0001.4 - CLS 501-Heating and Cooling Services.docx

Attachment 1-CLS 501

Heating and Cooling Services

January 14, 2020

Contents

1.0 General Information

1.1 Overview

1.2 Air Pollution Regulations

2.0 Description of Services

2.1 Scope

2.2 Heating and Boiler Plant Staffing

2.3 Operation of Heating Plants

2.3.1 Unattended Heating Plants

2.4 Central Boiler Plants

2.5 Summer Overhaul

2.6 Idle Standby Boilers

2.7 Quarterly Inspections

2.8 Boiler/Heat System Shutdowns

2.9 Boiler Water Treatment Chemicals

2.10 Boiler Water Test Samples

2.11 Prepare Boilers and Coordinate Boiler Inspections

2.12 Boiler Plant Calibration

2.13 Emergencies

2.14 Operational Considerations

3.0 Purchase of Fuels

3.1 Fuel Oil

3.2 Natural Gas Distribution System

3.3 Other Fuels

4.0 AC and Refrigeration Plants and Systems

4.1 Scope

4.2 Daily Inspection of Chillers

4.2.1 Daily Log

5.0 Preventative Maintenance

5.1 Scope

5.2 Preventative Maintenance (PM) Program

6.0 Baseline Repair Response

6.1 Scope

6.2 Equipment Covered

6.3 Material Cost Estimate

7.0 Above Baseline Repair Response

7.1 Scope

7.2 Upgrade or Renovation of HVAC Systems

8.0 Emergency Repair Response

8.1 Scope

8.1.1 Emergency Procedure

8.1.2 Emergency Personnel

9.0 Energy Savings Program

9.1 Scope

9.2 Energy Savings Program Requirements

9.3 Computer Management and Monitoring System (CMMS)

10.0 Refrigerant

10.1 Scope

10.1.1 Disposal of Contaminated Refrigerant

10.1.2 Section 608, Refrigerant Recycling Rule

10.1.3 Recovered Refrigerant

10.1.4 Containers

10.1.5 Cylinders

10.1.6 Refrigerant Substitutes

10.1.7 Large Spills

1. General Information.

Overview. Heating and Cooling Services provide steam, hot water, chilled water for heating, cooling, domestic hot water, and facility processes using Government-owned central heating and cooling plants, and distribution systems. Operating Government-owned central heating and cooling plants; and distribution systems includes all contract costs associated with full operation and maintenance (O&M) staff, oversight of contracted plant (other than a Utilities Privatization Contractor), O&M, periodic regulatory inspections and certifications, purchase of fuels (coal, natural gas, fuel oil, etc.), storage of fuels; maintenance, inspection, and certification of fuel storage facilities; periodic operators training and certification, supervision and administration tasks, and purchase of chemicals and supplies.

Air Pollution Regulations. The Contractor shall operate all heating plants in compliance with all Federal, State, and local air pollution regulations. The Contractor shall address all non-compliance issues immediately to the Contracting Officer’s Representative (COR) or Alternate Contracting Officer’s Representative (ACOR).

Description of Services.

Scope. The Contractor shall operate all heating plants and systems (steam meters, automatic tank monitoring system, boilers, and furnaces) used in the production of domestic heat (including the provision of unscheduled services) as directed by the COR/ACOR. The available historical data is included with the TEs.

Heating and Boiler Plant Staffing. The Contractor shall provide boiler operators who are properly certified in conformance with all applicable Federal, State, and local laws and regulations.

Operation of Heating Plants. The heating plants and systems include central systems for multi-building or area heating as well as independent systems for single building or partial building heating. The Contractor shall operate the Picatinny steam/hot water systems in accordance with (IAW) AR 420-49. Operation of these systems includes start-up and shutdown of heating equipment; operator maintenance and inspection (maintenance required to operate heating plants on a daily basis; e.g., during operational visits ensure the plant is operating properly). Operation also includes keeping required logs, correction of improper operating conditions, and making minor adjustments to the plant and equipment. The heating plants are operated year round; however, they are not staffed but monitored and alarmed.

Operating logs (including watch clock disks or tapes) maintained on these plants shall be submitted to the COR/ACOR by the 10th of each month for the preceding month. The Contractor shall submit the Cumulative Steaming Hours Report for each boiler to the COR/ACOR on Monday of each week for the preceding week. The operator shall employ lead/lag procedures in the buildings when required, based on temperatures and conditions.

Unattended Heating Plants. The Contractor shall operate all unattended heating plants in the following buildings; 3013, 501, 504, and 505. Operation of these plants shall include seasonal start- up and shut down of heating equipment.

Central Boiler Plants. Picatinny does not have a central boiler plant. Systems and their major components that service specific buildings or areas (service area heating plants) are located throughout Picatinny and are listed with the TEs. The requirements for maintenance for the majority of the boilers are under the current Energy Savings Performance Contract (ESPC), DAAE30-97-D-1002. There are less than 20 boilers assigned to this PWS in the 500-1000HP range. The majority of the boilers are gas fired, however there are a few remaining oil fired. The systems include steam and condensate lines varying in age from three (3) to fifteen years. The condition of associated piping is satisfactory and repair and replacement is made as required. The Contractor’s roving patrol shall visit the locations once each eight (8) hours during the heating season: 1 November through 30 April and in response to Demand Maintenance Orders (DMOs) (also referred to as Service Orders (SOs). Operational visits shall include observation of a complete cycle of the operation of the system. Visits by roving operators shall be recorded on the Daily Operating Log stored in the mechanical room at each location, as directed by the COR/ACOR. The Contractor shall submit all logs to the COR/ACOR by the tenth (10th) of each month for the preceding month.

Summer Overhaul. The Contractor shall schedule summer overhauls for boiler systems that cannot be overhauled during the heating season because of operational requirements. The Contractor shall perform shutdowns over weekends and holidays when required by the COR/ACOR. The Contractor shall submit a written schedule of summer boiler shutdowns to the Contracting Officer (KO) for approval at least thirty (30) calendar days prior to the beginning of the proposed shutdown period. The approved shutdown schedule shall have minimal disruptions.

Idle Standby Boilers. N/A Quarterly Inspections. The Contractor shall perform quarterly visual inspections of the steam and hot water distribution and condensation systems. The inspection shall include, but not be limited to, general condition and cleanliness of all exterior and working parts, and evidences of large or small leaks from steam or hot water equipment, emissions, pipes, valves, and covers. The Contractor shall submit a report outlining the results of the inspection to the COR/ACOR within three (3) working days. However, any defects identified by the Contractor shall be submitted in writing to the COR/ACOR on the same work day. Historical the quarterly inspections averages around 40 man-hours.

Boiler/Heat System Shutdowns. The Contractor shall inform the COR/ACOR within thirty (30) minutes of shutting down any boiler or heating system for unplanned repairs. The Contractor shall provide written notice thirty (30) days in advance of planned repairs that require the shutdown of any boiler or heat system, unless shutdown is otherwise requested by the COR/ACOR.

Boiler Water Treatment Chemicals. The Contractor shall supply the chemicals necessary to maintain all boiler water chemistry IAW TM 5-650.

Boiler Water Test Samples. In addition to the required boiler and distribution system water testing and treatment, the Contractor shall submit monthly, a series of boiler plant water samples to a Government designated lab as directed by the COR/ACOR. Analysis, results, and comments will be sent to the Contractor. The Contractor shall pay the costs for submission and lab analysis of these samples. The Contractor shall pay lab analysis costs directly to the Government designated lab. The water samples submitted each month shall include a boiler water sample, a condensate sample, and the Contractor system test results for these samples. Test results and water samples from one (1) boiler/condensate system are required from each of the high-pressure boiler plants operated for the Government.

Additional tests may be required if the Contractor's test results and the lab's test results vary by ten (10) percent. Additional tests shall be at the Contractor’s expense. The Contractor shall provide copies of Lab Water Analysis Reports to the COR/ACOR within five (5) days after receipt. Water sample bottles and shipping containers are available from the Government designated lab. The Contractor shall furnish required boiler plant water test kits and test material.

Prepare Boilers and Coordinate Boiler Inspections. The Contractor shall schedule and prepare high-pressure boilers for the boiler inspections required by AR 420-49, Section VII. Preparation of boilers for inspection shall be IAW TM 5-650, Chapter 3, paragraph 65. The Contractor shall provide to the COR/ACOR in writing, a proposed schedule of high-pressure boiler inspections. The Contractor shall post a copy of the most recent Boiler Inspection Report in the plant where each inspected boiler is located.

Boiler Plant Calibration. Prior to annual boiler inspections, the Contractor shall calibrate all pressure and temperature gauges. A self-adhesive seal shall be attached on each gauge certifying that it has been calibrated. The date of the calibration and the initials of the person performing the calibration shall be noted on the sticker. The gauges shall be calibrated over the full operational range and accuracy tested for compliance with the manufacturer's published data. The gauges shall be calibrated against standard dead weight tester or a calibrated master gauge. In addition to the normal annual calibration, the Contractor shall at all times recalibrate any gauge that is suspected of being in error. All tests shall be IAW the applicable provisions of the American Society of Mechanical Engineers (ASME). The available historical data is included with the TEs. DPW averages 10 calibrations per year.

Emergencies. Operational emergencies which reduce the steam rate by ten (10) percent or boiler pressure by twenty (20) percent, for a period exceeding thirty (30) minutes, shall be reported by the Contractor within thirty (30) minutes of occurrence to the COR/ACOR. Such emergencies include, but are not limited to, ruptured tubes, loss of boilers, and loss of power. The Contractor shall report operational emergencies together with identification of the probable cause and the estimated time required before full pressure and steam rate can be restored.

Operational Considerations. The following considerations apply to all service area heating plants and systems covered under this contract. Picatinny has a variety of heating systems to include natural gas, steam, propane, electric, oil fired and radiant. Facility heating infrastructure is nearing the end of life for a majority of the facilities. All known asbestos pipe coverings have been abated, however asbestos can still be expected to be found in attic spaces, interior walls or underground piping. Central control of heating systems for temperature and humidity are limited. The intent of the installation is to add controls wherever feasible.

Purchase of Fuels.

Fuel Oil. N/A Natural Gas Distribution System. N/A.

Other Fuels. N/A.

AC and Refrigeration Plants and Systems.

Scope. The AC plants and systems include central systems for multi-building cooling as well as independent systems for single building or partial building cooling. TE 1 lists the AC inventory.

Daily Inspection of Chillers. The Contractor shall perform daily inspections of all chiller units listed with the TEs.

Daily Log. The Contractor shall observe the complete cycle of the mechanical operation of the chiller plant and cooling tower, and report any problems to the COR/ACOR immediately. The Contractor shall provide and maintain a daily log that includes, but is not limited to, the data listed below.

a) Chiller MCD number,

b) Purifier purge monitor and start-up number,

c) Chiller supply and return water temperature,

d) Compressor suction and discharge pressure and MCD number,

e) Refrigerant temperature in the evaporator,

f) Branch line control pressure,

g) Evaporator pressure,

h) Measure and record pressure drop through the condenser,

i) Oil pressure,

j) Condenser in and out water temperature,

k) Oil temperature in bearings,

l) Oil temperature in sump,

m) Oil pump motor amperage,

n) Outdoor temperature and relative humidity,

o) Any abnormalities occurring in the operation of the unit.

For centrifugal chillers, the contractor shall maintain Log Sheets, in contractor format for Government review and inspection within five (5) business days of request.

Preventative Maintenance.

Scope. The contractor shall provide all labor, supervision, equipment, vehicles, fuel, supplies, materials, and travel necessary to operate a Preventative Maintenance (PM) Program.

Preventative Maintenance (PM) Program. The Contractor’s PM plan shall include all heating and cooling equipment covered, listed with the TEs, which meets manufacturer and ASHRAE standards. The PM program shall include the materials, service frequencies, and tasks and procedures stipulated below. The respective TE lists the Preventative Maintenance (PM) Work Orders (PMOs) generated and completed in 2018. This TE is for information is provided for information purposes only and not intended to prescribe the number of PMOs required.

Documentation Plan. The Contractor shall develop and submit with the Contractor’s proposal a PM plan detailing the PM program. The plan shall identify all PM which may have an effect on energy savings when performed in a timely manner.

Materials. The Contractor shall provide all material required to perform the PM program. Examples, include but are not limited to, required air filters, grease, fan belts, motor oils, spray lubricants, water tower chemicals, pump screens, filters, and coil cleaner chemicals.

Baseline Repair Response.

Scope. The baseline repair response program shall include all labor, supervision travel, vehicles and vehicle operation, tools and equipment required to execute Demand Maintenance Orders (DMO) Known in AR 420-1 as Service Orders (SO) and Operational Work Orders (OWO). Attachment 2, IMCOM Facilities Maintenance Instruction provides the detail for DMOs and OWOs. Refer to the respective TE which lists the Repair Response (RR) Work Orders (DMOs) generated and completed in 2018. The Contractor shall have sufficient workforce to respond to DMOs during normal business hours. Normal business hours are defined as Mondays through Fridays, 6:30AM – 5:00PM.

Equipment Covered. The baseline repair response program includes all heating/cooling/refrigeration and ancillary equipment located throughout the installation listed with the TEs.

Material Cost Estimates. The Contractor shall develop and submit with the Contractor’s proposal a plan for providing written material cost estimates to the COR for any major repair activities under the baseline repair response program that involve material expenditures of $1,000 or above per item. The contractor shall obtain COR authorization prior to purchasing such repair parts.

Above Baseline Repair Response.

Scope. The above baseline repair response program shall include all labor, supervision travel, vehicles and vehicle operation, tools and equipment required to execute Project Work Orders (PWO). Project Work Orders are normally for individual, non-recurring major repair, maintenance, renovation, alteration, new work, or services “projects.” Individual project price approval limits are found in AR 420-1, where they are referred to as IJOs. Attachment 2, IMCOM Facilities Maintenance Instruction provides the detail for PWOs. The Contractor shall provide estimates, including all subcontracted effort, to the COR for above-baseline repair projects. The Contractor shall submit a task order proposal, in response to the formal Request for Proposal (RFP) issued by the Contracting Officer. The above baseline repair response program does not include Architect-Engineer services as defined in the Brooks Act, and does not include certification of designs or construction services as defined in the Federal Acquisition Regulation (FAR) Part 36 and Part 2.

Upgrade or Renovation of HVAC systems. PWOs requiring substantially, or to a dominant extent, performance or approval by a registered or licensed architect or engineer shall be identified to the COR. In those instances, the professional architect or engineering services shall be required from an architect-engineer services contract.

Emergency Repair Response.

Scope. The contractor shall provide qualified service technicians to respond to emergencies after normal business hours. Emergency repair response shall be furnished after normal business hours. Normal business hours are defined as Mondays through Fridays, 0700 – 1600 hours, excluding federal holidays. All other hours are defined as after normal business hours.

Emergency procedure. The contractor shall alter pre-established schedules to address emergencies, which threaten the life, health, safety or mission of people or property at Picatinny Arsenal. In such instances, the Contractor shall contact the COR, ACO (during duty hours) or appropriate Staff Duty Officer (during non-duty hours), immediately, to receive further instructions. Upon notification, the contractor shall immediately dispatch a qualified service technician. The service technician shall report on post within four (4) hours of notification.

Emergency personnel. In order to ensure that emergency repair services are accomplished in a timely and efficient manner, the contractor shall provide the COR with a list of standby personnel who will be available to perform emergency repair response during after normal business hours. The listing shall include the telephone numbers of the designated personnel. This listing shall be provided by the contractor within ten (10) calendar days after award of contract. Updates or revisions shall be provided within three (3) calendar days to the COR and ACOR.

Energy Savings Program.

Scope. The Government has a robust Energy Savings Program with specialized requirements. Approximately 40% of the equipment shown within the TEs are connected through a Computer Management and Monitoring System (CMMS) to a central controller currently managed by the Energy Savings Performance Contractor (ESPC), Energy Systems Group (ESG).

Energy Savings Program Requirements. The Contractor shall have the capabilities to coordinate with Government and ESG personnel in the following areas in support of the Energy Savings Program:

Conduct Quarterly Inspections: Document and verify the required PM program is being accomplished and repair work on HVAC systems has been completed to industry standards.

Independent Network: Develop a method and timeframe to establish an Infrastructure Control System and connect all equipment onto an independent network. The installation has a Delta controls system operating on an independent network hub provide by NEC.

Monthly gas usage readings: Develop a plan for providing monthly gas usage readings to support regulatory reporting requirements.

Computer Management and Monitoring System (CMMS). The contractor shall provide and install a standalone CMMS controller for a connection to the existing CMMS operated by Energy Systems Group (ESG) and other services required for the installation’s energy savings program. The CMMS shall have the capability to record all PM and HVAC repair activities. The standalone CMMS controller shall connect all equipment through the Government network.

Refrigerant.

Scope. The Contractor shall provide refrigerant recovery operations. The Contractor shall provide a plan to provide the necessary refrigerant recovery equipment suitable for use on CFCs, HCFCs and other ozone-depleting substances, chemicals and products. Such refrigerant recovery equipment shall be approved by Underwriter's Laboratories (UL) or other such nationally-recognized testing agency.

Disposal of Contaminated Refrigerant. The Contractor shall dispose of contaminated refrigerants and invoice for actual costs incurred.

Section 608, Refrigerant Recycling Rule. All contractor employees who handle refrigerants and other such ozone-depleting substances, chemicals and products shall have Universal certification in accordance with Section 608, Refrigerant Recycling Rule, set forth by the U. S. Environmental Protection Agency.

Recovered refrigerant. The contractor shall use recovered refrigerant during maintenance and repair activities whenever such refrigerant is available in an uncontaminated condition. The use of recovered refrigerant shall be at no additional expense to the government. Refrigerant with inert pressurizing gases, usually nitrogen, shall be forwarded to an approved reclamation facility and billed to the government in the same manner as repair parts under the Baseline Repair Response Program.

Containers. All containers used for transportation of refrigerant shall meet Federal and State of New Jersey Department of Transportation (DOT) standards and 49 USC 5123 Civil Penalty.

Cylinders. Cylinders shall be disposed of in a commercially-accepted manner. The contractor shall ensure that the designed carrying capacity and designed working pressure of containers are never exceeded. Standardized color coding of cylinders shall be adhered to IAW good trade practices, industry standards and methods currently in use at the installation.

Refrigerant substitutes. The contractor shall substitute appropriate refrigerants when CFCs with HCFCs are encountered, provided such substitutions are technically acceptable and approved by the COR.

Large Spills. Contractor will comply with Environmental reporting requirements for large spills of refrigerant.