and provide monitoring and measurement information as necessary for the organization to address environmental performance relative to the environmental, energy, and transportation management goals. In the event an environmental nonconformance or noncompliance associated with the contracted services is identified, the contractor shall take corrective and/or preventative actions. In the case of a noncompliance, the Contractor shall respond and take corrective action immediately. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the EMS Site Coordinator. In addition, the Contractor shall ensure that their employees are aware of the roles and responsibilities identified by the environmental management system and how these requirements affect their work performed under this contract.

1. Register at front desk and receive a temporary pass for one day (if needed a door pass card will be provided)

2. The front desk personnel will have you read a brief statement concerning the EMS, the Facility Engineer or designated maintenance staff member will convey to the contractor any other items that need to be done to protect CCEHBR and the environment issues we have.

IT Security Requirements The Assessment and Authorization (A&A) requirements of Clause 48 CFR 1352.239-72 do not apply, and a Security Accreditation Package is not required.

The contractor will only supply hardware and/or software and/or product license and will not require the use of any contractor owned equipment. The contractor shall not have access to any government owned equipment or be furnished government privileged information. All hardware and software provided in this contract will become the property of the government. The contractor will not have remote access to any government owned equipment. The contractor shall ensure the hardware and/or software provided disables “phone home” or similar capabilities.

The contractor includes the necessary product support and supporting documentation for the hardware and/or software that allows the sanitization (following NIST Special Publications 800-88 Guidelines for Media Sanitization, http://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-88r1.pdf) of the hardware and/or software upon the disposal of the product.

The contractor shall provide sufficient document demonstrating the software being provided complies with Office of Management and Budget Memorandum M-07-18 entitled Ensuring New Acquisitions Include Common Security Configurations and the FAR 39.101(d) regulations involving NIST common security configuration checklists including United States Government Configuration Baseline (USGCB) initiative. More information is available at National Checklist Program (NCP), (http://checklists.nist.gov), is the U.S. government repository of publicly available security checklists (or benchmarks) that provide detailed low-level guidance on setting the security configuration of operating systems and applications.

The contractor shall provide sufficient documentation which demonstrates the acquiring information technology has implemented common security configurations. Common security configurations are available from the National Institute of Standards and Technology’s website at http://checklists.nist.gov.

The contractor must ensure that the product being purchased complies with the Homeland Security Presidential Directive 12 (HSPD-12) requirements from FAR 4.1302 stating: (a) In order to comply with FIPS PUB 201, agencies must purchase only approved personal identity verification products and services. (b) Agencies may acquire the approved products and services from the GSA, Federal Supply Schedule 70, Special Item Number (SIN) 132-62, HSPD-12 Product and Service Components, in accordance with ordering procedures outlined in FAR Subpart 8.4.

The contractor must ensure that the product being purchased complies with Internet Protocol Version 6 (IPv6) requirements from FAR part 11.002 requirements which state that unless the agency Chief Information Officer waives the requirement, when acquiring information technology using Internet Protocol, the requirements documents must include reference to the appropriate technical capabilities defined in the USGv6 Profile (NIST Special Publication (SP) 500-267- http://www.nist.gov/itl/antd/usgv6.cfm) and the corresponding declarations of conformance defined in the USGv6 Test Program (http://www-x.antd.nist.gov/usgv6/index.html). To meet this requirement each DOC acquisition of IP protocol technology must express requirements for IPv6 capabilities in terms of the USGv6 Profile (i.e., using the USGV6 Capabilities Check List) and vendors must be required to document their product’s support of the requested capabilities through the USGv6 test program (reference http://www.antd.nist.gov/usgv6/) using the USGv6 Suppliers Declaration of Conformity.

The contractor must provide sufficient document demonstrating the software being provided meets the following:

The contractor must provide all supporting documentation or a reference to obtain the necessary material which describes the security capabilities, the design and development processes and the testing and evaluation procedures used by the product or services being provided for this acquisition. The contractor must provide all supporting documentation or a reference to obtain the necessary material which describes all product or service updates and enhancements as they are implemented. The product or service supporting documentation could be the user and system administrator guides, which is documents the functional properties of the security controls employed to permit the analysis and testing of the security controls.

Additional Requirements and Provisions

Contractor Qualifications:

In determining the responsibility of a contractor, the following criteria will be considered.

Contractors may be asked to produce evidence so their responsibility can be determined.

1. The contractor must have at the time of quote any and all applicable licenses as required under the laws of South Carolina, Federal laws, and any local laws or ordinances for the performance of work under this agreement.

2. An adequate supply of equipment in good condition and adequate manpower to perform the service.

Qualifications The potential contractor must show competency and experience in the operation, maintenance, and service/repair of Siemens Energy Management/Automation systems that operate large industrial, commercial, institutional, medical and/or academic facilities. The contractor also should demonstrate a mechanical knowledge of chillers, exhaust/strobic fans, boiler operations, electrical and other equipment. Facility infrastructure includes, but is not limited to chillers, exhaust/strobic fans, boiler operations, freezers, electrical, and heating, ventilation and air conditioning (HVAC) systems. Mechanical knowledge of the previously listed components is also required. The complexity of the science conducted at CCEHBR is a major concern to keep the laboratory balanced with heating and air conditioning and to ensure optimal laboratory operating conditions. The contractor will perform the controls system maintenance with factory trained, skilled, professional technicians, which are familiar with inspection, maintenance and repair procedures.