PWS Upgrade BAS.docx

ROUDEBUSH VAMC | UPGRADE BAS | PERFORMANCE WORK STATEMENT

Upgrade Building Automation System Performance Work Statement Richard L. Roudebush VA Medical Center 1481 West 10th Street, Indianapolis, Indiana 46202 1 Purpose and scope The contractor shall replace the 39 supervisory controllers in Attachment A with new Johnson Controls Facility Explorer FX90 controllers, replace the six BAS workstations in Attachment C, and consolidate the existing building automation system onto the newer onsite server. Include removal, installation, licenses, specified expansion modules, programming, integration, commissioning, documentation and project management in the firm-fixed price.

The facility currently operates an older Niagara AX Version 3 server and a newer Niagara N4 server on a BAS network separate from the VA/OIT network. Migrate all remaining functions from the AX server to the newer server, preserve functions already on the newer server, and demonstrate that the AX server can be retired. Controllers outside Attachment A remain in place and shall remain operational and integrated.

2 Period of performance and scheduling Complete all work within 365 calendar days after contract award, including testing, correction of project deficiencies and final documentation. Within 30 calendar days after award, submit a phased schedule identifying submittals, material delivery, controller replacements, server migration, workstation replacements, testing and closeout. Update the schedule monthly and when a material change occurs.

Some affected systems serve critical clinical areas. Coordinate work schedules and outages with the COR and affected departments and obtain written approval of each work window before proceeding. Some work may require evenings, nights, weekends or holidays to meet facility needs and maintain operations. Include associated labor costs in the firm-fixed price.

3 Equipment and software Provide one new FX90, the device license capacity specified in Attachment A, and one year of manufacturer software maintenance for each of the 39 replacements. Include the scheduled expansion hardware.

The device capacities in Attachment A include allowance for future expansion. Provide the point capacity, drivers and communication interfaces needed to preserve all existing integrated devices, points and functions. Include required licenses in the firm-fixed price. Document purchased device and point limits, actual usage and remaining capacity at turnover.

Before ordering, submit a controller-by-controller bill of materials showing manufacturer part numbers, quantities, device and point limits, drivers and maintenance coverage. Provide a manufacturer-supported production release of Niagara N4/Facility Explorer software for the consolidated server and new FX90s. Submit exact versions and build numbers for VA approval before installation. Demonstrate compatibility with retained controllers, drivers, modules and BAS functions, and provide the BTL evidence required by Attachment B. Beta and unsupported releases are prohibited.

4 Existing conditions and outage planning Before each replacement, field-verify controller location, connected equipment, served areas, communication trunks, remote I/O, power and shared control dependencies. Establish a current inventory from the operating system and physical inspection. Record discrepancies and resolve conditions affecting migration with the COR before work. The contractor shall verify existing conditions rather than rely on preliminary location information as an as-built record.

Record existing online status, point readings, alarms, overrides, schedules and equipment operation. Identify existing problems jointly with the COR before migration. Do not assume field controllers will maintain safe operation without their JACE or server.

Submit a cutover plan for each controller and for the server migration. Identify affected equipment and clinical areas, estimated interruption, work window, temporary operating and monitoring measures, staff coordination, backup method, rollback triggers and restoration procedure. Group cutovers only where their combined effect has been reviewed and approved.

Maintain facility-established environmental conditions in occupied areas. Where continued operation cannot be maintained, defer the interruption until the VA approves an operating contingency or area shutdown. Do not bypass safety interlocks or change approved sequences without authorization. Stop affected work, notify the COR and implement the approved restoration plan if unexpected loss of control or unacceptable conditions occur.

Create recoverable station and server backups before changes. Verify that files are readable and document the restoration method. Retain original configurations and removed controllers for rollback until the VA authorizes their release. Provide the temporary control and monitoring measures necessary to maintain operation during the work, as documented in the approved cutover plan.

5 Controller installation and migration Install and label controllers and specified accessories in accordance with manufacturer instructions. Reconnect and verify all affected communication trunks, network connections, remote I/O and power connections. Identify each replacement by the existing facility tag.

Preserve existing control sequences, setpoints, point mappings, graphics, alarm priorities and routing, schedules, trends, user roles and integrations unless the VA approves a change. Include conversion of station databases and correction of references, certificates and connections affected by the replacement.

Compare each completed installation with its recorded baseline. Correct failures introduced by the work at no additional cost. Document unrelated pre-existing deficiencies and refer them to the COR for separate maintenance coordination. Do not use undocumented overrides to conceal a failed function.

6 Access Security and Site Requirements

6.1 Independent BAS network and access control

The BAS server, controllers and six workstations operate exclusively on the dedicated Engineering network for HVAC BAS controls, separate from the VA/OIT network. Maintain that separation; connection to the VA/OIT network is not part of this work. Use access methods authorized by VA Engineering. Obtain written VA authorization before adding or changing remote access, internet or cloud connectivity, or connections to another network. Protect passwords and backups, document access changes, and remove temporary contractor accounts at turnover unless continued access is authorized. The C&A requirements do not apply and a Security Accreditation Package is not required.

6.2 Identification and badging

Contractor personnel shall wear visible identification showing their name, position and employer while onsite. Comply with applicable VA badging, check-in and escort requirements. Coordinate access arrangements with the COR before starting work.

6.3 Parking and site access

Park only in areas designated by the VA. Coordinate parking, deliveries, loading and equipment staging with the COR. Provide any necessary offsite parking and transportation for contractor personnel. Keep emergency routes, entrances and patient access clear. The VA will not reimburse parking fines or resolve contractor parking violations.

6.4 Smoking

Smoking is prohibited inside VA buildings and on VA grounds. Contractor personnel who smoke shall do so offsite.

6.5 Conduct privacy and emergency procedures

Weapons are prohibited on VA property. Tool kits and other containers are subject to inspection by authorized VA security personnel. Treat Veterans, their families, VA staff and other personnel with respect and courtesy. Follow facility emergency and evacuation procedures and coordinate work with affected departments through the COR.

This work does not require access to patient information. Do not access, photograph, copy or disclose Protected Health Information (PHI), Personally Identifiable Information (PII) or other sensitive information except as expressly authorized for contract performance. Protect any information encountered in accordance with applicable privacy requirements and VA policies. Promptly report inadvertent access, disclosure or loss to the COR and follow VA incident-reporting instructions.

6.6 Infection prevention and housekeeping

Before physical work begins in each affected area, coordinate with the COR and VA Infection Prevention staff to obtain applicable infection-control requirements and any required infection control risk assessment (ICRA) or permit. Implement required controls before disturbing ceilings, walls, equipment enclosures or materials that may release dust. Ensure all workers understand and comply with the approved controls. Protect adjacent equipment and occupied areas.

Provide required containment, dust-control equipment and housekeeping unless the contract expressly identifies these items as Government-furnished. Coordinate any required barriers or negative air equipment through the COR before work. Refer requirements that change contract scope, price or time to the Contracting Officer before proceeding.

Keep work areas clean. Transport contractor-generated debris in sealed bags or covered carts and remove it from the premises. Do not use VA dumpsters. Retain removed controllers, computers and other Government equipment onsite for rollback or disposition as directed by the VA. Do not erase, dispose of or remove Government data or equipment without authorization.

7 Server consolidation Use the existing newer onsite BAS server, currently running Windows Server 2022 and Niagara N4 version 4.14, as the consolidated host. Upgrade its BAS software to the approved production release under Section 3. Retain Windows Server 2022 unless a change is specifically approved. Verify installed builds, hardware resources and licenses before migration and document the final configuration.

Back up both servers. Provide the server licenses, compatible drivers and retained-controller software updates needed for consolidation. Include all server software maintenance renewals and reinstatement necessary to perform the upgrade in the firm fixed price. Deliver documentation of resulting software entitlements and maintenance expiration dates. Verify sufficient processing, memory, storage and licensed capacity for the consolidated system. Physical server replacement and hardware additions are excluded; report any hardware deficiency to the Contracting Officer before migration.

Migrate station references, graphics, alarms, schedules, trends, user access and integrations from the older server. Preserve historical records through migration or a VA-approved archive accessible without operating the old server. Document any format changes and demonstrate retrieval of archived records.

Verify migrated and previously connected controllers together. During an approved test, isolate the older server and demonstrate that required controls, graphics, alarms and data collection continue on the newer server. Retire the older server only after VA authorization. Retain it and its backups as directed until acceptance and disposition instructions are issued.

8 Functional testing and acceptance Submit test procedures before cutovers. Test every replaced JACE, each connected device and all affected points and interfaces. Check displayed values and statuses against the existing source, verify mapping, and demonstrate commands, feedback, schedules, alarms and affected sequences using approved procedures. Coordinate disruptive tests to protect clinical operations.

Record the controller or device, test date, expected result, actual result, exceptions and corrective action. Notify the COR before testing so the VA can witness selected checks. Government review or witnessing does not relieve contractor responsibility. Final acceptance requires completed testing, correction of project-related deficiencies and delivery of all turnover items.

9 Qualifications and project coordination Identify the controls firm and technical lead responsible for programming and commissioning. Submit with the offer the technical lead’s Niagara certification appropriate to the work, evidence of Facility Explorer experience, and examples of comparable controller and server migrations. The identified technical lead shall supervise programming and commissioning. These qualifications may be met by a named controls subcontractor; the prime contractor remains responsible for performance.

Provide current, verifiable documentation of authorized access to genuine Facility Explorer equipment, required software tools and licenses, manufacturer technical support, and warranty coverage. Documentation may include manufacturer confirmation or a documented authorized supply and support arrangement identifying the participating firms and their responsibilities. Demonstrate that the firm performing programming and commissioning has the tools, qualifications, and support needed to complete that work. Authorization to purchase equipment alone does not satisfy this requirement.

Maintain the required qualifications and supply and support arrangements throughout the applicable work. Before substituting the controls firm or technical lead, submit documentation demonstrating that the replacement meets the same requirements. Notify the Contracting Officer of any loss or change of authorization that could affect performance, support, or warranty coverage.

Identify the parties responsible for manufacturer warranty claims and project warranty service. The prime contractor remains responsible for fulfilling the warranty obligations in Section 11. No exclusive relationship with the incumbent contractor is established by this PWS.

Provide supervision, coordination, material handling, labeling, and cleanup. Coordinate with the existing maintenance provider through the COR where necessary. Do not assume uncompensated assistance or charge project work to the maintenance agreement. Only the Contracting Officer may authorize changes to contract scope, price, or time.

10 Deliverables

Deliver the detailed records in Attachments B and C before final acceptance. Provide usage rights needed for VA operation, backup, and maintenance, including use by VA-authorized service providers under applicable software licenses; manufacturer-owned source code is not required. Provide an operator walkthrough covering the consolidated system, records, backups, and warranty contacts.

11 Warranty and scope boundaries Provide one year of parts-and-labor warranty from documented substantial completion or VA beneficial use, consistent with the final contract terms. Document the start and end dates and pass through longer applicable manufacturer warranties. Track software maintenance separately and document its activation and expiration for every replacement.

Protect applicable existing warranties by following manufacturer requirements. Notify the Contracting Officer before work that could affect existing coverage. Correct contractor-caused damage and loss of function at no additional cost. Project defects remain the responsibility of the project contractor and shall not be billed to the maintenance agreement.

Routine maintenance, unrelated existing equipment repairs, mechanical valve or damper replacement, and facility-wide testing and balancing are excluded. Functional testing of affected controls and correction of project-caused failures are included. Changed conditions requiring additional scope shall be referred to the Contracting Officer before proceeding.

Attachment A Controller replacement schedule Replace each of the 39 listed controllers with one FX90, including migration, commissioning and one year of software maintenance. Provide 100-device capacity per controller except FX60-11, FX60-13, FX60-26 and FX80-28, which require 110 each (100 core plus 10 additional), and FX80-15 and FX60-23, which require 200 each. These are purchased capacities, not existing device counts. Field-verify locations and existing models. Tags define the replacement scope. Abbreviations: MER mechanical room; EL electrical room; GEN generator; BSMT basement.

Attachment A Controller replacement schedule continued

Separately procured replacements FX60-05 and FX60-09 have already been purchased and are being replaced by Conserv under separate work. FX80-06 serves the chiller plant and is planned for separate expedited replacement before this project. Do not include purchase or physical replacement of these three controllers, or duplicate separately purchased licenses and accessories, in this contract.

Coordinate through the COR to confirm completion and obtain the installed models, software builds, licenses and backups for these three controllers. Preserve their operation and include their server integration, compatibility verification, applicable testing and turnover records in the consolidated system. Identify any additional integration work or retained-controller software updates in the preinstallation submittal. Do not make this project responsible for completing the separately procured replacements.

“None listed” means no separately scheduled expansion module. All controllers remain subject to the licensing and functional requirements in Section 3.

Identify exact expansion-module part numbers and channel counts in the equipment submittal. Retain existing equipment connections and functions. Controllers not listed above remain in place and are included in server consolidation as applicable.

Attachment B System records and BACnet conformance Provide the following records for all 39 replacements and their connected devices and points. Include retained controllers and points represented on the consolidated server in the exported inventories and server network diagram. Field-verify replaced-controller locations and changed wiring; a new physical survey of every unchanged field sensor or concealed cable is not required.

Updated as-built drawings Provide a BAS network diagram showing the consolidated server, six replacement workstations, supervisory controllers, switches, gateways, protocol trunks and interconnections. Provide verified replacement-controller locations and enclosure layouts, power sources, port assignments, expansion modules, remote I/O and wiring terminations changed by this work. Label each drawing with its revision date. Deliver editable drawing files and PDF copies.

Controller and device inventory Provide an Excel or CSV inventory linking each JACE to its connected devices, equipment tags, locations and served areas. Include manufacturer, model, JACE serial number and host ID, software version, protocol, network/trunk, applicable IP address, BACnet device instance or other protocol address, and communication status. Identify inactive, spare, duplicate or unresolved entries separately. Record inspection or export dates and distinguish field-verified information from system-exported information.

Point list and capacity report Provide an Excel or CSV export of all points configured in each replaced JACE and all points mapped on the consolidated server. Include JACE, source device, equipment tag, point name and description, station path, protocol object or register address, point type, units or states, read/write status, alarm settings, trend settings and server mapping where applicable. Identify unavailable attributes. Include active device and imported point counts, actual licensed usage, purchased limits and remaining licensed capacity for each JACE. These lists need not include internal field-controller points that are not integrated into the BAS.

Configuration and recovery records Deliver final native editable station databases, graphics and project configuration files; controller and server backups; restoration instructions; software/module versions and dependencies; license and maintenance records; and a dated change log. Document sequences and shared dependencies affected by migration, including approved changes. Deliver VA-controlled administrator credentials and backup passphrases separately through a secure method. Demonstrate that VA can open the files and access the delivered backups and administrative accounts.

BACnet conformance New supervisory controllers shall be BTL-listed under the BACnet Building Controller (B-BC) profile. The consolidated Facility Explorer server software shall be covered by a BTL listing under the BACnet Advanced Operator Workstation (B-AWS) profile. Before ordering or upgrading software, submit applicable listings, available Certificates of Conformance and manufacturer Protocol Implementation Conformance Statements (PICS) for the exact products and software builds. Provide manufacturer or BTL documentation establishing coverage where a proposed build differs from the listed version. A listing for an earlier release does not by itself establish coverage of the proposed release. Resolve coverage and version compatibility before installation. BTL evidence does not replace functional testing or required non-BACnet drivers.

Attachment C BAS workstation replacements Provide and install six new browser-access computers, one at each location below, exclusively for the Engineering HVAC BAS network. Include operating system licenses, configuration, migration, testing and warranty in the firm-fixed price. Apply the 365-day performance period and Section 11 warranty requirements.

Equipment and configuration Provide new business-class desktop or mini PCs with a Windows 11-supported 64-bit processor with at least four cores, 16 GB RAM, a solid-state drive of at least 256 GB, licensed Windows 11 Pro, wired Gigabit Ethernet, TPM 2.0 and Secure Boot capability. Reuse of existing monitors, keyboards and mice; include compatible display connections and necessary adapters is acceptable. Submit proposed models and specifications for approval before ordering.

Install a supported browser compatible with the BAS front end. Configure authorized user access, required graphics, alarms, trends, schedules, reports and controls. These workstations require browser access only; dedicated Niagara engineering software is not required. Complete activation and configuration through VA-authorized methods so routine BAS access operates on the Engineering network without an internet connection. Deliver VA-controlled administrator credentials securely.

Migration and acceptance Back up required files and settings before replacement and transfer needed BAS data and shortcuts. Coordinate replacements to maintain operator access during cutovers. Connect only to the Engineering BAS network; disable unused wireless interfaces and do not establish VA/OIT, internet, cloud or other network connections without written VA authorization under Section 6.

At each location, demonstrate login, graphics, current values, alarms, trends, reports and authorized commands as applicable to the assigned role. Verify operation after restart and document results. Retain removed computers onsite pending VA disposition instructions; do not erase or dispose of equipment without authorization.

Provide a workstation inventory with location, assigned role, manufacturer, model, serial number, asset tag, computer name, IP address, operating system, installed software and license details. Deliver recovery media or images, restoration instructions, configuration records and warranty contacts. Include all six workstations in the as-built network diagram.