Kigali BAS Solicitation.docx
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- Solicitation number
- 19RW6025Q0004
- Issued by
-
Department of State
About this file
This is a Request for Quote (RFQ) for Building Automation System (BAS) Preventive Maintenance services at the U.S. Embassy in Kigali, Rwanda. The solicitation (19RW6025Q0004) seeks a contractor to provide comprehensive preventive maintenance for building automation systems across multiple embassy buildings, including General Work Areas, Public Access Areas, Controlled Access Areas (Restricted and Core spaces). The contract is for a base year with four one-year option periods, requiring three BAS preventive maintenance site visits annually.
The systems to be serviced include Schneider Electric BAS across the Chancery, Office Annex, Warehouse, Utility, and MSGQ buildings, with an estimated 2-7 building controllers, 8-37 advanced application controllers, and 40-165 application-specific controllers. Key service requirements include network connectivity validation, time schedule confirmation, troubleshooting, trend and alarm configuration, backup retention, and comprehensive system evaluation. Qualified, manufacturer-certified technicians must perform the services, with specific security clearance requirements for accessing different embassy areas. Quotations must be submitted via email by 4/18/2025 at 11:00 EST, with contractors required to complete detailed documentation and follow stringent technical and safety standards.
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SOLICITATION 19RW6025Q0004
FOR
Building Automation System (BAS) Preventive Maintenance
United States Embassy Kigali, Rwanda
3/4/25
U.S Embassy Kigali 2657 Avenue de la Gendarmerie PO Box 28 Kigali, Rwanda
Dear Prospective Quoter:
| SUBJECT: | Solicitation Number 19RW6025Q0004 | |
| Building Automation System (BAS) Preventive Maintenance |
The Embassy of the United States of America invites you to submit a quotation for Routine Building Automation System (BAS) Preventive Maintenance.
Submit your quotation via email with the subject line "Quotation Enclosed – BAS Preventive Maintenance" to Kigaligsoprocurementrequest@state.gov before 4/18/2025 11.00 EST. No quotations will be accepted after this time.
In order for a quotation to be considered, you must also complete and submit the following:
1. SF-1442
2. Section 1 pricing;
3. Section 5, Representations and Certifications;
4. Additional information as required in Section 3.
Direct any questions regarding this solicitation to during regular business hours.
Sincerely,
| James Adams |
| Contracting Officer |
TABLE OF CONTENTS
Section 1 - The Schedule
· SF 1449 cover sheet
· Prices
· Scope of work
· Attachment 1 -List of Building Automation Systems to be serviced
· Attachment 2 - List of Tasks to be Performed
Section 2 - Contract Clauses
· Contract Clauses
· Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12
Section 3 - Solicitation Provisions
· Solicitation Provisions
· Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part 12
Section 4 - Evaluation Factors
· Evaluation Factors
· Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part 12
Section 5 - Representations and Certifications
· Offeror Representations and Certifications
· Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not Prescribed in Part 12
SECTION 1 - THE SCHEDULE
Continuation/Addendum to SF-1449 RFQ Number 19RW6025Q0004
1.0 DESCRIPTION
The U.S. Embassy in Kigali, Rwanda requires technical services for the proper care and maintenance of Building Automation Systems (BAS). A firm fixed price delivery order will be issued for the effort based on the requirements identified in the statement of work.
The period of performance is one (1) year as of the date of the contracting officer’s signature for the base contract year, with four (4) one-year options to be exercised at the sole discretion of the Government.
2.0 PRICING
| Base Year - The Contractor shall provide the services shown below for the base | ||
| period of the contract, starting on the date stated in the Notice to Proceed and continuing | for a period of 12 months. The fixed unit prices, estimated quantities, and ceiling for | each category are: |
| Line Item |
| Description |
| Type of Services |
| No. of trips |
| Unit price/service ($) |
| Annual Total |
| 1 | |
| BME Services base year | Attachment 1 |
| BAS PM | |
| 3 |
Option Year 1 - The Contractor shall provide the services shown below for Option Year 1, starting one year after the date stated in the Notice to Proceed and continuing for a period of 12 months.
| Line Item |
| Description |
| Type of Services |
| No. of trips |
| Unit price/service ($) |
| Annual Total |
| 2 |
| BME Services |
Option year 1
| BAS PM |
| 3 |
| Option Year 2 - The Contractor shall provide the services shown below for Option |
| Year 2, starting two years after the date stated in the Notice to Proceed and continuing for a |
| period of 12 months. |
| Line Item |
| Description |
| Type of Services |
| No. of trips |
| Unit price/service ($) |
| Annual Total |
| 2 |
| BME Services |
Option year 2
| BAS PM |
| 3 |
Option Year 3 - The Contractor shall provide the services shown below for Option Year 3, starting three years after the date stated in the Notice to Proceed and continuing for a period of 12 months.
| Line Item |
| Description |
| Type of Services |
| No. of trips |
| Unit price/service ($) |
| Annual Total |
| 2 |
| BME Services |
Option year 3
| BAS PM |
| 3 |
Option Year 4 - The Contractor shall provide the services shown below for Option Year 4, starting four years after the date stated in the Notice to Proceed and continuing for a period of 12 months.
| Line Item |
| Description |
| Type of Services |
| No. of trips |
| Unit price/service ($) |
| Annual Total |
| 2 |
| BME Services |
Option year 4
| BAS PM |
| 3 |
Base Year Total
Option Year 1 Total
Option Year 2 Total
Option Year 3 Total
Option Year 4 Total
GRAND TOTAL OF BASE YEAR PLUS ALL OPTION YEARS
3.0 NOTICE TO PROCEED
After contract award and submission of acceptable insurance certificates and copies of all applicable licenses and permits, the Contracting Officer will issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from date of contract award unless the Contractor agrees to an earlier date) on which performance shall start.
CONTINUATION/ADDENDUM TO SF-1449
RFQ 19RW6025Q0004
DESCRIPTION/SPECIFICATION/WORK STATEMENT
1.0 SCOPE OF WORK
A. GENERAL
| 1. | The U.S. Embassy located in Kigali, Rwanda requires Building Automation System (BAS) Preventative Maintenance (PM) services. The Contractor shall perform BAS PM Services as described in this Statement of Work. The Contractor shall also provide further evaluation of the overall functionality of the BAS based on concerns and input provided to the Contractor by the Facility Manager (FM) and Facility Management Staff (FAC). |
| 2. | The Contractor shall provide BAS PM Services for the upkeep of the BAS indicated below in Section “C. BUILDING AUTOMATION SYSTEMS TO BE SERVICED”. |
| a. | The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration. The BAS PM work required shall include, but is not limited to: Preventative Maintenance; Investigation & troubleshooting; Adjustments; Trend & Alarm configuration; etc... |
| b. | BAS PM Services shall result in all systems serviced under this agreement being in good operational condition when the work is completed |
| c. | The Contractor shall provide all necessary managerial, administrative and direct labor personnel as well as all transportation, tools, instrumentation, equipment and supplies required to perform the BAS PM Services defined in this Statement of Work. The Contractor shall provide the services of qualified, trained, manufacturer certified technicians to perform the required BAS PM services. |
| d. | BAS PM Services shall be performed on BAS installed in and/or serving the General Work Areas (GWA) & Public Access Areas (PAA) at Post. |
| e. | BAS PM Services shall be performed on BAS installed in the Controlled Access Areas (CAA) Restricted spaces at Post. Additional clearance and security provisions are required to access and work in these spaces. |
| f. | BAS PM Services shall be performed on BAS installed in and/or serving the CAA Core spaces at Post. Additional clearance and security provisions are required to access and work in these spaces. |
3. All work shall be accomplished in a manner which conforms to the intent of all applicable IBC, ASHRAE, NFPA/NEC, U.S. EPA, and DOS policy, procedures, and directives; causes no damage to buildings or property; endangers none of the building occupants or workers during these task; and leaves the areas safe for occupancy.
B. PERIOD OF PERFORMANCE
| 1. | The period of performance shall be one (1) year as of the date of the Notice to Proceed for the base contract year, with four (4) additional one (1) year option periods, to be exercised at the sole discretion of the Government. |
| 2. | This contract shall provide for three (3) BAS PM Site Visits per year for each year of the contract. |
| 3. | BAS PM Site Visits shall be equally spread out over the course of the contracted year. |
| a. | All BAS PM Site Visits shall occur within the 365 day window. |
| b. | Combining multiple site visits into a single site visit is not allowed. |
| c. | The first BAS PM Site Visit must occur within 60 days of contract award / renewal. |
| d. | Bi-Annual Site Visits: When two (2) BAS PM Site Visits are required per year, the second Site Visit shall occur roughly 180 days after the first Site Visit was completed. |
| e. | Quarterly Site Visits: When four (4) BAS PM Site Visits are required per year, each Site Visit shall occur roughly 90 days after the previous Site Visit was completed. |
| f. | The work shall be considered deficient if the Contractor fails to provide the required number of BAS PM Site Visits within the 365 days after contract award / renewal or fails to space out the BAS PM Site Visits in the manner described above. |
C. BUILDING AUTOMATION SYSTEMS TO BE SERVICED
1. Building Automation Systems (BAS) installed at Post: The Contractor shall maintain the Building Automation System(s) in a safe, reliable and efficient operating condition. The following information provides a rough summary of each BAS that is to be serviced. NOTE: Quantities listed below in sections C.1.a and C.1.b are estimates and the Contractor must verify quantities during the initial Site Visit.
a. BAS #1 (GWA & PAA)
| 1) | Manufacturer of the BAS: Schneider Electric (formerly Invensys) |
| 2) | Name of BAS Product Line: I/A Series/Niagara |
| 3) | BAS Software Name and Version Number: AX 4.3.58.18 Enterprise Network Server; Workplace Tech |
| 4) | BAS Communication Network Type(s) Used: LonWorks |
| 5) | Type and Quantity of BAS Components Installed: |
| a) | Operator Work Stations (OWS): 2 (1 Desktop, 1 Laptop) |
| b) | Building Controllers (BC): 7 (TRD-T-645) |
| c) | Advanced Application Controllers (AAC): 37 (Microzone MNL-800) |
| d) | Application Specific Controllers (ASC): 165 (Invensys MNL V2R) |
6) Estimated Quantity of Hardware Points in BAS:
| a) | BC and AAC Points: 500 |
| b) | ASC Points: 1000 |
b. BAS #2 (CAA Restricted)
| 1) | Manufacturer of the BAS: Schneider Electric (formerly Invensys) |
| 2) | Name of BAS Product Line: I/A Series/Niagara |
| 3) | BAS Software Name and Version Number: AX/G3 Enterprise Network Server; Workplace Tech |
| 4) | BAS Communication Network Type(s) Used: LonWorks |
| 5) | Type and Quantity of BAS Components Installed: |
| a) | Operator Work Stations (OWS): 1 (1 Laptop) |
| b) | Building Controllers (BC): 1 (TRD-T-645) |
| c) | Advanced Application Controllers (AAC): 8 (Microzone MNL-800) |
| d) | Application Specific Controllers (ASC): 40 (Invensys MNL V2R) [40] |
6) Estimated Quantity of Hardware Points in BAS:
| a) | BC and AAC Points: 60 |
| b) | ASC Points: 240 |
2. Equipment Controlled and/or Monitored: The following is a rough summary of the types and quantities of equipment controlled and/or monitored at Post by BAS. NOTE: Quantities listed below are estimates and the Contractor must verify quantities during initial Site visit.
a. Chilled Water System (Primary/Secondary Variable Flow Type):
| 1) | Air Cooled Chillers: 2 |
| 2) | Constant Flow Primary Chilled Water Pumps: 2 |
| 3) | Variable Flow Secondary Chilled Water Pumps: 2 |
| 4) | Constant Flow Condenser Water Pumps: 4 |
| 6) | Water Treatment Systems: 2 |
b. Backup Chilled Water System (Primary Constant Flow Type):
| 1) | Air Cooled Chiller: 1 |
| 2) | Constant Flow Chilled Water Pumps: 2 |
| 3) | [Heat Exchanger: 1 |
| c. | Air Handling Units: 11 |
| d. | Terminal Units (Single Duct Cooling Only): 7 |
| e. | Terminal Units (Single Duct Electric Heat): 135 |
| f. | Fan Coil Units (Four Pipe - Heating & Cooling): 6 |
| g. | Computer Room Air Conditioning Units (Cooling Only): 4 |
| h. | Fuel Oil System (Monitoring Only): 1 |
| i. | Domestic Water Treatment System (Monitoring Only): 1 |
| j. | Fire Alarm System (Interlocks & Monitoring Only): 1 |
3. Buildings where BAS are Installed: The Post is composed of multiple buildings. The following buildings at Post utilize BAS:
| a. | Chancery Building: Schneider – WEBS Niagara 4 |
| b. | Office Annex Building: Schneider – WEBS Niagara 4 |
| c. | Warehouse Building: Schneider – WEBS Niagara 4 |
| d. | Utility Building: Schneider – WEBS Niagara 4 |
| e. | MSGQ: Schneider – WEBS Niagara 4 |
D. BAS PREVENTATIVE MAINTENANCE (PM) SERVICES
| 1. | General: The Contractor shall perform BAS Preventative Maintenance services for the Building Automation Systems indicated. Provide the necessary investigative services to ensure BAS controls are working as designed and in accordance with documented operating sequences. BAS PM Services shall include, but are not limited to, the following tasks. |
| 2. | Scheduling: Upon being awarded a Contract the Contractor shall develop a PM Service Activity Schedule. |
| a. | The Contractor shall indicate which PM Activities will be performed at each site visit. |
| b. | The schedule shall cover a five (5) year time period so that the schedule can properly address tasks that are to be spread out over this time frame. |
| c. | As a supplement to the schedule, the Contractor shall include a PM Service Activity Description List which will provide a detailed description of each PM activity, including the means and methods by which the Contractor intends to perform each PM activity. |
| d. | See section "H. PRE-TRAVEL DELIVERABLES” for further requirements. |
3. Checklist Development:
| a. | For the first BAS PM Site Visit to Post the Contractor shall utilize generic PM Checklists that the Contractor has previously utilized in the performance of their trade. |
| b. | During the site visit the Contractor shall collect data on the existing BAS(s) at Post and the associated equipment being controlled. This data shall be used to create site specific PM checklists for use in future BAS PM Site Visits. |
| c. | After the completion of the Contractor’s first BAS PM Site Visit, the Contractor shall create site specific Checklists for each BAS and the equipment controlled and/or monitored by each BAS. These Checklists shall be developed from existing As-Built Data; Operation & Maintenance Data; Set Point Data; Time Schedule Data; and any other data relevant to the PM effort found at Post. This data shall be reviewed by the Contractor to determine the operational baseline requirements that will be used in the Checklists. |
| d. | All future BAS PM Site Visits shall utilize the site specific Checklists. These Checklists will be used by the Contractor when Preventative Maintenance is performed to verify the Building Automation Systems are functioning as originally intended. |
| e. | There shall be one Checklist provided for each system controlled and/or monitored by a BAS. |
| f. | See section "H. PRE-TRAVEL DELIVERABLES” for further requirements. |
| 4. | Implementation: The Contractor shall perform BAS PM Services at the frequencies indicated in the PM Service Activity Schedule using the site specific Checklists developed for the equipment and systems called out in the Contract. The Contractor’s technician shall sign off on every item of each checklist when the associated PM is performed. |
| 5. | Periodic PM Activities: At a minimum, the following PM Service activities are required to occur during each site visit. |
| a. | Check BAS Communication Network: Validate the network connectivity of all BAS controllers, Operator Work Stations (OWS) (desktop and laptop computers), Servers, and Network components (repeaters, switches, hubs, etc…). Investigate and remediate any issues found. |
| b. | Confirm Time Schedules: Review existing time schedules and validate correct operation based on actual time of day and facility occupancy. Adjust time schedules as needed to reflect the actual occupancy patterns of the buildings at Post. |
| c. | BAS Investigation and Troubleshooting: The Contractor shall provide investigation and troubleshooting services for issues related to the BAS as required in this Statement of Work or as requested by the Facility Manager at Post during a PM Services site visit. |
| 1) | The Contractor shall review Facility Maintenance logs since the last visit to Post and determine if there are any operational issues which need to be checked. |
| 2) | The Contractor shall determine the cause(s) of any problems found with the BAS and determine the repairs and/or modifications to the BAS that will be needed to correct these problems. |
d. BAS Trend and Alarm Configuration: The Contractor shall review the BAS Alarm History and Trend log files. Any problems noted from this review shall be investigated.
| 1) | The Contractor shall validate the correct reporting of alarms and verify that the correct codes and messages are being reported. |
| 2) | If no trends or alarms are configured in the BAS, the Contractor shall coordinate with the Facility Manager and configure the trends and alarms desired by the Post. |
| 3) | Archive data as necessary to free up hard drive space on the BAS OWS / Server for future trend and data storage. |
| e. | BAS OWS Graphics: The Contractor shall confer with the Facility Manager after reviewing the BAS OWS graphics and trend logs to determine if any modifications are desired to the presentation of information. Minor changes to improve graphics and reports shall be implemented as needed. |
| f. | Review of Post’s Spare Part Inventory: The contractor shall review the Post's spare part inventory during each PM Site Visit and determine what parts need to be procured by Post and update the Spare Part Schedule. See "I. POST-TRAVEL DELIVERABLES” in this statement of work for additional requirements. |
| g. | BAS Backup Retention: The Contractor shall, at the end of each site visit, create a current backup of the data, programming, graphics, settings, license files, and any other files necessary to restore a controller, Operator Work Station (OWS; Desktop or laptop computer) or Server for each BAS installed at Post. |
| 1) | Each backup shall be configured to allow Facility Maintenance staff to recover the associated BAS in the event there is a BAS failure. |
| 2) | Step by step instructions on how to recover a controller, OWS or Server shall be included with each BAS backup. |
h. User Account Retention: For each BAS OWS and Server at Post the Contractor shall:
| 1) | Create an Administrator level user account called “BAS Support” in the Operating System, the BAS software and the encryption software. The account shall be configured in such a manner that it cannot be deleted by an account that does not have administrator rights. The Contractor will utilize a random password generator to create a password for this account. This step can be skipped if the “BAS Support” user account already exists. |
| 2) | Create a listing of the user accounts that exist within each BAS. The Contractor shall create tables listing the Operating System user accounts, BAS user accounts and encryption software user accounts that exist within each BAS OWS and/or Server that are used to access each BAS at Post. |
| 3) | If there are user accounts that are generic in nature, the Contractor shall also gather the passwords associated with these generic accounts. The Contractor will not attempt to gather password information for user accounts that are set up for specific individuals. |
| 4) | Separate tables shall be created for each BAS OWS / Server. The associated BAS OWS / Server shall be identified and the designation included with the following information: |
a) The Operating System User Account tables shall contain the following information. These tables shall include the following four (4) columns.
| i. | User Account Name |
| ii. | Name of Person Associated with the User Account |
| iii. | User Account Password (if applicable) |
| iv. | Type of User Account (Administrator, Standard User, etc…) |
b) The BAS User Account tables shall contain the following information. These tables shall include the following four (4) columns.
| i. | User Account Name |
| ii. | Name of Person Associated with the User Account |
| iii. | User Account Password (if applicable) |
| iv. | Type of User Account (Administrator, Standard User, etc…) |
c) The Encryption Software User Account tables shall contain the following information. These tables shall include the following three (3) columns.
| i. | User Account Name |
| ii. | Name of Person Associated with the User Account |
| iii. | User Account Password (if applicable) |
i. Updated BAS As-Built and BAS Operation & Maintenance Manual Documents: When work is performed which modifies the existing BAS hardware / software configuration and/or programming, the Contractor will be responsible for providing updated As-Built and O&M Manual documentation to accurately reflect the new state of each BAS at Post.
| 1) | Modifications shall be made to reflect any changes made to the Sequences of Operation by the Contractor and any permanent changes to the Sequences of Operation discovered by the Contractor but not previously documented. |
| 2) | Modifications shall be made to reflect any physical changes made to the BAS, to include but not be limited to: wiring changes, changes to controller configurations, addition or removal of points, etc… |
| 3) | Any new BAS Software and/or Hardware Licenses associated with the work performed shall be provided. Licenses shall be fully documented and information provided in a manner that allows Post to work directly with the BAS manufacturer. |
| 4) | In cases where BAS CAD As-Built Drawings are not available, the Contractor shall produce BAS CAD Drawings for only the drawings that are affected by the work performed. PDFs of these modified drawings shall be inserted into the existing BAS As-Built drawings to replace the outdated drawing pages. |
| 5) | O&M Manual data shall be provided for any BAS equipment installed as part of this work. A PDF of the Original O&M Manual shall be altered to remove components that are no longer used. O&M information for components added shall be appended to the O&M Manual. |
6. Annual PM Activities: At a minimum, the following PM Service activities are required to occur at least once a year. It is the intention of this statement of work that tasks noted here which cannot be realistically completed during a single site visit, shall be broken up to occur over multiple site visits.
a. Panel, Controller and Wiring Inspection:
| 1) | Physically inspect all field panels and controllers for damage, excessive dirt or moisture and clean/vacuum as necessary. |
| 2) | Verify proper voltage at all control transformers. |
| 3) | Inspect all connections, wire raceways in panels and wire arrangements. Remove any abandoned devices and wiring and update panel diagrams as may be necessary to reflect current arrangements and configurations. |
| 4) | Verify condition of local battery / UPS that may be connected to the panel power source. |
b. Confirmation of Sequences: The Contractor shall review the operation of BAS controlled equipment / systems and confirm that the functionality corresponds with the As-Built Sequences of Operation. When equipment / systems do not operate as described in the sequences the, Contractor shall review the associated programming, sensors, wiring, etc... and determine the cause.
| 1) | The Contractor shall consult with Facility Maintenance personnel and the Facility Manager to determine if functionality that does not correspond with the sequences is legitimate or if it is a deficiency that needs to be corrected. |
| 2) | If it is determined that the functionality discovered is not correct, the Contractor shall make adjustments and modify programming as needed to reinstate the functionality described in the As-Built Sequences of Operation. |
| c. | Review of Post’s Expendable Sensors / Equipment: Parts for which product data indicates there is a defined operating life expectancy shall be tracked and scheduled for replacement at the time intervals recommended by the manufacturer. For HVAC applications these will typically include Humidity Sensors, Carbon Monoxide Sensors, Carbon Dioxide Sensors, UPS Batteries, etc... There are other specialty parts that can fall under this category. See "I. POST-TRAVEL DELIVERABLES” in this statement of work for additional requirements. |
| d. | BAS Evaluation: For each BAS at Post, review the system and provide an assessment of and recommendations with regard to the condition, level of functionality, age, possible obsolescence, possible need for upgrades or replacement, etc… of all or any portion of the system. |
1) BAS Software Assessment: The Contractor shall review the BAS software installed on the BAS OWS and/or Servers to determine if the software is in need of an upgraded.
| a) | If the software needs to be upgraded it shall be ascertained if upgrading the software is possible with the current operating system / computer combination. |
| b) | BAS Software that is not of the most current version is not considered in and of itself a justification for upgrading the software. Other factors justifying the need for an upgrade must be presented. Supporting information justifying the recommendation shall be provided. |
| c) | A description of the effort involved and a cost estimate shall be provided if the software needs to be upgraded. |
| 2) | BAS OWS / Server Assessment: The Contractor shall review the condition of the BAS OWSs and/or Servers to determine if the hardware is in need of being upgraded or replaced. A description of the effort involved and a cost estimate shall be provided if the hardware needs to be upgraded or replaced. |
| 3) | Missing BAS OWS: Under circumstances where a BAS OWS is found to be missing (typically a laptop computer) the Contractor shall determine what hardware / software is needed. A description of the effort involved in providing the missing BAS OWS and a cost estimate, shall be provided if a BAS OWS is needed at Post. |
| 4) | BAS Controller Assessment: The Contractor shall review the various models of BAS controllers installed and determine if any of the controllers are obsolete, are no longer available from the manufacturer and/or are no longer supported by the manufacturer. |
| a) | Documentation from the manufacturer that clearly indicates one of these conditions exists shall also be provided. |
| b) | A description of the effort that would be involved and a cost estimate for this effort shall be provided if the controller(s) needs to be updated or replaced. |
| c) | Work of this nature will not be considered by the COR if supporting documentation from the manufacturer is not provided. |
e. BAS Inventory Retention: While at Post performing PM services, the Contractor shall take inventory of each existing BAS. BAS Inventory data collection shall be performed once, during the initial site visit. The BAS Inventory shall be updated during subsequent PM site visits and resubmitted if it is found that changes have been made that affect the inventory data. The intent of this requirement is to take a full inventory of each installed BAS and to document all of the programming and physical hardware points in each BAS
1) Inventory data collection for each BAS shall include the following information. Separate inventory data collection documents shall be provided for each BAS:
| a) | The quantity and locations of BAS OWS / Servers and the software installed on each of these OWS / Servers. (Operating System, BAS software, production software, encryption software, etc…) |
| b) | The locations of each OWS, Server, Hub, Router, Switch, Repeater, Building Level Controller and Supervisory Level Controller, shall be shown on sanitized floor plans. If CAD drawn floor plans are not available, it is acceptable to show this information on a scanned copy of the floor plan drawings. |
| c) | A table providing the following details about the BAS. This table shall include the following five (5) columns: |
| i. | Name of Manufacturer |
| ii. | Name of Product Line |
| iii. | The Model of each type of controller installed |
| iv. | The Part Number of each type of controller installed |
| v. | The quantity of each type of controller installed |
d) A table providing the following details about the Equipment and Systems monitored and/or controlled by the BAS. This table shall include the following two (2) columns:
| i. | Type of Equipment / System controlled /monitored |
| ii. | The quantity of each type of Equipment / System installed |
2) The Contractor shall generate a document containing a database printout of the BAS programming, points and other settings for each controller. This will be done using the built in functionality of the associated OWS / Server. An individual printout shall be provided for each controller.
f. BAS As-Built and Operation & Maintenance Manual Document Retention: The Contractor shall coordinate with the Facility Maintenance Staff at Post to find the existing BAS As-Built and O&M Manual documentation for each BAS installed at Post. As-Built and O&M Manual documentation retention shall be performed once, after the initial site visit has been completed.
| 1) | If electronic media versions of these documents exist at Post, the electronic media versions of the documentation shall be copied. |
| 2) | If no electronic media versions of this documentation are available at Post, the Contractor shall scan hard copies of this documentation to create electronic media for submission. |
7. Planned Out Five (5) Year PM Activities: At a minimum, the following PM Service activities are required to occur at least once over the five (5) year span of the BAS PM Service Activity Schedule. It is the intention of this statement of work that tasks noted here shall be broken up evenly to occur over multiple site visits, over the duration of five (5) years.
a. Sensor, Operator and End Device Point-to-Point Checkout: Hardware points in the BAS shall be verified against actual field conditions once every five (5) years of service life.
| 1) | This checkout shall verify that each hardware point indicated in the BAS is the actual physical point connected to the controller, that the point is functioning properly and that the point is shown / labeled correctly on the appropriate graphic screens. |
| 2) | Any discrepancies shall be investigated and adjustments made as necessary so that all sensors monitored and devices controlled by the BAS match the associated hardware points indicated in the BAS and provide the desired functionality. |
b. Sensor, Operator and End Device Calibration: The calibration of hardware points in the BAS shall be verified against actual field conditions once every five (5) years of service life.
| 1) | Where sensors, operators and other end devices are capable of being adjusted, the Contractor shall perform the calibration. |
| 2) | Sensors shall be calibrated to within the accuracy range stated in the associated manufacturer’s literature. |
| 3) | Operators and other end devices shall be adjusted so that the BAS output signal corresponds to operator’s or end device’s full control range. |
| 4) | Where sensors, operators and other end devices are not capable of being adjusted, the Contractor shall note the deviation between actual and measured value for sensors and between actual output function and commanded signal. |
| a) | The Contractor shall use calibrated instrumentation with a higher accuracy than the sensor, end device or operator being calibrated. |
| b) | Calibrated instrumentation used shall have been certified by an independent calibration agency within one (1) year of the dates used. |
| 8. | Manufacturers’ Recommended PM: It is the responsibility of the Contractor to perform all BAS Manufacturers’ recommended PM. This shall be completed in addition to the tasks listed above if there are any discrepancies between what is required by this statement of work and the Manufacturers’ recommended PM. |
| 9. | Deficiency Reporting: Any and all problems, issues, failures, etc… related to the BAS and/or the equipment / systems controlled and/or monitored by the BAS, discovered by the Contractor while performing any of the PM Services described within the “D. BAS PREVENTATIVE MAINTENANCE (PM) SERVICES” section of this Statement of Work shall be considered Deficiencies. All Deficiencies (open or closed) shall be documented in the PM Report, following the criteria described in “I. POST-TRAVEL DELIVERABLES”. |
E. EXCLUSIONS, PURCHASE ORDERS AND MODIFICATIONS
| 1. | Exclusions: This Statement of Work does NOT include the repair of equipment, the replacement or procurement of parts, controllers or computers, the replacement of BAS systems, software upgrades or re-commissioning of the BAS. This exclusion does not apply if the work (parts and/or services) is to correct damage caused by Contractor negligence. |
| 2. | Purchase Orders and Modifications: Work outside the scope of PM Services must be approved by the COR prior to performance of the work. The Contractor shall prepare a proposal, including pricing and scope of work, for Non-PM Service work and submit it to the Government for approval and acceptance as a separate Purchase Order or as a Modification to the Contract. |
| a. | The Government shall accept, reject, or defer action on the Contractor’s proposal for work outside the PM Services statement of work and reserves the right to obtain similar work from other competitive sources. |
| b. | When a proposal from the Contractor to perform work outside the scope of PM Services is approved by the Contracting Officer (CO), the Government will issue a Purchase Order or a Modification to the Contract for the additional work. Work is not authorized to proceed until the date so indicated in the Purchase Order or the Modification to the Contract. |
| c. | The Contractor shall coordinate this additional work with the PM Service work to achieve logistic efficiencies. In addition to the requirements described elsewhere in this statement of work, the following requirements will also apply: |
| 1) | The Contractor shall be required to provide a Submittal for review to the COR. The submittal shall clearly describe in detail repairs and/or modifications being made and shall include control drawings, product data and Sequences of Operation as applicable to the work being done. Work will not proceed without approval of the Submittal by the COR. |
| 2) | The Contractor shall procure parts (including controllers and computers) and/or software required to perform the additional services defined in the approved proposal and arrange for shipping that will allow for the arrival of parts at Post prior to the dates scheduled for the associated PM Service site visit. These additional works / services will be provided as part of an upcoming, regularly scheduled PM Service site visit. |
| 3) | Non-PM Service work being provided as part of a Purchase Order or a Contract Modification shall be thoroughly tested by the Contractor and functionality demonstrated to a Government designated representative (COR or Facility Manager as project conditions require.) Depending on the scale and scope of the work, Commissioning may also be required by the Purchase Order / Contract Modification. |
| 4) | The Contractor shall warrant all parts, labor, installation, modification and other services provided by a Purchase Order or a Contract Modification for a period of one (1) year from the date of acceptance by the COR. |
| a) | The warranty shall guarantee that the work performed and any parts provided function as intended. |
| b) | The warranty shall guarantee that the portions of the BAS that were worked on function after the work is completed. |
| c) | The warranty shall guarantee that the work is complete and that the intent of the Purchase Order or Contract Modification was achieved. |
| d) | The Contractor shall provide technical support by telephone throughout the warranty period. |
| e) | The Government reserves the right to make changes to the BAS during the Warranty Period. Such changes do not constitute a waiver of warranty. The Contractor shall warrant parts and installation work regardless of any such changes made by the Government, unless the Contractor provides clear and convincing evidence that a specific problem is the result of such changes to the BAS. |
d. If the Contractor proceeds to perform any work without Government approval, the Contractor will be performing this work “At-Risk” and the Government will not be obligated to pay for this work. Furthermore, the Contractor shall fix, repair or replace, at the Government’s sole discretion, any systems adversely impacted by unauthorized work.
3. Travel Extensions: If, while at Post, it is determined by the COR, in concurrence with the Contractor, that extending the time the Contractor is at Post is needed to provide non-PM Services, the COR can authorize the extension and provide the Contractor with a Purchase Order for the additional effort.
F. GENERAL DELIVERABLE REQUIREMENTS
1. General: The Contractor shall be responsible for producing schedules and documenting work and activities performed while on site. The deliverables required by this statement of work shall be submitted to the Post Facility Manager / COR at Post and also to OBO/CFSM/FAC/PS - “BAS Support” for review and approval as well as record keeping purposes. Failure by the Contractor to provide submissions to either party will result in a delay of payment. This information will also be used by OBO to assist in making decisions concerning the funding of other work, as recommended by the Contractor.
| a. | Two (2) sets of Deliverable disk(s) shall be created. |
| b. | One (1) set of Deliverable disk(s) shall be submitted by the Contractor to the Post Facility Manager. |
| c. | One (1) set of Deliverable disk(s) shall be submitted by the Contractor to OBO/CFSM/FAC/PS - “BAS Support”. |
2. Document Creation, Classification and Handling Requirements: Each submission shall consist of the appropriate documentation as required herein.
| a. | Drawings and other documents prepared for or used for this work shall become the property of the Government. The Government reserves the right to reproduce, in part or whole, the deliverables for internal Government purposes. |
| b. | Deliverables shall be prepared after each PM site visit has been completed. It is not acceptable for the Contractor to spend time at Post preparing reports and other deliverables. Information required to create deliverables shall be generated / gathered while at Post and utilized by the Contractor to create the required deliverables after the trip has been completed. |
| c. | All Contractor deliverables shall be provided as electronic media. No paper deliverables are required. |
| 1) | Electronic media shall be provided to the Government on read-only CD and/or DVD disks. |
| 2) | Multiple deliverable items shall be provided on individual CD or DVD disks when possible to reduce the number of disks required to create the deliverable. |
| 3) | USB thumb drives or other forms of removable, re-writeable media are not allowed. |
| 4) | Each individual deliverable shall include a Transmittal Number for tracking purposes. The Transmittal Numbers shall be formatted XXXXXXXXXXXXX-YYY (Rev Z): |
| a) | XXXXXXXXXXXXX represents the Contract Number which the deliverable is associated with. |
| b) | YYY represents the deliverable number. This number increases for each new deliverable provided for review and approval. |
| c) | Z is the revision number for the deliverable in question. This number will increase when a deliverable has been resubmitted, provided for review and approval more than one (1) time. |
| d) | Example: SAQMMA18D2948-003 (Rev 1). This would be a deliverable associated with Contract SAQMMA18D2948; 003 indicates that this is the third unique deliverable provided for review and approval; (Rev 1) Indicates that this is the second time this deliverable has been provided for review and approval. |
d. The CDs and/or DVDs on which deliverables are provided shall be labeled with computer generated labels as indicated below. CDs or DVDs which are submitted without a proper label, that have no label, or are labeled by hand will be rejected without review.
| 1) | The Post location |
| 2) | The Contract number |
| 3) | The Contractor’s name |
| 4) | The Transmittal Number associated with the deliverable |
| 5) | The date when the deliverable was created |
| 6) | The classification marking. |
| 7) | The name(s) of the deliverable(s) that has (have) been burned onto the disk. |
| 8) | When multiple deliverables are provided on a single disk, the deliverables shall be included in dedicated directories which have been named appropriately for each deliverable being submitted. A document shall be included in the root directory which provides a list of the deliverables included in each directory. |
e. Electronic media documentation shall be submitted in the form of searchable PDF files. These documents shall also be submitted in their native file formats (AutoCAD, Word, Excel, Power Point, Project, etc...).
| 1) | Any new documents generated using Microsoft Office products shall be submitted utilizing Microsoft Office file formats that are backwards compatible with Office 2010. |
| 2) | Any new drawings included in the documentation provided shall be submitted utilizing the AutoCAD file format (*.dwg files) and shall be backwards compatible with AutoCAD 2013. |
| 3) | Execution Schedules provided shall be submitted utilizing the Microsoft Project file format (*.mpp files) and shall be backwards compatible with Project 2010. |
| 4) | The quality of electronic media prints and plots will, at a minimum, be 600 dpi. |
| 5) | All new documentation shall be provided in the English language. |
| 6) | All new documents shall include a Table of Contents. The Table of Contents shall include all sections of the document and any addendums included with the document. |
| 7) | The pages in all new documents shall be numbered. The numbering in the associated Table of Contents shall be coordinated to ensure the correct page numbers are used. |
| 8) | Numeric values shall be provided in both Imperial and Metric units of measurement. |
| 9) | The files associated with each BAS Backup created shall be compressed into the standard ZIP file format. Each ZIP file will contain all of the files and directories associated with the BAS Backup created. |
f. New drawings, if required, will be set up in accordance with OBO A&E Design Guidelines and Criteria. Drawings will be set up to plot on 11" x 17" media.
| g. | The Contractor shall be responsible for reviewing all documentation generated under the contract against the “Security Classification Guide for the Design and Construction of Overseas Facilities” (SCG) to ensure appropriate classification, marking and handling. This shall include but not be limited to reports, submittals, manuals, drawings, etc… |
| h. | “Classified” documents shall be generated on a “Classified” computer approved by Defense Security Service. |
| i. | Documentation established to be “Classified” or “Sensitive But Unclassified” (SBU) will need to follow specific classification, storage, and delivery guidelines. |
| j. | Any deliverables deemed to be “Classified” shall be provided to the Government separately from other deliverables, in a manner that meets SCG requirements. |
| k. | Please note that all BAS at Post are “Unclassified” systems. The Contractor will make every effort to avoid overclassifying documents used and created for this Task Order. |
G. EXECUTION SCHEDULES
| 1. | General: The Contractor shall submit to the COR and the Post Facility Manager an Execution Schedule (ES) for review. The ES will provide a reference plan of execution for the contract, forecast final PM completion, and assure coordination of the work between Post, the Contractor’s staff / personnel and all other parties associated with the work. |
| 2. | The ES shall include the following tasks and milestones: |
| a. | Contract Award |
| b. | Creation / Monthly Update of Execution Schedule |
| c. | Submission, Review and Approval of New / Updated Execution Schedule |
| d. | Creation of Pre-Travel Deliverables |
| e. | Submission, Review and Approval of Pre-Travel Deliverables |
| f. | Start of each Site Visit |
| g. | End of each Site Visit |
| h. | Creation of Post-Travel Deliverables for each Site Visit |
| i. | Submission, Review and Approval of Post-Travel Deliverables for each Site Visit. |
| j. | Annual Contract Renewal |
| k. | Contract Completion |
| 3. | The schedule shall include each task, specifically linked together in a logical manner, which clearly identifies the critical path of the work. |
| 4. | The schedule shall be broken down to the task and activity level for all activities required by the contract. The schedule shall include all milestone activities (i.e. scheduling of Site Visits, submittal preparation start and completion, etc...). The schedule shall include the following information for each broken out activity: activity description, activity duration in hours, early start and finish dates, late start and finish dates, activity duration and a unique activity identifier for each activity. The schedule shall be scaled by weeks or as requested by the COR and shall fully disclose all activities (i.e. no roll-ups or summations). |
| 5. | The schedule shall include in the header field the contract number, contract name, and Post name. The schedule shall also include a datum indicating the date on which the schedule was base lined. For subsequent schedule submissions the datum shall reflect the date the schedule was revised. |
| 6. | In addition, the Contractor shall indicate in the schedule the dates of activities that could interfere with, disrupt, or otherwise impact Post operations: |
| a. | Outages |
| b. | Access to Restricted Areas |
| c. | Start / End Dates on Site |
| d. | Post Briefings |
7. The Contractor shall update the ES on a monthly basis. The updated ES shall incorporate updated schedule changes and actual progress of the work.
H. PRE-TRAVEL DELIVERABLES
1. PM Service Activity Schedule: A schedule that indicates which PM Service Activities will be performed at each site visit. The Contractor shall submit the PM Service Activity Schedule for approval prior to commencement of any work at Post. The schedule shall cover a span of five (5) years to account for PM Service Activities that occur only once over this time frame.
| a. | Each PM Service activity described within this statement of work shall be broken into separate line items for each individual BAS installed at Post. (i.e. there will be three separate line items for activity “Check BAS Communication Network” if there are separate BAS installed in the GWA/PAA spaces, the CAA Restricted spaces and the CAA Core spaces.) |
| b. | For activities that are spread out over multiple site visits, each line item will indicate the equipment that will be worked on during each specific site visit. |
| c. | For all activities each line item will note what equipment was serviced during the PM site visit, the dates when all equipment were last serviced, the recommended dates for the next servicing for all equipment. |
| d. | For each site visit during the schedule’s five (5) year timeline, the schedule shall indicate the equipment for which “Sensor, Operator and End Device Point-to-Point Checkout” and “Sensor, Operator and End Device Calibration” will be performed. |
2. PM Service Activity Description List: The activity description list shall provide detailed descriptions for each of the PM Service Activities listed in the PM Service Activity Schedule. The Contractor shall submit the PM Service Activity Description List for approval prior to commencement of any work at Post. Each description will be presented in narrative form and broken down into the three (3) parts described below.
| a. | Name of PM Service activity that is being described. |
| b. | A detailed description of the PM Service activity which clearly describes the Contractor’s understanding of what the PM Service activity is intended to accomplish. |
| c. | A detailed description of the means and methods the Contractor will be using in order to provide the PM Services required by the activity. |
3. Generic PM Checklists: Generic PM Checklists shall be submitted for approval prior to the first PM site visit.
I. POST-TRAVEL DELIVERABLES
| 1. | Site Specific PM Checklists: PM Checklists, modified to reflect actual field conditions, shall be submitted for approval. There shall be one Checklist for each system controlled and/or monitored by a BAS. This shall be done after the completion of the initial site visit. |
| 2. | PM Service Activity Schedule and PM Activity Description List: A revised PM Service Activity Schedule and PM Activity Description List, updated based on actual field conditions, shall be submitted for approval. This shall be done after the completion of the initial PM site visit. |
| 3. | Preventative Maintenance Reports: The Contractor shall be responsible for providing a detailed PM Report after each site visit. Each PM Report shall include, at a minimum, the following: |
| a. | Executive Summary: A narrative of the PM Services performed, up to two pages long, shall provide background on the PM Services Provided, how the work went, and a brief description of major issues encountered. |
| b. | PM Activities Performed: A table listing all PM Activities Performed while at Post. The table shall include the following four (4) columns: |
| 1) | Date PM Activity was performed |
| 2) | PM Activity that was performed |
| 3) | Detailed description of Adjustments made, if any |
| 4) | Date Adjustments were made |
c. Deficiencies: A table listing all Deficiencies found while at Post. The table shall include the following six (6) columns:
| 1) | Date Deficiency was discovered |
| 2) | A brief description of the Deficiency that was discovered |
| 3) | Status of Deficiency – “Open” or “Closed” |
| 4) | This column shall include references to the unique designators associated with the Corrective Action descriptions for Deficiencies that have a status of “Closed”. A description of the Corrective Action taken shall be provided in the body text of the “Corrective Action” section in the PM Report. The unique designator shall point to where in the PM Report the description of the Corrective Action is located. |
| 5) | Date Corrective Action was taken |
| 6) | This column shall include references to the unique designators associated with the Proposed Solution descriptions for Deficiencies that have a status of “Open”. A description of the Proposed Solution shall be provided in the body text of the “Proposed Solution” section in the PM Report. The unique designator shall point to where in the PM Report the description of the Proposed Solution is located. |
d. Corrective Actions: A section describing the Corrective Actions taken to resolve “Closed” issues listed in the Deficiency List. The beginning of each description shall include a unique designation which can be used as a reference designator in the Deficiency List. Use of paragraph numbers / letters is acceptable for this purpose. Corrective Action descriptions will be presented in narrative form and broken down into the three (3) parts described below.
| 1) | A clear and detailed description of the deficiency and the cause of the deficiency (if known). |
| 2) | A clear and detailed description of the Corrective Action Taken. |
| a) | Indicate if the Deficiency was resolved as part of the PM effort or if a separate Purchase Order or Contract Modification was required to implement the Corrective Action. Append any Purchase Orders and/or Contract Modifications to the end of the PM Report along with the associated proposal. |
| b) | If the Corrective Action involved revisions to the associated Sequence of Operation, include the revised Sequences. |
| c) | If the programming was changed to correctly implement the existing Sequence of Operation, describe the changes that were made to the programming. |
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