Performance_Work_Statement.pdf

PERFORMANCE WORK STATEMENT

FOR

MAINTENANCE OF

ENERGY MANAGEMENT AND

CONTROL SYSTEMS

(EMCS)

GRAND FORKS AFB

April 2014

PERFORMANCE WORK STATEMENT

FOR

MAINTENANCE OF

ENERGY MANAGEMENT AND CONTROL SYSTEMS

(EMCS)

1. DESCRIPTION OF SERVICES. The contractor shall provide all management, tools, supplies, equipment, and labor necessary to maintain Energy Management and Control Systems (EMCS) at Grand Forks AFB, ND. The contractor shall perform to the standards in this contract as well as all local, state, and federal regulations.

1.1 SERVICE REQUIREMENTS. The contractor shall maintain the integrity and compatibility of the entire EMCS to ensure maximum operability. The work to be performed under this PWS requires the contractor to 1). Upgrade, maintain and repair the Computer Aided Engineering (CAE) database, the Computer Aided Regulation Engineering (CARE) database, the Enterprise Buildings Integrator (EBI) database on the network, the EVISION database, Comfortpoint-Open (CPO) database, the software protection keys for EBI, the Microcell database and the Macrocel database, 2). Provide the Operating System (OS) chips with new upgrades for the following: Excel Plus controllers, Excel 5000 controllers, BNA devices, XPC500 cards, and Microcel and Macrocel units, 3). Generate X Tech Pat log for updated points list, 4). Provide technical expertise on Dorado Telemetry units, 5). Up-date the database using the Data Conversion Tool as buildings/controllers change, 6). Operate Windows Operating Software, i.e., Windows XP/Vista/7/8). Verify the anti-virus software updates monthly and 9) EBI downtime shall not exceed twenty four (24) hours during the month. Repair and maintain hardware used to provide an interface between system operators and control equipment installed throughout the base buildings including but not limited to wires, relays, terminal strips, circuit boards, cabinets (that controls, control devices, wiring and wiring terminations are in), cabinet doors, power supplies, sensors, and actuators.

1.2 MANAGEMENT, PLANNING, AND REPORTING REQUIREMENTS. If requested by the COR, the contractor shall plan project objectives and activities, developing, implementing, and maintaining schedules for project and programming events according to changes in building operation.

The contractor shall describe the status of resources, report on activity and progress towards accomplishing objectives, and document the results of project and programming efforts for this contract.

1.3 CONTRACT MANAGER. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and alternate(s) who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer prior to contract start date. The contract manager or alternate(s) shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.4 CENTRAL EQUIPMENT SERVICE. The contractor shall provide Central Equipment Services to include full maintenance and service including semiannual preventive maintenance, for all parts and repairs to all EMCS equipment on the GFAFB. Emergency service shall be provided on the equipment listed in Attachment 1. Full maintenance and service that’s necessary to provide near continuous optimum system operation. Only short duration outages of less than 24 clock hours are permissible. The contractor shall make no modifications to the system that will degrade or void the Underwriter’s Laboratory listing. The contractor shall not allow the system and controllers to become obsolete. Service calls are required for central equipment services.

1.4.1 Normal Service Calls and Preventive Maintenance Calls. Normal service calls, as identified by the Government, are defined as maintenance and repair to correct the failure or the faulty operation of any non-critical part of the system. Contractor service technician shall arrive at the job site within one (1) working day, twenty four (24) hours after notification during normal duty hours. Normal duty hours are defined as Monday through Friday, 0630 – 1700 hours. Preventive maintenances, as identified by the Government, is the cleaning, adjustment, update revisions, and calibration of controllers, sensors, and actuators and other equipment every six (6) months as a minimum. Any malfunctioning, worn, broken or damaged parts requiring repair and/or replacement discovered during the inspection shall be analyzed and repaired or replaced as a normal service call to make the system operational, unless the Contracting Officer makes an exception. The contractor shall provide a written or electronically transmittable report of all changes performed under the recurring maintenance.

1.4.2 Emergency Service Calls. An emergency service call, as identified by the Government, is the maintenance and repair to correct failure or faulty operation of any critical part of the system referenced in Attachment 1. A contractor service technician shall arrive at the job site within two (2) clock hours of notification.

1.4.3 Software Maintenance and Controller Software Maintenance. Software and controller maintenance is, as identified by the Government, is updated data files and program chips to reflect changes. Sensor offsets will be entered into the system databases. The controller data files and device chips will be updated as necessary to reflect any changes identified during any maintenance actions.

1.4.4 Adding or Removing HVAC Systems with EMCS. New systems will be added to this contract after the environmental controls warranty period, typically one (1) year, has ended. This applies on new and renovated buildings or systems. The price of maintaining the EMCS controls and equipment will be renegotiated to include the additions into this contract. Further, as buildings are razed or the government demolishes systems, the reimbursement amount will be renegotiated and the contract price will be adjusted as necessary for that portion of the contract. The new or renovated buildings or systems shall be inserted in to the recurring maintenance schedule within a six (6) month period.

1.5 QUALIFICATION REQUIREMENTS. The contractor shall maintain the EMCS, central equipment and field EMCS equipment with service personnel qualified and (when applicable by law, regulation, or standard) certified to maintain all portions of the EMCS including the Operating Interface, Enterprise Buildings Integrator (EBI), Xcel Plus, XL5000, Macrocel and Microcel systems. Portable Operators Terminal (POT), Portable Programmers Terminal (PPT), Comfortpoint-Open (CPO) and other hardware and software to maintain the EMCS. The technicians shall have a thorough understanding and working knowledge of Heating, Ventilating and Air Conditioning (HVAC) control systems and relevant utility delivery systems as it relates to Honeywell HVAC systems hardware and software. The contractor shall assign employees who possess certification to handle refrigerants when required.

1.5.1 Contractor Employees. Contractor employees shall present a neat appearance and be easily recognized as contractors. This may be accomplished by wearing clothing bearing the name of the company or by wearing appropriate badges bearing the company and employee names. The contractor shall provide all identification items.

1.5.2 Project Status Report. The contractor shall prepare monthly project status reports. This report shall review and evaluate the overall project progress, including existing or potential problems. The report will be prepared in a Contracting Officer Representative (COR) -approved format. The content of the report shall include a summary of events occurring during the reporting period; cost status, discussion of performance, identification of problems with any corrective action taken, and outstanding issues. Report is due and will be submitted to the COR office NLT 3 working days after the last day of the month in which the work was accomplished.

1.5.3 Meetings. The contractor shall attend a pre-performance conference at Grand Forks AFB in conjunction with the initiation of the records and facility review. During these meetings, technical issues, regulatory issues, project progress, and project status may be discussed as requested by the COR. If requested by the COR, the contractor shall prepare and submit for review presentation materials for meetings.

1.6 CONTRACTOR DOCUMENTATION.

1.6.1 Reports of Findings. Contractor shall keep the Contracting Officer Representative (COR) informed of all actions, findings and parts repaired or replaced.

1.6.2 Service Calls. Report shall be provided to the COR within 5 working days after the completion of all service calls. Report shall summarize cause of the problem, document actions taken, and list the parts and materials used for repair and replacement.

1.6.3 COR Notification. Contractor shall identify to the COR all HVAC or utility parts and systems in need of repair or replacement which, are not covered under this contract, that affect the effectiveness of the HVAC or utility system.

1.7 TECHNICAL REQUIREMENTS

The CAE database, the CARE database, the Enterprise buildings Integrator (EBI) database on the network, the EVISION database, Comfortpoint-Open (CPO) database, the software protection keys and EBI/Energy Manger License Certificate, the Microcel database, and the Macrocel database must be upgraded, maintained and repaired. For CAE, compile, validate, install, generate FGEN and load controller file to program EPROM for Excel Plus Controllers. For CARE, translate, import, download, and benchmark projects.

CARE programming, LiveCARE simulator, Xi584 interface and Xi581 interface must be supported.

The Excel Plus controllers, Excel 5000 controllers, Building Network Adaptor (BNA) devices, Microcel units, and Macrocel units must receive new OS chip upgrades as they become available.

The updated points list must be generated for the X Tech Pat log.

Technical expertise must be provided on Dorado Telemetry units.

As buildings/controllers change, the database must be updated using the Data Conversion Tool.

Windows Operating Systems must be used in accordance with 319 CES/CEIW. Verify that anti-virus software is being updated by Communications Squadron.

Maintain the hardware portion of the EMCS from the sensor-to-the-controller-to-the-actuator.

Conduct any additional activities required for the upkeep of the entire Grand Forks Air Force

Base (GFAFB) EMCS.

1.7.1 The contractor shall reduce equipment wear and tear and achieve energy savings by adjusting Positioning, Integral and Derivative (PID)values in the appropriate controller’s program parameters.

Values will be determined utilizing process tuning equipment and programming. Proof of proper tuning of electronic and pneumatic actuators for valves, dampers, etc. will be displayed, upon request, using the trending function in EBI, loaded on the desktop computer in the EMCS COR’s office, building 418.

1.7.2 The contractor shall remove and clean any debris or spillage they cause from government facilities prior to final acceptance of the work. Materials will be disposed of in accordance with existing Air Force Instructions and applicable Local, State, and Federal environmental standards in effect at the time.

1.7.3 The contractor shall provide telephone answering service to receive service calls 7 days per week, 24 hours a day, including holidays.

1.8 RECORDS MAINTENANCE

1.8.1 The contractor shall make available in a timely manner, any permits, reports, or general performance data required in the PWS/SOW.

1.8.2 The Forms and Records Manager (FARM) will attend Records Management Orientation Training conducted by the Base Records Manager.

1.8.3 The contractor shall create, handle and maintain records for the Air Force, regardless of medium, (in a pre-agreed medium that can be used by the Air Force) in accordance with the requirements established in AFRIMS Records Disposition Schedule (RDS), AFI 33-322, Records Management program, AFI 33-364, Records Disposition Procedures and Responsibilities, and AFMAN 33-363, Management of Records. Full text versions of these publications are available for download at http://www.epublishing.af.mil

1.8.4 The contractor's records person should attend Records Management Orientation Training conducted by the Base Records Manager. Inquiries as to the specific actions necessary to meet the requirements established in the above referenced publication may be directed to the GFAFB Records Management Office at (701) 747-2274 or 319th CS/SCXK, Bldg 314, GFAFB, ND, 58205-6436.

1.8.5 Contractors performing outsourced functions will comply with the following Publications, as applicable:

AFI 33-322, AF Records Management Program.

AFMAN 33-363, Management of Records.

DoD 5400.7/AF Sup 1, DoD Freedom of Information Act Program.

AFI 33-332, TheAir Force Privacy and Civil Liberties Program.

AFI 33-364, Records Disposition--Procedures and Responsibilities.

DODSTD5015.2, Department of Defense Design Criteria Standard for Records Management Applications Functional Baseline Requirements.

Title 44, U.S.C. Chapters 29 (Records Management by the Archivist of the US and by the Administrator of General Services).

Title 44, Chapter 31 (Records Management by Federal Agencies) 3101-3107 (Federal Records Act of 1950).

Title 44, Chapter 33 (Disposal of Records 3301-3314).

Title 36 (Code of Federal Regulations), Chapter XII (National Archives and Records Administration, Subchapter B, Records Management).

41 CFR, Chapter 201 (Federal Information Resources Management Regulation (FIRMR).

Title 8, GAO Policy & Procedures Manual for Guidance of Federal Agencies, Records Management.

Circular A-130, 25 Jun 93, OMB, Federal Information Resource Management (A-130) Revision.

Title 18 U.S.C. 2071, Concealment, Removal or Mutilation of Records.

DOD Directive 5015.2, Records Management Program.

1.8.6 Forms prescribed. AMC Form 14, Office of Record Staff Assistance Visit Report, is available electronically on the AMC Forms web site (http:\\www.e-publishing.af.mil)

2. SERVICE SUMMARY.

Performance Objective PWS Para Performance Threshold

Maintain EMCS Equipment.

Comfort levels (temperatures, humidity, etc.

according to set points) maintained. Energy goals are met. Metrics are maintained on system efficiencies. All systems are balanced. System is fully operational. System defects are identified for timely repair.

Normal Service Calls.

Maintain and repair to correct the failure or the faulty operation of any non-critical part of the system.

Emergency Service Calls.

Maintain and repair to correct failure or faulty operation of any critical part of the system referenced in attachment 1.

Software and Controller Maintenance Clean, adjust, update revisions, and calibrate program, software, controllers, sensors, actuators and other control equipment. Update data files and program chips to reflect changes. Replace any malfunctioning, damaged or worn parts of the control equipment.

1.1.

1.4.1 1.6.2

1.4.2 1.6.2

1.4.3

EBI downtime shall not exceed twenty four (24) hours during the month.

Technician shall arrive on job site within one (1) working day, twenty four (24) hours after notification.

Report shall be provided to the COR within 5 working days after the completion of all service calls.

Technician shall arrive on jobsite within two (2) clock hours of notification. Report shall be provided to the COR within 5 working days after the completion of all service calls.

Every six (6) months as a minimum.

The contractor shall provide a written or electronically transmittable report of all changes performed under the recurring maintenance.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

None

4. GENERAL INFORMATION.

4.1 COMPLIANCE DOCUMENTS. The contractor shall comply with all federal, Air Force, state, and local regulatory agency requirements and applicable statutes, policies, and regulations

4.2 QUALITY ASSURANCE. The government will periodically evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan.

4.3 ADMINISTRATIVE AND MANAGERIAL REQUIREMENTS. The contractor shall supply all labor, equipment and materials necessary to accomplish the work assigned unless otherwise specified in this contract. The contractor shall perform management and planning functions, as well as performance measurement and project status reporting during the course of this effort.

4.3.1 Multi-Functional Team. The Contracting Officer Representative (COR) shall require a multi-functional team be established between the government and the contractor to ensure cooperation and a sound customer focus of all parties involved in the execution of this contract. The Multi-Functional Team shall follow AFI 63-124 para. 2.8

4.4 RE-PERFORMANCE. The customers' desired outcome is to have all aspects of the contract accomplished accurately and on time. If during the course of this contract if it is deemed by the COR or by customer complaints that tasks are not being accomplished satisfactorily, the contractor will be given the opportunity to re-accomplish the tasks, at their expense. Failure to re-accomplish tasks will be referred to the Contracting Officer to be dealt with as outlined in FAR 52.212.-4. Refer to 4.4.1 in this document. However, if the contractor discovers the error and re-accomplishes the task(s) no official action will be pursued against the contractor.

4.4.1 Government Remedies. The contracting officer shall follow the requirements of FAR 52.212-4, Contract Terms and Conditions for Commercial Items Sep(2013), for contractor’s failure to correct nonconforming services. When nonconforming services are not corrected, the Government will not pay the contractor for that specific service performed and in addition will deduct any the cost of Government re-inspection and retests because of prior rejection.

4.5 HOURS OF OPERATION. Monday through Friday from 0630 to 1700 except for federal holidays.

Contractor shall submit in writing (e-mail/Fax or letter) to the COR for approval to perform work outside these established hours, if approved the extended hours are at no additional cost to the government.

4.5.1 Recognized Holidays. The contractor is only required to provide emergency services on the following days: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Fourth of July, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas.

4.6 SECURITY PROCEDURES/POLICIES. Prior to gaining access to the installation, contractors will be required to submit an entry authorization list (EAL) IAW contract clause 5352.242-9000 Contractor Access to Air Force Installations. Coversheet Requirements:

Contractor Letterhead (original) Contract Number Contract Name Location of worksite, and alternate location, if possible Start and Stop dates of the contract Specific indication of individual(s) (up to 5) who are authorized vouching authority Authorized signature

EAL Requirements:

Contractor Letterhead (original) Contract Number Name, SSN, and date of birth for each contractor employee, listed alphabetically by last name

MUST NOT BE A COMPANY ROSTER

Name, SSN, and date of birth for each sub contractor employee, by company, listed alphabetically by last name EALs will be resubmitted monthly (by the 12th) with a separate listing of individuals added or removed from the previous list.

4.6.1 Passes. Personnel listed on the EAL will be given a temporary pass for up to 15 days. Personnel not on the EAL will be given a temporary pass if someone with vouching authority physically accompanies them to the visitor control center. For long-term contractor passes, personnel will need to go to the 319th Contracting squadron, building 418, and complete an AF 1172. Forms will be validated only for those individuals whose names appear on a valid EAL, or those physically accompanied by someone with vouching authority. Passes will be issued only until the end date of the specified contract, or the end of the current fiscal year. Personnel can apply for a replacement pass within 30 days of expiration. ALL PASSES, expired, or otherwise must be turned into the visitor control center. Pass issuance will be tracked and failure to account for them may result in payment delays, adverse contract action, or other remedial measures. Long-term passes will not be issued for contracts with a performance period of less than 60 days.

4.6.2 Background Checks. All contractor and subcontractor personnel who must enter the installation must undergo a background check. Background checks will be conducted using the information on the EAL. If any employees or the employees of any of your subcontractors do not consent to a background check, such individuals will be prevented from entering the installation. Any derogatory information resulting from a background check or which otherwise comes into the possession of the contracting officer may result in such individuals being prevented from entering the installation.

This shall not excuse the contractor from proceeding with the contract as required. Contractors are further reminded to ensure their employees and those of their subcontracts have the proper credentials allowing them to work in the United States. Persons found to be undocumented or illegal aliens will be remanded to the proper authorities. The contractor shall not be entitled to any compensation for delays or expenses associated with removal of unauthorized employees.

4.7 PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL

COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER. Emergency services will be required to support the Heating, Ventilation, and Air Conditioning (HVAC) systems in Grand Forks AFB buildings. Emergency services to be performed under this contract have been determined to be essential for performance during crisis and, it is determined that the contractor shall be required to perform during crisis as stipulated in paragraph 1.4.2 of the Performance Work Statement (PWS) or unless otherwise directed by an authorized government representative.

4.8 MISCELLANEOUS REQUIREMENTS

4.8.1 All items essential to the completion of the work and not specifically noted or specified shall be provided by the contractor.

4.8.2 The contractor shall adhere to all accepted safety practices of the trade.

4.8.3 The contractor shall protect existing utilities and surrounding areas. Any damage to property shall be repaired by the contractor to the satisfaction of the Contracting Officer, at no cost to the government.

4.8.4 Interconnecting wiring for all terminals shall be the responsibility of the contractor. This does not include telephone communication lines owned or leased by the government or fiber optic cabling installed by the government.

4.8.5 All parts or material furnished under this PWS shall be guaranteed for the full warranty time that is standard with the manufacturer and/or supplier, but in no case less than one (1) year, against defective material or workmanship. Upon receipt of notice from the government of failure of any part of the equipment during the guarantee period, the contractor at his own expense shall replace the parts. All parts installed by the contractor shall be new and unused unless parts are remanufactured and certified acceptable and compatible by Honeywell, Inc. All parts shall be fully compatible with the current system and will not promote or cause a duplicate or parallel system.

4.8.6 All contractor (including subcontractor) deliveries shall be made through the south gate located off US Hwy 2. In order to gain entry onto Grand Forks AFB, the driver must have a valid driver’s license rated for the type of vehicle being operated, proof of insurance, social security number, the name and contact (telephone) number of someone receiving the delivery. In some cases, an escort may be required to assist drivers in completing the delivery. Contractors may be required to provide the escort and must be done so without cost, liability, or time extension to the contract. Drivers are required to exit the installation immediately after completing the delivery.

GOVERNMENT POINT OF CONTACT

319 CES/CEO

525 Tuskegee Airmen Blvd, Bldg 418 Grand Forks AFB, ND 58205

5.0 APPENDICES

A. Estimated Workload Data

B. Attachments

Attachment 1 Critical Central Equipment List

Attachment 2 Software List

Attachment 3 Base Building HVAC Equipment List

APPENDIX A

ESTIMATED WORKLOAD DATA

(For Planning Purposes Only)

ITEM

NAME

ESTIMATED

QUANTITY

1 Maintain EMCS through recurring program and service calls.

12 Month

Honeywell XCEL PLUS operating system and associated equipment

HoneywellEnterprise BuildingsIntegrator with operating system and associated equipment

Upgrade, maintain and repair the CAE database, the CARE database, theEnterprise Buildings Integrator (EBI) database on the network, the EVISION database, Comfortpoint-Open (CPO) database,the software protection keys and software license certificate for EBI, the Microcel database and Macrocel database, 2). Provide the OS chips with new upgrades for the following: Excel Plus controllers, Excel 5000 controllers, BNA devices, MPCP cards, XPC500 cards, and Microcel and Macrocel units, 3). Generate X Tech Pat log for updated points list 4). Provide technical expertise on Dorado Telemetry units 5). Update the database using Data Conversion Tool as buildings/controllers change 6). Administer Windows NT 7). Defragment hard drives and 8). Verify the anti-virus software updates monthly. 9) Repair and maintain hardware used to provide an interface between system operators and control equipment installed throughout the base buildings including but not limited to wires, relays, terminal strips, circuit boards, cabinets, covers, power supplies, sensors, and actuators.

System

Attachment 1

Critical Central Equipment List

Component Function

Graphic Operator Interfaces:

1. Building 410 Point Server Primary communication hub

2. Building 339 Workstation After duty service call

3. Building 633 Workstation After duty service call

XL5000/R7044 Controllers:

1. Building 242 Data Automation Controls A/C units supplying primary mission equipment cooling.

2. Building 410 Civil Engineering Controls A/C units supplying primary mission equipment cooling.

3. Building 516 Precision Measurement Laboratory

Controls A/C units supplying primary mission equipment cooling.

4. Building 802 Domestic Water Supply Control Station

Controls water pumps supplying potable water to base facilities and housing.

5. Building 102 Telephone Switch Room Controls heating, ventilation, and air conditioning of the switch room.

Attachment 2

Software List

The contractor will maintain building automation system software found in the software list below.

QTY DESCRIPTION MODEL NUMBER LOCATION

35 E Controller Excel Plus E controller S982 GFAFB

6 MicroCel MicroCel controller R7515A, R8515A, R7515B, RP7515B, R7516B

GFAFB

12 MacroCel Controllers R7515C GFAFB

1 Portable OP Term MicroCel POT CCT2190 GFAFB

7 CNAP Controller Network Automation Protocol 14506839-001

GFAFB

114 XL-10 VAV Controllers W7751A thru H GFAFB

3 XL-10 Zone Managers Q7750A GFAFB

2 Care Programming Tool 14830001-206 GFAFB

2 Live Care Program Simulation Tool

14830002-207 GFAFB

3 XI584 Interface Tool S635 14830003-208 GFAFB