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2 DRAFT PERFORMANCE WORK STATEMENT (PWS) SERVICE CONTRACT VA GULF COAST VETERANS HEALTH CARE SYSTEM GENERAL: This is a service contract to provide all necessary support to perform operation, system ma... 2 DRAFT PERFORMANCE WORK STATEMENT (PWS) SERVICE CONTRACT VA GULF COAST VETERANS HEALTH CARE SYSTEM GENERAL: This is a service contract to provide all necessary support to perform operation, system management, maintenance, repairs and upgrades to the facility Security System, Automation System, and underlying engineering network. Engineering will need continual coverage and support to maintain a fully operational system at all facilities located within the VA Gulf Coast Veterans Health Care System. DESCRIPTION OF SERVICES: To provide all personnel, equipment, supplies, tools, materials, supervision, and other items as required to perform operation, system management, maintenance, testing, monitoring, documentation, repairs and upgrades to the Security System, Automation System, and underlying engineering network as defined in this Performance Work Statement. Coverage of these services to include all facilities located within the VA Gulf Coast Veterans Health Care System. VA Gulf Coast Veterans Health Care System Biloxi Medical Center 400 Veterans Avenue, Biloxi, MS 39531 JACC Outpatient Clinic 790 Veterans Way, Pensacola, FL 32507 Eglin Outpatient Clinic 100 Veterans Way, Eglin AFB, FL 32542 PCB Outpatient Clinic 2600 Veterans Way, Panama City Beach, FL 32408 SECURITY MANAGEMENT SYSTEM Biloxi, JACC, Eglin and Panama City The Contractor shall provide all labor, supervision, tools, materials, equipment, transportation and support necessary to perform operation, recurring, preventative and unscheduled maintenance, repairs and upgrades to service all security systems, access controls, card readers, panic buttons, magnetic locks, video surveillance cameras and software to ensure they are operating as designed and as installed. Maintenance covering all automation components including software updates (programming, graphics, etc.), upgrades (new releases), and maintenance of dedicated network and associated software (antivirus, operating system, etc.). Maintenance may include, but is not limited to, running wire, terminations, troubleshooting, removal, and replacement of faulty equipment, program updates, reprogramming, etc. The Contractor shall provide factory trained service specialists/technician certified to perform maintenance and repair to the building Security Systems manufactured by Siemens. The Contractor shall provide documented proof of factory certification training for each service specialist/technician (sub-contracted labor included). As part of the IMP, the Contractor shall provide a minimum of one (1) service specialist/technician that is available 24 hours a day / 7 days a week, including holidays. The Contractor shall have the capability to monitor and respond to major security system alarm failures or malfunctions, 24 hours a day / 7 days a week including holidays. The Contractor shall provide within 30 days after award of contract initial Preventative Maintenance schedules for all Security systems in electronic format (Microsoft Excel 2010 or Current Version in use by the Government) to the Government. As part of the Preventive Maintenance Program the Contractor shall conduct onsite review(s) of the VA Security Systems to assure that they meet expectations. The review shall include an analysis of the control sequences, system architecture, loop programming and other system parameters as applicable. Preventative Maintenance of Security systems shall maintain the integrity and reliability of the building security systems by detecting, evaluating and resolving points in alarm, alarm management, points in operator priority, verification of critical control points and alarm limits and etc. The Contractor will be allocated space on site for Security Systems utilization. Contractor will provide at no cost to the government a fully functioning master control station and locate it in their on- site office to perform maintenance tasks. The contractor will be required to maintain a server with CCure software, virus protection and software to produce PDF files and to maintain existing database. Government approval may configure the space to suit their needs, at no cost to the Government. If modified, the space must be returned to the Government as useable and cleaned. Space assignments are subject to change. The Contractor will Maintain Fiber Optic cabling (single mode/multi mode) backbone for Engineering Network. Manage/monitor network communications on Engineering Combined Ethernet-Based Network to include network security, user access, and VLAN management for diverse systems (Schnieder Electric, Fire Alarm, Generator Controls, Solar Energy, Building Automation, Door Access, Security Video Cameras, personal duress alarm, Pharmacy Access Control.) Perform preventive/corrective maintenance on over 400 Security cameras throughout the campus and supporting equipment. Maintain the Personal Duress Alarm System for over 400 individual activation points; assignment of device, addressing/programming of database, operational testing of notification system. Perform preventive/corrective maintenance on Door Access Control system throughout the campus. Interface with the PIV office personnel to provide training and technical support. The Contractor shall be familiar with and have access to older and latest versions of Siemens diagnostic tools (or be able to sub-contract for this service with no additional cost to the Government, that is, as if sub-contractors are part of Contractor s staff). The Contractor shall have access to the electronic source documentation libraries for updates and assistance from the factory Field Support. The Contractor shall maintain current database backup of all buildings security systems. A backup copy disc for the individual buildings shall also be required and located in or near the building Main Controller Panel for each system. The Government will make available Computer Equipment identified in the DDC Computer Equipment are consider part of the systems. The Contractor shall operate and maintain all in use security work stations (monitor, computer, keyboards, printers, etc.) and laptops and repair or replace them as required for proper and efficient operations. At final turn over of contract, the Contractor shall turnover all back-up data bases, software, factory manuals, drawings and materials. The Contractor shall ensure all remote communications operate properly and coordinate repairs by others. Telephone lines and network connectivity as applicable shall be maintained for access to all security systems accessible buildings by the contractor. The contractor shall maintain network connectivity with all security controlled building systems as specified in J-1502000-16, or added in the future. Upon award of contract the contractor shall assume the current network. The Contractor shall provide OEM parts remaining in current inventory identified in J-1502000-17 for use as part of this contract. The security Parts List provides a list of items available as of the date May 30, 2015. All listed parts may not be available at the actual start date of this contract. Parts are provided in an as is condition and to be used as required. The Government will not pay to replenish the parts inventory. The intent is for the Contractor to delete this inventory to zero parts, but the Contractor should maintain parts as required to maintain systems operation per contract. The Contractor shall provide documentation (digital photographs and/or MS PowerPoint Presentations preferred) including damaged parts, location at the time of the occurrence, on security system failures resulting from any apparent vandalism. Documentation shall be provided within one week of discovery. The Contractor shall develop and maintain an inventory of all buildings served by systems by location and equipment controlled. AUTOMATION SYSTEM Biloxi, JACC, Eglin and PCB HVAC Energy Management Biloxi, JACC, Eglin and PCB The Contractor shall provide all labor, supervision, tools, materials, equipment, transportation and support necessary to perform operation, recurring, preventative and unscheduled maintenance, and repairs to service direct digital controlled (DDC) systems to ensure they are operating as designed and as installed. Maintenance covering all automation components including software updates (programming, graphics, etc.), upgrades (new releases), and maintenance of dedicated network and associated software (antivirus, operating system, etc.). Maintenance may include, but is not limited to, running wire, terminations, troubleshooting, removal, and replacement of faulty equipment, program updates, reprogramming, etc. This includes the migration from APOGEE Insight to new Desigo System and hands-on training (OJT). The Contractor shall provide factory trained service specialists/technician certified to perform on siemens manufactured Building Automation Systems. The Contractor shall provide documented proof of factory certification training for each DDC service specialist/technician (sub-contracted labor included). As part of the IMP, the Contractor shall provide a minimum of one (1) service specialist/technician that is available 24 hours a day / 7 days a week, including holidays. The Contractor shall have the capability to monitor and respond to major DDC HVAC system alarm failures or malfunctions, 24 hours a day / 7 days a week including holidays. The Contractor shall provide within 30 days after award of contract initial Preventative Maintenance schedules for all DDC systems in electronic format (Microsoft Excel 2003 or Current Version in use by the Government) to the Government. As part of the Preventive Maintenance Program the Contractor shall conduct onsite review(s) of the HVAC DDC Control Systems to assure that they meet expectations. The review shall include an analysis of the control sequences, system architecture, loop programming and other system parameters as applicable. Preventative Maintenance of DDC systems shall maintain the integrity and reliability of the building control systems by detecting, evaluating and resolving DDC failed points, points in alarm, alarm management, points in operator priority, verification of critical control points and alarm limits and etc. The Contractor will be allocated space on site for DDC utilization. Contractor will provide at no cost to the government a fully functioning master control station and locate it in their on- site office to perform maintenance tasks. The contractor will be required to maintain a server with Siemens APOGEE software, virus protection and software to produce PDF files and to maintain existing database. Government approval may configure the space to suit their needs, at no cost to the Government. If modified, the space must be returned to the Government as useable and cleaned. Space assignments are subject to change. Provide login access for VA approved qualified personnel. The Contractor shall be familiar with and have access to older and latest versions of Siemens proprietary diagnostic tools (or be able to sub-contract for this service with no additional cost to the Government, that is, as if sub-contractors are part of Contractor s staff). The Contractor shall have access to the electronic source documentation libraries for updates and assistance from the factory Field Support. The Contractor shall maintain a monthly current database backup of all buildings DDC systems. A backup copy disc for the individual buildings shall also be required and located in or near the building Main Controller Panel for each system. The Contractor shall monitor and analyze DDC controlled systems, in accordance with Annex 1502000, Spec Item 3.3.2 requirements, in order to identify and correct operational deficiencies of controls or equipment by reprogramming software, directing repairs/modifications of equipment hardware, and implement enhanced optimized control of Mechanical Systems. The contractor shall run a network performance diagnostic tool (NPDT) on an annual basis to analyze network performance for Apogee Insight systems. The Contractor shall operate, verify and maintain all DDC systems in automatic operation (no manual or equipment operated in hand , except short term while waiting material delivery for automatic operation), time of day scheduling, reset schedules and other system optimization algorithms in efforts to operate equipment efficiency and attain Executive Order 13423 goals of annual energy reduction. The Contractor shall monitor and program dynamic operational schedules (time of day, resets, and setbacks) to minimize energy consumption while maintaining required comfort levels as suggested by the Government or recommended by the Contractor during review of DDC systems. Contractor has to provide a written request or e-mail to VA Engineering for approval before making any changes to DDC systems operational schedules. The Contractor shall furnish and provide server and remote workstations (monitor, computer, keyboards, printers, modem, and etc.) hardware upgrades every 3 years for Siemens APOGEE DDC systems located in all buildings. The Contractor shall provide software upgrades every year and revisions (as they are available from the manufacturer) for server(s) and remote workstations loaded with Siemens APOGEE DDC software to minimize obsolescence and insure compatibility with ongoing system expansion and technology advancements, at no additional expense to the Government. The Government will make available DDC Computer Equipment identified in the DDC Computer Equipment are consider part of the systems. The Contractor shall operate and maintain all in use DDC workstations (monitor, computer, keyboards, printers, and etc.) and laptops and repair or replace them as required for proper and efficient operations. At final turn over of contract, the Contractor shall turnover all back-up data bases, software, factory manuals, drawings and materials. The Contractor shall ensure all communications operate properly and coordinate repairs by others. Telephone lines and network connectivity as applicable shall be maintained for access to all DDC accessible buildings by the contractor. The contractor shall maintain network connectivity with all DDC controlled building systems as specified in J-1502000-16 or added in the future. Upon award of contract the contractor shall assume the current network. Contractor will provide OEM parts remaining in current DDC inventory identified in J-1502000-17 for use as part of this contract. The DDC Parts List provides a list of items available as of the date May 30, 2015. All listed parts may not be available at the actual start date of this contract. Parts are provided in an as is condition and to be used as required. The Government will not pay to replenish the parts inventory. The intent is for the Contractor to delete this inventory to zero parts, but the Contractor should maintain parts as required to maintain systems operation per contract. Storage for contractor s equipment and materials will not be provided by the government. The Contractor shall provide documentation (digital photographs and/or MS PowerPoint Presentations preferred) including damaged parts, location at the time of the occurrence, on DDC failures resulting from any apparent vandalism. Documentation shall be provided within one week of discovery. The Contractor shall develop and maintain an inventory of all buildings served by DDC systems by location HVAC equipment controlled. The Contractor shall provide and review DDC building systems trending data as requested. Utilities Requirements, the Contractor shall prepare and submit to the Government an Energy Usage Report as a deliverable Include monthly utility consumption data for all metered buildings chilled water utility consumption data and electrical energy usage for all metered buildings. The reports shall be submitted in electronic format (from APOGEE Graphic in PDF format) via e-mail to Distribution List provide by the Government. The report shall include one (1) worksheet for each meter, each sheet shall itemize the specific building by number and name, meter number, energy reading, commodity being measured by name and any site conditions observed during the reading (if any). The Contractor shall provide metering calibration services for flow meters for Chilled Water, Heating Water, Potable Water and Electrical metering for all buildings. Calibrations shall be completed annually from the last calibration date. The Contractor shall submit original calibration certificates to the Government for each meter showing traceability to a nationally recognized standards organization (e.g.NIST, ANSI, etc.). The certificates shall include as a minimum the following information: meter description, commodity measured and engineering unit of measure (e.g. 0-1000 gallons/hour, 0-5000 KW/hour, etc.), Manufacturer s stated accuracy (e.g. +/- 1%), last calibration date, next calibration due date, manufacturer s recommended calibration interval, individual meter serial number(s), mounting/user location (e.g. chiller #1 CWS, B3909 Main, etc.). The contractor is to provide all required documentation as required for Joint Commission accreditation. Public Wifi (Wireless Internet System) Biloxi Facility Only The contractor is to serve as the primary wireless internet technical support and audio visual technician for the engineering department (VA Biloxi). The contractor shall provide all labor, supervision, tools, materials, equipment, transportation and support necessary to perform operation, recurring, preventative and unscheduled maintenance, and repairs to service the engineering network and wireless internet system (VA Biloxi) to ensure the system is operating as designed and as installed. Maintenance covering all components including updates, programming, graphics, upgrades, wireless access point (AP devices) replacement and new installation, troubleshooting, wifi technical support, service calls, audio visual support and maintenance of network and associated software and equipment. Maintenance may include, but is not limited to, running wire, terminations, trouble-shooting, removal, and replacement of faulty equipment, program updates, reprogramming, etc. Solar Panel System Management Biloxi Facility Only The Contractor shall provide all labor, supervision, tools, materials, equipment, transportation and support necessary to perform operation, recurring, preventative and unscheduled maintenance, and repairs to service the Solar Panel System (VA Biloxi) to ensure they are operating as designed and as installed. Maintenance covering all components including software updates (programming, graphics, etc), upgrades (new releases), and maintenance of dedicated network and associated software (antivirus, operating system, etc). Maintenance may include, but is not limited to, running wire, terminations, trouble-shooting, removal, and replacement of faulty equipment, program updates, reprogramming, etc. Maintain an integrated solar systems graphic for the Kiosk in Building 30 and produce monthly reporting as required. Utility Meter Monitoring Biloxi, JACC, Eglin and PCB The Contractor is to monitor, service and maintain all utility meters (air flow stations, electric, gas, domestic water, chilled water, heating water, sewer, etc.) for each facility location (Biloxi, JACC, Eglin and PCB). Contractor to perform an annual calibration on each meter and provide monthly usage reporting as required. Utility meters calibration with certification to be performed annually in October and November. Medical Refrigerator & Freezer Monitoring Biloxi, JACC, Eglin, PCB and R.Jackson The Contractor is to monitor, service and maintain medical refrigerators and freezers located in the Lab and Pharmacy at each facility location (Biloxi, JACC, Eglin, PCB and R.Jackson). This includes probe replacement as needed, annual calibration, and all required documentation and certification. Refrigerator/Freezer temperature probe calibration with certification to be performed in May. Temp, Humidity, Pressure Monitors Biloxi, JACC, Eglin, and PCB The Contractor is to monitor, service and maintain the temperature and humidity in locations where pressure is being monitored. This includes annual calibration of temperature and humidity. Pressure monitors calibration to include certificate of calibration to be performed in March. SERVICE SCHEDULE FREQUENCY: The expected frequency of scheduled service to be performed under this service contract. BILOXI JACC EGLIN PCB SECURITY Weekly (Monday, Thursday & 1 Flex Day) Weekly (Thursday) Monthly Monthly AUTOMATION Weekly (Monday, Tuesday, Wednesday, Thursday, Friday & 1 Flex Day) Weekly (Tuesday) Monthly Monthly * Contractor to provide 24/7 on call (2 hour response) PERIOD OF PERFORMANCE: The expected period of performance for this requirement is a base year and four options years (which may or may not be exercised based on the needs of and at the discretion of the government). Base Year 1 October 2020 - September 30, 2021 Option Year 1 1 October 2021 September 30, 2022 Option Year 2 1 October 2022 September 30, 2023 Option Year 3 1 October 2023 September 30, 2024 Option Year 4 1 October 2024 September 30, 2025 WORK HOURS AND SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, scheduled preventive maintenance/services will be performed only during the facility s normal business hours (8:00 a.m. to 4:30 p.m. Monday through Friday excluding federal holidays). The Federal Holidays which are observed by the federal government are annotated below. -New Year s Day -Labor Day -Martin Luther King s Birthday -Columbus Day -President s Day -Veterans Day -Memorial Day -Thanksgiving Day -Independence Day -Christmas Day -Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President s Proclamation). Usually holidays that fall on Saturday are observed on the preceding Friday and holidays that fall on Sunday are observed on the following Monday. Any questions pertaining to scheduling will be directed to the COR. SAFETY CONSIDERATIONS: Contractor s workers shall provide and utilize all safety requirements in accordance with OSHA regulations during all phases of work. Contractor shall provide and utilize scaffolding and ladders in accordance with all OSHA regulations. IDENTIFICATION OF CONTRACTOR EMPLOYEES / CREDENTIALS: Contractor employees should be uniformed, displaying their contractor name or logo. A uniform can consist of collared or tee shirts if they are clean and are in good condition. Contractor staff who performing services, executing deliverables, or otherwise performing work on this contract are required to have a VA Contractor identification badge. A VA Contractor Badge Application will be provided to these personnel at the earliest available time following contract award so that the appropriate credentials are made available (to these personnel) before the start of performance. This application must be filled out prior to initiating any further application procedures with the Security Office on site. Contractor badges are to be worn at all time while on the premises of the Biloxi VA Medical Center. Badges must be placed in a visible location, above the waist, clipped to the front of apparel with photo and name clearly visible. Contractor ID badges will be turned in to the assigned VAMC representative (COR) on duty when the contract has expired. The COR will then forward the badges to the VA Police Service within (5) working days. Contractor must ensure that the following Identification Requirements are followed by each staff member applying for a VA Contractor Badge at the Security Station on campus: 1. Must provide (1) photography ID consisting of either a current Driver s License, Military ID, U.S. Passport, Student ID which includes a Social Security number (will not accept expired IDs) 2. Must provide either an original Social Security card or Birth Certificate (a copy will not be accepted) If both valid ID requirements are not present at time of badge processing, the incompliant Contractor staff will not be able to work on VA Gulf Coast Health Care System premises. NOTES: Contractor shall provide submittals of all proposed equipment for approval with manufacturer s literature. No materials shall be procured or installed prior to approval of submittals. All work under this contract shall be performed in a manner that minimizes any effect on building tenants or patient care. All work shall be coordinated with engineering staff. In addition, all work shall be coordinated with any other construction activities taking place on VA property. Work areas shall be kept clean and free from debris at all times, and the contractor shall remove debris daily from the health care system property.