J059--Metasys Service

The Department of Veterans Affairs, Networking Contracting Office (NCO 01) located in Providence, RI intends to enter into a sole source procurement, pursuant to the authority of FAR 6.302-1, with Johnson Controls Inc., for the following requirement: Metasys Service Statement of Work (SOW) Description: Annual maintenance contract to provide 24 hours, 7 days per week premium service on the Metasys system. There is a two-hour response time for emergency service calls. This contract covers preventative and corrective maintenance, routine, and emergency repairs as well as the parts and labor necessary to perform all maintenance and corrective actions on the Metasys digital control system. Period of Performance Five (5) years from date of issuance. Buildings Covered: Building 1 Building 2 Building 3 Building 4 Building 5 Building 7 Building 8 Building 9 Building 14 Building 32 Building 35 Building 39 New Bedford CBOC Harwood Center Parking Garage Place of Performance Department of Veterans Affairs VAMC Providence 830 Chalkstone Avenue Providence, RI, 02908 New Bedford Community Based Outpatient Clinic (CBOC) 175 Elm Street New Bedford, MA 02740 Harwood Research Center 385 Niagara Street Providence, RI 02907 Devices Covered: Metasys ADX located in D022-1 Software (Metasys) Software (SQL Server, Windows Server) Hardware Monitor Keyboard & Mouse All NAE 55XX, 45XX, 35XX supervisory controllers All NCE26XX supervisory controllers All MS-SECVT devices All SNE and SNC devices All N2 field controllers: UNT (All models) VAV (All models) VMA (All models) DX-9100/XT/XP (All models) TEC (All models) All BACnet MSTP field controllers: FEC IOM VAV VMA TEC All field bus repeaters for MSTP and N2 trunks All sensors: Active/Passive Pressure (including isolation room pressure monitors) Temperature Humidity Status Current Flow Amperage Voltage Occupancy Resistance Position (binary/analog) Air quality (Oxygen level/CO2/CO, etc.) All Transducers: E to P/I to P Velocity Flow Current All 24VAC/VDC transformers for power trunks and sensor power Documentation: A service order is required for all service calls, either emergency or planned, billable or covered by contract, detailing the nature of the service visit, any parts required, and problem resolution (if applicable). Service slips will be emailed to the COTR within 24 hours of the service visit, planned or unplanned. Response Time: Contractor shall provide on-site response by a qualified technician within two (2) hours of original request for service. Contractor will report to Facilities Management Building 1 Room D022, upon arrival during normal working hours, 7:00am to 3:30pm. Evenings, weekends and holidays, check in with VA Police, Bldg 1 room D-1090, near Emergency Room entrance. Qualification of Vendor: Vendor will provide documentation of substantial experience working on the identified make and model instrument. This document shall specifically include individuals who will work on the system. Contracting Officer reserves the right to request factory training certificates from vendor personnel servicing equipment under this contract to determine qualification of responsibility. Vendor must be able to procure Metasys supervisory controllers (NAE, NCE, ADX) and all necessary proprietary Metasys Extended Architecture software and hardware from the manufacturer as required by this service agreement. Vendor Access to Facility: All vendor personnel who service the Providence VA Medical Center will be badged by the medical center. The badging process requires background investigations of employees with access to the site and Providence VA Medical Center Metasys system. Specifications of Work: Contractor will follow manufacturer s recommendations for PM, repair, calibration, and modifications including the use of diagnostic software where applicable. Replacement software will include all site-specific adaptation present in originally delivered software. Updates: Vendor will provide all software and hardware updates upon release at no additional cost to the Government throughout the life of this contact including per unit licensing for UI workstations, servers, and devices. Software and hardware updates are limited to those items which are commercially available (i.e. to ISOs) from the OEM. The providing of proprietary special purpose software (i.e. proprietary diagnostic services software) is not required by the contract, but may be provided at the sole discretion of and for the convenience of the contractor. Metasys Extended Architecture: All supervisory controllers (ADX, NAE, NCE, SNE, SNC) within 6 months of revision release All MSTP field bus controllers as necessary to resolve problems identified in flash sheets and during field service visits. The Metasys ADX will be replaced during year one of the base + 4 (four) options service contract. DOCUMENTATION REQUIREMENTS Service field reports shall be provided at the time of the service call and must be signed by the Contracting Officer s COTR and filed with the Facilities Management Service office Bldg 1 Room D022, or with the Duty Officer on call. Field reports shall include written evidence of performance of all procedures and tests as required by the manufacturer. They shall include itemized parts and labor. PREVENTIVE MAINTENANCE Preventive maintenance shall follow the manufacturer s specifications and include electrical safety testing, lubrication, adjustment, calibration, testing and replacement of faulty parts and parts which are likely to fail at no additional charge. The equipment will be returned to the operating condition specified by the manufacturer. Preventive maintenance (PM) will be mutually scheduled in advance. OR Suite Temperature and Humidity sensors will be calibrated semi-annually with a PVAMC provided NIST calibrated standard. Calibration will occur on a Saturday and will be coordinated between the vendor and the PVAMC. Contractor will develop a planned maintenance schedule necessary to verify function of all facility wide Metasys controls over the course of a single contract year. Schedule will reset at the end of the contract year. Contractor will provide documentation to show what controls maintenance was performed over the course of the contract year. SERVICES AND PARTS NOT COVERED OR EXCLUDED BY CONTRACT Contracting Officer and Contracting Officer s COTR authorization for any work or parts outside the scope of this contract must be received prior to performance of work or payment will not be authorized. Parts that are not covered by this contract will be purchased by the VA Medical Center. The installation of these parts will be accomplished by the contractor under the terms of this contract. LEGACY DDC CONTROLLER REPLACEMENT Under this contract, JCI will proactively replace (2) DX9100s/N2 devices. Should any N2s devices fail during the existing agreement year, they will be replaced with BACnet Controls. JCI will not replace any N2 devices in advance of failure during existing contract year, with the exception of the (2) being replaced proactively. VA SENSITIVE INFORMATION CLASSIFICATION The Metasys BAS (Building Automation System) is an infrastructure system that is used to control, monitor, trend, and operate the automated functions of the Providence VAMC HVAC systems. The vendor has knowledge of and access to this system in the performance of their duties to maintain the fully functional state of the system. The Metasys system does not have access to PHI/PII as it is on a segregated VLAN that does not interact with any clinical or medical IT systems. The vendor does not need or have access to PII/PHI for any reason in the performance of their duties under this contract. A previous PVAMC ISO assessment classified this system as having VA sensitive information but only in the sense that the vendor would know the configuration of the HVAC systems of our facility, not for PHI/PII reasons. Records Management Language: The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. The NAICS code for this requirement is 334290. Johnson Controls holds sole claim on their proprietary Metasys hardware and software. 3rd party servicers and installers do not have access to the hardware, software, or training necessary to fulfill the terms set forth in the SOW. 3rd party vendors do not have access to the hardware, software, or training necessary to fulfill the terms set forth in the SOW. The Metasys systems in place is a legacy system and vendors other than JCI will suffer unacceptable delays in or complete inabilities to acquire needed parts. A patent, copyright or proprietary data limits competition. The proprietary data is: (If FAR 8.405-6(a)(2)iii before posting. Do not include specific proprietary data. Only mention the type of equipment, procedure, etc. to show that proprietary supplies or services are being procured.) JCI maintains control over the proprietary technology used in and needed to service the Metasys systems in place at the VAMCs. This notice of intent is not a solicitation nor is it a request for proposal. However, all responsible sources may submit a capability statement demonstrating the ability to provide the requested services, in writing by Wednesday, July 19, 2024 at 12 PM EST time. Responses should be sent to Rosangela Pereira at contact@example.gov. Information submitted in response to this notice will be used solely to determine whether competitive procedures could be used for this acquisition. A determination not to open the requirement to competition based upon responses to this notice is solely within the discretion of the Government.