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The U.S. Consulate General Mumbai invites competitive quotes from a competent authorized Contractor for Building Automation System (BAS) Preventative Maintenance (PM) services. The Contractor shall pe... The U.S. Consulate General Mumbai invites competitive quotes from a competent authorized Contractor for Building Automation System (BAS) Preventative Maintenance (PM) services. The Contractor shall perform BAS PM Services as described in this Statement of Work. The Contractor shall also provide further evaluation of the overall functionality of the BAS based on concerns and input provided to the Contractor by the Facility Manager (FM) and Facility Maintenance Staff (FMS). Building Automation Systems (BAS) installed at Post 3.1.1. 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 are estimates and the Contractor must verify quantities during the initial Site Visit. 3.1.1.1. BAS #1 1) Manufacturer of the BAS: Johnson Controls Incorporated 2) Name of BAS Product Line: Metasys 3) BAS Software Name and Version Number: Metasys 5.0.0.8300 4) BAS Communication Network Type(s) Used: Bacnet IP and Bacnet MS/TP 5) Type and Quantity of BAS Components Installed: a) Operator Workstations (OWS): 3 b) Building Controllers (BC): 6 c) Advanced Application Controllers (AAC): [ ] d) Application Specific Controllers (ASC): 100 6) Estimated Quantity of Hardware Points in BAS: a) BC and AAC Points: [640] b) ASC Points: [1920] 3.1.1.2. BAS #2 1) Manufacturer of the BAS: Johnson Controls Incorporated 2) Name of BAS Product Line: Metasys 3) BAS Software Name and Version Number: [Metasys 5.0.0.8300] 4) BAS Communication Network Type(s) Used: [BacnetIPand Bacnet MS/TP] 5) Type and Quantity of BAS Components Installed: a) Operator Work Stations (OWS): [3] b) Building Controllers (BC): [6] c) Advanced Application Controllers (AAC): [4] d) Application Specific Controllers (ASC): 25 6) Estimated Quantity of Hardware Points in BAS: a) BC and AAC Points: [160] b) ASC Points: [240] 3.2. Equipment Controlled and/or Monitored 3.2.1. 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. 3.2.1.1. Chilled Water System (Primary/Secondary Variable Flow Type): 1) Air Cooled Chillers: 3 2) Constant Flow Primary Chilled Water Pumps: 3 3) Variable Flow Secondary Chilled Water Pumps: 2 b. Air Handling Units: 13 c. Computer Room Air Conditioning Units (Cooling Only): 2 d. Fuel Oil System (Monitoring Only): 1 3.3. Buildings where BAS are Installed. 3.3.1. The Post is composed of multiple buildings. The following buildings at Post utilize BAS: a. New Office Building: Johnson Controls Incorporated – Metasys b. CGR Building: Johnson Controls Incorporated – Metasys c. GSO Warehouse Building: Johnson Controls Incorporated – Metasys d. Utility Building: Johnson Controls Incorporated – Metasys e. MSGQ: Johnson Controls Incorporated – Metasys 3.4. Some of the BAS and Mechanical equipment described in this section will require the Contractor to possess a clearance and to utilize cleared personnel in order to perform the work required by this Contract. This equipment will be identified for the Contractor by Facility Maintenance Staff when the Contractor is at Post providing BAS PM Services. 4. BAS Preventative Maintenance (PM) Services 4.1. General 4.1.1. 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. 4.2. Scheduling 4.2.1. The Contractor shall indicate which PM Activities will be performed at each site visit. 4.2.2. The schedule shall cover a five (5) year time period so that the schedule can properly address tasks that are to be spread out over this time frame. 4.2.3. As a supplement to the schedule, the Contractor shall include a PM Service Activity Description List which will provide a detailed description of each PM activity, including the means and methods by which the Contractor intends to perform each PM activity. 4.2.4. See Section 8. “Pre-Travel Deliverables” for further requirements. 4.3. Checklist Development 4.3.1. 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. 4.3.2. During the site visit the Contractor shall collect data on the existing BAS(s) at Post and the associated equipment being controlled. This data shall be used to create site specific PM checklists for use in future BAS PM Site Visits. 4.3.3. After the completion of the Contractor’s first BAS PM Site Visit, 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. 4.3.4. All future BAS PM Site Visits shall utilize the 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. 4.3.5. There shall be one Checklist provided for each system controlled and/or monitored by a BAS. 4.3.6. See Section 8. “Pre-Travel Deliverables” for further requirements. 4.4. Implementation 4.4.1. 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. 4.5. Periodic PM Activities 4.5.1. At a minimum, the following PM Service activities are required to occur during each site visit. 4.5.2. Check BAS Communication Network: Validate the network connectivity of all BAS controllers, Operator Workstations (OWS/POWS; desktop and laptop computers), Servers, and Network components (repeaters, switches, hubs, etc.). Investigate and remediate any issues found. 4.5.3. 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. 4.5.4. BAS Investigation and Troubleshooting: The Contractor shall provide investigation and troubleshooting services for issues related to the BAS as required in this Statement of Work or as requested by the Facility Manager at Post during a PM Services site visit. 4.5.4.1. 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. 4.5.4.2. The Contractor shall determine the cause(s) of any problems found with the BAS and determine the repairs and/or modifications to the BAS that will be needed to correct these problems. 4.5.5. 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. 4.5.5.1. The Contractor shall validate the correct reporting of alarms and verify that the correct codes and messages are being reported. 4.5.5.2. 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. 4.5.5.3. Archive data as necessary to free up hard drive space on the BAS OWS / Server for future trend and data storage. 4.5.6. BAS OWS Graphics: The Contractor shall confer with the Facility Manager after reviewing the BAS OWS 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. 4.5.7. 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. See Section 9. “Post-Travel Deliverables” in this statement of work for additional requirements. 4.5.8. BAS Backup Retention: The Contractor shall, at the end of each site visit, create a current backup of the data, programming, graphics, settings, license files, and any other files necessary to restore a controller, Operator Workstation (OWS, POWS; Desktop or laptop computer) or Server for each BAS installed at Post. 4.5.8.1. Each backup shall be configured to allow Facility Maintenance staff to recover the associated BAS in the event there is a BAS failure. 4.5.8.2. Step by step instructions on how to recover a controller, OWS/POWS or Server shall be included with each BAS backup. 4.5.8.3. The Contractor shall include screenshots of each BAS OWS Graphics screen. Graphics screens for identical components with the same I/O configuration, such as VAVs or FCUs, can be represented by a single screenshot. 4.5.9. User Account Retention: For each BAS OWS/POWS/Server at Post the Contractor shall: 4.5.9.1. Create an Administrator level user account called “BAS Support” in the Operating System, the BAS software and the encryption software. The account shall be configured in such a manner that it cannot be deleted by an account that does not have administrator rights. The Contractor will utilize a random password generator to create a password for this account. This step can be skipped if the “BAS Support” user account already exists. 4.5.9.2. Create a listing of the user accounts that exist within each BAS. The Contractor shall create tables listing the Operating System user accounts, BAS user accounts and encryption software user accounts that exist within each BAS OWS and/or Server that are used to access each BAS at Post. 4.5.9.3. If there are user accounts that are generic in nature, the Contractor shall also gather the passwords associated with these generic accounts. The Contractor will not attempt to gather password information for user accounts that are set up for specific individuals. 4.5.9.4. Separate tables shall be created for each BAS OWS/POWS/Server. The associated BAS OWS/POWS/Server shall be identified, and the designation included with the following information: 4.5.9.4.1. The Operating System User Account tables shall contain the following information. These tables shall include the following four (4) columns. a. User Account Name b. Name of Person Associated` with the User Account c. User Account Password (if applicable) d. Type of User Account (Administrator, Standard User, etc.) 4.5.9.4.2. The BAS User Account tables shall contain the following information. These tables shall include the following four (4) columns. a. User Account Name b. Name of Person Associated with the User Account c. User Account Password (if applicable) d. Type of User Account (Administrator, Standard User, etc.) 4.5.9.4.3. The Encryption Software User Account tables shall contain the following information. These tables shall include the following three (3) columns. a. User Account Name b. Name of Person Associated with the User Account c. User Account Password (if applicable) 4.5.10. Retaining and Updating BAS As-Built and BAS Operation & Maintenance Manual Documents (Appendix E): The Contractor shall coordinate with the Facility Maintenance Staff at Post to find the existing BAS As-Built and O&M Manual documentation for each BAS installed at Post. When work is performed which modifies the existing BAS hardware/software configuration and/or programming, the Contractor will be responsible for providing updated As-Built and O&M Manual documentation to accurately reflect the new state of each BAS at Post. 4.5.10.1. If electronic media versions of these documents exist at Post, the electronic media versions of the documentation shall be copied. If no electronic media versions of this documentation are available at Post, the Contractor shall scan hard copies of this documentation to create electronic media for submission. 4.5.10.2. Modifications shall be made to reflect any changes made to the Sequences of Operation by the Contractor and any permanent changes to the Sequences of Operation discovered by the Contractor but not previously documented. 4.5.10.3. Modifications shall be made to reflect any physical changes made to the BAS, to include, but not be limited to, wiring changes, changes to controller configurations, the addition or removal of points, etc. 4.5.10.4. Any new BAS Software and/or Hardware Licenses associated with the work performed shall be provided. Licenses shall be fully documented, and information provided in a manner that allows Post to work directly with the BAS manufacturer. 4.5.10.5. In cases where BAS CAD As-Built Drawings are not available, the Contractor shall produce BAS CAD Drawings for only the drawings that are affected by the work performed. PDFs of these modified drawings shall be inserted into the existing BAS As-Built drawings to replace the outdated drawing pages. 4.5.10.6. O&M Manual data shall be provided for any BAS equipment installed as part of this work. A PDF of the Original O&M Manual shall be altered to remove components that are no longer used. O&M information for components added shall be appended to the O&M Manual. 4.5.11. UPS Battery Rotation: The batteries of all Uninterruptible Power Supplies that Post has in their Spare Stock shall be rotated with installed UPS batteries during each PM visit. This action will reduce the battery degradation that occurs in long-dormant batteries. An acceptable, alternative action is to fully charge Spare Stock UPS batteries during each PM visit. 4.6. Annual PM Activities 4.6.1. At a minimum, the following PM Service activities are required to occur at least once a year. It is the intention of this statement of work that tasks noted here which cannot be realistically completed during a single site visit, shall be broken up to occur over multiple site visits. 4.6.1.1. Panel, Controller and Wiring Inspection: 4.6.1.1.1. Physically inspect all field panels and controllers for damage, excessive dirt or moisture and clean/vacuum as necessary. 4.6.1.1.2. Verify proper voltage at all control transformers. 4.6.1.1.3. 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. 4.6.1.1.4. Verify condition of local battery / UPS that may be connected to the panel power source. 4.6.1.1.5. Take photographs, where permissible, of each Supervisory Controller Enclosure installed at Post. Photographs should include interior and exterior shots, including nearby wall space, and shall be labeled with the Controller name. All photos must be cleared by the RSO prior to removing from Post and/or sharing electronically. 4.6.2. 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. 4.6.2.1. The Contractor shall consult with Facility Maintenance personnel and the 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. 4.6.2.2. 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. 4.6.3. Review of Post’s Expendable Sensors / Equipment: Parts for which product data indicates there is a defined operating life expectancy shall be tracked and scheduled for replacement 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. See "I. POST-TRAVEL DELIVERABLES” in this statement of work for additional requirements. 4.6.4. BAS Evaluation: For each BAS at Post, review the system and provide an assessment of and recommendations with regard to the condition, level of functionality, age, possible obsolescence, possible need for upgrades or replacement, etc. of all or any portion of the system. 4.6.4.1. BAS Software Assessment: The Contractor shall review the BAS software installed on the BAS OWS and/or Servers to determine if the software need to be upgraded. 4.6.4.1.1. If the software needs to be upgraded, it shall be ascertained if upgrading the software is possible with the current operating system / computer combination. 4.6.4.1.2. 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. Supporting information justifying the recommendation shall be provided. 4.6.4.1.3. A description of the effort involved, and a cost estimate shall be provided if the software needs to be upgraded. 4.6.4.2. BAS OWS / Server Assessment: The Contractor shall review the condition of the BAS OWSs and/or Servers to determine if the hardware is in need of being upgraded or replaced. A description of the effort involved, and a cost estimate shall be provided if the hardware needs to be upgraded or replaced. 4.6.4.3. Missing BAS OWS: Under circumstances where a BAS OWS is found to be missing (typically a laptop computer) the Contractor shall determine what hardware / software is needed. A description of the effort involved in providing the missing BAS OWS and a cost estimate, shall be provided if a BAS OWS is needed at Post. 4.6.4.4. 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. 4.6.4.4.1. Documentation from the manufacturer that clearly indicates one of these conditions exists shall also be provided. 4.6.4.4.2. A description of the effort that would be involved and a cost estimate for this effort shall be provided if the controller(s) needs to be updated or replaced. 4.6.4.4.3. Work of this nature will not be considered by the COR if supporting documentation from the manufacturer is not provided. 4.6.5. BAS Inventory Retention: While at Post performing PM services, the Contractor shall take inventory of each existing BAS. BAS Inventory data collection shall be performed once, during the initial site visit. The BAS Inventory shall be updated during subsequent PM site visits and resubmitted if it is found that changes have been made that affect the inventory data. The intent of this requirement is to take a full inventory of each installed BAS and to document all of the programming and physical hardware points in each BAS 4.6.5.1. Inventory data collection for each BAS shall include the following information. Separate inventory data collection documents shall be provided for each BAS: 4.6.5.1.1. The quantity and locations of BAS OWS / Servers and the software installed on each of these OWS / Servers. (Operating System, BAS software, production software, encryption software, etc.) 4.6.5.1.2. The locations of each OWS, Server, Hub, Router, Switch, Repeater, Supervisory Controller, and any other Ethernet-level controller that communicates directly to the Server, shall be shown on sanitized floor plans. If CAD drawn floor plans are not available, it is acceptable to show this information on a scanned copy of the floor plan drawings. 4.6.5.1.3. A table providing the following details about the BAS Supervisory Controllers, which communicate directly to the Server. This table shall include the following five (5) columns: a. Manufacturer of the controller b. Product Line of the controller c. Name of the controller, as defined in the BAS d. Model of the controller e. Part Number of the controller 4.6.5.1.4. A table providing the following details about the BAS Sub-Controllers, which communicate to a Supervisory Controller, sub-totaled by Supervisory Controller. This table shall include the following six (5) columns: a. Name of the Supervisory Controller b. Manufacturer of each type of sub-controller c. Model of each type of sub-controller d. Part Number of each type of sub-controller e. Quantity of each type of sub-controller 4.6.5.1.5. A table providing the following details about the Equipment and Systems monitored and/or controlled by the BAS. This table shall include the following two (2) columns: a. Type of Equipment / System controlled /monitored b. The quantity of each type of Equipment / System installed 4.6.5.2. The Contractor shall generate a document containing a database printout of the BAS programming, points and other settings for each controller. This will be done using the built-in functionality of the associated OWS / Server. An individual printout shall be provided for each controller.4.7. Planned Out Five (5) Year PM Activities 4.7.1. At a minimum, the following PM Service activities are required to occur at least once over the five (5) year span of the BAS PM Service Activity Schedule. It is the intention of this statement of work that tasks noted here shall be broken up evenly to occur over multiple site visits, over the duration of five (5) years. 4.7.2. Sensor, Operator and End Device Point-to-Point Checkout: Hardware points in the BAS shall be verified against actual field conditions once every five (5) years of service life. 4.7.2.1. This checkout shall verify that each hardware point indicated in the BAS is the actual physical point connected to the controller, that the point is functioning properly and that the point is shown / labeled correctly on the appropriate graphic screens. 4.7.2.2. Any discrepancies shall be investigated, and adjustments made as necessary so that all sensors monitored, and devices controlled by the BAS match the associated hardware points indicated in the BAS and provide the desired functionality. 4.7.3. Sensor, Operator and End Device Calibration: The calibration of hardware points in the BAS shall be verified against actual field conditions once every five (5) years of service life. 4.7.3.1. Where sensors, operators and other end devices are capable of being adjusted, the Contractor shall perform the calibration. 4.7.3.2. Sensors shall be calibrated to within the accuracy range stated in the associated manufacturer’s literature. 4.7.3.3. 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. 4.7.3.4. 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. 4.7.3.4.1. The Contractor shall use calibrated instrumentation with a higher accuracy than the sensor, end device or operator being calibrated. 4.7.3.4.2. Calibrated instrumentation used shall have been certified by an independent calibration agency within one (1) year of the dates used. 4.8. Manufacturers’ Recommended PM 4.8.1. It is the responsibility of the Contractor to perform all BAS Manufacturers’ recommended PM. This shall be completed in addition to the tasks listed above if there are any discrepancies between what is required by this statement of work and the Manufacturers’ recommended PM.ing the PM site visit. All checklists provided shall be complete and clearly legible. Handwritten or document scans that cannot be easily read will be rejected. Kindly refer to the attached RFQ document for details.