1.0 Performance Work Statement.docx

Performance Work Statement Maintenance Service for Chiller, Air Handler, and Cooling Tower VA Palo Alto Health Care System

Section 1: General Information

1.1 General: This is a non-personal services contract to provide maintenance services on automated doors for the VA Palo Alto Health Care System (VAPAHCS). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Period of Performance:

Base Year: 12 Months

1.3 Place of Performance: Services are required at the following locations. The point of contact (POC) for each location is listed as well. All work must be coordinated with the POC for each location.

Livermore Medical Center 4951 Arroyo Rd.

Livermore, CA 94550

POC TBD

1.4 Hours of Operation: All repairs shall be performed during business hours of 8:00 am to 4:30 PM Monday through Friday, except Federal Holidays. Contractor may work outside normal business hours by arrangement with the COR if such services are provided without additional charge to the government.

1.5 Type of Contract: The government will award a Firm Fixed Price contract.

Section 2: Definitions & Acronyms

2.1 Definitions:

Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

Subcontractor. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

Work Day. The number of hours per day the Contractor provides services in accordance with the contract.

Work Week. Monday through Friday, unless specified otherwise.

2.2 Acronyms:

COR Contracting Officer Representative NFPA National Fire Protection Association OEM Original Equipment Manufacturer OSHA Occupational Safety and Health Administration POC Point of Contact PM Preventative Maintenance PMI Preventative Maintenance Inspection VA Veterans Affairs VAPAHCS Veterans Affairs Palo Alto Health Care System

Section 3: Government Furnished Property, Equipment, and Services None

Section 4: Contractor Furnished Items and Services The Contractor shall provide all equipment, supplies, parts, materials, management, supervision, personnel, service documentation, and transportation necessary to assure that all services are in accordance with the contract and all applicable laws and regulations.

This means ALL PARTS, SUPPLIES, AND MATERIALS even if not specifically stated in the actual individual and independent task identified in Section 5 and any other category that requires parts, materials, resources, equipment, transportation, management, etc.

The contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents.

Section 5: Specific Tasks

5.1 Preventative Maintenance – Air Cooled Chillers

Air Cooled Chillers A. Perform (3) quarterly Inspections and one annual inspection to include the following:

Quarterly Service for Air Cooled Chillers

1. Clean entire unit – wash / wipe all areas of Mechanical System and Support Frame. Clean Condenser Coils.

2. Visibly Inspect Unit for any signs of mechanical issues and leaks. Immediately isolate circuit where leaks are found, and immediately notify COR. Repair leaks in accordance with Industry Standards (ASHRAE, most current California Building Code, Most Current California Mechanical Code, and Manufacturer recommendations).

3. Check Evaporator Pump Start Contacts in accordance with Manufacturer Guidelines. Replace Contacts if required.

4. Check System Run Contacts in accordance with Manufacturer Guidelines. Replace Contacts if required.

5. Check Alarm Status Contacts in accordance with Manufacturer Guidelines. Replace Contacts if required.

6. Check Remote / Stop Contacts in accordance with Manufacturer Guidelines. Replace Contacts if required.

7. Check Flow Switch in accordance with Manufacturer Guidelines. Replace switch if required.

8. Check Crankcase Heaters in accordance with Manufacturer Guidelines. Replace if necessary.

9. Check Pressure Relief Valves (PRV) and vent piping. Report and deficiencies on service report and to the COR. Repair OR Replace PRV and vent piping if required or needed.

10. Check Power Supply Connection / Disconnect and fuses / power wiring / circuit breakers for any signs of non-compliance, any signs of deterioration, or any signs damage and repair / and replace as required in accordance with NEC ( National Electric Code); NFPA (National Fire Protection Association) codes; CBC ( California Building Code); and Manufacturer Guidelines.

If there are conflicting information based on applicable codes, regulations, and manufacturer guidelines, the COR, having jurisdiction will decide on the course of action needed to ensure compliance. Contractor will document the course of action decided and proceed with repair OR replacement as directed.

11. Check Chiller Control Panel power supply in accordance with Manufacturer Guidelines and O&M Manual. Contractor will repair / replace components to include all wiring, fuses, breakers, and any other electrical components as required to ensure compliance with Electrical Codes and Manufacturer guidelines.

If there are conflicting information based on applicable codes, regulations, and manufacturer guidelines, the COR, having jurisdiction will decide on the course of action needed to ensure compliance. Contractor will document the course of action decided and proceed with repair OR replacement as directed.

12. Check / Inspect / test/ Calibrate (if applicable) all field installed devices and replace if not functioning, broken, faulty, or deteriorated. such as:

a. External Temperature Thermometers / Gauges

b. Pressure gauges

c. Peets Plugs

d. Control Valves

e. Isolation Valves

f. Any and ALL control sensors

13. Check refrigerant / Oil Level / Inspect Sight Glass – Replace if Sight Glass Damaged and /or not clear to visibly inspect oil level.

14. Check Refrigerant Pressure and record on service report. Check Superheat and record on service report.

15. Check Unit Operations and chart the following:

· Compressor RLA (Rated Load Amps)

· Compressor LRA (Locked Rotor Amps)

· Condenser Fan Motor(s) FLA (Full Load Amps)

· Outside Air Temperature

· Suction Pressure

· Chilled Water temperature supply (Leaving) – Ensure temperatures are within design ranges of Manufacturer recommendations. Report any deficiencies observed immediately to the COR. Diagnose and repair any deficiencies to ensure optimal performance of chiller in accordance with Manufacturer’s design.

· Chilled Water Temperature Return - Ensure temperatures are within design ranges of Manufacturer recommendations. Report any deficiencies observed immediately to the COR. Diagnose and repair any deficiencies to ensure optimal performance of chiller in accordance with Manufacturer’s design.

· Check and Chart Pressure Drops in accordance with Manufacturer design and adjust system as necessary. Report any deficiencies observed immediately to the COR. Diagnose and repair any deficiencies to ensure optimal performance of chiller in accordance with Manufacturer’s design.

16. Check Unit Operations and chart the following:

· Check Condition of Coils for any signs of damage; excessive deterioration, leaks, or other discrepancies that may hinder the performance of the Air-Cooled Chiller. Immediately isolate circuit where leaks are found, and immediately notify COR. Repair leaks in accordance with Industry Standards (ASHRAE, most current California Building Code, Most Current California Mechanical Code, and Manufacturer recommendations).

· Report any deficiencies observed immediately to the COR. Diagnose and repair any deficiencies to ensure optimal performance of chiller in accordance with Manufacturer’s design and Facility intent of Design.

· Verify / Calibrate / Replace any sensors as required or needed. Document condition / testing of all sensors in the service report.

· Record all faults and alarms onto service report. Diagnose and repair any issues discovered or observed concerning alarm faults and codes.

· Check setpoints, Program Key Limits and Defaults, and schedule on Air Cooled Chiller Control Panel and verify if system is operating within setpoint and schedule ranges in accordance with Manufacturer’s design and operation manual.

Record all data on Service Report.

· Verify Control Panel has correct data / Information pertaining to unit such as: Number of Fans per system / Number of compressors / Refrigerant Type / Expansion Valve Type /Voltage / and current date.

· Verify updates with Manufacturer. Include all Flash card / EPROM Updates and install. Annotate any updates on Service Report. If no updates installed – annotate the Phone Number / Point of Contact and date of conversation with Manufacturer Technical Support Team. Please include written correspondence form Manufacturer Tech support (such as email) indicating updates provided or indicating updates not required for the particular system (please reference by Bldg. #/ tag ID / model # and Serial#).

· Check Load Limiting Control. Adjust if necessary in accordance with Manufacturer design and specifications.

· Check / Program System Lead-Lag. Adjust if necessary in accordance with Manufacturer design and specifications.

· Check / Service/ OR Replace Evaporator Pump / Evaporator Pump Control / Evaporator Heater / Evaporator Heater Control / Pump-down Control / Expansion Valve/ Condenser Fan Control /.

5.1 Preventative Maintenance Air Cooled Chillers

Annual Service for Air Cooled Chillers

17. Annual Service will include all tasks outlined in the quarterly tasks, plus the following:

18. Check for any hydronic leaks or refrigeration leaks. Immediately isolate the leak and report any leaks to COR. Immediately isolate circuit where leaks are found, and immediately notify COR. Repair leaks in accordance with Industry Standards (ASHRAE, most current California Building Code, Most Current California Mechanical Code, and Manufacturer recommendations).

19. Check and Replace On-Board Battery back-up if required.

20. Visibly Inspect / Check Chiller display. If display has excessive wear or is broken, or not functional, or cannot be read, or displays nothing on the screen - contractor will replace Chiller Display.

21. Perform Oil Analysis and provide oil analysis report to COR.

22. If Oil Analysis indicates or recommends replacing oil – Oil will be replaced at next service interval (Quarterly or Annual) and new oil Filter.

23. Check operation of Liquid Line Solenoid Valve. If valve shows signs of deterioration, or is not functioning properly, replace solenoid valve.

24. Check Operation Oil Equalizing Line. Diagnose and Repair if Required.

25. Inspect and Check Operation of Pressure Transducer. If Transducer is not functioning correctly or show signs of deterioration – replace Pressure transducer.

26. Inspect and Check Operation of Relief Valve. If Relief Valve is not functioning correctly or show signs of deterioration – replace Refrigerant Relief Valve.

27. Inspect and check high pressure cut out switch. If High Pressure Cut Out Switch is not functioning correctly or show signs of deterioration – replace High Pressure Cut Out Switch.

28. Install New Oil Filter(s)

29. Install new Filter Drier.

30. Perform System Leak Check.

a. Recover all refrigerant from system and weigh with a calibrated scale.

b. Record the weight of refrigerant recovered in accordance OSHA regulations.

c. Provide copy of refrigerant log to COR or as directed by COR.

d. Charge system with nitrogen in accordance with Manufacturers specifications and observe pressures for a minimum of 4 hours to a maximum of 24 hours.

e. Repair any leaks observed or found by isolating the circuit, recovering refrigerant OR Nitrogen, and conduct the repair in accordance with Industry Standards to include but not limited to: ( VA Specifications and Requirements, ASHRAE, most recent California Mechanical Code, most recent California Building Code, and NFPA Codes.

f. If applicable, once repairs are completed, system must be leaked checked again in accordance with this task.

g. Re-Charge System and document any additional refrigerant charge added in accordance with OSHA and VA Regulations or policies. All refrigerant utilized shall be accounted for in the refrigeration logbook maintained by the contractor. A copy will be provided to the COR at the completion of the service or as requested by the COR.

31. AFTER confirming the Refrigerant System is LEAK FREE – Re-Charge Unit in accordance with Factory Specifications. All refrigerant must be weighed and annotated on refrigerant log book – which a copy will remain on site.

32. Verify operation of chiller after annual service is performed.

NOTE: The term Hydronic Piping shall include: Hydronic piping, Isolation valves, balancing valves, hydronic gauges such as: temperature, pressure, etc. ; Peets plugs, wells, Victaulic Fittings; and couplings.

5.2 Preventative Maintenance – Liquid Cooled Chillers

Quarterly Service for Liquid Cooled Chillers

33. Visibly inspect and observe unit for unusual mechanical noises, leaks, unusual vibration, and overall operation in accordance with Manufacturer design specifications.

34. Diagnose and Repair any factors causing unusual mechanical noises, leaks, unusual vibration, and lack or performance or overall operation of the chiller in accordance with Manufacturer design specifications.

35. Inspect all Hydronic Piping (Condenser and Chilled water) for leaks. Immediately isolate leak, notify COR, and repair in accordance with the latest California Building Code, NFPA Guidelines, and California Mechanical Code.

NOTE: The term Hydronic Piping shall include: Hydronic piping, Isolation valves, balancing valves, hydronic gauges such as: temperature, pressure, etc. ; Peets plugs, wells, Victaulic Fittings; and couplings.

36. Inspect System for refrigerant leaks. Immediately isolate leak, notify COR, and repair in accordance with the latest California Building Code, NFPA Guidelines, and California Mechanical Code.

37. Check Pressure Relief Valves (PRV) and vent piping. Report and deficiencies on service report and to the COR. Repair OR Replace PRV and vent piping if required or needed.

38. Clean entire unit (with applicable bio-degradable cleaning solution) and check for any signs of any leakage (refrigerant / oil / water / or otherwise). Immediately isolate leak, notify COR, and repair in accordance with the latest California Building Code, NFPA Guidelines, and California Mechanical Code.

39. Check Condition of Neoprene / Spring isolators and replace if damaged / torn / missing.

40. Inspect / verify function of evaporator Pressure Release Air Valves / vents. Bleed lines to remove air. Replace Pressure Release Air Valves if damaged / no longer working / show signs of excessive wear or age.

41. Inspect and Clean Strainers (Condenser and Evaporator). Replace strainer if strainer shows signs of deterioration. Install new seals on strainer flanges. Replace strainer and check for leaks once system is re-started. If leaks are present, isolate the system and repair the leak prior to re-starting the system once again. (note: system consists of all hydronic equipment associated with the applicable chiller to include but not limited to: Pumps / towers / valves / piping/ gaskets / seals / Victaulic fittings etc.)

42. Check / Inspect / test/ Calibrate (if applicable) all field installed devices and replace if not functioning, broken, faulty, or deteriorated. such as:

a. External Temperature Thermometers / Gauges

b. Pressure gauges

c. Peets Plugs

d. Control Valves

e. Isolation Valves

f. Gate valves

g. Evaporator Drain Valve

h. Relief valves

i. Any control sensors (flow switches / Pressure Switches, etc.)

43. Check condition of electrical disconnects, fuses and contactors. Contractor shall replace any fuse and /or electrical contactors if deficiencies are noted OR excessive wear or damage is visible or noted.

44. Contractor shall perform pre-start-up checks in accordance with Manufacturer start-up procedures prior to placing unit back into operation.

45. Verify operation of chiller after quarterly service is performed.

5.2 Preventative Maintenance – Liquid Cooled Chillers

Annual Service for Liquid Cooled Chillers

46. Annual Service for Liquid Cooled Chillers will include all tasks outlined in the quarterly tasks, plus the following:

47. Condenser Tubes shall be cleaned utilizing tube brushing method. The Condenser shall be cleaned prior to the Eddy Current Testing. The condenser tubes may need additional cleaning during the eddy current testing in order to achieve an accurate Eddy Current test report.

Contractor shall ensure adequate resources and equipment are available during the Eddy Current Testing if additional tube cleaning is required by the eddy Current testing Contractor.

48. Contractor shall perform and record Megger Testing on all motors.

49. Contractor shall torque all electrical connections as specified with Manufacturer specifications or applicable codes in accordance with NFPA, NEC (National Electric Code), most recent California Electrical Code. Contractor shall report the torque specifications in the service report and identify the exact source, page# paragraph#, of where the specification is found.

50. Contractor shall perform pre-operational and / or pre-start-up checks in accordance with Manufacturer start-up procedures prior to starting up chiller.

51. Verify operation of chiller after annual service is performed.

5.3 Preventative Maintenance – Cooling Towers (QTY-4)

Cooling Towers A. Perform (1) -Annual Inspection to include the following:

Inspect general conditions of the cooling tower and tower basin.

5.4 Chiller and Cooling Tower Malfunctions

A. Chiller and Cooling Tower malfunctions incurred between scheduled maintenance inspections shall be serviced by the contractor within 48 hours after receiving initial contact either verbally or via correspondence.

B. All repair parts shall be new and carry the manufacturer’s warranty.

5.5 Documentation Requirements

A. The Contractor shall provide service reports within 5 business days of completing scheduled services, repairs, and maintenance.

B. All Service Report(s) shall include but not limited to the following information:

1. Bldg # of equipment to be serviced

2. Unit TAG #

3. Unit Model #

4. Unit Serial #

5. Any Parts replaced

6. Any Repairs conducted

7. Any operational readings (such as identified in the tasking section).

5.7 Security Requirements

A. The Certification and Accreditation requirements do not apply and a Security Accreditation Package is not required for this work.

B. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, VA directives and handbooks as VA personnel regarding information security under VA Handbook 6500.6, Contract Security, Appendix C.

Section 6: Attachments Attachment #1 – Service Schedule Attachment 2 – Equipment List

“The C&A requirements do not apply, and that a Security Accreditation Package is not required”