Consulting and Technical Services (CATS)

Task Order Request for Proposals (TORFP)

Data Center HVAC

CATS TORFP PROJECT D60P8200038

MarylandState Archives

ISSUE DATE: 09/28/2007

CONTENTS

SECTION 1 - ADMINISTRATIVE INFORMATION

1.1RESPONSIBILITY FOR TORFP AND TO AGREEMENT

1.2TO AGREEMENT

1.3TO PROPOSAL SUBMISSIONS

1.4ORAL PRESENTATIONS/INTERVIEWS

1.5MINORITY BUSINESS ENTERPRISE (MBE)

1.6CONFLICT OF INTEREST

1.7NON-DISCLOSURE AGREEMENT

1.8LIMITATION OF LIABILITY CEILING

1.9CONTRACT MANAGEMENT OVERSIGHT ACTIVITIES

SECTION 2 - SCOPE OF WORK

2.1PURPOSE AND BACKGROUND

2.2TECHNICAL REQUIREMENTS

2.3CONTRACTOR EXPERTISE REQUIRED

2.4CONTRACTOR MINIMUM QUALIFICATIONS

2.5RETAINAGE

2.6INVOICING

2.7REPORTING

2.8CHANGE ORDERS

SECTION 3 - TASK ORDER PROPOSAL FORMAT AND SUBMISSION REQUIREMENTS

3.1REQUIRED RESPONSE

3.2FORMAT

SECTION 4 - PROCEDURE FOR AWARDING A TASK ORDER AGREEMENT

4.1EVALUATION CRITERIA

4.2TECHNICAL CRITERIA

4.3SELECTION PROCEDURES

4.4COMMENCEMENT OF WORK UNDER A TO AGREEMENT

ATTACHMENT 1 – SAMPLE PRICE PROPOSAL

ATTACHMENT 2 – MINORITY BUSINESS ENTERPRISE FORMS

ATTACHMENT 3 – TASK ORDER AGREEMENT

ATTACHMENT 4 – CONFLICT OF INTEREST AFFIDAVIT AND DISCLOSURE

ATTACHMENT 5 – LABOR CLASSIFICATION PERSONNEL RESUME SUMMARY

ATTACHMENT 6 – DIRECTIONS

ATTACHMENT 7 – NOTICE TO PROCEED

ATTACHMENT 8 – AGENCY RECEIPT OF DELIVERABLE FORM

ATTACHMENT 9 – AGENCY ACCEPTANCE OF DELIVERABLE FORM

ATTACHMENT 10 – NON-DISCLOSURE AGREEMENT (OFFEROR)

ATTACHMENT 11 – NON-DISCLOSURE AGREEMENT (TO CONTRACTOR)

ATTACHMENT 12 – TO CONTRACTOR SELF-REPORTING CHECKLIST

KEY INFORMATION SUMMARY SHEET

This Consulting and Technical Services (CATS) Task Order Request for Proposals (TORFP) is issued to obtain the services necessary to satisfy the requirements defined in Section 2 - Scope of Work. All CATS Master Contractors approved to perform work in the functional area under which this TORFP is released are invited to submit a Task Order (TO) Proposal to this TORFP. All Master Contractors must complete and submit a Master Contractor Feedback form via the CATS web site regardless of whether a TO Proposal is submitted or not. The form is accessible via, your CATS Master Contractor login screen and clicking on TORFP Feedback Response Form from the menu. In addition to the requirements of this TORFP, the Master Contractors are subject to all terms and conditions contained in the CATS RFP issued by the Maryland Department of Budget and Management (DBM), Office of Information Technology (OIT) and subsequent Master Contract Project Number 050R5800338, including any amendments.

TORFP Title: / Data Center HVAC
Functional Area: / FA6 Systems/Facilities Mgmt. And Maintenance
TORFP Issue Date: / 10/30/2007
Closing Date and Time: / 11/ 21/ 2007 at 3:00PM
TORFP Issuing Agency: / MarylandState Archives – Electronic Archives
Send Questions and Proposals to: / Timothy D. Baker

TO Procurement Officer: / Timothy D. Baker
Office Phone Number: 410 260 6402
Office FAX Number: 410 974 3895
TO Manager: / Reginald Shorter
Office Phone Number: 410 260 6456
Office FAX Number: 410 974 3895
TO Project Number: / ADPICS Purchase Order Number (D60P8200038)
TO Type: / Fixed price
Period of Performance: / Six months
MBE Goal: / 15 percent
Small Business Reserve (SBR): / No
Primary Place of Performance: / EdwardC.PapenfuseStateArchivesBuilding
350 Rowe Boulevard
AnnapolisMD21401
TO Pre-proposal Conference: / 350 Rowe Boulevard, AnnapolisMD
11/ 14/ 2007 at 2:00 PM
See Attachment 6 for directions.

ADMINISTRATIVE INFORMATION

1.1RESPONSIBILITY FOR TORFP AND TO AGREEMENT

The TO Procurement Officer has the primary responsibility for the management of the TORFP process, for the resolution of TO Agreement scope issues, and for authorizing any changes to the TO Agreement. See Section 2.8 for information on change orders.

The TO Manager has the primary responsibility for the management of the work performed under the TO Agreement; administration functions, including issuing written directions; ensuring compliance with the terms and conditions of the CATS Master Contract; and, in conjunction with the selected Master Contractor, achieving on budget/on time/on target (e.g., within scope) completion of the Scope of Work.

1.2TO AGREEMENT

Based upon an evaluation of TO Proposal responses, a Master Contractor will be selected to conduct the work defined in Section 2 - Scope of Work. A specific TO Agreement, Attachment 3, will then be entered into between the State and the selected Master Contractor, which will bind the selected Master Contractor (TO Contractor) to the contents of its TO Proposal, including the price proposal.

1.3TO PROPOSAL SUBMISSIONS

The TO Procurement Officer will not accept submissions after the stated date and exact time. The time will be local time as determined by the Maryland State Archives e-mail system time stamp. The TO Proposal is to be submitted via e-mail as two attachments in MS Word format. The “subject” line in the e-mail submission shall state the TORFP #D60P8200038. The first file will be the TO Proposal technical response to this TORFP and titled, “CATS TORFP #D60P8200038 Technical”. The second file will be the financial response to this CATS TORFP and titled, “CATS TORFP #D60P8200038 Financial”. The following proposal documents must be submitted with required signatures as .PDF files with signatures clearly visible:

  • Attachment 1 – Price Proposal
  • Attachment 2 - MBE Forms D-1 and D-2
  • Attachment 4 - Conflict of Interest and Disclosure Affidavit

1.4ORAL PRESENTATIONS/INTERVIEWS

All Master Contractors and proposed staff will be required to make an oral presentation to State representatives. Significant representations made by a Master Contractor during the oral presentation shall be submitted in writing. All such representations will become part of the Master Contractor’s proposal and are binding, if the Contract is awarded. The Procurement Officer will notify Master Contractor of the time and place of oral presentations.

1.5MINORITY BUSINESS ENTERPRISE (MBE)

A MasterContractor that responds to this TORFP shall complete, sign, and submit all required MBE documentation (Attachment 2 - Forms D-1 and D-2) at the time it submits its TO Proposal. Failure of the Master Contractor to complete, sign, and submit all required MBE documentation at the time it submits its TO Proposal will result in the State’s rejection of the Master Contractor’s TO Proposal.

1.6CONFLICT OF INTEREST

The TO Contractor awarded the TO Agreement shall provide IT technical and/or consulting services for State agencies or component programs with those agencies, and must do so impartially and without any conflicts of interest. Each Master Contractor shall complete and include a Conflict of Interest Affidavit in the form included as Attachment 4 this TORFP with its TO Proposal. If the TO Procurement Officer makes a determination that facts or circumstances exist that give rise to or could in the future give rise to a conflict of interest within the meaning of COMAR 21.05.08.08A, the TO Procurement Officer may reject a Master Contractor’s TO Proposal under COMAR 21.06.02.03B.

Master Contractors should be aware that the State Ethics Law, State Government Article, §15-508, might limit the selected Master Contractor's ability to participate in future related procurements, depending upon specific circumstances.

1.7NON-DISCLOSURE AGREEMENT

Certain system documentation may be available for potential Offerors to review at a reading room at the EdawrdC.PapenfuseStateArchivesBuilding. Offerors who review such documentation will be required to sign a Non-Disclosure Agreement (Offeror) in the form of Attachment 10. Please contact the TO Procurement Officer of this TORFP to schedule an appointment.

In addition, certain documentation may be required by the TO Contractor awarded the TO Agreement in order to fulfill the requirements of the TO Agreement. The TO Contractor, employees and agents who review such documents will be required to sign, including but not limited to, a Non-Disclosure Agreement (TO Contractor) in the form of Attachment 11.

1.8LIMITATION OF LIABILITY CEILING

Pursuant to Section 28(C) of the CATS Master Contract, the limitation of liability per claim under this TORFP shall not exceed the totalTO Agreement amount established.

1.9CONTRACT MANAGEMENT OVERSIGHT ACTIVITIES

DBM OIT will be performing contract management oversight on the CATS master contract. As part of that oversight, DBM OIT has implemented a process for self-reporting contract management activities of CATS task orders (TO). This process shall typically apply to active TOs for operations and maintenance services valued at $1 million or greater, but all CATS TOs are subject to review.

Attachment 12 is a sample of the TO Contractor Self-Reporting Checklist template. DBM OIT will send checklists out to applicable TO Contractors approximately three months after the Notice To Proceed date for a TO Agreement, and approximately every six months thereafter. The TO Contractor awarded the TO Agreement shall complete and return the TO Contractor Self-Reporting Checklist within two weeks of receipt as instructed on the checklist.

SECTION 2- SCOPE OF WORK

2.1PURPOSE AND BACKGROUND

2.1.1PURPOSE

The Maryland State Archives is issuing the CATS TORFP to obtain the services of a qualified vendor to furnish and install a data center quality HVAC system in Room B-004 within the Edward C. Papenfuse State Archives building.

2.1.2REQUESTING AGENCY BACKGROUND

As the historical agency for Maryland, the State Archives is the central depository for government records of permanent value. Records date from the founding of the Maryland colony in 1634 through the 1990s. These records are described in the State Archives' Guide to Government Records. They include colonial and State executive, legislative and judicial records; county probate, land and court records; business records; publications and reports of the State, county and municipal governments; records of religious bodies; and special collections of maps, newspapers, photographs, and private papers.

The Maryland State Archives also maintains an Electronic Archives for the preservation of digital records.

2.1.3PROJECT BACKGROUND

At its September 1998 meeting, the Hall of Records Commission resolved that a program of Electronic Archives be created within the State Archives. The program coordinates and manages the development of a permanent archives of electronic records. The Electronic Archives are housed in two server rooms in our Annapolis facility. Roughly five years ago the following equipment was installed to provide heat extraction / elimination for the two server rooms:

Qty EquipmentManufacturerModel Serial #

1AC UnitATSCOS-120-AR-U04006009

1AC UnitATSCOS-120-AR-U04006010

1AC UnitATSCOS-120-AR-U05182033

1Condensing UnitHeatcraftFCB23SMT04A00750

3 fan model

2Condensing UnitWitt (QTY2)WSC012b-10VGE05G30394601001

2 fan model E05G30394601002

The addition of required electronic storage arrays and more server capacity over the past couple years, has resulted in the need for more cooling capacity.

2.2TECHNICAL REQUIREMENTS

2.2.1Summary

These specifications describe requirements for a precision environmental control system. The system shall be designed to maintain temperature and humidity conditions in the rooms containing electronic equipment. The Contractor shall furnish and install:

One (1) Liebert Model VH245AUAAEI, 460 Volts, 60Hz, 3 Phase Deluxe System/3 Environmental Control System: Nominal 20 ton Air Cooled Upflow System, MBH at 72F, 50% RH

One (1) 105F Ambient Fan Speed Control Condenser Model DCDF415-A, 460 Volts, 60Hz, 3 Phase

  • Includes Factory Wired Condenser Disconnect Switch

System Accessories:

  • Advanced Microprocessor-Based Temperature and Humidity Controls
  • Display Language is English
  • Audible and Visual Alarms
  • IntelliSlot Web/485 Card w/ Adapter
  • Factory Balanced Evaporator Blower Package with:
  • 7.5 HP Fan Motor
  • STD. - 10,200 CFM Fan with 0 External Static Pressure
  • Drive Package: Multi-belt, variable speed drive on an adjustable slide base
  • A15-15A Blower
  • 200,000 Hour Bearings
  • 4-Step Cylinder Unloaders
  • Electric Reheat
  • Infrared Humidifier
  • Non-Locking Disconnect Switch
  • Condensate Pump Dual Float
  • 4” – 20% Filter Package
  • Firestat
  • 24" Air Distribution Plenum with Discharge Grill Front
  • Compressor 1 Overload Alarm
  • Compressor 2 Overload Alarm
  • Main Fan Overload Alarm
  • Qty-1 LT300 Point Leak Detection Sensor
  • Main Color: IBM Off-White (Z-0430)
  • Accent Color: IBM Off-White (Z-0430)

Services required in addition to acquisition and installation include:

  • One year Parts only warranty
  • 5 Year Compressor Only: Liebert 1st year standard parts only warranty + 2nd through 5th year compressor only extended warranty
  • 1st Year Labor Standard Service: Liebert 1st year standard parts only warranty + 1st year labor assistance to replace failed in-warranty parts only (Labor to be done by Liebert USA contractors only)
  • Factory Supervised Warranty Inspection and Basic Operator Training
  • Warranty Inspection Start-Up

2.2.2Design Requirements

The precision environmental control system shall be a Liebert self-contained, factory-assembled unit with upflow air delivery. The system shall have a total cooling capacity of 219,700 BTU/ HR, (64.3 kW) with a sensible cooling capacity of 197,700 BTU/ HR (57.9 kW) based on an entering air temperature of 72°F (22.2°C) dry bulb and 60°F (15.5°C) wet bulb. The unit is to be supplied with 460 volt 3 ph 60 Hz electrical service.

2.2.3Submittals

Submittals shall be provided prior to installation and shall include: Single-Line Diagrams; Dimensional, Electrical, and Capacity Data; Piping and Electrical Connection Drawings. Submittals must be approved by MSA before installation begins.

2.2.4Description

Cabinet and Frame Construction

The frame shall be constructed of MIG welded tubular steel. It shall be painted using the autophoretic coating process for maximum corrosion protection. The exterior panels shall be insulated with a minimum 1" (25.4mm), 1.5 lbs (.68 kg) density fiber insulation. The main front panel shall have captive 1/4 turn fasteners. The main unit color shall be “IBM Off-white” Z-0430. The accent color shall be “IBM Off-white” Z-0430. The exterior panels shall be powder coated.

Heavy Gauge Panels design for Upflow Units

The exterior panels shall be 16 gauge steel for operation with high external static pressures.

Filter Chamber Upflow Unit with Front Return

The filter chamber shall be an integral part of the system, located within the cabinet, serviceable from the end of the unit. The filters shall be rated not less than 20% efficiency (based on ASHRAE 52.1).

Fan Section

The fan section shall be designed for 10,200 CFM (m3h) at an external static pressure of 0%. The fans shall be the centrifugal type, double width double inlet, and shall be statically and dynamically balanced as a completed assembly to a maximum vibration level of two mils in any plane. The shaft shall be heavy duty steel with self-aligning ball bearings with a minimum life span of 200,000 hours. The fan motor shall be 7.5 hp (kW) at 1750 RPM and mounted on an adjustable slide base. The drive package shall be multi-belt, variable speed, sized for 200% of the fan motor horsepower. The fans shall be located to draw air over the A-Frame coil to ensure even air distribution and maximum coil performance.

Humidifier - Infrared

The humidifier shall be of the infrared type consisting of high intensity quartz lamps mounted above and out of the water supply. The evaporator pan shall be stainless steel and arranged to be serviceable without disconnecting high voltage electrical connections. The complete humidifier section shall be pre-piped ready for final connection. The infrared humidification system shall use bypass air to prevent over-humidification of the computer room. The humidifier shall have a capacity of 22.1 lbs./hr. (10 kg/h). The humidifier shall be equipped with an automatic water supply system. The system shall have an adjustable water-overfeed to prevent mineral precipitation.

Reheat - Electric

The electric reheat coils shall be low watt density, 304/304 stainless steel fin tubular construction, protected by thermal safety switches, shall be 115,000 BTU/ HR, 30 kW, controlled in three stages.

Advanced Control Processor

The Advanced control processor shall be microprocessor based with a front monitor LCD display panel and control keys for user inputs. The controls shall be menu driven with on-screen prompts for easy user operation. The system shall allow user review and programming of temperature and humidity setpoints, alarm parameters, and setup selections including choice of control type. A password shall be required to make system changes. For all user selections, the range of acceptable input (temperature, humidity, or time delay) shall be displayed on the monitor screen. The system shall provide monitoring of room conditions, operational status in % of each function, component run times, date and time, and four analog inputs from sensors provided by others.

Control

The control system shall allow programming of the following room conditions:

• Temperature Setpoint—65–85°F (18–29°C)

• Temperature Sensitivity—±1° to 9.9°F (0.6 to 5.6°C) in 0.1°F (.1°C) increments

• Humidity Setpoint—20–80% RH

• Humidity Sensitivity—+1% to +30% RH

All setpoints shall be adjustable from the individual unit front monitor panel. Temperature and Humidity Sensors shall be capable of being calibrated using the front monitor panel controls to coordinate with other temperature and humidity sensors in the room.

Predictive Humidity Control

The microprocessor shall calculate the moisture content in the room and prevent unnecessary humidification and dehumidification cycles by responding to changes in dew point temperature.

In addition, the system shall provide the following internal controls:

Compressor Short-Cycle Control

The control system shall include a program to prevent compressor short cycling.

Automatic Compressor Sequencing

The microprocessor shall automatically change the lead/lag sequence of the compressors after each start to lengthen compressor-on cycles and even compressor wear.

System Auto-Restart

For start-up after power failure, the system shall provide automatic restart with a programmable (up to 9.9 minutes in 6-second increments) time delay. Programming to be performed either at the unit or from a central site monitoring system.

Sequential Load Activation

During start-up, or after power failure, the microprocessor shall sequence operational load activation to minimize inrush current. Systems allowing multiple loads to start simultaneously are unacceptable.

Hot Water/Econ-O-Coil Flush Cycles

Hot water coils and Econ-O-Coils shall be automatically flushed to prevent the buildup of contaminants. Systems without this feature shall include the necessary devices to bypass fluid into the coil on a programmed basis.

Front Monitor Display Panel

The microprocessor shall provide a front monitor LCD backlit display panel with 4 rows of 20 characters with adjustable contrast. This display (along with five front mounted control keys) shall be the only operator interface required to obtain all available system information such as room conditions, operational status, alarms, control and alarm setpoints, and all user selections including alarm delays, sensor calibration, DIP switch selections, and diagnostics. All indicators shall be in language form. No symbols or codes shall be acceptable.

Alarms

The microprocessor shall activate an audible and visual alarm in event of any of the following conditions:

High Temperature

Low Temperature