Performance Work Statement (PWS) Contracted Building Automation Systems Support Services.pdf

U.S. General Services Administration Public Buildings Service

New England Region - Region 1

Performance Work Statement

Contracted Building Automation System (BAS) Support Services (CBASSS)

July 2023

1. GENERAL DESCRIPTION OF WORK 4

2. SCOPE OF WORK 5

2.0. Contract Overview 5

2.1. Transition Related Services 7

2.2. Use of the National Computerized Maintenance Management System (NCMMS) and GSAlink Applications 9

2.3. Application Support 10

2.4. Engineering Support 12

2.5. Building Automation Systems Operations, Maintenance, and Updates 15

2.6. Utility Hours (Ad Hoc Services) 19

2.7. General Work Request, & Corrective Maintenance Response Timeframes 21

2.8. Repairs / Shared-Liability Repair Requirements 22

2.9. Additional Service Requests & Indefinite Quantity Provisions 26

3. RECORD KEEPING 27

4. ADMINISTRATIVE & COMMUNICATION REQUIREMENTS 28

4.0. General Administrative & Communication Requirements 28

4.1. Project and Progress Meetings 28

4.2. Monthly Progress Reports 29

4.3. Administrative Requirements 29

5. GOVERNMENT FURNISHED EQUIPMENT 29

6. UNLIMITED RIGHTS TO DATA AND SOFTWARE; SOFTWARE LICENSING 30

7. REQUIREMENTS FOR GSA IT SYSTEMS 30

7.0. General Requirements for GSA IT Systems 30

8. PERSONNEL SECURITY - HOMELAND SECURITY PRESIDENTIAL DIRECTIVE

(HSPD- 12) AND BACKGROUND INVESTIGATIONS REQUIREMENTS 31

9. DISRUPTIVE ACTIVITIES 32

10. COMPLIANCE WITH REGULATORY REQUIREMENTS 33

11. FUTURE COMPETITION 33

12. THE ROLE OF GOVERNMENT PERSONNEL AND RESPONSIBILITY FOR

CONTRACT ADMINISTRATION 33

12.0. Contracting Officer (CO) 33

12.1. Contracting Officer’s Representative (COR) 34

12.2. Onsite Property Management 34

12.3. O&M Services Contractors 34

13. NOTICES AND CORRESPONDENCE 34

14. PERSONNEL QUALIFICATIONS 35

15. QUALITY CONTROL PROGRAM 35

15.0. General Quality Control Program Requirements 35

15.1. Quality Control Plan 35

15.2. Quality Assurance 36

16. EXHIBITS 37

17. DEFINITIONS 38

18. GSA OFFICE OF THE CHIEF INFORMATION OFFICER (CIO)/IT ROLES 45

1. GENERAL DESCRIPTION OF WORK

The General Services Administration (GSA), Public Buildings Service (PBS) Region 1 seeks to procure services in support of Niagara integrated Building Monitoring and Control (BMC) systems and otherwise networked advanced metering devices. The region has been migrating its BMC systems into the GSA enterprise network. The typical architecture is to install applications on a virtual server with one server supporting one, or several buildings using the given application. Many of these buildings have utilized Tridium’s Niagara to integrate legacy systems and applications from various vendors.

This contract requires support for these applications, systems, and equipment as described herein.

This contract consists of three (3) major functional performance areas, and an indefinite deliverable provision. These major performance areas are: Application Support;

Engineering Support; and Building Automation Systems Operations, Maintenance, and Updates Support. These performance actions have services included in the basic monthly contract price, in addition to the provision for a pool of Utility Hours (Ad Hoc Services) that shall be used for work that is in support of these three performance areas, but are not otherwise included within the basic services of the contract. The Basic Services of this contract which are included in the monthly contract price, include activities detailed in Sections 4.0 through 4.8.

This order requires application, engineering, help desk, operations and maintenance, and repair action support for:

1. HVAC control systems integrated onto the GSA network using Niagara. Building and device level networks integrated using Niagara within the region including but not limited to: Alerton, Automated Logic, Delta, Distech, Johnson Controls, Lynxspring, Siemens, and Trane;

2. Ancillary devices (which may be IP or serial) connected to the GSA network;

3. Building Monitoring & Control Systems, and their components, including:

actuators, sensors, relays, controllers, and other BMC system related control components necessary to operate building HVAC and other integrated systems;

4. Niagara Analytics Framework as a data acquisition and management tool;

5. Advanced meters, and advanced metering systems.

All work must be done within the framework of GSA’s IT standards, managed by the Office of the Chief Information Officer (OCIO)1. These standards generally reflect industry and NIST standards. Maintenance of security is critical. BMC systems are within a secured VLAN called the BSN and can communicate out of the BSN only through Citrix Workspace or Citrix Virtual Desktop. Communication into the BSN from a non-GSA computer, or a GSA computer outside the BSN therefore requires the use of Citrix Workspace or Citrix Virtual Desktop. All work will support the BSN console environment as necessary for continuity of operations (COOP).

Included in this contract is application management and application support, account management, application evaluation and monitoring, and license management for BAS, and BAS components. Engineering support is also required, to the extent of

1 Roles of the various OCIO teams and divisions are identified in Section 20.

programming, adjusting, and updating sequences of operations, device integration, and updates to graphical user interfaces as needed. Additionally, maintenance, repair, and operational support of building and device level networks and controlling devices. This work is to include regular maintenance, firmware updates as approved by the Contracting Officer’s Representative (COR), sensor and system calibration, repair and replacement of failed components, and seasonal review and reporting of performance. Repairs requiring more than ancillary materials, or replacement of failed, or malfunctioning components are partially reimbursable on a shared-liability basis (See Section 4.8 of the

PWS).

All work performed will be planned, scheduled, and documented within PBS’s National Computerized Maintenance Management System (NCMMS). The NCMMS is an IBM Maximo based application that is used to document all operations and maintenance related activities performed by services contracts issued by PBS. The Contractor will function as an end-user of this program, entering data, planning asset maintenance, documenting work, tracking asset data, and providing feedback on program change suggestions to the NCMMS program manager.

GSA Region 1 manages approximately 105 buildings, encompassing 8M GSF in Connecticut, Rhode Island, Maine, Massachusetts, New Hampshire, and Vermont. There are currently 19 buildings integrated onto the GSA enterprise network using Niagara (See Appendix A). In the event that the number of applications or facilities supported increases or decreases, the contract may be subject to a negotiated equitable adjustment.

The Contractor shall submit in writing to the Contracting Officer (CO) any explanation and justification for increase in costs due to the addition of supported applications or increase in facilities supported for consideration. If the number of facilities or applications supported decreases, the CO, COR, and the Contractor shall negotiate the reduction of contract costs in-line with the reduction of hours required to support and maintain the remaining facilities and applications.

2. SCOPE OF WORK

2.0. CONTRACT OVERVIEW

2.0.0. The Contractor must:

1. Provide all parts, materials, software, hardware, skills, knowledge, and other capabilities to perform the work as described, and within the timeframes as outlined herein unless stated to be provided by the Government as per Section 7.

2. Ensure building monitoring and control systems, applications and devices are implemented as designated in the PBS P-100 Design Standard (current version) and the PBS Building Technical Reference Guide, including OFM BAS standards and specifications, and Regional Building Automation Design Guides Additionally, all Government IT systems are required to meet FISMA standards for IT security.

3. Maintain on-call support for all contract related requests and services from 6:00 AM to 6:00 PM Eastern time on weekdays, excluding federal holidays.

Communications must be able to be received by email, phone call, text, or other electronic message. The Contractor shall maintain emergency support and contact capabilities for maintenance and repair services as detailed herein. In addition, the Contractor must publish, and keep updated, a contact list for each supported building with information available onsite, within the regional office, and accessible online, to be used to contact an appropriate support person both during normal hours and for after-hours emergencies.

4. Collect, input, track, and manage building level control related assets within the NCMMS (BAS devices, sensors, and other related BMC system components).

PBS CIO supporting teams manage the IP addressable asset inventory. The Contractor shall work with the PBS CIO team to ensure no duplication of assets is present. The Contractor shall also associate parent / child or interdependent relationship information for these assets so as to appropriately identify the impact of individual component failures.

5. Develop, schedule, and implement preventive maintenance, inspection, and patching activities within the NCMMS for all components of building systems maintained. Following contract award, the Contractor shall update the NCMMS asset inventory to include these devices, preventive maintenance, and inspection schedule for COR review. Once approved, the Contractor shall adhere to this schedule. If the Contractor is unable to complete scheduled work within the month of scheduling the Contractor must submit in writing (or electronic communication) a request to extend, providing explanation of the cause of the delay, and the new requested completion date. If the extension is approved, the Contractor shall change the relevant work order’s status to the applicable condition, notate the work order status with the basis for delay, and update the Target Completion Date.

6. Ensure that all work performed under this contract, including planned maintenance (PM), corrective maintenance (CM), utility hours (UH), or work requests (WR), is documented within the NCMMS. All work orders shall be complete with all required information, including, but not limited to:

● Actual Start and Actual Finish times for the work performed.

● Direct labor associated with the performance of the work.

● Linked to the appropriate NCMMS asset record.

7. Utilize environmentally sustainable products and services in the performance of maintenance and maintenance related actions. Preference shall be given to materials and products that meet the definition of environmentally sustainable products and services as defined in Section 19. Materials no longer in use shall be recycled to the greatest extent possible, and in accordance with disposition policies for IT and buildings systems equipment.

2.0.1. Specialized Support and Use of Third-Parties / Subcontractors

The Contractor must have a working relationship with all OEM vendors, and required partners so as to facilitate effective operations, maintenance, and repairs in the event specialized vendor support is needed.

If the Contractor is unable to provide all services with in-house staffing, they may subcontract for the support services for which they do not have the necessary resources. In such a case, the Contractor shall ensure that operations, services, and support actions are provided seamlessly, with no interruption to daily activities.

All subcontractor staff will be managed directly by the Contractor, with no oversight from the Government. All contract terms and conditions are to be passed-through to any subcontractor agreements, and all subcontractor performance and quality control is the responsibility of the Contractor, and subject to Government Quality Assurance procedures. The Contractor shall not use Utility Hours (Ad Hoc Services) in support of escorting hired subcontractors, unless approved in advance by the COR. Any subcontractor staff are to be managed by the Contractor so as to maintain seamless operation for the Government. Any subcontractor staff actions and work performed are the sole responsibility of the Contractor to administer, perform quality control, and facilitate with the Government and other GSA-hired contracted services personnel.

The Contractor is required to partner with other GSA-hired contractors to support effective and efficient operations of BAS controlled HVAC and related building systems. The Contractor shall act in a “good faith” manner to support other Contractors in line with the scope of services outlined in this contract.

2.1. TRANSITION RELATED SERVICES

The Contractor shall provide ninety calendar (90) days of contract transition related services to assist transitioning between contractors. The goal of this transition phase is to ensure the services and operations are provided in a manner that is seamless from the viewpoint of ongoing onsite building operations. Within fifteen (15) calendar days after award, the contractor shall submit to the COR a detailed proposed transition and startup schedule by building for review. This schedule should also include the specific actions taken, and the timeframes for their completion. The final schedule will be subject to the availability of onsite representatives and COR approval.

These transition services include:

● Performance and coordination of BAS technical “interviews” in order to become familiar with the nuances of each site being supported. These “interviews” are to consist of:

○ In-person onsite, or virtual meetings with property management, O&M support staff, and any outgoing BAS subcontractor staff that are made available, to collect known system functionality considerations, any site specific-support needs, and any ongoing / current problems being addressed.

○ A thorough review of the BAS graphics, topography, network layout, and points list.

● Attendance at introductory meetings with GSA regional, and national teams to discuss the transition process activities and the post-transition contract operations.

● Inspection of the condition of all equipment and systems for which the Contractor shall assume responsibility.

● Coordination of account creation and access permissions with GSA and outgoing BAS support vendor(s). Collect any necessary local device passwords necessary for contract support activities

● Development and submission of a draft Communications Plan submitted to the COR within fifteen (15) calendar days of contract award. The plan must identify names, roles, and functions of all Contractor staff to be contacted for all services to be provided. The plan shall also include the means and methods for contractor communications with all contract services stakeholders. The plan must be finalized, with final approval from the COR no later than sixty (60) calendar days of award.

● Development and submission of a draft Emergency Response Plan submitted to the COR within fifteen (15) calendar days of contract award. The plan must identify the Contractor's means, methods, processes and procedures for handling emergencies of varying severity and causes, including their ability to handle multiple such emergencies at one time. The plan must be finalized, with final approval from the COR no later than sixty (60) calendar days of award.

● Completion of the following NCMMS related actions no later than sixty (60) calendar days following contract award:

○ Take Government-furnished NCMMS training.

○ Revalidate and provide corrections to NCMMS locations and equipment inventory for equipment covered under this contract. The Contractor shall provide certification to the CO or designee that the equipment inventory is complete and accurate in NCMMS.

○ Review the preventive maintenance schedule in NCMMS. Cross-check preventive maintenance schedules and guides used by the outgoing contractor versus any newly proposed guides and schedules. The new periodic maintenance schedule and guides shall be based off of the last time preventive maintenance was performed and in accordance with the requirements of this contract. If the contractor has reason to believe information gathered from the BAS “interview” indicates the schedule should be adjusted, they should provide these recommendations and make changes as determined to be appropriate.

○ Review the current schedule of maintenance and revalidate in line with the accepted proposed maintenance schedule. Update the preventive maintenance schedule in the NCMMS as needed to align with the approved schedule.

○ Create, maintain, or update the preventive maintenance schedule in NCMMS and enter data of past performance of maintenance for each piece of equipment where needed.

○ If the Contractor proposes custom job plans, obtain approval from the CO or designee and load the custom job plans into NCMMS. Note: NCMMS contains PBS job plans and the latest Preventive Maintenance Guide.

● Completion of building re-tuning training available from Pacific Northwest National Laboratory (PNNL).

● Collecting, reviewing, and updating Building Recovery (BR) plans for the BAS for all sites covered. Document where these exist and where they are needed to be developed.

● Development of an Initial Deficiency List, for all systems and components covered under this contract. This list shall be documented in the NCMMS, in accordance with CO or designee direction. Information on this list may be used by the COR for prioritization of initial Utility Hour work, or to pursue remedy under the outgoing services contract. Deficiencies existing do not excuse the contractor from performing required contract services. Any disputes between the Contractor and the COR will be subject to the final decision of the CO.

2.2. USE OF THE NATIONAL COMPUTERIZED MAINTENANCE MANAGEMENT

SYSTEM (NCMMS) AND GSALINK APPLICATIONS

2.2.0. General NCMMS Use Requirements

GSA uses the NCMMS, based on IBM’s Maximo, work order tracking and enterprise asset management system to document and manage services contract related work and maintainable asset inventory. The NCMMS also functions as the front-end for its national fault detection and diagnostics program (FDD), GSAlink, which uses SkyFoundry’s SkySpark as the back-end analytics & diagnostics application. The Contractor shall use the NCMMS to track, plan, manage, and document all work performed under this contract. This includes documentation of Work Orders, Asset management, and Preventive Maintenance planning.

2.2.1. Work Orders

Work Orders shall be documented completely with Actual labor hours, root cause failure analysis, parts, materials, assets repaired or maintained, in addition to any other information as applicable to the Work Order as identified by the COR. All work performed under this contract and documented in the NCMMS is to be categorized as BASSRV Service Type. Work Orders shall be classified by Work Type, Work Sub-Type, as dependent on the work being documented. In general, these shall consist of Work Requests (WR), Corrective Maintenance (CM), Utility Hours (UH), and Planned Maintenance (PM). Other Work Type and Work Sub- Types may be identified and used as directed by the COR. Findings requiring contractor action as a result of GSAlink “sparks'' shall have work orders created from the “spark event” link the work orders back to the “spark” initiating it.

2.2.2. Asset Management

The Contractor shall maintain all assets related to the operations and maintenance of building automation systems covered under this contract. Asset records shall include all information as necessary to perform operations and maintenance activities, to include: manufacturer, model number, serial number, manufacture date, installation date, specification information (firmware, IP address, configuration etc.), and any other information determined to be needed by the COR. For assets managed by the PBS CIO or others, the Contractor shall coordinate with, and provide on, all information as requested. As assets are added or removed, either by the Contractor or by third parties, the Contractor shall update and correct the list of maintained assets within the NCMMS. The Government shall make all efforts to provide information from third-parties, however, the ultimate responsibility for maintaining the list of contract covered assets shall be the responsibility of the Contractor. For buildings integrated into the GSAlink platform, the contractor shall match all GSAlink SkySpark EQ ID to the appropriate NCMMS Asset Number. If there is no applicable asset, the Contractor is to provide a list to the COR to be addressed.

2.2.3. Planned Maintenance

All assets and systems covered by this contract shall have maintenance planned within the NCMMS unless approved by the COR to be treated as run-to failure.

The planned maintenance schedule shall be provided by the Contractor for review and approval, prior to being loaded into the NCMMS. If the Contractor proposes to use custom sets of job plans (preventive maintenance actions) these must also be approved by the COR prior to being loaded into the NCMMS. Use of Routes to aggregate multiple assets onto one set of planned maintenance activities may be acceptable, so long as individual CM actions are documented against the individual asset for maintenance history tracking. Use of Routes is subject to COR approval.

2.3. APPLICATION SUPPORT

2.3.0. General Application Support Requirements

Provide application support for BAS applications listed in Section 1 and Appendix A. Applications will reside in a GSA-owned virtual server environment.

Troubleshoot application problems as necessary to maintain full functionality.

Refer network, server problems to PBS BSN Support teams as applicable following procedures established by GSA. Coordinate issues with GSA IT and PBS IT supporting teams.

2.3.1. User Account Management

Assign or delete user accounts upon request and authentication. Where a user account request originates from a non-GSA source, confirm with the appropriate GSA building manager or the COR. Assign rights as appropriate for the user enforcing Least Privilege practices by only allowing users to access data they are required to see. User account management activities are to be completed within 2 working days of request.

2.3.2. License Management

Provide and perform license management functions for all BAS applications under this contract scope. Maintain current licensing details, including number of concurrent “seats” and related information. Suggest additional licensing as appropriate in support of the regional program. Track expiration dates and renewal costs. Prepare acquisition related documentation in support of licensing renewal(s) and procure licenses as necessary for continuity of operations.

Track and manage license and software maintenance agreement records for Niagara products on servers, workstations and JACEs using Tridium Asset Manager tool. The Contractor shall be responsible for procuring Niagara Workbench licenses, and having Workbench installed on government furnished BSN console PC’s as needed for operations, maintenance, programming, troubleshooting, and for building recovery actions.

2.3.3. Problem Resolution Coordination

Coordinate with GSA OCIO as necessary in resolving application problems, and troubleshooting to determine whether a reported problem is caused by the network (OCIO responsibility), server or server environment (OCIO PB-ITS responsibility), application (responsibility of the Contractor), or local controller failure (responsibility of the Contractor, dispatching service technicians as needed).

Respond to application failure alarms from PB-ITS.

2.3.4. Application Operation Monitoring

Check server applications daily on weekdays to assure applications are running correctly. Develop a program to spot-check several screens of each application daily, with the daily checks varying so that most functions of each application are checked over time.

2.3.5. Post-Patch Operation Validation

PB-ITS does server patching typically twice per month on the second weekend, and fourth Tuesday. Following patching check that all applications are running correctly at the conclusion of patching. Following weekend patching, complete review no later than Sunday at 11:59 PM. Following Tuesday patching, complete review no later than 6:00 AM Wednesday morning. Notify property management, and O&M support teams in advance of upcoming scheduled server patching.

2.3.6. Advanced Metering System Support

Upon request, participate in progress calls or web meetings with GSA and third-party contractors in relation to progress integrating meter data with the GSA national metering system (maintained and administered separately). Provide application-level troubleshooting to assist with such integration as needed. The Contractor shall also monitor meter reporting on a daily basis to ensure data is being captured by the national metering system.

2.3.7. BACnet Management

Maintain number control logs for BACnet device ID, UDP port, and BACnet network number assignments, to assure unique numbering is maintained. Assign number ranges in response to project RFIs (request IP addresses from OCIO, and provide as part of RFI response).

2.3.8. Project Coordination for Devices and System Expansion

Coordinate by email or phone with project teams for tenant improvement, HVAC, lighting or other projects that might impact network components (e.g. install new controls) to assure such project teams understand impact on network and requirements for BACnet device ID numbering, network number assignments, IP address assignments, use of GSA standards for point naming, and other issues which impact the network. Ensure that Building Technology Services Division teams are aware and involved to the extent necessary.

2.3.9. Network Diagram Management

Coordinate with the Building Technology Services Division to maintain BAS network diagrams created for migrations to include making updates as necessary.

Create and maintain a PDF library of product documentation for all BAS systems (information for the PDF library to be provided by GSA).

2.3.10. Application Standards and Documentation

Assist with development and review of standards documentation for controls systems to be shared with GSA project teams and contractors. Where appropriate and feasible, incorporate into the BAS.

2.4. ENGINEERING SUPPORT

2.4.0. General Engineering Support Tasks

As part of contract base monthly services, the Contractor shall perform system programming and maintenance support tasks so as to ensure that all BMC systems operate as effectively and efficiently as possible. These tasks include performing reviews of, and creating reports on, building automation system applications, sequences, alarms, and operations. All pre-planned actions are to be scheduled within the NCMMS. The Contractor shall meet with building operations and maintenance teams on a regular basis (no less often than monthly), to discuss any operational support issues they may have, create work orders to address these issues as necessary, communicate work status, and provide updates as necessary. The Contractor will also provide a monitoring level of support for GSA IP and secondary level networks as applicable to this scope of work. Problems with network communications not covered by the services of this contract shall be communicated to the appropriate GSA Net-Opps or Building Systems Network Teams as applicable.

2.4.1. Building Automation System Monthly Reviews

Perform a review of BAS data for two buildings per month. Typically, this should include one relatively large and one relatively small building. For this purpose, campuses are treated as one building. Provide a quarterly schedule in advance of buildings to be reviewed to GSA for approval. Review must include:

a. Review of BAS screens for functionality (quality and appropriateness of graphics, refresh rate, etc.). Refresh rates do not need to be measured, but obvious latency must be noted. For the initial review of each building review all screens. For subsequent reviews review a 10% sample of screens. Describe results in the report.

b. Analysis of BAS trend data, to include all major systems (boilers, chillers, major air-handlers) and a small sample of minor systems (e.g., VAVs). During the initial review set up all necessary trends and do a preliminary review of major systems using whatever trends are already set up. Use the newly set up trends for analysis beginning with the 2nd review. Use Niagara Analytics Framework to set up trends whenever technically feasible for large systems, subject to point licensing limitations. During each review provide the COR with a trend list and propose which system (native BAS or Niagara Analytics Framework) for each trend for approval. Describe trends set up and document any anomalies in the report.

c. During each review create or revise trend logs to improve the quality of the next review. Describe actions in the report.

d. With each review add to Niagara Analytics Framework graphics to improve usefulness to GSA personnel to quickly see status and operating trends of major systems. Typically set up 4 graphics with each review. Describe actions in the report.

e. For buildings on GSAlink, review GSAlink Sparks to see trends, and also whether building O&M is resolving issues identified. Coordinate with building O&M to resolve any issues requiring BAS maintenance or support.

Recommend additional spark rules that should be programmed or existing rules that should be adjusted in report. With approval of COR contact GSAlink SBSC to have such sparks programmed.

f. Check for BAS operator over-rides. Discuss with building O&M contractors and itemize the basis and planned override release date in the report. A network overview summary page or report can be used to complete this task.

g. Review existing and previous/archived alarms since the last BAS monthly review was performed. Determine if alarms pose any potential issues. Set up BAS (including metering) alarms that might be useful to building operators.

Describe alarms set up in the report.

h. Review existing Schedules and determine if adjustments are required. Record the proposed adjustments in the report for COR review and / or approval and implementation. Perform any necessary schedule additions (Holiday, After Hours, etc.).

i. Make minor programming and setpoint changes (minor being defined as taking less than an hour for one given change for a category of equipment2). Where such changes might have any impact on building operations, notify and coordinate with the COR and the building O&M staff prior to making a change.

j. For buildings which have a Building Operating Plan (most of the large buildings) coordinate updates of the plan with the O&M contractor to reflect major issues noted and to update systems changes since the last plan update. Provide a summary of these changes with the monthly report. In addition, update the plans as needed when the GSA COR provides information on system changes (e.g., retrofit project information).

k. Develop or review and update Building Recovery (BR) plans for the buildings being reviewed. Where BR plans exist, review and validate that the plans are accurate and sufficient to operate the building systems during a building recovery event.

Within five (5) working days of the end of the performance month, develop, review, and submit a report to the COR addressing:

(i) Energy, utility cost, or HVAC performance problems observed.

(ii) Delays or issues with O&M response to problems (e.g., excessive operator overrides; failure to correct sparks or other diagnostics findings).

(iii) Recommended improvements to sequences of operation. These recommendations are to include improvement in tenant comfort, reduction in resource (energy, and water) usage, as well as increase in equipment life cycle among any others deemed to be appropriate.

(iv) Improvements or corrections made as part of the review.

2 E.g., where a change would need to be applied to many similar items of equipment, for example a change to the standard VAV box program for a building, then time is set by total number of instances.

(v) Performance problems noted with the BAS systems which could not be corrected in the course of the review.

(vi) Discrepancies between systems (e.g., between EUAS and metering data, between GSAlink data and BAS data).

(vii) Unresolved issues with open OCIO tickets, typically network, computer, circuit, or server problems.

(viii) Anything otherwise itemized above.

2.4.2. Alarm Management and Response

Monitor key alarms (email or other notification may be set up) and follow up on these on a daily basis to ensure that O&M staff are aware of the alarm condition and understand how to respond. A key alarm is considered to be an alarm that indicates a condition that could cause notable damage to equipment, systems, or create a condition that would render the building or zone unsafe or unfit for occupancy. Examples of this are: a boiler failing to start, freeze stat, JACE offline, high zone CO2, cooling tower fan failure to operate, etc. or any other alarms determined to be key by the COR.

Investigate alarm escalation capabilities in support of this function, and implement as approved by the COR.

2.4.3. GSAlink Monitoring and Support

Upon request, participate in GSAlink building calls. Review the weekly “Spark Top Ten” report generated from Skyspark, which itemizes high priority Skyspark diagnostics findings. Investigate underlying causes of Sparks, discuss remediation with building O&M staff and implement changes for items within the scope of this contract.

2.4.4. BAS Operational Support

Provide advice on request to GSA personnel or O&M contractor personnel with regards to the operation of BAS systems. Such requests may include requests for assistance using specific application features, advice on possible causes of equipment performance problems, and minor improvements to sequences of operation. If these requests exceed more than incidental (less than 1 hour) or work time, the request is to be considered a Utility Hour request and shall be tracked in the NCMMS as identified within Section 4.6.

2.4.5. Building Recovery Plans

Develop Building Recovery (BR) plans for all locations and systems covered under this contract. Provide support, coordination, consultation, planning, and development for BR actions. This includes maintaining BR plans and testing 2 BR plans per year with the BTSD Project Manager, Smart Building team, local building manager, and onsite O&M contractors.

2.4.6. Incidental Access Support

On a limited basis, assist 3rd party contractors with access to various control systems, when necessary, supervise access to servers in compliance with GSA IT Policy. Provide basic operational training as needed. Not to exceed eight (8) hours monthly. In the event this number of hours is expected to be exceeded, notify the COR. For classification and tracking purposes, Work Orders for such support shall be documented within the NCMMS as a WR Work Type, CYBER Work Sub-Type, with a Failure Class of SECURITY, and Problem Code of

ESCORT.

2.4.7. Network Monitoring

Monitor health of IP and secondary networks using GSA provided network monitoring tools.

2.4.8. Advanced Metering Support

Monitor advanced metering data to ensure that connectivity to the centralized server is maintained. Submit tickets and coordinate with third party Advanced Metering support contractors as necessary to ensure meters are functional, communicating, and that data is captured.

2.5. BUILDING AUTOMATION SYSTEMS OPERATIONS, MAINTENANCE, AND

UPDATES

2.5.0. General Building Automation System Maintenance Requirements

The automatic centralized control of a building's HVAC, lighting and other systems are managed through a BAS and may also be referenced as Building Monitoring and Control Systems (BMC). The objectives of building automation are improved occupant comfort, efficient operation of building systems, reduction in energy consumption and operating costs, and improved life cycle of equipment. BAS core functionality keeps building climate within a specified range, provides light to rooms based on an occupancy schedule (in the absence of overt switches to the contrary), monitors performance and device failures in all systems, and provides malfunction alarms to building maintenance staff. The Contractor must retain levels of expertise necessary to manage the control systems in a manner that meets the objectives of this Contract either by retaining on staff a factory trained and certified technician or subcontracting with a BAS vendor for services.

The Contractor is responsible for repair, replacement, and maintenance of actuators, sensors, relays, controllers, and other BMC system related control components as necessary to operate a building HVAC system for all systems covered under this contract. Replacement of motors, valves, and operational components which are being controlled by the BMC systems are the responsibility of the Operations & Maintenance Services Contractors. Any repairs or replacements shall be coordinated with the Operations & Maintenance Services Contractors & Onsite Property Management.

All BAS planned maintenance (PM) work shall be completed within the month it is scheduled for. If an extension is necessary to complete work due to unforeseen occurrences, the Contractor shall request an extension, in writing, from the CO or designee. If granted, the work order shall be completed within the newly approved upon time frame.

2.5.1. Operations

Equipment shall be operated according to the established sequence of operation for the BAS. If the established sequence of operation for the BAS or portions of the BAS are set forth by an ESPC or UESC it is the contractor’s responsibility to maintain or enhance established protocols to ensure energy savings goals are satisfied. Changes to the setpoints or schedule that negatively affect the energy cost savings must be avoided, unless otherwise approved by the CO or designee.

The Contractor is responsible for notifying the CO or designee if a sequence of operations, equipment or schedule is not operating as designed or at the highest efficiency and resulting in unnecessary energy use. The Contractor is responsible for retaining an adequate level of expertise to manage the control systems. If the Contractor does not have a manufacturer trained or equivalent BAS operator on staff, the Contractor shall enter into a subcontract, including regular scheduled support (not merely support on a contingency basis), or remote access (where available and subject to GSA IT governance security clearances and training), with a firm that has these skills.

The services required shall include regularly scheduled maintenance, including sequence of operation tuning, calibration, BAS log review, and other BAS system adjustments of corrections. A BAS alarm after Normal Working Hours that impacts the building operations must be corrected under emergency after-hours Work Order and recorded in NCMMS in-line with the requirements of Section 4.6.

All computers networked with building monitoring and control systems located inside GSA facilities, or that provide storage of and access to GSA data, including data related to energy usage, industrial systems controls, physical access controls, and lighting controls, are required to be hosted exclusively on GSA’s physical network and system infrastructure, unless otherwise accepted by CO or designee.

2.5.2. Maintenance

2.5.2.0. General

The Contractor shall develop and implement a preventive maintenance program to include all equipment requiring regular, or recurring maintenance activities in accordance with manufacturer’s recommendations, operations & maintenance manuals, and industry best practices. The plan should incorporate considerations for the type, age, function, and reliability of the component. Components considered beyond their expected life are not exempted from maintenance requirements. At a minimum, this maintenance plan shall include all BMC system components that move (such as actuators), have software or firmware (such as controllers), or degrade in performance, function, or capability over time without deliberate intervention. The maintenance program will include an annual “point-to-point” verification of the function of all system control and monitoring points. The Contractor may propose to not perform maintenance on certain components as a part of their plan, also known as breakdown maintenance. All proposed breakdown maintenance decisions are subject to COR approval. If breakdown maintenance is approved, and said components fail, the resultant repair and replacement is subject to the shared liability threshold (Section 4.8). At the completion of all work onsite, the work area shall be left clean and tidy, with all work or repair related materials disposed of or recycled in accordance with federal and state regulations.

2.5.2.1. BMC Systems and Updates

BMC Systems (including advanced meters) shall be maintained as designed and updated when required. The Contractor shall perform maintenance required to ensure that all BAS devices function properly and repair or replace components that fail. The Contractor shall procure for BAS software and firmware updates and security patches sufficient to keep the system up to date with current versions of that application and field device controllers to address any known security vulnerabilities with that application software or device firmware. The Contractor shall procure software maintenance on an annual basis or leverage longer term contracts with one-year option periods. GSA reserves the right to remove this scope from the Contract at any time and furnish its own software maintenance contract with the application manufacturer or its authorized partners. Regardless of which party procures the required software maintenance, the Contractor is responsible for supporting the testing of all application, firmware, operating system, and database software patches.

The Contractor shall not upgrade or patch any BAS device independent of qualified support from the manufacturer or its representative and then and only after consultation with GSA, unless otherwise approved by the CO or designee. The Contractor shall cooperate with GSA to facilitate any upgrades GSA deems necessary for the functionality or security of the BAS. The Government may upgrade or change control system software or reprogram control systems during the performance period of the Contract. The Contractor shall not modify sequences of operation or control programs or run systems manually without prior approval of the CO or designee in consultation with regional subject matter experts (SME).

Where sequence of operation changes are approved, the Contractor shall provide accurate edits to the sequence of operation to document the changes made, and detail these in the monthly report.

Ensure that all devices or groups of devices that communicate with GSA system data and use wireless or radio frequency (RF) based communications are subject to all GSA IT Security policies related to the use of wireless technology. This policy establishes the requirement that these devices be submitted for IT security testing and remediation in order to receive approval for use at GSA.

2.5.2.2. Cabling and Communications Wiring

The Contractor shall be responsible for supporting all cabled pathways connected to GSA’s network including copper and fiber cabling, necessary to enable IP network communication among system devices and network components, and all break-fix requirements. All new cabling, including break-fix, shall be installed in accordance with the PBS Telecommunications Distribution and Design Guide. The Contractor is responsible for communications wiring that provides device and building system level networking connections (e.g., MS/TP wiring). The Contractor is not responsible for interconnecting cabling of the GSA onsite IP network components.

2.5.2.3. BAS Alarms

Critical, or persistent BAS alarms shall be treated as Work Orders and responded to accordingly. Any adjustments to set points to accommodate tenant comfort shall be approved in advance by the CO or designee. Repetitive or associated alarms shall be treated in the aggregate and tracked under the Work Order system established in NCMMS. Communications for alarms set up for remote notification shall be tested on a recurring basis. Any BAS alarms requiring action from the onsite O&M Services Contractor shall be coordinated with Onsite Property Management and O&M Services Contractor, with notification to the COR.

2.5.2.4. Building Re-Tuning

The Contractor shall conduct the six-step re-tuning procedure described in the Pacific Northwest National Laboratory (http://retuningtraining.labworks.org/training/lms/). The Contractor must have adequate level of expertise to complete Re-tuning activities The initial frequency of the re-tuning is semi-annually to coincide with the heating and cooling seasons.

After completing two re-tuning cycles the CO or designee in consultation with the Contractor shall determine the appropriate frequency of the re-tuning effort based on the size and complexity of the facility. Re-tuning shall be reported to the CO or designee and regional SME and documented in the monthly report. The re-tuning report shall include any Contractor suggestions and corrective actions.

2.5.2.5. Seasonal Review

The Contractor shall perform a total of two (2) ongoing seasonal reviews each year for all buildings. The reviews shall include all requirements as outlined in the GSA Best Practices for Building Automation System Technicians documentation (Section 2 Item d.). Provide all documentation in the Monthly Progress Report.

2.5.2.6. Sensor and Meter Calibration

The Contractor shall perform a full analysis of system points, and perform calibration, testing, and related support activities as outlined in the Best Practices for BAS Technicians, the GSA PM Guide, and manufacturer’s recommendations.

The contractor shall perform physical, onsite calibration of a representative sample of system sensors as part of monthly services and complete a calibration of all sensors in-line with the approved PM plan. Advanced meters, and metering networks, for electrical, gas, steam, and water usage shall be checked for connectivity and operation when onsite at a building. These meters shall be calibrated in accordance with manufacturer’s recommendations. The results and findings of all calibration activities shall be documented in the monthly report and in the NCMMS. The Contractor shall support troubleshooting of advanced meters, including power-cycling, and verifying the integrity of connections as necessary.

2.5.2.7. Controllers, Control Devices, Variable Frequency Drives

The Contractor shall maintain all field, and application controllers on the system and device level networks to ensure system communications and operations are effective and efficient at all times. This may include wiring and connections management physically within building mechanical or tenant space. Variable frequency drives are to be maintained, and their operations verified to be functional as initially intended and installed. All efforts are to be made to operate systems and drives in the automatic state as opposed to “in-hand” or manually overridden.

2.5.3. Reporting

Deficiencies in the BAS system operations shall be identified by BAS trending, GSAlink or Contractor's tours. All deficiencies shall be reported to the CO or designee immediately and documented and included in the monthly report. BAS alarms logs shall be included in the monthly report to show that they are being addressed. These logs shall include unique usernames for the operator addressing the alarm.

2.5.4. Smart Building Technology

GSA PBS has several programs in development and at various stages of implementation. One of these programs includes Smart Building technologies. A key objective of implementing Smart Technologies in GSA buildings is to capture and make available more real-time performance data about the individual building systems (e.g., HVAC/BAS, lighting, and Advanced Meters). This data shall be made available to the Contractor and as GSA analyzes this new trend of monitoring building performance at a detailed level, building support personnel engagement shall increase in significance over time. The Contractor is advised that tools, processes, data, and some procedures shall be modified to meet GSA requirements for long-term improved operational efficiencies. The Contractor shall continue to monitor developments in this area as more buildings in the GSA portfolio deploy Smart Technologies.

GSA is fielding a diagnostic and optimization program called GSAlink to detect problems and inefficiencies in equipment operation. The Contractor shall act on the recommendations of such diagnostic and optimization software reporting. This shall include using the results of the diagnostic and optimization software to generate a Work Order, or to respond to a Work Order automatically generated by the diagnostic program application. The Contractor shall provide status updates on the response to GSAlink spark events and attend monthly meetings to report on, and troubleshoot operations, programming, and sequences as necessary.

2.6. UTILITY HOURS (AD HOC SERVICES)

2.6.0. General Utility Hours (Ad Hoc Services) Requirements

The Government, at its discretion, may request various services not included within the basic services of this contract be performed in an ad hoc manner. These Utility Hour (UH) services will be requested from a pool of hours and dollar value accumulated every month. The Contractor is to track these hours and dollar values using a Google Sheet shared with the COR.