Attachment_4__-_Refridge_Alarm_Monitor_v2.pdf

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REFRIGERATION ALARM MONITORING

TABLE OF

CONTENTS

1. DESCRIPTION OF SERVICES

1.1 General

1.2 Unlimited Incoming/Outgoing Telephone Requirement

1.3 Monitoring and Notification Procedures

1.4 Monthly Reports

2. SERVICE DELIVERY SUMMARY (SDS)

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1 General

3.2 Services

4. GENERAL INFORMATION

4.1 Contractor Qualifications

4.2 Personnel

4.3 Contractor Equipment

4.4 Programming of Phone Numbers

4.5 Quality Control

4.6 Quality Assurance and contractor Liability

APPENDIX 1. DEFINITIONS

APPENDIX 2. BEST ESTIMATED QUANTITIES

APPENDIX 3. COMMISSARY LISTING

1. DESCRIPTION OF SERVICES:

1.1 General: The contractor shall provide all personnel, facilities, utilities, equipment, materials, supervision, and other items and services as necessary to monitor refrigeration/HVAC alarm systems located at Defense Commissary Agency stores specified in Appendix 3 and to provide notification of alarm condition to those commissaries from which alarms are received (Required to bid on all Maintenance Groups 1-8 for this piece). The scope of work, covered by this contract, requires the contractor to provide continuous 24 hour/day and 7 days/week alarm monitoring and notification service to monitor phone transmitted refrigeration and HVAC alarms. These alarms are generated by either refrigeration monitoring and alarm systems (RMAS) or refrigeration monitoring and control systems (RMCS) located at the commissary stores.

1.2 Unlimited Incoming/Outgoing Telephone Requirement: Contractor shall provide service to receive unlimited commissary refrigeration alarms and provide

2 | P a g e 1 3 unlimited notification to Designated Commissary Employees in accordance with this statement of work. See Appendix 2 for best-estimated quantities of number of alarms per store.

1.3 Monitoring and Notification Procedures: With exception of test alarms, the commissary refrigeration monitoring and alarm systems are programmed to call out only the alarms that can result in product loss or equipment damage.

1.4 Alarms programmed for call out are identified in the Alarm Type table Figure 1).

ALARM TYPE

• MON PROOF

• HIGH TEMP

• PRODUCE LOW TEMP

• SENSOR FAILURE

• LOS T BOARD

• POWER FAILURE

• COM(CONTROLLER) FAILURE

• Other-Walk-in Door, Burner failure, fan failure, and HVAC alarms

• TEST ALARM

Figure 1

All of these alarms will require the contractor to provide telephonic notification, within 10 minutes after receiving the alarm, and advise the Commissary originating the alarm of the refrigeration or HVAC alarm condition. Commissary notification of test alarms is only provided as required in paragraph 1.3.3.2 below. In notifying the commissary of an alarm condition, the Contractor's Operator shall contact one of the respective Designated Commissary Employees. The names of each Commissary's Designated Employees will be prioritized in the order, which they are to be contacted. (A list of Designated Commissary Employees and phone numbers will be furnished for this purpose).

1.3.1 Frequent or Re-Occurring Alarms: (ALARMS OCCURRING LESS THAN TWO HOURS AFTER PREVIOUS NOTIFICATION OF THAT SPECIFIC ALARM): When one of the Designated Employees of the Commissary has received notification of a specific alarm, the Contractor's Operator is not required to re-notify the Commissary of that specific alarm if it re- occurs at that Commissary within the next two hours.

1.3.2 Alarms Re-Occurring More Than Two Hours after Previous Notification: All alarms which occur more than two hours after a previous Alarm Notification shall require re-notification of the Commissary by the Contractor's Operator. In the event of re-notification, the Contractor's Operator shall first attempt to contact the person to whom the previous alarm was reported. If the person to whom the previous alarm was reported cannot be re-notified, then the Designated Commissary Person receiving this re-notification shall also be informed of the previous notification.

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1.3.3 TEST ALARMS:

1.3.3.1 If Received: If a test alarm is received within 30 minutes of its scheduled time, the Contractor's Operator shall not notify the Designated Commissary Employee (a list of Scheduled Alarm Times will be furnished by the government).

1.3.3.2 If Not Received: If a test alarm is not received within 30 minutes of its scheduled time, the Contractor's Operator shall notify the Designated Commissary Employee (a list of Scheduled Alarm Times will be furnished by the government).

1.4 Monthly Reports:

1.4.1 The contractor shall provide a monthly report to the Government for each commissary listed in Appendix 3. This report shall provide a tabulation of alarm data as indicated in paragraph 1.4.2 below. Send all reports to Defense Commissary Agency, Attn: DeCA/CIES (Kyle Seiling), 1300 E Ave, Fort Lee, VA 23801-1800.

1.4.2 The monthly commissary alarm reports shall provide a chronological event listing of alarm data utilizing an EXCEL spreadsheet format for use with Windows 2000. The report shall include the following data provided in both hard and soft copy:

* Name of Commissary (top of each sheet)

* Date and time of each alarm received

* Number of alarms on each day shown in sequence beginning with the number "1" for the first alarm received for the date and ending with a number equivalent to the total of all alarms received for that date

*Equipment identified for each alarm received (Equipment Designation and System Number)

* Type of alarm received (Alarm Types listed in paragraph 1.3 above)

* Date and time contractor notified the commissary of alarm. (Not required for frequent or recurring alarms as indicated in paragraph 1.3.1 or for test alarms in paragraph 1.3.3.1)

* Remarks to include name of Designated Commissary Employee contacted and any other alarm related information.

*Bar chart with days of month (X-axis) and alarm total for each day (Y-axis).

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2. SERVICE DELIVERY SUMMARY (SOS):

Performance Objective

20W Ref. Performance Threshold

Method of Surveillance Achieving Acceptable Performance

Maximum Payment Percentage for Achieving Acceptable Performance

Monitors commissary refrigeration alarm systems and notifies commissary of alarm conditions

Maintains staff on duty 24 hours/day and 7 days/wk to monitor and Notify commissary within 10 minutes of receiving an alarm per Paragraphs

1.1 and 1.3

0 Defects; Lot size is the number of alarms received at each commissary excluding test alarms

Review by DeCA/CIES of Monthly Alarm Data Report per paragraph 4.1.4.1

100% of scheduled rate per alarm with amount based the monthly of alarms received for each commissary during the month

3. GOVERNMENT FURNISHED EQUIPMENT:

3.1 General: Government property associated with this contract consists of RMAS and RMCS systems located at each commissary store listed in Appendix 3 that generate the alarms that are received by the contractor.

3.2 Services: The Government shall provide the software and phone numbers required to communicate with the commissary refrigeration monitor and alarm units and provide a password to access the RMAS or RMCS systems. As required, the government will also program the RMAS or RMCS at each commissary location in Appendix 3 with the "800" number provided by the contractor and used by the commissary RMAS/RMCS to dial-out alarms to the contractor's monitoring equipment.

4. GENERAL INFORMATION:

4.1 Contractor Qualifications. The contractor shall have a minimum of five years’ experience in providing monitoring services for various types of telephone transmitted alarm systems. Specific requirements in this statement of work is for monitoring refrigeration/HVAC alarm systems, at approximately 85 to 100 Department of Defense commissary stores located throughout the United States.

Contractor capability requires receiving and processing multiple alarms originating concurrently from multiple locations and providing telephonic notification to designated commissary personnel when their systems are in alarm.

4.2 Personnel.

4.2.1 Contract Manager. The contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of this person

5 | P a g e 1 3 and an alternate(s), who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer at the performance conference.

(1)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.

(2)The Contract Manager or alternate(s) shall be available during normal duty hours and can be contacted directly by telephone to permit discussion of problem areas with the Contracting Officer, Government personnel designated by the Contracting Officer, or designated Commissary personnel at monitored stores. The telephone for reaching the Contract Manager shall ring until answered; voice mail, answering machine, or call forwarding to answering service is not allowed on this line.

(3)The Contract Manager and alternate(s) must be able to read, write, speak, and understand English.

4.2.2 Employees. The contractor staff providing monitoring service shall be completely trained and possess the required skills for using communication software associated with Com-Trol (RGR Technologies, Telephone: 770-761- 9911) and Danfoss (Danfoss Automatic Controls, Telephone: 813-693-5522):

The following manufacturer's software is required:

• EZCOM DOS version use for Com-Trol 4K/5K and old Danfoss

• EZCOM Windows version use for all Com-Trol 4K/5K and 6K

• AKA65 use for new Danfoss install in last 3 years

Staff must be capable of utilizing the above software as required to communicate with commissary RMCS for the purpose of interrogating a commissary system in alarm as required to evaluate system problems as may be evident by reviewing alarm history, defrost schedules and duration, current status/excessive cycling of equipment that may be contributing to the alarm condition.

(1) The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest nor shall the Contractor employ any person who is an employee of the Department of the Air Force, Army, Navy, or Marine Corps, either military or civilian, unless such person seeks and receives approval in accordance with applicable military and civil service standards.

(2) The Contractor is cautioned that Off-duty active military personnel, hired under this contract, may be subject to permanent change of station (PCS), change in duty hours, or deployment. Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the Contractor's ability to perform. Their absence, at any time, shall not constitute an excuse for nonperformance under this contract.

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4.3 Contractor Equipment. The contractor shall possess all necessary equipment and have adequate trained staffing with the knowledge and skills necessary in the operation of the telecommunication equipment, and computer systems hardware and software, required to perform this statement of work. Eased on monitoring a total of 100 stores, contractor equipment must be capable of accommodating up to ten separate alarm events concurrently to include notifying the respective commissaries of alarm conditions as soon as possible after an alarm is received. The following minimum equipment as defined in Appendix 1 is required and provided by the contractor to perform this contract:

4.3.1 Phone Receiver Terminal: The contractor must furnish and utilize their own phone receiver/terminal, which has the following alarm receiving features.

4.3.1.1 Multiple Lines: Phone receiver equipment capable of accepting multiple alarms originating concurrently at multiple locations.

4.3.1.2 Data reception: Computer equipment and software to receive alarms, display, process, print data and communicate with refrigeration monitor & control system (RMCS) at the commissary. Alarm Messages received as ASCII text @300-33400 BAUD with data format of: N parity, 8 data bits, 1 Stop bit, No Auto line feed. System capabilities requires the sorting of received alarms by commissary site and compiling and storing the information in a data base as required to generate alarm reports providing a complete history of alarms received in a 24 hour format with date stamp. Reporting may require daily, weekly, monthly, or yearly breakout of data and shall provide all information as required by paragraph 1.4.2 above.

4.3.1.3 1-800 Service: Telephone lines that will meet the mission, requires telephone equipment to receive/process alarms on the same 800 number for all lines. Alarms transmitted from the refrigeration alarm system, located at the commissary, shall be received via the Contractor's 1-800 phone line and therefore shall not be billed to the government alarm-transmitting device. The cost of these calls shall be bore by the Contractor and included in his bid calculations.

4.3.2 Phone Dial Out Terminal: The contractor must furnish and utilize their own phone dial out terminal, which has the following features.

4.3.2.1 Data exchange: Contractor's computer/modem must be capable of dialing into and allowing the Contractor's Operator to interrogate the Com-Trol 5000 & 6000 and Danfoss NC 25 refrigeration alarm systems.

4.3.2.2 Phone Charges: Phone call charges for interrogation of alarm systems shall be the responsibility of the Contractor and shall be incorporated into the Contractor's Bid Calculations.

4.3.3 Phone Notification or Contact Line: The contractor must furnish and utilize his own phone for notifying the commissaries of alarm conditions or for the commissaries to contact the contractor to resolve any alarm related questions. This phone shall provide for person-to-person communication and shall connect on receiver pickup only, (No voice mail, answering machine, or answering service allowed.) The cost of all notification calls shall be bore by the Contractor and included in his bid calculations.

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4.4 Programming of Phone Numbers. The contractor shall provide the Government with a toll-free 800 telephone number to be used for receiving commissary refrigeration alarms at the contractor's monitoring terminal. The Government will accomplish the programming of this phone number into the Refrigeration Alarm Systems for all commissaries identified in Appendix 3 of this statement of work. The refrigeration alarm system at each commissary will be programmed with this number to call out for any alarm condition requiring the contractor to provide notification to the Commissary as well as provide a daily test call at the same time each day to check the system.

4.5 Quality Control. The Contractor shall establish and maintain a complete Quality Control Plan (QCP) to ensure the requirements of the contract are provided as specified.

4.5.1 The QCP shall be submitted with the Technical Proposal, Evaluation Factors-sub factor 1. The QCP must be typewritten with a cover page identifying the plan and effective date. The contractor shall maintain a complete Quality Control Plan (QCP) to ensure the requirements of the contract are provided as specified. The QCP submitted with the solicitation will be the final version, unless a revised QCP is submitted to the contracting officer for approval. An updated copy must be provided to the contracting officer whenever a Contract Discrepancy Report (CDR) warrants a change or as other changes occur.

4.5.2 The plan shall include.

(1) An inspection system covering all the services listed in the Performance Objectives as provided in Part 2, Service Delivery Summary, of this statement of work. It must specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspections will be accomplished, or the title of the individual(s) who will perform the inspection.

(2)The methods for identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable.

(3) On-site records of all inspections conducted by the Contractor and necessary corrective action taken. This documentation shall be made available to the Government during the term of this contract.

4.6 Quality Assurance and Contractor Liability. Each commissary's Store Director will appoint a Quality Surveillance Representative (QSR) to monitor the contractor's performance. The Government will evaluate the Contractor's performance under this contract using the method of surveillance indicated in Part 2, Service Delivery Summary, of this statement of work. The Government's QSR will record all surveillance observations. When an observation indicates defective performance, the QSR will forward the defective performance report to the Region Engineer. The Region Engineer reviews the defective performance report, and if he finds the report to be valid, he forwards it to the Contracting Officer for action. The Contracting Officer will forward to the contractor a copy of the report with the Government's surveillance observation of defective performance. Contractor failure to comply with the referenced sow requirements as defined for performance objectives in Part 2, Service Delivery Summary, of this statement of work, can result in issuing a Contract Discrepancy Report (CDR) to the contractor.

(a) Performance Evaluation Meetings. The Contract Manager may be required to conduct teleconference calls or possibly attend meetings with the Contracting Officer if necessary

8 | P a g e 1 3 to resolve CDR issues. The Contracting Officer's written minutes of these meetings shall be signed by the Contractor's Manager, Contracting Officer, and Government representative involved in issuing the CDR. Should the Contractor not concur with the minutes, the Contractor shall so state any areas of non-concurrence, in writing, to the Contracting Officer within 10 calendar days of receipt of the signed minutes.

(b) Contractor's Liability. In the event that the Government experiences product loss, the Contractor may be "PECUNIARILY LIABLE" for the amount of the product loss.

This liability shall be based on the Contractor's negligent performance, improper actions involving failure to properly monitor alarms and provide timely notification to the commissary of an alarm condition, and/or failure to meet the conditions outlined in paragraph 1, Description of Services.

APPENDIX 1 - DEFINITIONS

1. CONTRACTOR'S OPERATOR: The contractor and or employees of the contractor, who provide 24 hour a day manned monitoring and operation of the contractor's phone receiver and dial out equipment as well as notification of Designated Commissary Employees when alarms are determined valid.

2. CONTRACTOR'S RECEIVER TERMINAL: The device(s) and related equipment owned/leased and operated by the contractor. Location of this equipment is upon the premises owned or operated by the contractor. The ownership of this equipment will not be transferred to the government through this contract. See specification paragraph 4.3.1 for contractor's receiver terminal.

3. CONTRACTOR'S DIAL OUT TERMINAL: The device(s) and related equipment owned/leased and operated by the contractor. Location of this equipment is upon the premises owned or operated by the contractor. The ownership of this equipment will not be transferred to the government through this contract. See specification paragraph 4.3.2 for contractor's dial out terminal.

4. DESIGNATED COMMISSARY EMPLOYEE: Commissary employees, who are listed with the contractor for each commissary store, that are to be called by the contractor's operator and notified of alarm conditions whenever the contractor receives an alarm for their store requiring notification.

5. FREQUENT OR RE-OCCURRING ALARMS: Any alarm, which re-occurs sooner than two hours after it previously occurred.

6. TEST ALARM: A test alarm is an alarm transmitted by the refrigeration alarm system (located at the commissary), to the contractor's phone receiver. A test alarm will occur daily at a time selected by the government and made known to the contractor. Test alarms will clearly indicate the words "Test Alarm" on their transmitted message sent to the contractor's receiver.

APPENDIX 2 - BEST ESTIMATED QUANTITIES

1. Estimated Number of Alarms to be Received: The estimated number of alarms

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(including test alarms), which will be received by the contractor from each store, is estimated 'to be 100 per store per month.

2. Estimated Number of Contractor Phone Calls: The estimated number of times the contractor will be required to contact a Designated Commissary Employee, is 35 times per store per month.

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APPENDIX 3-LISTING OF COMMISSARIES

Aberdeen

MD

Ft Hunter Ligget

CA

Minot AFB

ND

11 Albany GA 100 Ft Irwin CI 90 Miramar CA

Altus AFB

OK

Ft Jackson

SC

Mitchel Field

NY

Anchorage

AK

Ft Knox

KY

Moffett Field

Anderson

GUAM

Ft Leavenworth

KS

Moody AFB

Andrews

Ft Lee

VA

Mt Home AFB

ID

Annapolis

Ft Leonard Wood

MO

Nellis AFB

NV

121 ARDEC-

Picatinny

NJ

Ft Lewis

WA

New London

CT

Arnold AFS

TN

Ft McCoy

WI

New Orleans

LA

Bangor ANGB

ME

Ft Meade

New River

NC

64 Bangor NSB WA 133 Ft Myer VA 118 Newport RL

Barksdale AFB

Ft Polk

Norfolk

Bartow

Ft Riley

North Island

78 Beale AFB CA 4 Ft Rucker AL 166 Oceana VA

Bolling AFB

DC

Ft Sam Houston

TX

Offutt AFB

NE

Bremerton

Ft Sill

Ord Community

79 Bridgeport CA 15 Ft Stewart GA 233 Orote Guam

Buckley

CO

Ft Wainwright

Parris Island

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Camp Lejeune

Ft Wainwright CDC

Patrick AFB

FL

Camp Merrill

GA

Ft Worth

Patuxent River

Camp Pendleton

Goodfellow AFB

Pearl Harbor

HI

Cannon AFB

NM

Grand Forks AFB

ND

Pensacola

140 Carlisle

Barracks

PA

Great Lakes

IL

Peterson AFB

Charles E Kelly

Guam CDC

Guam

Port Hueneme

Charleston AFB

Gulfport

MS

Portsmouth NSY

NH

Charleston NWS

Gunter AFB

AL

Portsmouth NNSY

NH

Cherry Point

Hanscom AFB

MA

Quantico

China Lake

Harrison Village

IN

Randolph AFB

Columbus AFB

Hickam AFB

Redstone Arsenal

Corpus Christi

TX.

Hill AFT

UT

Richards-Gebaur

Crane

IN

Holloman APB

Robins AFB

Dahlgren

Hurlburt Field

Rock Island

Davis Monthan

AZ

Imperial Beach

San Diego NS

Dover

DE

Jacksonville

San Onofre

Dugway

UT

Kaneohe Bay

Saratoga Springs

Dyess AFB

Kessler AFB

Scholfield Barracks

Edwards AFB

Key West

Scott AFB

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19 Eglin AFB FL 23 Kings Bay GA 159 Selfridge MI

Eielson

Kingsville

Seymour-Johnson AFB

El Centro

Kirtland AFB

Shaw AFB

Ellsworth AFB

SD

Kodiak

Sheppard AFB

55 F.E. Warren

AFB

WY

Lackland AFB

Smokey Point

Fairchild AFB

Lakehurst

Sugar Grove

WVA

Fallon

NV

Langley AFB

Tinker AFB

Forest Glen

Laughlin AFB

Tobyhanna

130 Ft Belvoir VA 82 Lemoore CA 86 Travis CA

Ft Benning

Little Creek

Twentynine Palms

Ft Bliss

Little Rock AFB

AR

Tyndall AFB

Ft Bragg North

Los Angeles AFB

USAF Academy

Ft Bragg South

Luke AFB

Vance AFB

Ft Buchannan

PR

MacDill AFB

Vandenberg AFB

Ft Campbell

KY

Malmstrom AFB

MT

West Point

Ft Carson

March AFB

Whidbey Island

Ft Detrick

Maxwell AFB

White Sands

Ft Drum

Mayport

Whiteman AFB

Ft Eustis

Mc Chord AFB

Whiting Field

Ft Gordon

McClellan AFB

Wright-Patterson AFB

OH

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Ft Greely

McConnell AFD

Yuma MCAS

Ft Hamilton

McGuire

Yuma Proving Grounds

32 Ft Hood TX 9 Meridian MS

33 Ft Hood II Sub- Fac

MidSouth

TN

Ft Huachuca

16 Ft Hunter AAF GA