BAS_Maint_UCF_Final.pdf

SECTION A

COVER PAGE - SF-1442

OMB APPROVAL NO. 2700-0042

SOLICITATION, OFFER,

AND AWARD

(Construction, Alteration, or Repair)

1. SOLICITATION NO.

SFJ60017R0004

2. TYPE OF SOLICITATION

SEALED BID (IFB)

[x] NEGOTIATED (RFP)

3. DATE ISSUED

May 11 th

PAGE OF PAGES

IMPORTANT - The “offer” section on the reverse must be fully completed by offeror.

4. CONTRACT NO.

5. REQUISITION/PURCHASE REQUEST NO.

6. PROJECT NO.

7. ISSUED BY CODE 8. ADDRESS OFFER TO

US EMBASSY SUVA

158 PRINCES ROAD

SUVA, FIJI

CONTRACTING OFFICER

US EMBASSY SUVA

158 PRINCES ROAD

Suva, Fiji

9. FOR INFORMATION

CALL:

A. NAME

CONTRACTING OFFICER

B. TELEPHONE NO. (Include area code) (NO COLLECT CALLS)

+679 331-4466

SOLICITATION

NOTE: In sealed bid solicitations “offer” and “offeror” mean “bid” and “bidder.”

10. THE GOVERNMENT REQUIRES PERFORMANCE OF THE WORK DESCRIBED IN THESE DOCUMENTS (Title, identifying no., date):

Building Automation System: preventative maintenance.

11. The Contractor shall begin performance within ____ calendar days and complete it within ____ calendar days after receiving award, notice to proceed. This performance period is mandatory, negotiable. (See _______________.)

12A. THE CONTRACTOR MUST FURNISH ANY REQUIRED PERFORMANCE AND PAYMENT

BONDS?

(If “YES,” indicate within how many calendar days after award in Item 12B.)

YES NO

12B. CALENDAR DAYS

13. ADDITIONAL SOLICITATION REQUIREMENTS:

A. Sealed offers in original and _2_ copies to perform the work required are due at the place specified in Item 8 by 12 noon local time June 12 th 2017. If this is a sealed bid solicitation, offers must be publicly opened at that time. Sealed envelopes containing offers shall be marked to show the offeror’s name and address, the solicitation number, and the date and time offers are due.

B. An offer guarantee is, is not required.

C. All offers are subject to the (1) work requirements, and (2) other provisions and clauses incorporated in the solicitation in full text or by reference.

D. Offers providing less than _____ calendar days for Government acceptance after the date offers are due will not be considered and will be rejected.

NSN 7540-01-155-3212 1442-101 STANDARD FORM 1442 (REV. 4-85)

Computer Generated Prescribed by GSA FAR (48 CFR) 53.236-1(e)

OFFER (Must be fully completed by offeror)

14. NAME AND ADDRESS OF OFFEROR (Include ZIP Code)

15. TELEPHONE NO. (Include area code)

16. REMITTANCE ADDRESS (Include only if different than Item 14)

CODE FACILITY CODE

17. The offeror agrees to perform the work at the prices specified below in strict accordance with the terms of this solicitation, if this offer is accepted by the Government within _____ calendar days after the date offers are due. (Insert any number equal to or greater than the minimum requirement stated in Item 13D. Failure to insert any number means the offeror accepts the minimum in Item 13D.

AMOUNTS

18. The offeror agrees to furnish any required performance and payment bonds.

19. ACKNOWLEDGMENT OF AMENDMENTS

The offeror acknowledges receipt of amendments to the solicitation -- give number and date of each

AMENDMENT NO.

DATE

20A. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

20B. SIGNATURE

20C. OFFER DATE

AWARD (To be completed by Government)

21. ITEMS ACCEPTED:

22. AMOUNT

23. ACCOUNTING AND APPROPRIATION DATA

24. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

25. OTHER THAN FULL AND OPEN COMPETITION PURSUANT TO

10 U.S.C. 2304(c)( ) 41 U.S.C. 253(c)( )

26. ADMINISTERED BY CODE 27. PAYMENT WILL BE MADE BY

CONTRACTING OFFICER WILL COMPLETE ITEM 28 OR 29 AS APPLICABLE

28. NEGOTIATED AGREEMENT (Contractor is required to sign this document and return ____ copies to issuing office.) Contractor agrees to furnish and deliver all items or perform all work, requisitions identified on this form and any continuation sheets for the consideration slated in this contract. The rights and obligations of the parties to this contract shall be governed by (a) this contract award, (b) the solicitation, and (c) the clauses, representations, certifications, and specifications or incorporated by reference in or attached to this contract.

29. AWARD (Contractor is not required to sign this document.) Your offer on this solicitation is hereby accepted as to the items listed. This award consummates the contract, which consists of (a) the Government solicitation and your offer, and (b) this contract award. No further contractual document is necessary.

30A. NAME AND TITLE OF CONTRACTOR OR PERSON AUTHORIZED

TO SIGN (Type or print)

31A. NAME OF CONTRACTING OFFICER (Type or print)

30B. SIGNATURE

30C. DATE

31B. UNITED STATES OF AMERICA

BY

31C. AWARD DATE

Computer Generated STANDARD

FORM 1442 BACK (REV. 4-85)

SECTION B

-SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SCOPE OF SERVICES

The Contractor shall provide personnel, supplies and equipment, for all building maintenance services at the US Embassy Suva as described in Section C, DESCRIPTION/SPECIFICATIONS/WORK STATEMENT, of this contract.

B.2 TYPE OF CONTRACT

This is a fixed price type contract for technical services required for the proper care and maintenance of Building Automation Systems (BAS). The fixed price will include all work, including furnishing all labor, materials, equipment and services, overhead (including cost of Workers’ Compensation and War-Hazard Insurance, which shall not be a direct reimbursement) and profit, unless otherwise specified. The scheduled work orders shall identify the listed system/equipment or other description, machine number, location, task description, for the Contractor to perform the BAS maintenance services specified.

A fixed price order will be awarded for unscheduled work or urgently needed services. Individual orders will be issued using the fixed hourly rates identified below.

The fixed hourly rates shall include wages, overhead, general and administrative expenses, and profit. Hours and labor categories for these delivery orders shall be negotiated into a firm-fixed-priced delivery order using the standards identified in the

Means for Maintenance and Repair Costs Data and adjusted for US Embassy Suva

(Information regarding this publication can be made to 517-585-7880). The actual amount of work to be performed, an estimate of the professional/technical effort required, the time of such performance, and the location of the property(ies) shall be authorized by delivery orders issued by the Contracting Officer.

B.3 PRICES/COSTS

B.3.1 Value Added Tax

VALUE ADDED TAX (VAT). The Contractor shall include VAT as a separate charge on the Invoice and as a separate line item in Section B.

B.3.2 All prices shall be submitted in USD

B.3.3 Scheduled Maintenance Services

(a) In consideration of satisfactory performance of all the scheduled services required under this contract, the Contractor shall be paid upon completion of each service. No additional sums will be payable on account of any escalation in the cost of materials, equipment or labor (unless mandated by local law), or because of the

Contractor 's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required by the maintenance plan is. Nor will the contract price be adjusted on account of fluctuations in the currency exchange rate.

(b) Premium pay for services required to be provided on holidays is included only in the fixed prices for Scheduled Maintenance Services.

B.3.4 Unscheduled Services

(a) The fixed hourly rates per labor category shall be used to establish firm fixed-price task orders. Each task order shall be issued in advance and priced by multiplying the hourly rates by the number of hours required.

(b) The Contractor shall also be reimbursed for costs for any materials/equipment ordered under the task order issued by the Government in conjunction with the Unscheduled Services, as further described in H.14. No profit shall be added to this material/equipment. All costs of materials/equipment shall be itemized on the invoice, such as purchase price of material/equipment, cost of transportation and cost of handing. If VAT charges are paid then they must be itemized in each task order.

B.3.5 Emergency Services

(a) Emergency services shall be issued and priced at the same rates as unscheduled services, however, work that is required beyond normal working hours or days (see F.8) or 40 hours per week or 8 hours per day and meet the definition of emergency services may use overtime rates as fixed below.

(b) The Contractor shall also be reimbursed for costs for any materials/equipment ordered under the task order issued by the Government in conjunction with the Emergency Services. No profit shall be added to this material/equipment. All costs of materials/equipment shall be itemized on the invoice, such as purchase price of material/equipment, cost of transportation and cost of handing.

If VAT charges are paid then they must be itemized in each task order.

B.3.6 Ordering

Ordering - (a) All supplies or services to be furnished under this contract shall be ordered by the issuance of orders by the Department of State. Orders may be issued from the date of the Contracting Officer's signature until the end of the "Period of Performance" applicable to this contract.

(b) Contractor will be asked to submit a cost proposal when given a draft scope of work for an unscheduled task.

(c) Contracting Officer will negotiate and develop firm-fixed-priced delivery orders for each unscheduled or emergency task that needs to be performed.

(d) All delivery orders are subject to the terms and conditions of this contract. This contract shall take precedence in the event of conflict with any order.

B.4 BASE PERIOD PRICES

B.4.1. Scheduled Maintenance Services. The fixed-price for the first year

(starting on the date stated in the Notice to Proceed and continuing for a period of 12 months) for scheduled maintenance services as defined in C.1. is:

Semi-annual visits _________ x 2 = ______________per year

Semi-annual VAT__________ x 2 = ______________ per year

TOTAL [2 VISITS + VAT] = ___________ BASE YEAR

B.4.2 Unscheduled Maintenance Services. The fixed unit prices for unscheduled maintenance service as defined in C.1.3.1. is:

LABOR ESTIMATED HOURLY (for evaluation purposes only)

CATEGORY HOURS RATE Total

Maintenance Engineer 8

Electrician 8

Electrician Helper 8

HVAC Technician 8

HVAC Helper 8

Materials/Equipment Not to Exceed USD35,000 Per Annum.

B.4.3 Emergency Services. For emergencies occurring during a normal business day the rates identified above for unscheduled maintenance shall apply. For overtime work or emergencies occurring on other than a normal work day or hours the following rates shall apply:

LABOR ESTIMATED OVERTIME (for evaluation purposes only)

Electrician Helper 8

B.4.4 Minimum and Maximum Amounts for Unscheduled Maintenance and

Emergencies

During this contract period, the Government shall place orders totaling a minimum of USD35,000. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed USD105,000. This reflects the contract maximum for unscheduled services for this period of performance.

B.5 FIRST OPTION YEAR PRICES

B.5.1 Scheduled Maintenance Services. The fixed-price for the second year for scheduled maintenance services as defined in C.1.3.1. is:

TOTAL [2 VISITS + VAT] = ___________ OPTION YEAR ONE

B.5.2 Unscheduled Maintenance Services. The fixed unit prices for unscheduled maintenance service as defined in C.1. is:

Electrician Helper 8

B.5.3 Emergency Services. For emergencies occurring during a normal business work or emergencies occurring on other than a normal work day or hours the following rates shall apply:

Maintenance Engineer

Electrician

Electrician Helper

HVAC Technician

HVAC Helper

B.5.4 Minimum and Maximum Amounts for Unscheduled Maintenance and

B.6 SECOND OPTION YEAR PRICES

B.6.1 Scheduled Maintenance Services. The fixed-price for the third year for scheduled maintenance services as defined in C.1.3.1. is:

TOTAL [2 VISITS + VAT] = ___________ OPTION YEAR TWO

B.6.2 Unscheduled Maintenance Services. The fixed unit prices for unscheduled maintenance service as defined in C.1. is:

Electrician Helper 8

B.6.3 Emergency Services. For emergencies occurring during a normal business work or emergencies occurring on other than a normal work day or hours the following rates shall apply:

Electrician Helper 8

B.6.4 Minimum and Maximum Amounts for Unscheduled Maintenance and

GRAND TOTAL

Base Year Total: _______________

First Option Year Total: _______________

Second Option Year Total: _______________

GRAND TOTAL: _______________

UNSCHEDULED AND/OR EMERGENCY SERVICES:

Unscheduled and /or Emergency Services prices are for evaluation purposes only. Should it arise, a separate order will be raised for Unscheduled and /or Emergency Services.

B.9. Overseas Travel: The terms and conditions of the Federal Travel Regulations (FTR) and Joint Travel Regulation (JTR) shall apply to all travel and travel-related matters authorized under this contract; travel and travel-related expenses shall not exceed the maximum allowable under the FTR and JTR. In connection with authorized travel, the following items may be included in the firm-fixed price of the contract line item in B.4.1, B.5.1, and B.6.1: (i) the cost of domestic and overseas economy-class (coach) air fare; (ii) the cost of hotel or housing accommodations, meals, and other incidentals when travel is undertaken; and (iii) miscellaneous expenses incurred in connection with the travel.

Miscellaneous travel items such as taxi fares and other ground transportation expenses incurred in connection with the travel, and, if applicable, passport/visa fees, passport/visa photographs, travelers check fees, and airport taxes may be included in the firm-fixed price of the contract line item B.4.1, B.5.1, and B.6.1.

SECTION C

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1. INTRODUCTION

C.1.1 The American Embassy in Suva requires Preventative Maintenance (PM) services for the Building Automation System(s) (BAS) installed at Post.

C.1.2 The Contractor shall provide BAS Preventative Maintenance Services for the upkeep of the Building Automation System(s) indicated below in Section “C.2.1

BUILDING AUTOMATION SYSTEMS TO BE SERVICED”.

C.1.2.1 The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration. The BAS PM work required shall include, but is not limited to: Preventative Maintenance; Investigation & troubleshooting;

Adjustments; and Trend & Alarm configuration. These PM Services shall result in all systems serviced under this agreement being in good operational condition when the work is completed.

C.1.2.2 BAS PM Services shall be performed on the BAS installed in and/or serving the

General Work Areas (GWA) & Public Access Areas (PAA) of the Post.

C.1.2.3 BAS PM Services shall be performed on the BAS installed in and/or serving the

Controlled Access Areas (CAA) Restricted spaces at Post. Additional clearance and security provisions are required to access and work in these areas.

C.1.2.4 BAS PM Services shall be performed on the BAS installed in and/or serving the

CAA Core spaces at Post. Additional clearance and security provisions are required to access and work in these areas.

C.1.3 Frequency of BAS PM Service Visits: BAS PM Services will involve multiple site visits per year to Post. Refer to “SECTION B - SERVICES AND COSTS” for the number of site visits the Contractor is required to make each year.

C.1.4 All work shall be accomplished in a manner which conforms to the intent of all applicable IBC, ASHRAE, NFPA/NEC, U.S. EPA, and DOS policy, procedures, and directives; causes no damage to buildings or property; endangers none of the building occupants or workers during these task; and leaves the areas safe for occupancy.

C.2 SCOPE OF WORK

C.2.1 BUILDING AUTOMATION SYSTEMS TO BE SERVICED

C.2.1.1 General: The Contractor shall provide all necessary managerial, administrative and direct labor personnel as well as all transportation, tools, instrumentation, equipment and supplies required to perform the BAS Preventative Maintenance (PM) Services defined in this Scope of Work (SOW). The Contractor shall provide the services of qualified, trained, manufacturer certified technicians to perform the required BAS PM services.

C.2.1.2 Building Automation Systems installed at Post: The Contractor shall maintain the

Building Automation System(s) in a safe, reliable and efficient operating condition. The following information provides a rough summary of each BAS that is to be serviced.

NOTE: Quantities listed below in sections C.2.1.2(a), and C.2.1.2(b) are estimates and the Contractor must verify quantities during initial Site visit.

(a) BAS #1 (GWA & PAA)

(1) Manufacturer of the BAS: Delta Controls

(2) Name of BAS System Product Line: Delta Controls

(3) BAS Software Name and Version Number: OrcaView 3.40 R2

(4) BAS Communication Network Type(s) Used: BACnet

(5) Quantity and Type of BAS components Installed:

(i) Operator Work Stations (OWS): 2

(ii) Building Controllers (BC): 8

(iii) Advanced Application Controllers (AAC): 6

(iv) Application Specific Controllers (ASC): 73

(v) Third part interface devices: 3

(6) Estimated Quantity of Hardware Points in BAS:

(i) BC and AAC Points: 220

(ii) ASC Points: 470

(b) BAS #2 (CAA Restricted)

(1) Manufacturer of the BAS: Delta Controls

(2) BAS System Product Line Name: Delta Controls

(3) BAS Software Version: OrcaView 3.33 R2

(4) BAS Communication Network Type: BACnet

(5) Quantity and Type of BAS components Installed:

(i) Operator Work Stations (OWS): 1

(ii) Building Controllers (BC): 3

(iii) Advanced Application Controllers (AAC): 2

(iv) Application Specific Controllers (ASC): 28

(6) Estimated Quantity of Hardware Points in BAS:

(i) BC and AAC Points: 60

(ii) ASC Points: 110

C.2.1.3 Equipment Controlled and/or Monitored: The following is a rough summary of the types and quantities of equipment controlled and/or monitored at Post by BAS.

NOTE: Quantities listed below are estimates and the Contractor must verify quantities during initial Site visit.

(a) Chilled Water System (Primary/Secondary Variable Flow Type):

(1) Air Cooled Chillers – Quantity 2

(2) Primary Chilled Water Pumps – Quantity 2

(3) Secondary Chilled Water Pumps – Quantity 2

(4) Water Treatment Systems – Quantity 1

(b) Air Handling Units – Quantity 6

(c) Fan Coil Units (2 Pipe) – Quantity 10

(d) Computer Room Air Conditioning Units (Cooling Only) – Quantity 1

(e) Domestic Water Filtration System (Monitoring Only) – Quantity 1

(f) Fuel Oil System (Monitoring & Control) – Quantity 1

(g) Domestic Water Treatment System (Monitoring Only) – Quantity 1

(h) Fire Alarm System (Interlocks & Monitoring Only) – Quantity 1

(i) Variable Air Volume (single duct cooling only) – Quantity 94

(j) Variable Air Volume (single duct cooling & Heating) – Quantity 4

C.2.1.4 Buildings where BAS are installed: The Post is composed of multiple buildings.

The following buildings at Post utilize BAS:

(a) Chancery Building: Delta Controls

C.2.2 BAS PREVENTATIVE MAINTENANCE (PM) SERVICES

C.2.2.1 General: The Contractor shall perform BAS Preventative Maintenance services for the Building Automation Systems indicated. Provide the necessary investigative services to ensure BAS controls are working as designed and in accordance with documented operating sequences. BAS PM Services shall include, but are not limited, to the following tasks:

C.2.2.2 Scheduling: Upon being awarded a Contract the Contractor shall develop a PM

Service Activity Schedule.

(a) The Contractor shall indicate which PM Activities will be performed at each site visit.

(b) The schedule shall cover a three (3) year time period to coincide with the time period over which Point-to-Point Checkout and Sensor / End Device Calibration

Verification shall be completed.

(c) As a supplement to the schedule, the Contractor shall include a PM Service

Activity Description List that provides a detailed description of each PM Activity including the means and methods by which the Contractor intends to perform each activity.

(d) See section "C.2.5 PRE-TRAVEL DELIVERABLES” for further requirements.

C.2.2.3 Checklist Development:

(a) For the first BAS PM Site Visit to Post, the Contractor shall utilize generic PM

Checklists that the Contractor has previously utilized in the performance of their trade.

(b) After the completion of the Contractor’s first BAS PM Site Visit to Post, the

Contractor shall create site specific Checklists for each BAS and the equipment controlled and/or monitored by each BAS. These Checklists shall be developed from existing As-Built Data; Operation & Maintenance Data; Set Point Data; Time Schedule

Data; and any other data relevant to the PM effort found at Post. This data shall be reviewed by the Contractor to determine the operational baseline requirements that will be used in the Checklists.

(c) All future BAS PM Site Visits shall utilize the new site specific Checklists. These

Checklists will be used by the Contractor when Preventative Maintenance is performed to verify the Building Automation Systems are functioning as originally intended.

(d) There shall be one Checklist provided for each system controlled and/or monitored by a BAS.

(e) See section "C.2.5 PRE-TRAVEL DELIVERABLES” for further requirements.

C.2.2.4 Implementation: The Contractor shall perform BAS PM Services at the frequencies indicated in the PM Service Activity Schedule using the site specific

Checklists developed for the equipment and systems called out in the Contract. The

Contractor’s technician shall sign off on every item of each checklist when the associated

PM is performed.

C.2.2.5 Periodic PM Activities: At a minimum, the following PM Service activities are required to occur during each site visit.

(a) Check BAS Communication Network: Validate the network connectivity of all

BAS controllers, Operator Work Stations (desktop and laptop computers), Servers, and

Network components (repeaters, switches, hubs, etc…). Investigate and remediate any issues found.

(b) Confirm Time Schedules: Review existing time schedules and validate correct operation based on actual time of day and facility occupancy. Adjust time schedules as needed to reflect the actual occupancy patterns of the buildings at Post.

(c) BAS Investigation and Troubleshooting: The Contractor shall provide investigation and troubleshooting services for issues related to the BAS as required in this

Scope of Work or as requested by the Facility Manager at Post during a PM Services site

(1) The Contractor shall review Facility Maintenance logs since the last visit to Post and determine if there are any operational issues which need to be checked.

(2) The Contractor shall determine the cause(s) of any problems found with the BAS and determine the repairs / modifications to the BAS that will be needed to correct these problems.

(d) BAS Trend and Alarm Configuration: The Contractor shall review the BAS

Alarm History and Trend log files. Any problems noted from this review shall be investigated.

(1) The Contractor shall validate the correct reporting of alarms and verify that the correct codes and messages are being reported.

(2) If no trends or alarms are configured in the BAS, the Contractor shall coordinate with the Facility Manager and configure the trends and alarms desired by the Post.

(3) The Contractor shall confer with the Facility Manager after reviewing the BAS

Operator Work Station graphics and trend logs to determine if any modifications are desired to the presentation of information. Minor changes to improve graphics and reports shall be implemented as needed.

(4) Archive data as necessary to free up hard drive space on the BAS Operator Work

Station / Server for future trend and data storage.

(e) Review of Post’s Spare Part Inventory: The contractor shall review the Post's spare part inventory during each PM Site Visit and determine what parts need to be procured by Post and update the Spare Part Schedule.

(f) BAS Backup Retention: The Contractor shall create a current backup of the data, programming, graphics, settings and license files for each BAS at Post. See section "C.2.6

POST-TRAVEL DELIVERABLES” for further requirements.

(g) Password Retention: BAS Username / Backup listings shall be created for each

BAS at Post. See section "C.2.6 POST-TRAVEL DELIVERABLES" for further requirements.

C.2.2.6 Annual PM Activities: At a minimum, the following PM Service activities are required to occur at least once a year. It is the intention of this SOW that tasks noted here which cannot be realistically completed during a single site visit, shall be broken up to occur over multiple site visits.

(a) Panel, Controller and Wiring Inspection:

(1) Physically inspect all field panels and controllers for damage, excessive dirt or moisture and clean/vacuum as necessary.

(2) Verify proper voltage at all control transformers.

(3) Inspect all connections, wire raceways in panels and wire arrangements. Remove any abandoned devices and wiring and update panel diagrams as may be necessary to reflect current arrangements and configurations.

(4) Verify condition of local battery / UPS that may be connected to the panel power source.

(b) Sensor, Operator and End Device Point-to-Point Checkout: Hardware points in the BAS shall be verified against actual field conditions once every three (3) years of service life. This checkout shall verify that each point indicated in the BAS is the actual physical point connected to the controller and the point is functioning properly. Any discrepancies shall be investigated and adjustments made as necessary so that all sensors monitored and devices controlled by the BAS match the associated points indicated in the

BAS and provide the desired functionality.

(c) Sensor / End Device Calibration Verification: The calibration of hardware points in the BAS shall be verified against actual field conditions once every three (3) years of service life. Where sensors, operators and other end devices are capable of being adjusted, the Contractor shall perform the calibration. Sensors shall be calibrated to within the accuracy range stated in the associated manufacturer’s literature. Operators and other end devices shall be adjusted so that the BAS output signal corresponds to operator’s or end device’s full control range. Where sensors, operators and other end devices are not capable of being adjusted, the Contractor shall note the deviation between actual and measured value for sensors and between actual output function and commanded signal.

(1) The Contractor shall use calibrated instrumentation with a higher accuracy than the sensor, end device or operator being calibrated.

(2) Calibrated instrumentation used shall have been certified by an independent calibration agency within one (1) year of the dates used.

(d) Confirmation of Sequences: The Contractor shall review the operation of BAS controlled equipment / systems and confirm that the functionality corresponds with the

As-Built Sequences of Operation. When equipment / systems do not operate as described in the sequences the Contractor shall review the associated programming, sensors, wiring, etc... and determine the cause.

(1) The Contractor shall consult with Facility Maintenance personnel and the Post

Facility Manager to determine if functionality that does not correspond with the sequences is legitimate or if it is a deficiency that needs to be corrected.

(2) If it is determined that the functionality discovered is not correct, the contractor shall make adjustments and modify programming as needed to reinstate the functionality described in the As-Built Sequences of Operation.

(e) Replacement of Expendable Sensors / Equipment: Parts for which product data indicates there is a defined operating life expectancy shall be tracked and replaced at the time intervals recommended by the manufacturer. For HVAC applications these will typically include Humidity Sensors, Carbon Monoxide Sensors, Carbon Dioxide Sensors, UPS Batteries, etc... There are other specialty parts that can fall under this category.

(f) Evaluation of BAS: For each BAS at Post, review the system and provide assessment of and recommendations with regard to the condition, level of functionality, age, possible obsolescence, etc… of all or any portion of the system.

(1) BAS Software Assessment: The Contractor shall review BAS software installed on the BAS Operator Work Stations and/or Servers to determine if the software is in need of being upgraded. If the software needs to be upgraded it shall be ascertained if upgrading the software is possible with the current operating system / computer combination. BAS Software that is not of the most current version is not considered in and of itself a justification for upgrading the software. Other factors justifying the need for an upgrade must be presented.

(2) BAS Operator Work Station / Server Assessment: The Contractor shall review the condition of the BAS Operator Work Stations and/or Servers to determine if the hardware is in need of being upgraded or replaced.

(3) Missing BAS Operator Work Stations: Under circumstances where a BAS

Operator Work Station is determined to be missing (typically a laptop computer) the

Contractor shall determine what hardware / software is needed and inform the Post

Facility Manager.

(4) BAS Controller Assessment: The Contractor shall review the various models of

BAS controllers installed and determine if any of the controllers are obsolete, are no longer available from the manufacturer and/or are no longer supported by the manufacturer.

(5) See section "C.2.6 POST-TRAVEL DELIVERABLES” for further requirements.

C.2.2.7 Manufacturers’ Recommended PM: It is the responsibility of the Contractor to perform all manufacturers’ recommended preventive maintenance. This shall be completed in addition to the tasks listed above if there are any discrepancies.

C.2.2.8 Deficiency Reporting: Any and all problems, issues, failures, etc… related to the

BAS and/or the equipment / systems controlled and/or monitored by the BAS, discovered by the Contractor while performing any of the PM Services described within the “BAS

PREVENTATIVE MAINTENANCE (PM) SERVICES” section of this Scope of Work shall be considered Deficiencies. All Deficiencies (resolved or unresolved) shall be documented in the PM Report, following the criteria described in section “C.2.6 POST-

TRAVEL DELIVERABLES”.

C.2.3 SCOPE OF WORK EXCLUSIONS AND PURCHASE ORDERS

C.2.3.1 General: This Scope of Work does NOT include the repair of equipment, the replacement or procurement of parts, controllers or computers, the replacement of BAS systems, software upgrades or re-commissioning of the BAS. Such work, if needed, will be accomplished by separate Purchase Order. This exclusion does not apply if the work

(parts and/or services) is to correct damage caused by Contractor negligence.

C.2.3.2 Work outside the scope of PM Services, including repairs, replacement and/or procurement of any parts, must be approved by the Post Facility Manager prior to performance of the work. Non-PM Service work, including procurement and configuration of portable computing equipment that may be required in the performance of PM activities, will be separately priced out by the Contractor for the Government’s approval and acceptance as a separate Purchase Order.

C.2.3.3 The Government has the option to accept or reject the Contractor’s quote for work outside the PM Services SOW and reserves the right to obtain similar work (parts and/or services) from other competitive sources. If the Contractor proceeds to perform any non-

PM Service work (including the repair / replacement of any parts) without Post Facility

Manager approval, the Contractor will be performing this work “At-Risk” and the

Government will not be obligated to pay for this work or any additional work required to resolve issues arising from this work.

C.2.3.4 When allowed by the Post Facility Manager, the Contractor may utilize

Government-purchased spare parts that are maintained at Post if awarded a purchase order for repair / replacement work. Check with the Post Facility Manager to find out what parts are available on hand prior to submitting a proposal to the Government for non-PM Service work.

C.2.3.5 When a Purchase Order for work outside the scope of PM Services is approved by the Post Facility Manager, the Contractor shall coordinate this additional work with the

PM Services they are already contracted to provide to achieve logistic efficiencies. In addition to the requirements described elsewhere in this Contract, the following requirements will apply:

(a) The Contractor shall be required to provide a Submittal for review to the Post

Facility Manager. The submittal shall clearly describe in detail repairs and/or modifications being made to the BAS and shall include control drawings, product data and Sequences of Operation as applicable to the work being done. Work will not proceed without approval of the Submittal by the Post Facility Manager. The Post Facility

Manager has the option of passing the Submittal on to “BAS Support” for Subject Matter

Expert (SME) review in lieu of performing the review themselves.

(b) The Contractor shall procure parts (including controllers and computers) and/or software required to perform the repair and/or modification services defined in the

Purchase Order and arrange for shipping to allow for arrival at the Post prior to the dates scheduled for the work.

(c) Repairs and/or modifications to the BAS shall be thoroughly tested by the

Contractor and functionality demonstrated to the Post Facility Manager. Depending on the scale and scope of the work, Commissioning may also be required by the Purchase

Order.

(d) The Contractor shall warrant repairs and modifications made to the BAS and BAS updates / upgrades for a period of one year from the date of acceptance by the Post

Facility Manager.

C.2.4 GENERAL DELIVERABLE REQUIREMENTS

C.2.4.1 General: The Contractor shall be responsible for documenting work and activities performed while on site and providing this documentation to the Facility Manager at Post.

Documentation shall also be provided to the COR for OBO/CFSM/FAC/PS - “BAS

Support” record keeping purposes. This information will be used by OBO to assist in making decisions concerning the funding of work recommended by the Contractor.

C.2.4.2 Document Creation, Classification and Handling Requirements: Each submission shall consist of the appropriate documentation as required herein.

(a) Drawings and other documents prepared for or used for this work shall become the property of the Government. The Government reserves the right to reproduce, in part or whole, the deliverables for internal Government purposes.

(b) All Contractor submissions shall be provided as electronic media. No paper submissions are required.

(c) The CDs and/or DVDs on which deliverables are provided shall be labeled with a printed label that indicates the project location, the Contract number, the date, the name of the deliverable(s) that has(have) been burned onto the disk and the classification marking. Multiple deliverable provided on a single disk shall be included in dedicated directories which have been named appropriately. CDs or DVDs which are submitted without a proper label or that have no label but instead hand written information will be rejected without review.

(d) Electronic media documentation shall be submitted in the form of searchable PDF files. These documents shall also be submitted in their native file formats (AutoCAD, Word, Excel, Power Point, etc...).

(1) Any documents generated using Microsoft Office products shall be submitted utilizing Microsoft Office file formats that are backwards compatible with Office 2010.

(2) Any drawings included in the documentation provided shall be submitted utilizing

AutoCAD file format (*.dwg files) that are backwards compatible with AutoCAD 2013.

(3) Electronic media documentation shall be provided on read-only CD or DVD media.

(4) USB thumb drives or other forms of removable, re-writeable media are not allowed.

(5) The quality of electronic media prints and plots will, at a minimum, be 600 dpi.

(6) All documentation shall be provided in the English language.

(7) Numeric values shall be provided in both English and Metric units of measurement.

(e) All drawings will be set up in accordance with OBO A&E Design Guidelines and

Criteria. Hard metric units (System International) shall be used. Drawings will be generated in metric (e.g. 1:50, 1:100, 1:200). Drawings will be generated utilizing the

DOS-OBO title block and set up to plot on 30" x 42" media. DOS will provide the

Contractor with the DOS-OBO title block.

(f) “Classified” documents shall be generated on a “Classified” computer approved by Defense Security Service.

(g) The Contractor shall be responsible for reviewing all documentation generated under the contract against the “Security Classification Guide for the Design and

Construction of Overseas Facilities” to ensure appropriate classification, marking and handling. This shall include but not be limited to reports, submittals, drawings, etc…

(h) Documentation established to be “Classified” or “Sensitive But Unclassified”

(SBU) will need to follow specific classification, storage, and delivery guidelines.

(i) Any deliverables deemed to be “Classified” shall be provided to the Post Facility

Manager and OBO/CSFM/FAC/PS “BAS Support” separately from other deliverables, in a manner that meets DOS security requirements.

C.2.5 PRE-TRAVEL DELIVERABLES

C.2.5.1 Initial PM Service Activity Schedule and Activity Description List: Prior to commencement of work at Post, the Contractor shall submit the following for approval:

(a) PM Service Activity Schedule: A schedule that indicates which PM Service

Activities will be performed at each site visit. The schedule shall cover a span of three (3) years.

(1) Each activity shall be split into separate line items for each individual BAS installed at Post.

(2) For activities that are spread out over multiple site visits, each line item will indicate what equipment will be addressed during the specific site visit.

(3) For each site visit over the three (3) year timeline the schedule shall indicate the equipment for which Point-to-Point Checkout and Sensor/End Device Calibration

Verification will be performed.

(b) Activity Description List: The activity description list will provide detailed descriptions for each of the PM Services which the Contractor plans to provide. Means and methods the Contractor intends to use for each PM Service shall be included with each description.

C.2.5.2 Initial PM Checklists: Generic PM Checklists shall be submitted for approval prior to the initial PM site visit.

C.2.5.3 Final PM Service Activity Schedule and Activity Description List: A revised PM

Service Activity Schedule and Activity Description List, updated based on actual field conditions, shall be submitted for approval after the completion of the initial PM site

C.2.5.4 Site Specific PM Checklists: PM Checklists, modified to reflect actual field conditions, shall be submitted for approval after the completion of the initial site visit.

There shall be one Checklist for each system controlled and/or monitored by a BAS.

C.2.6 POST-TRAVEL DELIVERABLES

C.2.6.1 Preventative Maintenance Reports: The Contractor shall be responsible for providing detailed PM Reports after each site. Each PM Report shall include, at a minimum, the following:

(a) PM Activities Performed: A table listing all PM Activities Performed at Post. The table shall include columns for:

(1) Date PM Activity was performed

(2) PM Activity that was performed

(3) Detailed description of Adjustments made, if any

(4) Date Adjustment was made

(b) Deficiencies: A table listing all Deficiencies found while at Post. The table shall include columns for:

(1) Date Deficiency was discovered

(2) A brief description of the Deficiency that was discovered

(3) Status of Deficiency – “Open” or “Closed”

(4) Reference to Corrective Action Taken within PM Report for any Deficiencies that have a status of “Closed”. Corrective Actions Taken shall be described in the body text of the PM Report. This column shall provide a reference to the place in the PM Report where each of the Corrective Actions Taken is located.

(5) Date Corrective Action was taken

(6) Reference to Proposed Solution within PM Report for any Deficiencies that have a status of “Open”. Proposed Solutions shall be described in the body text of the PM

Report. This column shall provide a reference to the place in the PM Report where each of the Proposed Solutions is located.

(c) Corrective Actions: A section describing the Corrective Actions taken referenced in the Deficiency List. Each Corrective Action Taken shall include the following:

(1) A clear and detailed description of the deficiency and the cause of the deficiency

(if known).

(2) A clear and detailed description of the Corrective Action Taken.

(i) Indicate if the Deficiency was resolved as part of the PM efforts or if a separate

Purchase Order was required to implement the Corrective Action. Append any Purchase

Orders to the end of the PM Report along with the associated proposal.

(ii) If the Corrective Action involved revisions to the associated Sequence of

Operation, include the revised Sequences.

(iii) If the programming was changed to correctly implement the existing Sequence of

Operation, describe the changes that were made to the programming.

(iv) If point or system override(s) were removed or added to the system in order to allow for proper system operation, identify the point(s) or system(s) overrides that were modified and describe the reason for removing or adding the override(s).

(v) If the Sequence of Operation was modified in order to meet new conditions at

Post, describe the changes that were made to the Sequence of Operation.

(vi) If the BAS hardware installation was modified, clearly indicate what was changed.

(wiring, sensors, end devices, operators, network, controllers, etc…)

(3) A table listing any parts that were utilized to implement the Corrective Action

Taken. (If Applicable) The table shall include columns for:

(i) Complete part numbers specific to each part. Part numbers shall include all selection specific information required to order the desired part.

(ii) Quantity Required

(iii) Part description

(iv) Manufacturer

(d) Proposed Solutions: A section describing the Proposed Solutions referenced in the

Deficiency List. Each Proposed Solution shall include the following:

(1) A clear and detailed description of the deficiency and the cause of the deficiency

(if known).

(2) A clear and detailed description of the Proposed Solution.

(3) A description of any impact the work will have on Post. (If Applicable)

(4) A description of any assistance the Contractor would require from Post to implement the Proposed Solution. (If Applicable)

(5) A table listing any parts that would be needed to implement the Proposed

Solution. (If Applicable) The table shall include columns for:

(i) Complete part numbers specific to each part. Part numbers shall include all

(ii) Quantity Required

(iii) Part description

(iv) Manufacturer

(v) Unit Cost

(6) A manpower estimate of how much effort would be required to implement the

Proposed Solution.

(7) A Cost Estimate for the PM Contractor to implement the Proposed Solution at the next scheduled PM Site Visit.

(i) If parts that failed or are needed to implement the Proposed Solution are available in the Post’s Spare Part Inventory and the Facility Manager permits the Contractor to use the available spare parts, the Contractor shall modify the cost estimate to utilize the spare parts now and procure replacement parts to replenish the Spare Part Inventory later.

(ii) If a Post’s Spare Part Inventory does not include the appropriate parts or the Post

Facility Manager will not allow the use of the Post’s spare parts, the Contractor’s cost estimate shall include procurement of the parts needed and installation / replacement of the parts during the next PM visit to the Post.

(iii) If the Post choses to procure the parts on their own, the Contractor’s proposal shall include only the cost to remove parts / install new parts.

(e) Completed Checklists: A section that compiles all of the signed PM Checklists that were completed during the site visit. All checklists provided shall be complete and clearly legible. Handwritten or document scans that cannot be easily read will be rejected.

(f) Updated PM Schedule: A copy of the PM schedule, annotated to note what equipment was serviced during the site visit, the dates when all equipment were last serviced and the recommended dates for the next servicing for all equipment.

(g) Spare Part Schedule: The Contractor shall create a Spare Part Schedule listing the spare parts the Contractor recommends Post keep on site, after the initial PM Site Visit has been completed. The Spare Part Schedule shall be updated during each subsequent

PM Site Visit. [Separate tables shall be provided for the GWA/PAA Space the CAA

Restricted Space and the CAA Core Space.] If more than one BAS product line is installed at Post, a separate Spare Parts Schedule shall be provided for each system. Each table shall include columns for:

(1) Complete part numbers specific to each part. Part numbers shall include all

(2) Recommended quantity to keep in stock

(3) Actual quantity in stock at Post

(4) Part description

(5) Manufacturer

(6) Supplier, including contact information for ordering parts

(7) Part Availability: Locally Available, Commercially Available, Authorized

Reseller Only, etc…

(h) Expendable Part Replacement Schedule: The Contractor shall create an

Expendable Part Replacement Schedule listing all Expendable BAS Parts installed, after the initial PM Site Visit has been completed. This Replacement Schedule shall be updated during each subsequent PM Site Visit. [Separate tables shall be provided for the

GWA/PAA Space, the CAA Restricted Space and the CAA Core Space.] Each table shall include columns for:

(1) Complete part numbers specific to each part. Part numbers shall include all

(2) Quantity installed

(3) Part description

(4) Manufacturer

(5) Supplier, including contact information for ordering parts

(6) Manufacturer’s recommended replacement period

(7) Scheduled replacement date

(8) Part Availability: Locally Available, Commercially Available, Authorized

Reseller Only, etc…

(i) Contractor’s PM Staff: A section that identifies the Contractor’s staff that was involved in the preparation of deliverables and in providing PM services at Post. This shall include their name, job title, role, contact phone number, email address, and mailing address.

(j) Post Key Staff: A section that identifies the Post Facility Manager and the Facility

Maintenance Staff BAS Technician. Include contact information.

(k) FM Staff PM Assistance: A section that identifies any Facility Maintenance Staff at Post that assisted the Contractor in providing PM services.

(l) Test Equipment Calibration Certificates: A section that contains Calibration

Certificates for all testing instrumentation used during site visit to calibrate BAS sensors, operators and end devices.

(m) Sensor, Operator and End Device Point-to-Point Checkout Schedule: A multi-year

Point-to-Point checkout schedule, spanning three (3) years, shall be created after the initial site visit has been completed. This schedule shall be updated after each subsequent site visit. A separate table shall be provided for each system monitored and/or controlled by a BAS. Records of Point-to-Point Checkouts shall be kept in such a manner that a year-over-year change in BAS technicians or PM Contractors will not adversely impact the overall multi-year Point-to-Point Checkout Schedule. These tables shall include columns for:

(1) Point Name

(2) Point Address

(3) Part Description

(4) Part Number

(5) Controller Designation

(6) Controller Network Address

(7) Controller Terminal Connection Information (Terminal Block/Numbers)

(8) Part Terminal Connection Information (Terminal Block/Numbers)

(9) Method by which the Point-to-Point Checkout was performed

(10) Status after Point-to-Point Checkout: “Good”, “Bad”, etc.

(11) Date Last Point-to-Point Checkout was performed

(12) Date of Next Scheduled Point-to-Point Checkout

(13) Checkbox for each line item to indicate if Point-to-Point Checkout was or was not performed during the site visit.

(n) Sensor, Operator and End Device Calibration Schedule: A multi-year calibration schedule, spanning three (3) years, shall be created after the initial site visit has been completed. This schedule shall be updated after each subsequent site visit. A separate table shall be provided for each system monitored and/or controlled by a BAS. Records of

Sensor, Operator and End Device Calibration Verification shall be kept in such a manner that a year-over-year change in BAS technicians or PM Contractors will not adversely impact the overall multi-year calibration schedule. These tables shall include columns for:

(1) Point Name

(2) Point Address

(3) Part Description

(4) Part Number

(5) Checkbox to indicate if Part can or cannot be calibrated

(6) Value before calibration

(7) Deviation from measured/known value before calibration

(8) Value after calibration

(9) Deviation from measured/known value after calibration

(10) Acceptable Deviation Range

(11) Method by which the calibration was performed

(12) Manner by which the part was calibrated

(13) Status after calibration: “Good”, “Questionable”, “Failed”

(14) Date Last Calibrated

(15) Date of Next Scheduled Calibration

(16) Checkbox for each line item to indicate if calibration was or was not performed during the site visit.

(o) BAS Evaluation: A section assessing the condition of each BAS installed at Post.

Recommendations shall be included concerning the current level of functionality, BAS obsolescence, and possible needs for upgrades or replacement.

(1) BAS Software Assessment: Recommendations concerning the need for upgrading the software. A description of the effort involved and a cost estimate shall be provided as part of the PM Report if the software needs to be upgraded.

(2) BAS Operator Work…