SOURCES SOUGHT
J -- Request for Information (RFI): Building Automation System Support
- Notice Date
- 7/31/2014
- Notice Type
- Sources Sought
- NAICS
- 238220
— Plumbing, Heating, and Air-Conditioning Contractors
- Contracting Office
- Department of State, Office of Acquisitions, Acquisition Management, 1735 N. Lynn St., Arlington, Virginia, 22209, United States
- ZIP Code
- 22209
- Solicitation Number
- SAQMMA14SS0005
- Archive Date
- 9/11/2014
- Point of Contact
- Sara Collins,
- E-Mail Address
-
collinsse@state.gov
(collinsse@state.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a Request for Information (RFI) in accordance with the Federal Acquisition Regulation (FAR) 15.201(c)(7) for the purpose of obtaining industry input relevant to a possible future solicitation for building automation system (BAS) support services. The industry is also invited to provide comments on the content of this announcement to include suggestions for improving the scope of a possible future solicitation. Your input is valuable in helping us develop requirements that improves our facilities, reduces our costs, and simplifies the contractor's ability to support various BASs currently in operation worldwide. This is not a Request for Proposal (RFP) or a Request for Quote (RFQ). A RFP/RFQ is not being issued at this time. Any responses to this RFI will be treated as information only and shall not be used as a proposal. Government will not reimburse respondents for costs associated with providing information in accordance with this RFI. RESPONSES DUE: Responses to this RFI are due no later than 2:00 p.m. Eastern Standard Time (EST) on August 27, 2014. All submissions shall be submitted via e-mail to Sara Collins at CollinsSE@state.gov as a PDF document. RESPONSE SUBMISSION INFORMATION: All potential sources with the capability to provide the requirements referenced in this RFI are invited to submit, in writing, sufficient information within the page limitations listed below. This information should demonstrate the respondent's ability to fulfill the technical, delivery, and global support requirements and be responsive to the technical questions in this RFI as indicated below. No pricing should be included in your response. Responses to this RFI shall include the following: 1. A cover sheet which includes: •Company Name •Address •Point of Contact •E-mail Address •Phone Number •DUNS Number •Primary Business and Market Areas •Business Size and Socioeconomic Status (if applicable) •Facility Clearance Levels and capabilities to provide storage and processing of classified information (if any) •Experience with working overseas and/or in classified project sites (if any) 2. Relevant Project Experience As Applicable (two (2) page limit): •Ability to service, repair, replace, and provide training on various BAS platforms. •Experience performing BAS work in buildings of similar size and type to DOS buildings; and/or experience with BAS related to mission critical building systems; •Capabilities matrix that demonstrates experience with various BAS systems and vendors. 3. Capabilities and background with delivery of global services and support (two (2) page limit): •Ability to provide installation and operations support worldwide. •Ability to provide technical support and response to operational problems within the defined 24 hour period of notification. 4. Comments on the content of this announcement to include suggestions for improving the scope of a possible future solicitation (no page limit) 5. Optional marketing materials provided as an attachment (two (2) pages limit) 6. Company responses to below Questions 1 through 9 (no page limit) •Question 1: Are any of the requirements described in this announcement unreasonable and/or unattainable? Why? •Question 2: Are there additional requirements that the Department of State's (DOS) Bureau of Overseas Building Operations Bureau (OBO) should consider incorporating in a possible future solicitation? Why? •Question 3: What additional information regarding the existing BAS (hardware or software) is necessary to prepare your proposal? •Question 4: What additional Government-furnished information is required to mitigate risk in supporting various BASs currently in operation worldwide? •Question 5: What existing contract vehicles does your company utilize for similar projects? (i.e., GSA or open market to name a few) •Question 6: Under what North American Industry Classification System (NAICS) code have you performed this work previously? •Question 7: What labor categories are appropriate for this requirement? •Question 8: Does your company have past experience similar in size and scope of the requirement described in this announcement? •Question 9: Does your company have any additional questions, comments, or concerns about the framing of this requirement? INQUIRIES DUE: General inquiries to this RFI shall be submitted via e-mail to Sara Collins at CollinsSE@state.gov no later than 2:00 p.m. Eastern Standard Time (EST) on August 6, 2014. Please do not send questions with proprietary content. Building Automation System (BAS) Background/Overview Management and oversight of the Building Automation System (BAS) technology within our Diplomatic Missions is organized under the auspices of the Facilities Management Division within the Department of State's (DOS) Bureau of Overseas Building Operations Bureau (OBO). Currently the Department of State has facilities in nearly 300 locations around the world. Each geographic location may include one or more buildings which incorporate a Consulate, Chancery and multiple Annexes. BAS technologies have become a significant element to the operations of HVAC and related engineered systems since the origin of the New Embassy Construction (NEC) program in 2000. The implementation of this technology has created numerous challenges for our Facility Managers and their local staff in that the skill sets in many locations, required to maintain and repair these systems, is not present. In addition, the diversity of vendor systems, hardware and associated programming interfaces has further complicated the maintenance requirements for these systems. OBO/CFSM/FAC/PS is planning to centralize the program functions which will be responsible for the overall lifecycle of BAS implementations worldwide. To assist in this effort OBO/CFSM/FAC/PS plans to contract with BAS contractors who have the ability to act as prime contractors and can demonstrate adequate expertise in the maintenance, repair and installation of a wide range of BAS technologies on a global scale. It is envisioned that this will be accomplished through the establishment of an Indefinite Delivery, Indefinite Quantity (IDIQ) contract which will allow several BAS contractors to provide proposals for a number of individual tasks orders that will encompass a broad range of activities including preventative maintenance, hardware repairs, system programming, software upgrades, system expansions, training and total BAS replacements. Requirements and Scope Product Experience Since the start of the NEC program in 2000, OBO has utilized over twenty different vendor systems for the operation of HVAC and other related engineered systems at DOS Posts. All of the systems are based on distributed control architecture; however they use a range of proprietary and open communication protocols, including BACnet and LonWorks. Many of the systems installed early in the NEC program are still in place but have become obsolete due to vendors shifting to more modern technologies and communication protocols as well as the inherent business acquisition process which has taken place within the industry during the last decade. Contractors which can demonstrate experience with a number of different vendor technologies are preferred. Currently the majority of the installed systems are represented by the following list of manufacturers and product lines: •Siemens: Apogee (Proprietary & BACnet) •Siemens: Desigo •Siemens: Staefa Talon •Johnson Controls: Metasys (Proprietary & BACnet) •Schneider Electric: Invensys I/A Series •Schneider Electric: TAC Vista •Schneider Electric: Andover Continuum •Honeywell: Alerton •Honeywell: Excel 5000 •Tridium: Niagara R2 & AX •KMC •Trane: Tracer •Delta Controls •Carrier Controls •Reliable Controls •Automated Logic Qualified contractors should be able to demonstrate experience with these BAS through past projects with emphasis on the installation and servicing of these systems. All BAS programmers, installers and maintenance technicians shall be trained and certified by the BAS Manufacturer of the product line which the contractors are installing or servicing at Posts. Staffing and Service Support A critical aspect to the lifecycle of the BAS infrastructure within OBO is operations and maintenance. Currently OBO has BAS installations at more than 120 locations worldwide. Given the number of systems, their diversity and the critical nature of their operations, it is expected that qualified contractors will have the ability to provide support personnel at a number of locations throughout the world. All personnel assigned to support local maintenance, repair or replacement efforts will require clearances of at least the "Secret" level. Certain areas within the facilities will require clearances at the "Top Secret" level. This will require that contractors have Facility Clearance Levels (FCL) of Top Secret in order to qualify for tasks that define these requirements. The contractors will need to maintain a staff of cleared service technicians to provide BAS PM Services at all Posts where BAS are installed. This staff of technicians shall be large enough to provide all Posts with multiple PM visits every year. Additionally, the contractors shall maintain sufficient cleared personnel including technicians and programmers to support two concurrent installation projects and two major repair projects. The contractors shall have the necessary communication infrastructure in place to provide telephone and email support for DOS Embassies and Consulates located around the world. Response time to inquiries from Post personnel is expected to be no greater than 24 hours. Preventative Maintenance Requirements The contractors shall perform BAS Preventative Maintenance (PM) 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. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when controlled/monitored equipment is activated/running. Periodic PM services will include but not necessarily limited to the following: •Validate the network connectivity of all BAS controllers, Operator Workstations, Servers, and Network components (repeaters, switches, hubs, etc.). •Review existing time schedules and validate correct operation based on actual time of day facility occupancy. •Provide investigation and troubleshooting services for issues related to BAS operation as required in this Statement of Work or as requested by the FM at Post during a PM Services site visit. •Review the Alarm History and Trend log files which have accumulated since the previous visit to the site. Any problems noted from this review shall be investigated and reported on. •Validate current application software release, define if there is a need to update the software or computer hardware and provide a migration path for updating software to the new release if needed. •Create a current backup of the data, programming, graphics and settings for all of the controllers in the BAS at the BAS Operator Workstation/Server any time changes are made to the system. •Create/maintain a listing of the BAS usernames and passwords that exist within the BAS Operator Workstation and/or Server that are used to access the BAS. These listings shall be turned over to the Facility Manager before the Contractor departs Post. Annual PM Activities will include but not necessarily limited to the following: •Panel, Controller and Wiring Inspection •Point-to-Point Checkout: Hardware points in the BAS shall be verified against actual field conditions. •Sensor/end device calibration verification. •Confirmation and verification of Operating Sequences. •Replacement of failed sensors, operators and end devices. •Evaluate BAS end of life cycle and possible upgrade paths. •Review and update Post's spare part inventory requirements. System Repair and Modifications Requirements General: The contractors shall provide repair and/or modification services for specific issues related to the BAS and HVAC operation as required in the Task Order. The intent of BAS Repairs and Modifications are to make repairs to failed BAS components and to remediate issues related to the BAS to improve the functionality of the equipment controlled and monitored by the BAS. These activities will include the following: •Repair and/or modification services shall be driven by specific Post needs, which have been clearly defined by the Facility Manager, or by the findings of the contractors during previous Preventative Maintenance or Technical Support site visits. •The contractors shall be required to provide a Submittal for review to the COR. The submittal shall clearly describe in detail any repairs or modifications being made to the BAS and shall include control drawings, product data and Sequences of Operation. Work will not proceed without approval of the Submittal by the COR. •The contractors shall procure the parts (including controllers) and/or software required to perform the repair/modification services defined at the task order level and arrange for shipping to the post prior to the dates scheduled for the work. •Repairs and modifications to the BAS shall be thoroughly tested by the contractors and functionality demonstrated to the Facility Manager at Post. Depending on the scale and scope of the repair/modification, commissioning may also be required by the task order. •The contractors shall warrant repairs and modifications made to the BAS for a period of one year from the date of acceptance by the COR. Workstation/Server Hardware and Software: Specific requirements concerning the updating, replacement or new installation of BAS Operator Workstation/Server software and/or hardware will be Task Order dependent and provided on a task by task basis. Depending on the circumstances, Workstation/Server hardware may be provided by the Department of State (DOS) or by the Contractor. Regardless of which entity provides the hardware, the contractors shall closely coordinate and work with the DOS to ensure that the hardware meets DOS security requirements and that all BAS software installed functions with the DOS system image installed on the Workstation/Server. The following activities may be required: •Review the condition of the BAS Operator Workstation/Server to determine if the computer is in need of being upgraded or replaced. Recommendations concerning the need for upgrading or replacing the BAS Operator Workstation/Server •Maintain the functionality of the BAS during any software or hardware upgrade/replacement. Any effort necessary to restore full BAS functionality and provide access/communications from the BAS Operator Workstation/Server, including updates to controllers, shall be the contractors' responsibility. System Replacement Requirements OBO/CFSM/FAC/PS will be working on a plan that will ultimately consolidate and reduce the number of systems and vendors which provide BAS technology to facilities worldwide. BAS Replacement services shall be performed based on the need to replace a BAS as a result of failure or obsolescence. Task Orders for replacement services will normally include a design for the new BAS being installed, but depending on the circumstances, may call for the contractors to provide these design services as well. Replacement services will include, but not be limited to the following: •BAS Product Line must utilize "Native" BACnet as the communication protocol at all network infrastructure levels. LonWorks, Proprietary and other communication protocol standards will not be allowed. •Communications between BAS controllers at all levels and between controllers and operator workstations and servers shall not be accomplished through any form of communication protocol gateway or "black box" and shall not require the addition of communication drivers in any of the controllers and/or the associated computers. •Manufacturer's BAS Product Line shall have an established worldwide presence and dealer network. •All controllers and software that compose a BAS shall be of the same product line and from the same manufacturer. The BAS Product Line's Manufacturer, utilized by the Contractor, shall sell all of the product line's BAS controllers, software and other parts directly to DOS at the rates negotiated. •The BAS Product Line's Manufacturer, utilized by the Contractor, shall license their software using a blanket license agreement with DOS that will cover all BAS installations worldwide at DOS facilities where the BAS Manufacturer's Product Line is installed or will be installed. •All BAS controllers and software that compose a BAS shall be of the same product line and from the same manufacturer. All BAS installed at a single Post shall be of the same manufacturer and product line. •BAS composed from a mixture of controllers and software from different BAS Product Lines are not allowed, even if the product lines used are produced by the same Manufacturer. •Other BAS Product Lines, controllers and software, produced by the same BAS manufacturer cannot be substituted for the BAS Product Line of controllers and software approved for use by DOS. Training and Operations Support The contractors shall provide BAS Training specific to the Building Automation System installed at Post and as required at the task order level. Such activities may include: •Meet with local staff and develop appropriate training topics that will benefit operations of the control systems at specific Posts. This effort may be conducted as part of the ongoing PM schedule. The contractors shall also be capable of providing training classes at a Contractor-owned and operated BAS training facility. •Training provided on site shall be specific to the BAS configuration and sequences implemented in at the Post and geared towards training the facility maintenance staff on how to utilize, maintain and troubleshoot the BAS and the equipment controlled and monitored by the BAS. •Formal Training Classes shall be geared towards specific BAS Manufacturer's systems and shall cover the fundamentals of how to utilize the specific BAS covered. Trainers shall be required to be certified by the BAS Manufacturer training is being provided for. Training shall incorporate standard DOS BAS practices relevant to DOS facilities. •BAS training shall be geared towards the education level of the facility maintenance staff being trained. This can generally be assumed to be less than a high school level of education. •Prior to providing BAS training, the contractors shall submit a syllabus and training materials for review and approval by the COR. •BAS Training shall be recorded and provided to the Post on DVD for refresher training purposes. A copy of the recording shall also be provided to the COR for OBO recordkeeping. Cost Schedule Information The contractor shall provide technical services on a fixed price task order basis, unless otherwise noted, for specific services identified within individual task orders. In establishing the fixed price for individual task orders, the rates for the required services shall not exceed the fixed fully burdened hourly labor rates proposed for the base and option year schedules. The fixed hourly rates will include wages, overhead, G&A, profit and all employee fringe benefits, such as retirement, withholding for FICA and taxes, unemployment, workman's compensation and union dues. The cost of any materials or equipment the contractors are required to furnish in conjunction with the services rendered, shall be included in the task order price, unless otherwise noted. It is anticipated that a standard component pricing schedule for software, controllers and end devices will be developed to support the costs of installations, replacement and repair of BAS systems. The BAS Product Line's Manufacturer, utilized by the contractors, shall sell all of the product line's BAS controllers, software and other parts directly to OBO DOS at the rates negotiated Other direct costs (travel, telephone, express delivery, photocopying, etc.) shall not include overhead, G&A, or profit. These costs are provided at actual expense, and shall be included in the fixed price task order(s). All overseas travel required under a task order must be authorized in writing by the Contracting Officer. The terms and conditions of the Federal Travel Regulations shall apply to all travel and travel related matters under the contract. For authorized travel, the contractors will be reimbursed for (a) the cost of economy class (coach) air fare and (b) per diem at rates prevailing when travel is undertaken. Travel is approved for U.S. airlines only; any deviation requires a waiver, approved in advance by the appropriate official. Contractors' Responsibilities Performance will be required at various locations worldwide, as directed by the Contracting Officer and specifically described in each individual Task Order. All activities will be accomplished in strict conformance with the contract clauses, provisions, and conditions as specified in individual Task Orders. Construction and related technical services to be provided include construction labor, equipment procurement, software programming and material installation necessary to execute the OBO approved updates, repairs and/or modifications. This will require an on-site organization with management authority to ensure project coordination and control throughout the life of the project. These services include required submittals from initiation to turnover, a quality control program, construction scheduling, cost control, and project closeout services. OBO/CFSM/FAC/PS will coordinate and provide, as needed, services for engineering design, Title II construction services and commissioning. The contractors shall be responsible for all methods, techniques, and procedures, and for coordinating the work following the proposed schedule plan and in accordance with the Contract Documents. Portions of the facility not directly affected by the activities at the task order level shall remain functional. The contractors will be expected to provide logistical program services that permit a consolidated receiving point for secured shipment of hardware and peripheral components associated with the BAS for projects and/or locations that require secured handling and delivery.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/State/A-LM-AQM/A-LM-AQM/SAQMMA14SS0005/listing.html)
- Place of Performance
- Address: Worldwide, Non-U.S., United States
- Record
- SN03445654-W 20140802/140801000215-465350aaf330c501ccaea738d8002b11 (fbodaily.com)
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