SCHEDULE A SOW BAS Services VACHS.pdf

1.0 BACKGROUND

The Veterans Affairs Caribbean Healthcare System, comprised of San Juan Medical Center, Arecibo Outpatient Clinic, Guayama Outpatient Clinic, Mayaguez Outpatient Clinic, Ponce Outpatient Clinic, Saint Croix Outpatient Clinic, Saint Thomas Outpatient Clinic, Utuado Outpatient Clinic, Comerio Outpatient Clinic, Vieques Outpatient Clinic, Ceiba Outpatient Clinic, Arecibo Vet Center, Ponce Vet Center and San Juan Vet Center, requires the use of a Building Automation System to control and monitor the utilities delivered for patient care. The fundamental basis for the BAS is to safeguard the quality of the utilities delivered for healthcare services.

Among the utilities and parameters monitored, 24 four hours a day and seven days a week, throughout the BAS are HVAC&R, steam production and distribution, potable water storage and distribution, medical gases, fire suppression system, lighting, fuel dispensing- storage and distribution system, electrical power generation, medical healthcare facility pool, universal power supplies, power meters, and water heaters. The main objective for this service contract is to attend all aspect of the building automation system without exception. This service contract must cover and shall be inclusive in all aspect of the BAS to guaranty the quality of healthcare service delivered by the engineering service department.

2.0 APPLICABLE DOCUMENTS

2.1 In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following:

2.1.1 FIPS Pub 201, “Personal Identity Verification of Federal Employees and Contractors,” March 2006

2.1.2 Original Equipment Manufacturer (OEM) Specifications.

2.1.3 VHA HVAC Design Guidelines.

2.1.4 Occupational Safety and Health Administration.

3.0 SCOPE OF WORK

3.1 GENERAL REQUIREMENTS

3.1.1 The Contractor shall provide the required supervision, labor, equipment, parts, supplies, travel expenses and materials to perform preventive maintenance & repairs for the building automation system at the Veterans Affairs Caribbean Healthcare System.

3.1.2 The contractor must respond, within two hours on site, to any emergency calls, from the VACHS Operations Control Center, related to system malfunction affecting the fundamental basis of the building automation system were no alternative of safeguarding the quality of service provided is available through established engineering controls.

3.1.3 The contractor must provide 24/7 technical assistance, over the phone, to resolve any operational difficulties with the BAS or components.

3.1.4 The contractor must provide system database back-up, manage log files, and maintain user graphics of the Graphic User Interface on a bi-annual basis.

3.1.5 The contractor must establish Computerized Maintenance Management System (CMMS) to keep track of all maintenance records, generates work orders and work requests, manage preventive and predictive maintenance, inventory control and tracking asset history.

3.1.6 Contractor must replace damaged components of the building automation system that impair the ability to operate the utilities delivered or process.

Including but not limited to: Building Controller Unit (BCU), Universal Programable Control Module (UPCM), Master Programable (MP), pressure transducer, communication wiring, thermocouples, valves, actuators, humidity sensor, gauges, thermometers, level controllers, variable frequency drives (VFDs) and display monitors.

3.1.7 Contractor must calibrate all pressure transducers, thermocouples, dampers, gauges, thermometers, displays and system components.

3.1.8 Contractor must calibrate all pressure transducers, thermocouples, dampers, gauges, thermometers, displays and system components quarterly for critical areas.

3.1.9 Contractor shall perform all calibrations against the National Institute of Standards and Technology (NIST) references.

3.2 PERFORMANCE DETAILS

3.2.1 The contractor is responsible for the preventive maintenance and repair of the building automation system at the VACHS and outpatient clinics.

Contractor must provide an organizational structure that supports the methods, technology, manpower and technical capabilities to be used in the maintenance and repairs of the building automation system with no exceptions.

3.2.2 The contractor must establish a system of call back to attend any extra ordinary situation that affect the integrity of the BAS operation. Contractor must report on site within two hours of contact. Calls will be generated by the VACHS Facility Management Service, Operations Control Center. Contractor must attend to call backs if and only if an OCC operator generates and document the event. The basis for a call back is only if an OCC operator identifies a system malfunction, not in the nature of operational responsibility and no other engineering control has been established as an alternative, that impairs the ability of monitoring or controlling utilities and or processes for healthcare service.

3.2.3 The contractor must provide a system of 24/7 technical assistance, over the phone, to resolve any operational difficulties with the BAS software or hardware in terms of system operation.

3.2.4 Software and hardware updates and upgrades of versions installed shall be created during the time of this agreement. Contractor must provide latest version of system manufacturer’s copyrighted operating software revisions, to all desktops, laptops and server that have the Tracer Ensemble and Metasys Programs. Currently, there are a total of eight (8) seats, but may add additional seats in the future which would also be added by issuing a bilateral modification.

3.2.5 The contractor shall provide a schedule preventive maintenance for the Building Automation System components. Schedule maintenance must be submitted and approved by the contracting office and contracting officer representative prior to the contract execution. The contractor must maintain a file of all documents generated as part of this service and maintenance contract at the Operations & Maintenance Work Order Section. The contractor is responsible for maintaining all documentation, well organized, systematically identified in the O&M work order section.

3.2.6 Quotation will be considered only from offerors who are regularly established in the business called for, who are financially responsible, and able to show evidence of their reliability, ability, experience, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service.

3.2.7 Personnel trained and experienced in providing service/maintenance on the equipment identified above shall perform all work.

3.2.8 Contractors shall provide evidence that intendent personnel to be assigned to this contract have the following certifications;

3.2.8.1 Trane Tracer Summit Installation and configuration.

3.2.8.2 Trane CentraVac Electronic Control

3.2.8.3 Tracer SC Operations.

3.2.8.4 John Controls Metasys FEC Programing.

3.2.8.5 John Controls Metasys FEC Custom Programing.

3.2.8.6 John Controls Metasys Engineering and Set up.

3.2.8.7 John Controls Metasys troubleshooting.

3.2.8.8 John Controls Metasys NAE Configuration.

3.2.8.9 Distech Controls (Tridium) EC-Net AX Certification.

3.2.8.10 Distech Controls Applications and controllers’ certifications.

3.2.8.11 Metasys Extended Architecture for Engineers

3.2.9 The contractor shall assure that its employees have received safety equipment training, medical surveillance programs, individual health protection measures, and manufacturer's product and safety data sheets (SDS) as required for the work by the U.S. Occupational Safety and Health Administration. Contractor should comply with applicable additional safety codes and standards.

3.2.10 Debris, garbage and/or equipment removed as part of this contract shall be collected and precautions must be taken to ensure that is not otherwise dispersed outside the area during the cleaning process.

3.2.11 In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or his/her designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer or his/her designee will notify the Contractor of any non-compliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed.

Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the Contractor in default.

3.2.12 Contractor shall respond to all repair service for priority maintenance within four (4) hours after notification. Contractor shall report directly to the Operations Control Center (787-641-7582, ext. 10264), this check in/out is mandatory during normal working hours from 7:00 A.M. through 4:00 P.M.

and after normal working hours. Contractor shall provide a twenty-four (24) hour emergency service response, seven (7) days a week.

3.2.13 For emergency repair service, Contractor shall respond within two

(2) hours after notification. Includes the immediate repair services on a call basis for inoperable equipment and respond with the time specified.

Service includes all required repairs to bring the equipment to an operational status considering malfunction is causing immediate work stoppage to the VAMC. All service calls are unlimited for all priority maintenance, repair service, and emergency repair service.

3.2.14 Contractor shall supply all labor and parts; test instruments and tools required to perform all repair and maintenance work. All parts shall be furnished on an exchange basis and will be new standard parts. Exchange parts removed from the equipment in the schedule become the property of the Contactor. Contractor shall have the service manuals available to perform each maintenance or repair.

3.2.15 For the purpose of clarification, any item not specifically excluded shall be considered the contractor’s responsibility.

3.2.16 All travel costs associated with the performance of this contract are the responsibility of the contractor and are provided at no additional cost to the Government as part of this contract. Travel costs are defined as but are not limited to time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc.

3.2.17 The Contracting Officer (CO) approval is required to install any part(s) that are not covered in this contract. In the event that this is required a bilateral modification will be issued. Any part (s) or material damaged by the Service Technician due to maintenance work shall be replaced or repair at no additional cost to the Government. Contractor shall provide and bear the cost of labor for maintaining the specified equipment in good operating condition when such is required because of normal wear and tear.

3.2.18 Except for emergency callback service, the Contractor shall perform all work during regular working hours of regular working days 7:00 a.m. to 4:00 p.m. excluding Federal holidays, unless specifically instructed otherwise by the COR.

3.2.19 Technicians must be assigned to the VA Medical Center in San Juan during regular working hours of regular working days 7:00 a.m. to 4:00 p.m. excluding Federal holidays, unless specifically instructed otherwise by the COR. If a technician is moved to the clinics or to other duties, then another technician must replace the one in San Juan before leaving.

3.2.20 Emergency Callback Service shall be provided 24 hours a day, seven days per week, as requested by the COR and OCC.

3.2.21 Upon acceptance of award, the contractor accepts equipment specified in the contract "as is". Contractor shall perform services/repairs in accordance with the strict intent and meaning of the specifications.

3.2.22 The Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing for ready identification, and assure that every employee is in uniform no later than the time specified by the COR, or otherwise no later than 10 working days from the date an employee first enters on duty. The uniform shall have the Contractor’s name, easily identifiable, affixed thereon in a permanent manner such as a badge or monograms.

3.2.23 The Government will not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, etc., on straight time or overtime work.

3.2.24 Contract could be subject to addition and or deletion of services (within the SOW). Bilateral modifications will be issued to cover these changes.

4.0 QUALIFICATIONS

4.1 Contractor must have a minimum of 5 years of experience in the maintenance, installation and repairs of building automation systems.

4.2 The contractor must provide a Project Manager, with a degree in Mechanical Engineering from an accredited educational institution, for the overall implementation and execution of this contract.

4.3 The contractor must provide a minimum of two computer programmers with a degree in computer programing from an accredited educational institution.

4.4 The contractor must provide a minimum of two instrumentation technicians with a degree in instrumentation engineering or instrumentation engineering technology from an accredited educational institution.

4.5 The contractor must provide a minimum of 4 labor helpers.

4.6 The contractor must have the following training/certificates indicated on line 3.2.8.

5.0 PERFORMANCE DETAILS

5.1 Software Support Services.

5.1.1 There are over 1,000 software-controlled points in Tracer Ensemble and over 500 software controlled points in Metasys (Control loops, trends, schedules, etc.).

5.1.2 Also, included in this contract, all other interphase monitoring program systems, that connect directly or indirectly to the BAS System. Examples of these include but are not limited to: Inform Program (Underground Storage Tank), Veeder Root system and SCADA.

5.1.3 Provide reprogramming to sustain licenses and any changes to “license seats”, such as operational upgrades, or changing of “seats”. This includes but is not limited to: reinstallation of program and graphics.

5.1.4 Providing program and graphics upgrades, as needed, available, or required.

5.1.5 Systems Backup must be performed every week.

5.2 Hardware Preventive Maintenance.

5.2.1 A scheduled maintenance program shall be used to keep hardware system operating at optimum efficiency. Service technician assures state- of-the-art performance with no failure rate.

5.2.2. There are over 8,000 hardware monitored points (sensor and controllers) of Tracer Ensemble and over 3,000 hardware monitored points of Metasys at

VACHS.

5.2.3 Variable Frequency Drives (VFDs) must be included in the preventive maintenance program and maintained as per manufacturers recommendations.

Contractor must maintain all VFDs in automatic operation, unless specified otherwise by the CO or COR and document any changes from the normal operational status. Units must be free from dust or any foreign matter that may affect the operation or appearance of the devices. There are, approximately, 134 VFDs units ranging from 5hp to 150 hp.

5.2.4 Maintenance and annual calibration of all pressure relation/differential sensors for all Isolation Room at the San Juan Medical Facility shall be conducted. A report of all calibrations shall be provided annually on the last month of annual period and critical areas points quarterly.

5.3 Contractor must attend to all system alarms generated by malfunctions from the BAS system components that impair the ability to monitor utilities or process without exceptions. All system alarms caused by environmental variables shall be attended by the VACHS, Facility Management Service, Operations Control

Center. The contractor shall not attend to any calls, alarms, or deficiencies that has been caused by environmental variables and that are part of the Operations Control Center duties in response to system operations.

5.4 A Computerized Maintenance Management System (CMMS) program shall be provided by the Contractor, to keep track of all maintenance records, generates work orders and work requests, manage preventive and predictive maintenance, inventory control and tracking asset history.

6.0 CONTROL AND MONITORING POINTS

6.1 Currently there are approximately 12,000 Control and Monitoring Points in the Building Automated Systems (Tracer Ensemble and Metasys) at VACHS. However, there may be additional points included in the BAS at a later time, at which time, a bilateral modification will be issued to cover additional costs.

7.0 PERFORMANCE PERIOD

7.1 The period of performance shall be 12 months from date of the contract award, with 4 options for 12 months/year (Base Year + 4 Option Years).

7.2 Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). (If required, the CO may designate the Contractor to work during holidays and weekends)

7.3 There are ten (10) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, four are set by date:

New Year's Day January 11 Independence Day July 4 Veterans Day November 11 Christmas Day December 25

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

7.3.1 The other six are set by a day of the week and month:

Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May

Labor Day First Monday in September Columbus Day Second Monday in October

Thanksgiving Fourth Thursday in November

8.0 PLACE OF PERFORMANCE

8.1 Tasks under this PWS shall be performed in VA facilities. Contractor personnel will be mainly stationed at the Veterans Affair Medical Center in San Juan.

However, due to the nature of these services provided, task may be required to be performed in the following sites: Arecibo Outpatient Clinic, Guayama Outpatient Clinic, Mayaguez Outpatient Clinic, Ponce Outpatient Clinic, Saint Croix Outpatient Clinic, Saint Thomas Outpatient Clinic, Utuado Outpatient Clinic, Comerio Outpatient Clinic, Vieques Outpatient Clinic, Ceiba Outpatient Clinic, Arecibo Vet Center, Ponce Vet Center and San Juan Vet Center.

9.0 TRAVEL

9.1 The Government anticipates travel under this effort to perform the tasks associated with the effort, as well as to attend program-related meetings throughout the period of performance. Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.

The trips in support of the program for this effort are mainly to the External Outpatient Clinics and an estimated at 1-2 days in duration. There maybe an estimated 4-5 time per year.

Contractor travel within the local commuting area will not be reimbursed.

10.0 PROJECT MANAGEMENT

10.1 CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline and tools to be used in execution of the contract. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support. The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The initial baseline CPMP shall be concurred upon and updated monthly thereafter. The Contractor shall update and maintain the VA PM approved CPMP throughout the period of performance.

10.0 REPORTING REQUIREMENTS

10.1 The Contractor shall provide the Contracting Officer’s Representative (COR) with Monthly Progress Reports in electronic form in Microsoft Word and Project formats. The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect: requested work orders, through the CMMS, status of work orders requested, turn around time, completion rate, failure rate, PM Schedule, and PM completion status (pass, in progress, deferred).

10.2 A comprehensive report of inspection and maintenance for all equipment and sensors must be provided every six months. This report shall include the following equipment control points:

10.2.1 HVAC&R System

10.2.2 Potable Water Pump, Tanks and Distribution System

10.2.3 Water Well System

10.2.4 Medical Gases

10.2.5 Fire Suppression system

10.2.6 Therapy Pool

10.2.7 Emergency Power Generators

10.2.8 UPS Computer Room

10.2.9 SPS Monitors

10.2.10 Water Heaters

10.2.11 Power Meters

10.2.12 Potable Water Monitoring and Chlorination System

10.2.13 Fuel Dispensing and Distribution System

10.2.14 Steam Distribution System

10.2.15 SCADA

10.3 A monthly status report shall be provided documented in the program binder and an electronic copy must be provided to the Operations Control Center. This report includes but is not limited to: repairs and PMs conducted, PM Schedules, status of all systems and equipment, troubleshooting and diagnostics conducted in this reporting period, awaiting parts and recommendations.

10.4 POSITION/TASK RISK DESIGNATION LEVEL(S) AND CONTRACTOR PERSONNEL

SECURITY REQUIREMENTS

10.4.1 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

Contractor Responsibilities:

a. The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain the appropriate Background Investigation, and are able to read, write, speak and understand the English language.

b. The Contractor shall bear the expense of obtaining background investigations.

c. Within 3 business days after award, the Contractor shall provide a roster of Contractor and Subcontractor employees to the COR to begin their background investigations. The roster shall contain the Contractor’s Full Name, Full Social Security Number, Date of Birth, Place of Birth, and individual background investigation level requirement (based upon Section 6.2 Tasks).

d. The Contractor should coordinate the location of the nearest VA fingerprinting office through the COR. Only electronic fingerprints are authorized.

e. For a Low Risk designation the following forms are required to be completed: 1.OF- 306 and 2. DVA Memorandum – Electronic Fingerprints. For Moderate or High Risk the following forms are required to be completed: 1. VA Form 0710 and 2. DVA Memorandum – Electronic Fingerprints. These should be submitted to the COR within 5 business days after award.

f. The Contractor personnel will receive an email notification from the Security and

Investigation Center (SIC), through the Electronics Questionnaire for Investigations Processes (e-QIP) identifying the website link that includes detailed instructions regarding completion of the investigation documents (SF85, SF85P, or SF 86). The Contractor personnel shall submit all required information related to their background investigations utilizing the Office of Personnel Management’s (OPM) Electronic Questionnaire for Investigations Processing (e-QIP).

g. The Contractor is to certify and release the e-QIP document, print and sign the signature pages, and send them to the COR for electronic submission to the SIC.

These should be submitted to the COR within 3 business days of receipt of the e- QIP notification email.

h. The Contractor shall be responsible for the actions of all personnel provided to work for VA under this contract. In the event that damages arise from work performed by Contractor provided personnel, under the auspices of this contract, the Contractor shall be responsible for all resources necessary to remedy the incident.

i. A Contractor may be granted unescorted access to VA facilities with a favorably adjudicated Special Agreement Check (SAC) or “Closed, No Issues” (SAC) finger print results, training delineated in VA Handbook 6500.6 (Appendix C, Section 9), and, the signed “Contractor Rules of Behavior.” However, the

Contractor will be responsible for the actions of the Contractor personnel they provide to perform work for VA. The investigative history for Contractor personnel working under this contract must be maintained in the database of the Office of Personnel Management (OPM).

j. The Contractor, when notified of an unfavorably adjudicated background investigation on a Contractor employee as determined by the Government, shall withdraw the employee from consideration in working under the contract.

k. The C&A Requirements do not apply and that a Security Accreditation Package is not required.

l. All contract employees shall comply with VHA Directive 1192.01 Seasonal Influenza Vaccination Program for VHA Healthcare Personnel. This policy applies to all individual who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties.

MASKING REQUIREMENTS FOR UNVACCINATED HEALTH CARE

PERSONNEL

HCP who do not receive influenza vaccination due to medical or religious exemptions must designate this at the VA Employee Health Unit on the Health Care Professional Influenza VA Form 10-9050 and wear a face mask while in any VHA location, including both clinical and non-clinical areas. In addition, HCP are required to wear a face mask during performance of their assigned duties and responsibilities. The face mask shall be work throughout the influenza season, or until the individual HCP receives a flu vaccination and completes the required VA Form 10-9050.

10.5 METHOD AND DISTRIBUTION OF DELIVERABLES

The Contractor shall deliver documentation in electronic format, unless otherwise directed in Section B of the solicitation/contract. Acceptable electronic media include:

MS Word 2000/2003/2007/2010, MS Excel 2000/2003/2007/2010, MS PowerPoint 2000/2003/2007/2010, MS Project 2000/2003/2007/2010, MS Access 2000/2003/2007/2010, MS Visio 2000/2002/2003/2007/2010, AutoCAD 2002/2004/2007/2010, and Adobe

Postscript Data Format (PDF).

10.6 PERFORMANCE METRICS

The table below defines the Performance Standards and Acceptable Performance Levels for Objectives associated with this effort.

Performance

Objective

Performance Standard

Acceptable

Performance

Levels

1. Technical Needs

Shows understanding of requirements

Efficient and effective in meeting requirements

Meets technical needs and mission requirements

Offers quality services/products

Satisfactory or higher

2. BAS performance and maintenance & repairs

Quick response capability

Products completed, reviewed, delivered in timely manner Notifies customer in advance of potential problems

3. Project Staffing

Currency of expertise

Personnel possess necessary knowledge, skills and abilities to perform tasks

4. Value Added

Provided valuable service to

Government

Services/products delivered were of desired quality

5. Effective

Communication

No less than 5 contacts per week from Contractor 100% of the time

The Government will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the contract to ensure that the Contractor is performing the services required by this PWS in an acceptable manner. The Government reserves the right to alter or change the surveillance methods in the QASP at its own discretion.

10.7 FACILITY/RESOURCE PROVISIONS

The Government will provide office space, telephone service and system access when authorized contract staff work at a Government location as required in order to accomplish the Tasks associated with this PWS. All procedural guides, reference materials, and program documentation for the project and other Government applications will also be provided on an as-needed basis.

The Contractor shall request other Government documentation deemed pertinent to the work accomplishment directly from the Government officials with whom the Contractor has contact.

The Contractor shall consider the COR as the final source for needed Government documentation when the Contractor fails to secure the documents by other means. The Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.

VA will provide access to VA specific systems/network as required for execution of the task via remote access technology on-site at Operations Control Center and to all main mechanical and electrical utility building systems required.

10.8 GOVERNMENT FURNISHED PROPERTY

The contractor shall have access to the Tracer Ensemble and Metasys systems. There are currently eight seats (licenses). Additionally, the contractor shall have access to all BAS controls and monitors throughout the VACHS, this includes, but is not limited to: controllers (i.e. temperature, humidity, smoke, amperage, flow, pressure, etc.), sensors (current, pressure, temperature and humidity) and control loops, including all control panels (Trane: Tracer BCU’s, MP’s and UPCM’s, SC’s, UC’s, ZN’s; Metasys: FEC, IOM, and NAE) and VFD’s).

10.9 Addition/Deletions

Services within the scope of the original contract might be added or deleted via supplemental agreement. Within scope services might be added or deleted from the contract due to emergencies as a result of Acts of God (Events outside human control). A supplemental agreement will be negotiated in a case by case basis.