03 FY21 DRC NEW HVAC Service Contract SOW.pdf

STATEMENT OF WORK

FOR HVAC REPAIR AND MAINTENANCE SERVICES

1. DESCRIPTION OF SERVICES. The contractor shall provide all personnel, equipment, tools, supervision, and other items and services necessary to ensure that HVAC preventative maintenance and repair is performed at the NOAA Gulf of Mexico Disaster Response Center to ensure the HVAC system remains fully functional and properly maintained. These services shall include monthly, quarterly, semi-annual, and annual preventative maintenance recommended by the manufacturer as well as necessary repairs. The contractor shall also service the operating system for the HVAC in order to maintain the necessary software updates and system components.

All scheduled tests and inspections will occur on a day pre-determined by the DRC Point of Contact and the contractor. A schedule of services for the contract year will be developed by the government and coordinated with the contractor within 10 days of the start of each period of performance. On-site work shall be conducted during normal business hours of 8 a.m. to 4 p.m. on the pre-determined day of the normal work week of Monday – Friday, excluding Federal holidays. All tasks performed shall be documented with the following information: date, personnel performing work, specific task/sub-task performed, status or findings, required follow-up monitoring and/or maintenance.

1.1. MAINTAIN DATA AIRE, INC. UNITS. All tests, inspections and maintenance shall be performed in accordance with the Data Aire, Inc Operation and Maintenance Manual on the nine HVAC units at the facility.

1.1.1. Monthly Data Aire, Inc. inspection and maintenance. The Data Aire, Inc Monthly Maintenance Inspection Checklist shall be used to document all actions. In addition to the checklist items, the interior condition of HVAC ductwork shall be inspected and cleaned as needed and any air in the fluid cooler system shall be bled from lines.

1.1.2. Quarterly Data Aire, Inc. inspection and maintenance. The Data Aire, Inc Quarterly Maintenance Inspection Checklist shall be used to document all actions. Quarterly inspections shall take place in October, January, April and July of each year.

In addition to the checklist items, all system air filters and rain shields shall be changed and the contractor shall inspect the condition of HVAC belts and replace them as needed. The Government shall provide the filters, rain shields and belts. The contractor shall also inspect the fluid cooler system for glycol solution level and fan motor condition. The glycol shall be refilled as needed and any necessary repairs shall be noted.

1.1.3. Semi-Annual Data Aire, Inc. inspection and maintenance. The contractor shall perform semi-annual maintenance items for the fluid cooler systems. This includes checking the glycol solution inhibitors and flushing them as necessary as well as cleaning the coil at fluid coolers. Semi-annual inspections shall take place in February and August of each year.

1.1.4. Annual Data Aire, Inc. inspection and maintenance. The contractor shall perform the annual maintenance for the fluid cooler systems. This includes checking the glycol system for leaks and corrosion and checking the pre-charge at the expansion tank. Annual inspections shall take place in August of each year.

1.1.5. Repairs of HVAC hardware. Perform any repairs to HVAC hardware that are necessary or recommended in order to maintain equipment. These repairs may be the result of contractor recommendations following routine inspections or may be due to failures of the equipment.

1.2. MAINTAIN TRANE COMPONENTS OF HVAC SYSTEM. All work shall be performed in accordance with Trane specifications and accomplished by an authorized Trane service professional and in accordance with the maintenance instructions from the product manual.

1.2.1. Semi-annual maintenance of Trane components.

Semi-annual maintenance shall be performed on the one Trane BMSC000AAA (S/N E10H32387) system control unit, the VAVs, and the operating system. Semi-annual maintenance shall take place in February and August of each year.

Semi-annual Trane VAV control inspection shall include the following: verification of communications between the VAV controllers and the building automation system, temperature sensor calibration, and maintenance of VariTrane Single-Duct and Fan-Powered units.

1.2.2. Annual maintenance of Trane components. Annual full system backup and system calibration shall be include calibration of the connect service tool and disconnect service tool in addition to system backup and/or software updates. Annual maintenance shall take place in August of each year.

1.2.3. Repairs of Trane components. Perform any repairs to Trane components that are necessary or recommended in order to maintain optimal functioning of HVAC system. These repairs may be the result of contractor recommendations following routine inspections or may be due to failures of the equipment or operating system.

2. SERVICES SUMMARY (SS). The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

SOW Para Performance Standard Performance Threshold

Maintain Data Aire units

1.1 Maintenance items fully addressed and

completed on time.

Customer complaints shall not exceed 3 per month, satisfactory periodic evaluation

Maintain Trane components

1.2 Maintenance items fully addressed and

completed on time.

Customer complaints shall not exceed 2 per month, satisfactory periodic evaluation

Response to repair calls

1.1.5 and 1.2.3

Service calls handled promptly and all work completed as specified.

Customer complaints shall not exceed 2 per month, satisfactory periodic evaluation

2.1. SURVEILLANCE METHODS.

2.1.1 PERIODIC SURVEILLANCES. This method requires the Government Contact Point (GCP) to employ a “spot check” of evaluation based on the contractor’s schedule. Periodic surveillances shall be conducted on a scheduled basis (monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends.

Any unsatisfactory inspection (defect) result shall be recorded, and the contractor shall re-perform the service after notification by the GCP at no additional cost to the Government.

2.1.2 SURVEILLANCE OF REPAIR CALLS. The GCP will evaluate the contractor’s response to repair calls when such calls are made. The contractor shall receive a satisfactory inspection when repairs are successfully completed within 2 days from the time when the GCP contacts the contractor about the need for repair. An exception to this will be made if the parts required to complete the repair are not readily available to the contractor.

Any unsatisfactory inspection (defect) result shall be recorded, and the contractor shall re-perform the service after notification by the GCP at no additional cost to the Government.

2.2. DOCUMENTATION OF SERVICES. The contractor shall provide the GCP with documentation of the services performed during a service call. Documentation shall have, at a minimum, the procedure performed, certification by the contractor that work was performed, date and time and the results of the test/inspection or maintenance. This documentation may be a work order form or checklist, but shall describe the actions taken by the contractor in a manner that will allow the GCP to assess whether the services described in section 1 of this PWS have been completed. Documentation shall be provided to the GCP upon completion of services for each service call to the facility.

3. GENERAL INFORMATION.

3.1. HOURS OF OPERATION. The facility hours of operation are from 8:00 am through 4:30 pm on Monday through Friday (except on Federal holidays). Federal holidays are:

New Year’s Day – 1 January Martin Luther King Day – 3rd Monday in January President’s Day – 3rd Monday in February Memorial Day – last Monday in May Independence Day – 4 July Labor Day – 1st Monday in September Columbus Day – 2nd Monday in October Veteran’s Day – 11 November Thanksgiving Day – 4th Thursday in November Christmas Day – 25 December

If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the contractor will be responsible for rescheduling services for the first day post the holiday observance.

3.2. SECURITY REQUIREMENTS. Contractors are required to provide a state or federal issued identification and check in to the visitor log each time they are on site.

3.3. OPERATING CONSTRAINTS. The contractor must procure and maintain at his/her own expense, all necessary permits and licenses to perform in accordance with the Performance Work Statement and shall comply with all applicable municipal, State and Federal regulations.

4.0 APPENDICES.

A. Estimated Workload Data B. Site Plans C. Checklists and Instructions

APPENDIX A

ESTIMATED WORKLOAD DATA

Tag(s) Equipment Type Size Quantity Model HP-1 Axiom vertical water source heat pump 20 ton 1 GEVE2404

ACU-1 Axiom vertical water source air conditioning unit 20 ton 1 GEVE2404 HP-5 Axiom horizontal water source heat pump 7.5 ton 1 GEHE0904 HP-4 Axiom vertical water source heat pump 3 ton 1 GEVE0364

HP-2, HP-3 Axiom vertical water source heat pump 1.5 ton 2 GEVE0181 CRU1, 2, 3 Mini-ceiling glycol cooled system 2 ton 3 DAMG0212

All Data Aire, Inc. units

Tag(s) Quantity Inlet size CFM Electric heater kW Stage Model no.

VAV-01 1 10 1400 3.0 2 equal VCEF10

VAV-02,03,05,06,07,12 6 5 350 1.0 1 VCEF05

VAV-04,14 2 6 500 1.0 1 VCEF06

VAV-08,10,11,15 4 8 900 2.0 1 VCEF08

VAV-09 1 12 2000 4.0 2 equal VCEF12

VAV-13 1 10 1400 2.0 1 VCEF10

VAV-16,17 2 16 4000 6.0 3 equal VCEF16

Variable Air Volume single duct terminal units

Tag(s) Quantity Description Number of Fans Model FC-1, FC-2 2 Fluid Cooler, 30 ton, 3 phase, 460 V 4 DAFC-3034

Fluid Cooler units

APPENDIX B

Site Plans

1. M101 – First floor plan - mechanical

2. M102 – Mechanical schedule

3. M103 – Mechanical details

4. M104 – Mechanical details

APPENDIX C

Checklists and Maintenance Instructions

1. Mini Ceiling unit maintenance pages from manual

2. Monthly checklist for Data Aire, Inc units

3. Quarterly checklist for Data Aire, Inc units

4. Fluid Cooler unit maintenance page from manual

5. Axiom Heat Pump unit maintenance page from manual