EMCS_SOW_2016.docx

STATEMENT OF WORK

FOR

MAINTENANCE OF

ENERGY MANAGEMENT AND

CONTROL SYSTEMS

(EMCS)

319 MEDICAL GROUP

GRAND FORKS AFB

21 July 2011

STATEMENT OF WORK

FOR

MAINTENANCE OF

319 MEDICAL GROUP

ENERGY MANAGEMENT AND CONTROL SYSTEMS

(EMCS)

1.0 SCOPE

1.1 DESCRIPTION OF SERVICES. The contractor shall provide all management, tools, supplies, equipment, and labor necessary to maintain Energy Management and Control Systems (EMCS) at 319 Medical Group building 109. This Statement Of -Work (SOW) defines the scope of actions to be carried out under this contract at Grand Forks Air Force Base (AFB), North Dakota (ND). This SOW encompasses the range of methods and technologies supporting activities necessary to support the hardware and software connected to and supporting the clinics Energy Management and Control System (EMCS). The contractor shall maintain the integrity and compatibility of the entire EMCS to ensure maximum operability. The work to be performed under this SOW requires the Contractor to provide all personnel, supervision, parts, labor, materials, tools, transportation, test equipment, repair equipment and supplies necessary to 1). Upgrade, maintain and repair the 319 Medical Group EMCS System. Provide the OS chips with latest upgrades for the Excel Plus controllers, Excel 5000 controllers, BNA devices, XPCP cards, and XPC500 cards. 3). Provide updated points list, 4). Provide EMCS computer system (includes 4 work stations, 1 server, and associated equipment (monitor, mouse, keyboard, wiring, BNA’s) 5). Repair and maintain hardware used to provide an interface between system operators and control equipment installed through out the building including but not limited to wires, relays, terminal strips, circuit boards, cabinets, covers, power supplies, sensors, and actuators. 6). Provide routine manufactures recommended maintenance for two Lochniver (AWN151PM) and one Navien (NPE 240A) water heaters.

1.2 BASIC SERVICES. The contractor shall maintain the EMCS, central equipment and field EMCS equipment with qualified and (when applicable by law, regulation, or standard) certified managers, supervisors, operators, mechanics, and inspectors. QAP approved quality control, operation, maintenance, and inspection methods shall be employed.

1.3 RECORDS MAINTENANCE

1.3.1 Contractors will comply with the Privacy Act of 1974 (the Act) and AFI 33-332, the Air Force Privacy Act Program and the agency rules and regulations issued under the Act in the design, development or operation of any system of records. Operation of a system means performance of any of the activities associated with maintaining the system of records, including the collection, use and dissemination of personal information. Systems of Records on individuals are defined as a group of any records under the control of an agency from which information is retrieved by the name of the individual or by some identifying number, symbol or other identification unique to the individual.

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

1.3.3 All records generated during the performance of a contract for outsourced functions are considered to be government records and will be turned over to the government upon termination of the contract. Contractor generated electronic records created and maintained in performance of the contract will be maintained in the command approved and certified Records Management Application (RMA). Electronic records returned to the government after execution of their contract will be in the authorized RMA and electronic media as specified in the PWS.

1.3.4 Records are considered to be all books, papers, maps, photographs, machine-readable materials or other documentary materials, regardless of physical form or characteristics, made or received by any agency of the US government under federal laws, or in connection with the transactions of public business, and preserved or appropriate for preservation by an agency, or its legitimate successor, as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of the government or because of the informational value of data in them. This includes all electronic records which must meet the requirements of DODSTD5015.2.

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

AFMAN 37-139, Records Disposition Schedule. (AFMAN 33-339 will replace AFMAN 37-139 upon publication).

AFI 33-322, AF Records Management Program.

AFMAN 37-123, Management of Records. (AFMAN 33-323 will replace AFMAN 37-123 upon publication).

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

AFI 33-332, Air Force Privacy Act Program.

AFI 37-138, Records Disposition--Procedures and Responsibilities. (AFI 33-338 will replace AFI 37-138 upon publication).

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.

1.3.6 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 DELIVERY SUMMARY.

Maintain EMCS Equipment.

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

Maintain Water Heater Equipment.

Perform routine maintenance as suggested by the manufacture on 2 Lochnivar and 1 Navien water heaters. This includes 1 annual acid flush as well as software maintenance.

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.

Recurring Maintenance Clean, adjust, update revisions, and calibrate 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.

4.4.3

4.4.4

4.4.5 EMCS downtime shall not exceed 8 hours during the month.

Technician shall arrive on job site within one (1) working day after notification. Service reports on each building will be submitted within 3 working days Technician shall arrive on job site within two (2) clock hours of notification. Service reports on each building will be submitted within 3 working days Two (2) six (6) month cycles per year as a minimum. Service reports on each building will be submitted within 3 working days.

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 CONTRACTOR EMPLOYEES

Contractor employees shall present a neat appearance and be easily recognized. This may be accomplished by wearing clothing bearing the name of the company or by wearing appropriate badges bearing the company and employee names. All identification items shall be provided by the contractor. Service personnel shall be qualified to maintain all portions of the EMCS. The technicians shall have a through understanding and working knowledge of Heating, Ventilating and Air Conditioning (HVAC) control systems and relevant utility delivery systems.

4.3 QAP NOTIFICATION. Contractor shall identify to the QAP 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.

4.4 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 for the 319th Medical Group. Full maintenance and service shall be that necessary to provide near continuous optimum system operation. Only short duration outages of less than 24 clock hours are permissible.

4.4.1 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 to become obsolete.

4.4.2 Service calls are required for central equipment services

4.4.3 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 after notification. Normal duty hours are defined as Monday through Friday, 0630 – 1700 hours.

4.4.4 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. A Contractor service technician shall arrive at the job site within four (4) clock hours of notification.

4.4.5 Recurring maintenance, as identified by the Government, is the cleaning, adjustment, and calibration of controllers, sensors, actuators, and other equipment every 6 months as a minimum. 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. 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 fully operational, unless an exception is made by the Contracting Officer. The contractor shall provide a written or electronically transmittable report of all changes performed under the recurring maintenance. Each inspection call will be scheduled by a computer-scheduled service report detailing the tasks to perform, the skill levels required, and the special tools and instrumentation required to inspect the systems for optimum system performance, both from a hardware and software perspective. Typical activities include:

· Checking software schedules against occupancy schedules

· Inspecting hardware operator - machine interface and field panels for proper operation.

· Review false alarm activity

· Review trend logs

· Random sampling of temperature sensors to identify need to calibrate

4.4.6 The Contractor shall reduce equipment wear and tear and achieve energy savings by adjusting Positioning, Intregal and Derivative (PID)values in the appropriate controllers 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 XBS, loaded on the desktop personal computer in the EMCS office, building 109 room 151.

4.4.7 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.

4.5 MISCELLANEOUS REQUIREMENTS

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

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

4.5.3 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.

4.5.4 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.

4.5.5 All parts or material furnished under this SOW 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.

4.6 GENERAL INFORMATION

4.6.1 ADDING OR REMOVING HVAC SYSTEMS WITH EMCS. New systems will be added after the environmental controls warranty period, typically one (1) year. The new or renovated systems shall be inserted in to the recurring maintenance schedule within a six (6) month period.

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

4.6.3 RE-PERFORMANCE. The customer’s desired outcome is to have all aspects of the contract accomplished accurately and on time. If during the course of this contract it’s deemed by the QAP or customer complaints the tasks are not being accomplished satisfactorily the contractor, at their expense, will be given the opportunity to re-accomplish tasks. 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 4.8.4 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.

4.6.4 GOVERNMENT REMEDIES. The contracting officer shall follow the requirements of FAR 52.212-4, Contract Terms and Conditions for Commercial Items (Oct 2003), 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 also deduct any the cost of Government reinspection and retests because of prior rejection.

4.6.5 HOURS OF OPERATION. 0630 to 1700, Monday through Friday except for federal holidays.

4.6.6 MATERIAL DELIVERIES. 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.

4.6.7 PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER. Performance of Services during Crisis Declared by the National Command Authority. 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, according to Department of Defense Instruction (DODI) 3020.37 and Air Force implementation thereof, it is determined that the contractor shall be required to perform during crisis as stipulated in paragraph 1.1. of the Statement Of Work (SOW) or unless otherwise directed by an authorized government representative. In such an event the contractor shall have a mission essential plan prepared.

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

5.0 GOVERNMENT POINT OF CONTACT

6.0 APPENDICES

A. Estimated Workload Data

B. Attachments Attachment 1 Equipment List/ Software List

APPENDIX A

ESTIMATED WORKLOAD DATA

ITEM

NAME

ESTIMATED QUANTITY

Honeywell XCEL BUILDING SUPERVISOR operating system and associated equipment

Upgrade, maintain and repair the 319 Medical Group EMCS System. Provide the OS chips with latest upgrades for the Excel Plus controllers, Excel 5000 controllers, BNA devices, XPCP cards, and XPC500 cards. 3). Provide updated points list. 4). Administer EMCS computer system, 5). Repair and maintain hardware used to provide an interface between system operators (such as EMCS workstation terminals, servers, and associated wiring/equipment) 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

System

Attachment 1 – Hardware/Software List

Scope – HONEYWELL will maintain and inspect the building automation hardware and software listed below:

List of Covered Equipment:

Equipment – The contractor shall maintain all facets of the HVAC system at building 109 that are utilized by the EMCS system. These items include, but are not limited to, Current Switches, Remote IO, Transducers, Open Links, Filter Status, Low/High Limit thermostats, Temperature Sensors for both room and duct(s), DDC control equipment (various versions on site), power supplies, valve actuators, VAV associated equipment, Zone Managers, Communications modules (example XL 50s), all AI/AO/DI/DO modules, humidity sensors, temperature sensors, well sensors, flow switches, electronic actuators, and EMCS terminals (4 total in building 109).

List of Covered Software:

Software – The contractor shall maintain all software currently utilized by the EMCS system at building 109. These systems include, Enterprise Building Integrator, EBI; Care programming on all controllers, any software required to operate/connect/manipulate all existing controllers (such as E-Vision).