EMCS PWS.pdf

PERFORMANCE WORK STATEMENT

FOR

MAINTENANCE OF

ENERGY MANAGEMENT AND

CONTROL SYSTEMS

(EMCS)

Columbus AFB, MS 2 March 2026

PERFORMANCE WORK STATEMENT

FOR

MAINTENANCE OF

ENERGY MANAGEMENT AND CONTROL SYSTEMS

(EMCS)

1. DESCRIPTION OF SERVICES. The contractor shall provide all personnel, tools, supplies, equipment, transportation and labor necessary to maintain the Energy Management and Control Systems (EMCS) at Columbus Air Force Base, Mississippi (CAFB) with on-site technical representatives and additional support personnel. The central control for the EMCS system is located in Building 385, Room

129. Currently, the EMCS system serves 75 facilities on CAFB consisting of Johnson Controls, Inc.

METASYS EMCS. During the life of this contract, the EMCS system may be expanded by as many as nine (9) facilities without causing any modification in the price of this contract. This is a non-personal service contract and the Government shall not exercise any supervision or control over the contractors performing the services. The contractor shall be accountable solely to the contractor who, in turn, is responsible to the Government. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (CO) immediately. The contractor shall perform these services in accordance with all applicable laws, regulations, and the standards specified in this Performance Work Statement (PWS). The Contractor shall not perform inherently governmental functions as defined in Federal Acquisition Regulation (FAR) Subpart 7.5, Inherently Governmental Functions.

1.1. BASIC SERVICES. The contractor shall maintain the EMCS central equipment and EMCS field equipment using qualified and certified personnel, mechanics, and inspectors. Approved quality control, operation, maintenance, and inspection methods shall be used. The contractor shall be responsible for providing the following services under this contract:

1.1.1. Routine Maintenance. The contractor shall provide a qualified technician to analyze, diagnose and correct system deficiencies on EMCS hardware; write, modify and correct system deficiencies of EMCS software; to suggest system modification which will improve the EMCS system operation; to review, observe, inspect, analyze, and make suggestions to improve existing field maintenance procedures to include files, installed equipment, system networking, and wire cables/lines; and to assist in other EMCS efforts as identified by the EMCS supervisor. The contractor shall perform required maintenance on system 18 days a year. Unless approved by the Contracting Officer’s Representative (COR), the contractor must perform maintenance at least 3 days every two months. This schedule can be modified with the approval of the COR. A day will be considered 8 hours (including a 45 minute lunch) from 7:30 am to 4:15 pm. Out-of-cycle requirements and variations to the schedule shall be worked out between the COR, EMCS supervisor, and the contractor, but the total routine maintenance time shall not exceed the maximum of 144 hours annually.

1.1.1.1. Maintenance shall include changing and updating existing system programs as revisions become available and updating the hardware and software manuals, as well as any revisions to the operating computer programs. Maintenance shall also include updating system hardware as determined necessary by the COR. Changes and updates shall be installed and proven to the satisfaction of the COR and EMCS supervisor to operate properly on the equipment within EMCS and on the network infrastructure at CAFB. All revisions, changes, and updates shall be accompanied with appropriate manuals, instructions and training. The contractor shall accomplish updates within 5 days of receipt from manufacturer but not to exceed more than two (2) months of the date of release of the update by the manufacturer. Delays in installing updates may be agreed upon with the COR, EMCS supervisor, and contractor as needed to ensure stability of software updates and compliance with network security at CAFB. All software updates shall be licensed to allow operation on all EMCS systems on CAFB. Updates shall include but not be limited to the following:

a. EMCS Systems Software Manuals

b. Operator Workstation User Manual.

c. EMCS Field Panel Technical Manuals

1.1.1.2. EMCS downtime shall not exceed twenty-four hours during the month. The contractor has 24 consecutive hours after the time of notification by the Government to restore the EMCS system to fully operational status.

1.1.2. Training: The contractor shall provide advanced training for CAFB EMCS staff and repair personnel as required/requested by COR. A projected training schedule through Fiscal Year (FY) 2031 is provided in Appendix C; this schedule is subject to change at COR discretion.

1.1.2.1. On Site: The training shall be during normal duty hours. The COR or EMCS supervisor will notify the contractor 30 calendar days prior to required training session. The maximum class size shall be ten (10) Government personnel. The contractor shall provide all training materials. The course instructor shall be certified as having previously taught the course. The course may consist of an agreed upon combination of topics, or topics may be selected by the COR and EMCS supervisor.

1.1.2.2. The contractor shall award each Government student successfully completing the formal training course a certificate of completion and continuing education units (as defined by the Council on Continuing Education, Bethesda, MD). In the event that a Government student fails to successfully satisfy minimum course requirements, the contractor shall provide a detailed report of circumstances sufficient to establish that every reasonable effort was made to educate the student.

1.1.3. Emergency Repair Services. Emergency repair services (also known as “On-Call” repair services) are to be furnished by the contractor 24 hours per day, 7 days per week, 52 weeks a year, including holidays.

1.1.3.1. The contractor shall perform emergency service visits to analyze, diagnose, and correct software and hardware troubles/deficiencies of the EMCS system to include all field components and cables. The contractor shall be required to be on-site within eight hours of notification. After troubles/deficiencies have been corrected, the contractor’s repair technician shall demonstrate the system’s operability as intended to the satisfaction of the COR and EMCS supervisor.

1.1.3.2. During “On-Call " service visits, the contractor shall observe and assist Government personnel performing system tests and repairs including field components and provide recommendations and training for improving maintenance procedures to include testing methods, troubleshooting and analysis, and repair of field components and interconnecting cables.

1.1.4. Reports. Upon completion of each service call, the contractor shall submit a formal service report in writing or electronically to the COR and EMCS supervisor and attach a duplicate of the report to the invoice when requesting payment for the visit. If the report will be submitted electronically, it should be submitted to the COR and EMCS supervisor within 24 hours of completion of the service call. The report shall be detailed, and as a minimum, shall include the following:

a. Date of visit.

b. Date and time services requested.

c. Length of visit in hours and minutes (not to include transportation time, leisure time, breaks, etc.).

d. Detailed narrative of services performed to include the training provided, software and hardware malfunctions corrected, and programming/analysis actions.

e. A list of parts/components replaced by part number, cost, and quantity.

f. Detailed recommendations for EMCS personnel to use to improve field maintenance procedures such as testing, adjustments and repairs.

g. Date and time services completed.

h. Signature, title and date signed by contractor’s representative performing the visit.

i. Space for signature, title, and date for EMCS supervisor to sign the report verifying the services and contents of the report.

j. Report shall reference bid schedule line items for each service listed in report

1.1.4.1. The contractor shall provide a formal report in writing 14 calendar days prior to the end of the contract period as established by the dates of the bid schedule for each year or part thereof. The report shall describe all changes, revisions, training, repairs, etc., made during the past period visits. The final report shall contain documentation listing the number of times each line item has been used.

1.1.5 Notification Procedures. The contractor shall furnish the name, address, and telephone number of each individual and alternates to be contacted for service. The names shall be provided to the Contracting Officer (CO) on the effective date of the contract, and within seven (7) calendar days of changes to contractor personnel. The telephone number shall allow the Government to contact an authorized repair technician 24 hours a day. In the event of illness or non-availability for any other reason, an alternate point of contact shall be available at all times. On the date of contract award, the contractor will be provided a list of Government personnel authorized to make calls for service. The list of authorized Government personnel will be updated as changes occur.

1.1.6. Contractor-Furnished Materials. The contractor shall furnish at no cost to the Government all service call (routine or emergency) materials which have individual cost equal to or less than $50.00 per item. Costs for materials less than $50.00 per item shall be included in the Contract Line Items for Routine Maintenance and Emergency Services. The contractor shall be reimbursed for parts and materials used to make repairs of the EMCS system with a cost greater than $50.00 per item. The total of material costs shall not exceed the amount indicated in the contract without specific direction by the CO.

1.1.6.1. All materials used by the contractor shall be certified as being appropriate for inclusion to or connected with the EMCS system and the network infrastructure at CAFB.

1.1.6.2. All materials shall be new unless utilization of used or reconditioned materials is specifically approved by the Government.

1.1.6.3. The contractor shall document costs for materials and maintain a running tab for this bid schedule line item.

1.1.7. Warranty. Repairs to hardware and field equipment accomplished by the contractor shall be warranted for 60 calendar days. The warranty shall include labor to re-perform and replacement of previously installed parts.

1.2. SPECIAL REQUIREMENTS. Technicians shall be certified to work on all equipment connected to EMCS.

2. GENERAL INFORMATION.

2.1. QUALITY CONTROL. Contractor shall develop and maintain a quality program to ensure services are performed in accordance with established maintenance requirements and commonly accepted commercial practices for maintenance of EMCS. The contractor shall develop and implement procedures to identify and prevent defective services from recurring. As a minimum, the contractor shall develop quality control procedures that address the areas identified in paragraph 3, Services Summary (SS). The Quality Control Plan (QCP) should be submitted to the CO with the contractor’s proposal. After acceptance by the Government, any changes in the QCP shall be submitted within five days to the CO for review/acceptance. The Government evaluator must have a specific quality control inspector to receive customer complaints.

2.2. QUALITY ASSURANCE. The Government will evaluate the contractor’s performance to ensure services are received in accordance with the requirements of the contract. The Government will evaluate the contractor’s performance by appointing a COR to monitor performance to ensure services are received. The Government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the Government may decrease the number of quality control inspections if performance dictates. Any task within the PWS may be inspected if deemed necessary by the Government.

2.2.1. Periodic inspections. CORs may evaluate the contractor’s performance through periodic inspections of the contractor’s quality control program and objectives in the (SS).

2.2.2. 100% Surveillance. CORs may perform 100% surveillance of critical tasks in the SS each time they occur.

2.2.3. Customer Complaint. The Government will receive and investigate complaints from various customers located on the installation. The COR will determine the validity of the customer complaint and refer the complaint to the contractor for resolution. Any disagreement or disputes will be referred to the CO for a final decision.

2.3. GOVERNMENT REMEDIES. The CO shall follow the requirements of FAR 52.212-4, Contract Terms and Conditions -- Commercial Items, for contractor’s failure to perform satisfactory services or to correct nonconforming services.

2.4. HOURS OF OPERATION.

2.4.1. Normal hours of Operation. The contractor shall perform routine services required under this contract during the hours of 7:30 am to 4:15 pm, Monday through Friday, except for legal Federal holidays.

2.4.2. Holidays. The contractor is not required to provide routine services on the following holidays:

1 January (New Year’s Day) 3rd Monday in January (Martin Luther King, Jr.’s Birthday) 3rd Monday in February (Presidents’ Day) Last Monday in May (Memorial Day) 19 June (Juneteenth) 4 July (Independence Day) 1st Monday in September (Labor Day) 2nd Monday in October (Columbus Day) 11 November (Veteran's Day) 4th Thursday in November (Thanksgiving Day) 25 December (Christmas Day) Any other holidays as determined by Executive Order

2.4.3. Emergency Services. The contractor shall provide emergency services 24 hours a day, seven days a week, 52 weeks a year, including holidays.

2.5. SECURITY REQUIREMENTS.

2.5.1. Security Requirements. The contractor shall comply with all requirements and procedures IAW Air Force Federal Acquisition Regulation Supplement (AFFARS) 5352.242-9000, Contractor Access to Air Force Installations.

2.5.2. Retrieving Identification Media. The contractor shall retrieve all identification media from employees who depart for any reason before the contract expires (e. g., terminated for cause, retirement) and return such media to Pass and Identification for proper disposition.

2.5.3. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned or privately-owned vehicle while on CAFB.

2.5.4. Freedom of Information Act (FOIA) Program. The Contractor shall comply with DoD 5400.7- R/Air Force Supplement, DoD Freedom of Information Act Program requirements. The regulations sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding For Official Use Only (FOUO) material.

2.5.5. Privacy Act Program. The contractor shall comply with AFI 33-332, Air Force Privacy Act Program, when collecting and maintaining information protected by the Privacy Act of 1974 authorized by Title 10, United States Code, and Section 8013

2.6. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL

COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER. Any services rendered under these conditions shall be negotiated by the CO as required.

2.7. ENVIRONMENTAL CONSIDERATIONS. The contractor shall comply with all federal, state and local environmental laws and regulations.

2.7.1. Hazardous Material Submittals.

2.7.1.1. According to AFI 32-7086, Hazardous Materials Management, all contracts involving the use of hazardous materials on an installation require the contractor to identify and report hazardous material storage and use.

2.7.1.2. Contractors shall complete an AF Form 3952, Chemical Hazardous Material Request Authorization Form, authorization prior to bringing any hazardous material on CAFB. The AF Form 3952 shall be submitted with supporting documentation, including Material Safety Data Sheet (MSDS) to the contracting office (or other office designated by the contracting office) for transmittal to the Civil Engineer Hazardous Materials Management Process (HMMP) team for approval/processing.

2.7.1.3. Contractors shall provide to the contracting office (or other office designated by the contracting office) specific hazardous material usage data quarterly in the format provided by the HMMP.

2.7.2. Hazardous Materials/Waste.

2.7.2.1. Material Safety Data Sheets (MSDS) shall be available, on site, for all hazardous materials in accordance with 29 CFR 1910.1200, Subpart Z, Occupational Safety and Health Standards, paragraphs

(g) (2, 3, 4, 8, and 9).

2.7.2.2. Hazardous materials shall be stored and used in accordance with 29 CFR 1910.1200, Subpart Z, paragraphs (f) (5 through 11).

2.8. SPECIAL QUALIFICATIONS. The contractor shall assign employees who possess certification to handle refrigerants when required.

2.9. Post Award Conference/Periodic Progress Meetings/Multi-functional Team meetings. The contractor agrees to attend any post-award conferences convened by the contracting office. In addition, the CO, COR, and other Government representatives may meet periodically with the contractor to review the contractor’s performance. At these meetings, the CO will apprise the contractor of how the Government views the contractor’s performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate actions shall be taken to resolve outstanding issues.

The contractor’s attendance and participation in these meetings shall be at no additional cost to the Government.

3. SERVICES SUMMARY. The contract service requirements are summarized in the objectives below. These objectives relate directly to mission essential items. The performance thresholds describe the minimum acceptable levels of service for each requirement and are critical to mission success. The performance objectives below are the key performance indicators for Management Oversight of Services (MOS) reporting, as required.

Performance Objective PWS Para Performance Threshold

1. Routine Maintenance EMCS Equipment.

Comfort levels maintained. Energy goals are met. System is fully operational. System defects are identified for timely repair.

1.1.1 95% of EMCS equipment is operational at all times.

95% of all facilities are without customer complaints for the month.

EMCS downtime (after 16-hour notification period) shall not exceed twenty-four hours during the month.

2. Provide Training 1.1.2. When training requested completed training within 60 days 100% of time.

3. Provide Emergency Repair Services 1.1.3. Response to and repairs of emergency service calls are timely 95% of the time.

4. Provide Reports 1.1.4. 100% of all reports are timely and accurate.

4. GOVERNMENT-FURNISHED PROPERTY AND SERVICES.

4.1. GOVERNMENT-FURNISHED PROPERTY. There are no government-furnished facilities or property within this contract.

4.2. GOVERNMENT-FURNISHED SERVICES. The following items shall be furnished:

4.2.1. Government-Furnished Utilities. Electricity, sewage, and water will be made available where existing. Any temporary connections shall be the responsibility of the contractor. Any and all temporary connections shall be restored to original condition prior to the final payment for this contract. Any pressure regulation or transforming of any utility shall be the responsibility of the contractor. No temporary connections will be allowed until the contractor has submitted a detailed plan for the connection and has received approval for the connection as planned. The plan shall include a detailed description as to how the connection shall be restored to at least the original connection.

4.2.2. Telephone Service. The contractor shall be allowed access to government telephones. Local and on-base telephone calls, within reason, shall be allowed at no cost to the contractor. All other telephone services shall be the responsibility of the contractor.

4.2.3. Refuse Collection. The contractor may use on-base refuse containers for disposal of trash and debris generated by this contract. The contractor shall participate in on-base recycling programs.

4.2.4. Security Forces, Fire Protection, and Emergency Medical Treatment. Call 911 for police, fire reporting or medical emergencies. If calling 911 from a cell phone, the call will be routed through the City of Columbus; contractor shall notify the dispatcher that they are on CAFB. Any time the contractor uses one of the above emergency services, the contract manager shall immediately report to the COR personnel with all the details. The contractor shall reimburse the government for the cost of medical services.

4.3. GOVERNMENT EQUIPMENT. Map of EMCS METASYS Equipment to be maintained in this contract is listed in Appendix B.

4.4. PUBLICATIONS. The government will make all government publications, forms, and references available. Publications can be accessed online at http://www.e-publishing.af.mil. Supplements or amendments to listed publications from any organizational level may be issued during the life of the contract. The contractor shall immediately implement those changes in publications which result in a decrease or no change in the contract price. Prior to implementing any such revision, supplement, or amendment that will result in an increase in contract price, the contractor shall submit to the CO a price proposal and obtain prior approval. Price proposals shall be submitted within 15 calendar days from the date the contractor receives notice of the revision, supplement, or amendment giving rise to the increase in cost of performance. Changes in the contract price due to supplements and amendments shall be considered under the FAR 52.212-4, Contract Terms and Conditions – Commercial Items clause. Failure of the contractor to submit a price proposal within 15 calendar days from the date of receipt of change, shall entitle the government to performance in accordance with such change, at no increase in contract price.

5. Contractor Labor Hours Reporting

5.1. The Enterprise Contractor Manpower Reporting Application (eCMRA) was de-commissioned 19 June 2020 and the data collection functionality has transitioned to the System for Award Management (SAM) (https://www.sam.gov/SAM/). The Service Contract Reporting (SCR) opened 16 October 2020.

5.2. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract. The contractor shall completely fill in all required data fields using the following web address: https://www.sam.gov/SAM/. Reporting inputs will be for the labor executed during the period of performance for each Government FY, which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year.

5.3. Reporting inputs will be for the labor executed during the period of performance for each Government FY, which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year.

5.4. Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

5.5. See the attachments for the instructions and Frequently Asked Questions.

http://www.e-publishing.af.mil/ https://www.sam.gov/SAM/

SCR Guidebook (8 October 2020).pdf

DoD Service Contract Reporting

6. Combating Trafficking in Persons. The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy and the actions that will be taken against employees for violations of this policy. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment. The Contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17, Combating Trafficking in Persons.

7. Invoicing/Payment and Receipt/Acceptance. In accordance with DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports, the Contractor shall submit/process payment requests (invoices, Receiving Reports or combos) and receipt/acceptance documents via Wide Area WorkFlow e-Business Suite/Procurement Integrated Enterprise Environment (PIEE). Additional information regarding PIEE is available at: https://piee.eb.mil/piee-landing. The Contractor should review the training residing on PIEE to gain a better understanding of submitting and processing payment requests.

APPENDICES

A. Estimated Workload Data B. Maps C. Projected Training Plan https://piee.eb.mil/piee-landing https://piee.eb.mil/piee-landing

APPENDIX A

ESTIMATED WORKLOAD DATA

ITEM NAME ESTIMATED

QUANTITY

1 Routine Maintenance of EMCS (average duration 8 hours)

18 Days/Yr

2 Training See Appendix C

3 Emergency Services (average duration 5 hours, plus travel)

24 Each/Yr

4 Materials Costs of materials equal to or less than $50 are not estimated.

These costs are to be included in the cost for routine and emergency services.

5 Software Subscription Costs for subscription and installation are included.

4 Each/Yr

APPENDIX B

MAPS

1. Base Map showing buildings where EMCS Equipment is located, Authorized Gate Entry Points, and all Pertinent Offices

APPENDIX C

PROJECTED TRAINING PLAN

# of Personnel FY 27 - Training Plan Metasys Graphics Generation Tool Course 3002 6 (On Site)

FY 28 - Training Plan Metasys FEC Systems Engineering Course 4707 6 (On Site)

FY 29 - Training Plan Metasys FEC Custom Programming Course 4704 6 (On Site)

FY 30 - Training Plan Metasys System Extended Architecture Hardware & Troubleshooting 4718 6 (On Site)

FY 31 - Training Plan Metasys System Extended Architecture Advanced Engineering Course 397 6 (On Site)