02 Phoenix systems Repairs SOW.pdf

Statement of Work Repair and or Replacement of Phoenix Valves, Controllers and component’s for the HML Energy

Management System Hollings Marine Laboratory

331 Fort Johnson Rd Charleston SC, 29481

General

The Hollings Marine Laboratory is located at 331 Fort Johnson Rd, Charleston SC, 29481 and is seeking the services of a company that will repair and or replace approximately thirty six (36) or more failed analog controllers, actuators, and valves. The Phoenix System is over 22 years old and is the heart of the energy management system (META System) and it controls the flow of air to our laboratory and fume hoods. This system is considered a vital safety system that prevents contamination of our laboratory personnel and animals. These components have failed due to age and corrosion and they are the subcomponents of the Phoenix System. At present these failed components are effecting over 18 fume hoods in 16 laboratories.

Objective

The objective is for Hollings Marine Laboratory to obtain a firm fixed price contract for replacement and repair services on the thirty six or more listed component’s and once repaired verify that all Laboratory Rooms and hoods that are listed scope of work below are back in operation and balanced with proper airflows to the listed laboratories and associated hoods.

Qualifications

The company/contractor must show competency and experience in the operation, maintenance, repair of Phoenix Valves, Analog Controllers and Actuators along with the knowledge and understanding of the Energy Management System (META System) in an institutional, and/or academic facilities.

Certifications

The Contractor shall provide proof that personnel performing work under this contract have valid state or local license or certification for HVAC Systems covered under this contract. And that they have Phoenix Valve repair Certifications along with Meta System Certifications.

Key Contract Personnel

The Contractor shall identify and provide the Contracting Officer and Contracting Officers Representative (COR) with a list of names and telephone numbers of the key personnel and or a 24 hour emergency contact number of a contractors personnel who shall be responsible for fulfilling all the requirements of this SOW including responding to emergency callbacks. Contractor’s key person or personnel list shall be provided to the Contracting Officer and Contracting Officers Representative (COR) fifteen (15) days prior to the start of the contract and shall be updated when approved changes are made.

The servicing contractor shall perform the elements of this statement of work with Phoenix factory trained, skilled, professional technicians, which are familiar with inspection, maintenance and repair procedures.

Evidence of the above requirements shall be included with the vendor's quote.

Scope of Work

Service and Repair/Replace the following subsystems and components of the existing Phoenix/Meta System

Location/Room - Component effected

B205 – Hood #4 – Analog controller T-C2-5 – Analog controller

B209 – T-B2-6 – Analog controller E-B2-6 – Analog controller

C208 – T-C2-1 – Valve is physically jammed and must be removed for repair

C203 – T-D2-8 – Analog controller C204 – E-D2-5 – 4’ actuator FH-3A – Analog controller

C207 – E-D2-11 – Analog controller T-D2-11 – Analog controller

C212 – E-D2-2 – Analog controller

C108 – FH2 – Analog controller E-D1-3 – Analog controller

C107 – E-D1-1 – Analog controller T-D1-1 – Analog controller

H103 – PV-5 – Hi-speed Analog controller

D112 – E-D1-15 – Analog controller

D109 – E-D1-12 – Analog controller

D113 – T-D1-8 – Analog controller E-D1-8 – Analog controller/3” Actuator

C203 – T-D2-8 - 4” Actuator

C204 – E-D2-5 – 3” Actuator F11-3A – Analog controller

D102 – E-D1-18 – Analog controller

B122 – T-B1-15 - Valve is physically jammed and must be removed for repair

B117 – T-B1-17 – Analog controller

B115 – T-B1-16 – Analog controller

B102 – T-B1-1 – Analog controller

B105 – T=B1-5 – 4” Actuator E-B1-5 – Analog controller

B210 – Hood – vertical sash sensor T-B2-4 – Analog controller E-B2-4 – Analog controller

B213 – SAV 4” Actuator

B203 – T-E2-14 – 4” Actuator

B207 – T-B2-8 – Analog controller

D205 – T-E2-3 – Analog controller

The contractor shall provide the Hollings Marine Laboratory with the expert maintenance and repair services for the existing Phoenix System and the associated equipment.

Contractor employees shall immediately upon arriving to the job site; check-in with the Maintenance Supervisor and or Building Receptionist at the front desk and immediately prior to their departure from the job site shall check-out with the Maintenance Supervisor and or Receptionist at the front desk. During afterhours callbacks; the Contractor employees shall check-in with the building engineer on duty.

Each of the Contractors provided technician shall be trained in the following:

1. Lockout – tag out

2. Electrical safety – high voltage

3. Hazardous communications

4. Personal protective equipment

5. Fall protection

Safety

• The Contractor shall provide and ensure that all personnel at the work site wear the safety devices/apparel described below when working on the HVAC systems/Energy Management Systems.

1. Approved back support and protective devices

2. Eye protection in compliance with ANSIZ87.1. -1968.

3. Approved hearing protection

4. Approved hand protection

5. Other safety devices/apparel when conditions warrant

• The Contractor shall furnish documentation as directed by the Contracting Officers

Representative (COR) of the completion of the approved safety training of equipment operators and other personnel. The safety training shall comply with all OSHA standards and a sample program shall be submitted to the Contracting Officers Representative (COR).

• The Clients Safety Officer reserves the right to inspect all areas for safety violations at its discretion, direct the Contractor to make immediate improvement of necessary conditions and/or procedures, and/or stop the work if other hazards are deemed to exist.

• In the event that the Client Safety Officer should elect to stop work because of any type of existing safety hazards after the Contractor has been notified and provided ample time to correct, the Contractor shall bear all costs for eliminating the hazard(s) and shall not be granted compensation for the work stoppage. The Contractor shall pay all additional expenses.

• The Contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the performance of the contract. The Contractor shall take all necessary precautions for safety of, and shall provide reasonable protection to prevent damage, injury or loss to persons, properties, equipment and vehicles.

• The Contractor shall, without additional expense to the Client, be responsible for obtaining and renewing all necessary licenses and permits. The Contractor shall also be responsible for all damages to persons or property that occur as a result of the Contractor’s negligence and shall take proper safety and health precautions to protect the work, the workers, the public and the property of others. In addition, the Contractor shall be responsible for all materials delivered and work performed until completion and acceptance of the entire work.

• The Contractor shall comply with all applicable revisions, additions, changes and/or upgrades to any Federal, state, and municipal laws, codes, and regulations which are in effect on the date of contract and which affect the performance of the work.

Pre-Bid Site Visit

All vendors interested in submitting a quote are encouraged to attend a site visit at HML. The site visit times and date will be promulgated by the Government Point of Contact (GPOC). During the site visit, prospective vendors will have the opportunity to review engineering drawings and inspect locations around the facility where material laydown areas can be set up. The GPOC/Facility Manager and Chief Engineer will be available to answer questions and provide handouts on existing systems during the site visit.

Personnel

The contractor shall provide proof that all on-site employees are U.S. citizens or legal aliens. The contractor shall not employ personnel with felony convictions, or with a record of narcotics use, for work at Beaufort Laboratory. The contractor is responsible for completing a security investigation on all employees working at the Hollings Marine Laboratory in connection with this contract.

Conduct of Contractor Personnel

The contractor’s employees are subject to and shall observe and comply with applicable regulations, policies, and procedures. Contractor employees shall not enter restricted areas in accordance with security regulations and safety policies. The Contractor shall be responsible for the selection, certification, assignment, supervision, management, and control of employees with the advice of the Contracting Officer (CO) and/or the Contracting Officers’ Representative (COR) in the performance of all contract work. The removal from the job site of any employee shall not relieve the Contractor of the requirement to provide enough personnel to perform the terms and conditions of the contract. The Contractor’s employees shall not use offices, rooms, work areas, etc. for their own use. When a task is completed, such employees shall immediately leave the area. Contract personnel shall not use or operate telephones, radios, computer terminals, or any other Government or privately-owned equipment or property without the express permission of the Hollings Marine Laboratory COR. The Contractor’s employees shall not disturb papers on desks, nor open desk drawers or cabinets. Breaks shall not be spent in offices or room areas, but taken only in the assigned rest areas. The Contractor’s employees shall not loiter in any working, patron, or other unauthorized areas. While waiting for transportation, or while on work breaks, they shall not block or impede movement on ramps, doorways, corridors or walkways.

Security Requirements

Contractor employees shall comply with all security requirements. Copies of pertinent policies, regulations, and procedures will be provided to the Contractor upon request. Fifteen days prior to the contract start date, the Contractor shall submit to the Contracting Officer and or the Contracting Officers

Representative the full name and any alias, address, city and state and date of birth of each employee hired to work on this contract. This employee list shall be constantly kept up-to-date. The Contractor shall fill out any questionnaires or other forms as may be required by the Government for security purposes.

All Contractors will be required to register at front desk and receive a temporary pass for one day and, if needed, a door pass card will also be provided.

Work Schedules/Shifts

Excluding emergency services that are required, the Contractor shall accomplish all work for the Hollings Marine Laboratory during the hours of 0700 and 1600 Monday through Friday, excluding Federal Holidays. This allows the flexibility for the contractor to schedule 8 hours of work during a time when Hollings Marine Laboratory staff will be at the facility.

Guarantee of Work

Contractor shall guarantee all work and agree to remedy, at its own expense, any defects caused by poor workmanship or materials.

Conformance with Environmental Management Systems

The Contractor shall perform work under this contract consistent with the relevant policy and objectives identified in the agency, organizational, or facility environmental management system (EMS) applicable for your contract. The Contractor shall perform work in a manner that conforms to all appropriate Environmental Management Programs and Operational Controls identified by the agency, organizational, or facility EMS, and provide monitoring and measurement information as necessary for the organization to address environmental performance relative to the environmental, energy, and transportation management goals. In the event an environmental nonconformance or noncompliance associated with the contracted services is identified, the contractor shall take corrective and/or preventative actions. In the case of a noncompliance, the Contractor shall respond and take corrective action immediately. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the EMS Site Coordinator. In addition, the Contractor shall ensure that their employees are aware of the roles and responsibilities identified by the environmental management system and how these requirements affect their work performed under this contract.

1. Register at front desk and receive a temporary pass for one day (if needed a door pass card will be provided)

2. The front desk personnel will have you read a brief statement concerning the EMS, the Facility Engineer or designated maintenance staff member will convey to the contractor any other items that need to be done to protect Beaufort Laboratory and the environment issues we have.

Additional Requirements and Provisions

Contractor Qualifications:

In determining the responsibility of a contractor, the following criteria will be considered.

Contractors may be asked to produce evidence so their responsibility can be determined.

1. The contractor must have at the time of proposal any and all applicable licenses as required under the laws of South Carolina, Federal laws, and any local laws or ordinances for the performance of work under this agreement.

2. Adequate capital and credit rating sufficient to complete all operations under this agreement.

Schedule of Deliverables

ITEM DESCRIPTION QUANTITY DUE DATE DELIVER TO

1 Repair and or replace 36 Analog Controllers, Actuators and or Phoenix Valves in the HVAC System Energy M t

36+ 90 days upon Award of Contract.

Randy Grady 331 Fort Johnson Rd Charleston SC 29412

(252) 725-3541

Government Point of Contact

The Contracting Officer’s Representative (COR) Colden Battey (843) 460-9806 will serve as the Point of Contact for specific questions concerning this Statement of Work (SOW).

For any questions concerning the Phoenix Valve System/Meta System and or Equipment or for site visit, please contact Mr. Randy Grady at (252)-725-3541 or Richard Sparkman (808)295-3822