PWS Lutron Lighting Control Service-FINAL.docx

PERFORMANCE WORK STATEMENT:

LUTRON LIGHTING CONTROL SERVICE

FOR

OFFICE OF SPACE & BUILDING MANAGEMENT DIVISION (OSBM)

DEPARTMENT OF COMMERCE ENTERPRISE SERVICES

PERFORMANCE WORK STATEMENT

10 | P a g e

1.0 Contract Overview

This is a non-personal services contract. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government as defined in this Performance Work Statement (PWS). The Contractor shall perform to the standards in this contract.

2.0 Background

The Hebert C. Hoover Building, located in Washington D.C., is home to the United States Department of Commerce and several other government agencies. The building is going through a renovation process of eight phases, four of these phases have been completed as by December 2020. In the early 2000s, this major renovation project introduced Lutron lighting control system to improve energy efficiency. The Lutron lighting control system was designed to allow the building's lighting to be automatically adjusted based on occupancy, daylight levels, and time of day, which resulted in significant energy savings and reduced operating costs while improving lighting quality and comfort for the building's occupants. Given the success of the Lutron system, it is expected that the Lutron lighting control system will be implemented in the future renovation phases.

2.1 Objective

Building management needs a service contract with a certified Lutron vendor to provide yearly predictable and fixed costs associate with maintaining and repairing the current lighting control system. The service contract must include regular maintenance and support, as well as any necessary upgrades, for all renovated areas, to keep the system up to date and compatible with the latest technology.

The building management team recommends upgrading an obsoleted Lutron server to a newer server that is long-term fully supported by the manufacturer and Microsoft operation system. The upgrade must be carried out with minimal disruption to the building's operations.

3.0 Requirement

3.1 The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform this requirement.

3.2 The Contractor shall monitor performance in accordance with the approved Quality Control Plan (QCP). The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP is the means by which they will ensure work complies with the requirements of the contract.

3.3 The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall consider the stability and continuity of the workforce are essential.

3.4 Service and Scope

Provide complete technical support service and one-time Lutron server upgrading, breaking down scope per performance year and all options (if exercised)

3.5 Technical Support Service

Provide technical service for Lutron lighting control system in Hebert C. Hoover Building (HCHB). Coverage and benefit must include but not limited to:

a) A detailed Preventive Maintenance Plan and Checklist for reviewing.

b) Max 24-hour response time for all inquiries.

c) Unlimited onsite troubleshooting, diagnosis, and replacement for existing Lutron devices and Lutron system which are covered under this contract.

d) Unlimited remote troubleshooting and diagnosis.

e) First-available onsite and remote response time for all elective visits.

f) Unlimited 100% Lutron parts coverage for replacement, shipment and analysis of Lutron components included with the system (excludes fluorescent ballasts).

g) Unlimited 100% Lutron labor coverage for troubleshooting and diagnosis of lighting issues.

h) Unlimited technical support for a support line. Provide and maintain a hotline number available for emergency technical support 24 hours per day, every day of the year including weekends and holidays.

i) Unlimited exclusive access to the highest priority technical support line.

j) Remote Diagnostics for systems configured for remote access.

k) 2 hours of Remote Programming for systems configured for remote access.

l) Minimum ten (10) annual visits of elective onsite support the following tasks:

· Preventive Maintenance includes scheduled onsite visit for asset management, system check, panel maintenance & computer maintenance.

· System Optimization includes an onsite, consultative visit for identification and implementation adjustments and/or strategies to enhance energy savings.

· Assists facility with identifying whether site/staff needs, code requirements & energy goals are being met.

· Onsite Training includes a scheduled onsite Lutron lighting control system programming & implementation training visit for facility staff. Up on request, training sessions must be tailored to specific staff or facility needs.

m) Additional Elective Services include supplemental staff training, System Optimization, timeclock reprogramming, existing devices reconfiguration, and system status reporting.

n) Must inform the COR within 15 minutes of discovering any potential safety hazards.

3.6 Lutron Server Upgrade

Provide a completed turnkey solution for upgrading the current Lutron server to the latest hardware and Quantum software version. The upgrade must be carried out with minimal disruption to the building's operations. Contractor must notify the Government as soon as possible, if the contractor is required to walk the site to determine the wattages of each of the different fixture types.

Project management and planning requirements:

1. Schedule meeting(s) to review the overall upgrade project scope. This includes scheduling, network, IT, as well as all applicable labor, onsite requirements, and impact.

2. Must contact customer for CAD (or equivalent) drawings of the existing onsite space(s) for database design and testing purposes. The Government will provide to the selected contractor drawings, documentation, and other reference as available.

On-site upgrade requirement:

1. Database team must implement and test the custom floorplan files for optimal user interface with Quantum Vue.

2. Schedule a final coordination meeting(s).

3. Perform verification site walk.

4. Prior to initiating the upgrade, review the existing, on-site lighting Sequence of Operations (SoO).

5. Extract system database from the current Quantum system. Must backup existing database to restore the system to its original state if necessary.

6. Perform a system diagnostic to establish the current state of the system. Any existing system performance issue, such as devices that cannot communicate to the system, must be resolved. Items that cannot be resolved will be documented for further review.

System upgrade requirements:

1. The latest Quantum software must be copied and installed to the new server intended for use with Quantum system.

2. Must work with IT on-hand to help resolve any potential installation issues without additional cost.

3. The existing lighting configuration file must be copied to the new Lutron server and upgraded to the latest software version.

4. System device firmware must be upgraded to the latest version.

5. Update all onsite processors to the new firmware version.

6. The system configuration must be transferred to all devices in the system. All relevant device firmware must be upgraded as the same time.

7. All areas controlled by the Lutron lighting control system must be tested by the Field Service Technician.

8. Must work with the designated integrator and onsite Building Management Division (BMD) to verify the functionality of any third-party systems that are communicating with Lutron system.

9. Must conduct onsite training for staffs on the new software.

10. Must ensure the new Lutron lighting control software can be remotely diagnostic.

Post startup requirements:

1. Must schedule a follow-up visit within two months after installation completion for training and system tunning.

3.7 Safety Plan requirements

Prior to the start of any work, the contractor must submit a job safety plan including at a minimum the following elements:

1. An OSHA compliant job hazards analysis for all tasks

2. The contractor’s OSHA and NFPA compliant program for control of hazardous energy (lockout-tag-out).

3. The contractor’s safety training program for all workers, including at a minimum an OSHA 10-hours general industry certification.

4. The safety plan must identify an OSHA compliant competent person or person who will be onsite whenever work takes place and have the training to prevent unsafe work practices. The onsite competent person must have and maintain for the duration of the contract an OSHA 30-hour general industry certification.

3.8 The contractor must be responsible to provide all necessary tools, equipment, personal protective equipment, and other items required to safety perform the work.

3.9 Site Access and Parking

Parking is available onsite weekends only. Any vehicle entering the facility must be inspected before each visit (even on the same workday) at an offsite DHS location. The COR will provide details for the inspection facility following award.

All personnel entering the site will be required to present a Government issued photographic ID each time they enter the Government facility.

The contractor must provide and maintain personnel with DOC-issued HSPD12 compliant badge for escort whenever workers are onsite.

3.10 Phase-out Service

Perform all Phase-out inspections prior to the conclusion of the contract; correct all deficiencies found during this inspection regardless, whether repairs are completed after the contract end date; and cooperate in the smooth transition to a successor contractor, if required or necessary.

4.0 Place of Performance

Contractor support shall perform herein at:

U.S. Department of Commerce, Hebert C. Hoover Building (HCHB) 1401 Constitution Ave. NW, Washington, DC 20230

· Remote/telework may be authorized by the Task Manager (TM) on a case-by- case basis.

5.0 Period of Performance

The total period of performance with all options for one(1) 12-month base period with four (4) 12-month option periods, from date of award. (If exercised) (Dates to be updated after award, anticipated to start by 7/1/23)

I. Base Year:

II. Option Year 1:

III. Option Year 2:

IV. Option Year 3:

V. Option Year 4:

6.0 Hours of Operation

Under this contract, the Contractor is responsible for conducting business, Monday thru Friday during normal business hours except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

7.0 Government Furnished Resources

7.1 The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use. The Contractor shall not use GFP/E/I for any purposes other than official Government business as performed under this contract. At the close of each work period, government facilities, equipment, and materials shall be secured.

7.3 Additional Information

Contractor parking is not available but may coordinate with the Contracting Officer Representative (COR) to arrange (if available) short duration of access to the DOC. If inside parking is not available at the DOC and the Contractor has to park outside the DOC, the commuting costs are the responsibility of the Contractor and will not be reimbursed by the Government.

8.0 Constraints

The Contractor is responsible for and shall ensure staff are properly trained and hold the appropriate credentials as required for the services being performed.

Contractor shall perform all services under this Order in accordance with all applicable Federal Laws and regulations, commercial practices or all original manufacturer's specifications, and OSHA’s general industry standards.

Unless otherwise specially approved by the COR in writing, only NEW PARTS must be used in the performance of work under this contract.

Contractor is responsible for ensuring continuous and immediate availability and onsite inventory for parts, supplies and materials require under this requirement.

Contractor must notify the COR within forty-eight (48) hours in writing of any work under this contract, which the Contractor believes is outside the Performance Work Statement. Thus, Contractor must provide an itemized quote, including all labor, parts, materials, and supplies to complete these additional services to the COR. At the Government’s election and its discretion, Government may modify the Order to include the proposed work at a negotiated price, seek competitive quotes, or pursue other contracting options to accomplish the work.

8.1 Qualifications

All work must be performed by Lutron staff, certified technicians, or third party authorized by Lutron.

Contractor must initiate and maintain procedures to ensure that persons performing work on the site are skilled and knowledgeable in the methods and craftmanship needed to produce the required quality levels for acceptance of completed work. Should this level not be attained, the Contractor shall remove and replace the work which does not comply with the recognized standards.

Contractor shall be liable for any destruction done inadvertently during the performance of the contract.

8.2 Contract Status Support

Contractor must provide the status of contract performance to the COR at any time during contract performance and conduct periodic scheduled status meetings and provide periodic status reporting.

8.3 Job Site

Individual job sites will be closed in proximity to Government personnel working in adjacent areas. The Contractor must protect persons and property throughout the progress of work and suitable covering must be applied to all areas adjacent to the work site.

Contractor must only utilize hallways or other open areas to stage materials for the work in a manner not to pose a safety hazard. For jobs longer than one day, the Contractor must secure the area and ensure all material in hallways and open areas are stored in a manner so as not to pose safety hazard.

Contractor must notify the COR of any work to be performed in a functional area that would tend to disrupt the conduct of normal Government business and the normal operation of equipment or systems. The Contractor must notify the COR at least twenty-four (24) hours in advance of such work.

Contractor must re-schedule any work that the COR deems necessary to avoid unacceptable disruptions in the Government’s business.

Contractor will coordinate with the Government’s COR for Contractor employee(s) entrance into DOC. Thus, the COR will be coordinating with Office of Security (OSY) in seeking authorization for Contractor employees to obtain entrance into DOC. If OSY does not authorize entry into DOC for a Contractor employee, the Contractor is responsible for making arrangements to substitute the employee. The final determination for entry into DOC is OSY.

Contractor must notify the COR of any work he/she feels would activate various Building Fire Alarm/ smoke detector systems throughout DOC. Dust or smoke can potentially activate building smoke alarm and sensor. There for smoke detectors located adjacent to the work being performed must be protected at all times.

9.0 Identification of Contractor Employees

All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

10.0 Travel

Travel ☐ is ☒ is not required under this contract.

If required, the Contractor shall travel as approved by the designated TM or COR during the performance of this contract to attend meetings, conferences or conduct other official business covered under this contract. Authorized travel is reimbursable in accordance with Federal Travel Regulations. The Contractor shall ensure adequate funding is available for costs of travel prior to incurring costs.

Local travel to meetings, conferences or other official business covered under this contract is not reimbursable as a direct charge.

https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation

11.0 Conflicts of Interest

Contractor and subcontract personnel performing work under this contract may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.), or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer (CO) immediately whenever he/she becomes aware that such access or participation may result in any actual or potential OCI and may merit the submittal of a plan to the CO to avoid or mitigate any such OCI. This mitigation plan would be determined to be acceptable solely at the discretion of the CO. In the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may employ other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

12.0 Data Rights

The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source code of any software produced under this contract, shall be Government owned and the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the CO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

13.0 Applicable Publications (Current Editions)

· No publications are applicable for this contract.

☒ The following list of publications is applicable to this contract: NFPA 70, NFPA 70E, ANSI/IES

14.0 Reports and Deliverables

14.1 The Contractor shall attend progress meetings requested by the contracting activity or contract administration. The Contracting Officer, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the CO will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

14.2 The Contractor must inform the COR and perform software patch updates without additional cost.

14.3 The Contractor must provide hard and digital copies user manual, product specification.

14.4 Initial training must be recorded for reference and future training purpose.

14.5 For each service visit, whether scheduled maintenance or repair, the contractor shall submit a service report electronically to the COR indicating all equipment worked on, tasks performed, supplies used, competent person present, and any observed issues or further work required within two (2) business days. For scheduled maintenance, the service report shall provide written evidence of all tasks required.

15.0 Attachment/Technical Exhibit List

TECHNICAL EXHIBIT 1

Performance Requirements Summary The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PRS # 1.

The Contractor shall provide all materials and services in accordance with the scope and technical requirements listed in the Performance of Work Statement (PWS).

TECHNICAL EXHIBIT 2 DELIVERABLES SCHEDULE

This technical exhibit lists any reports or documentation that is required as a deliverable to include the frequency, # of copies, medium/format and who/where it is to be submitted. A deliverable is anything that can be physically delivered but may include non-physical things such as meeting minutes.

and 2 hard copies PDF, or MS Office, and CDs

TM, COR, CO

Office

TM, COR, CO

Office

TM, COR, CO

Office

TM, COR, CO

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