1086278 Sources Sought SOW.docx

Sources Sought for:

United States Department of Agriculture (USDA) Animal and Plant Health Inspection Service (APHIS) Plant Protection and Quarantine (PPQ) Science & Technology’s Agricultural Quarantine Inspection (AQI) Laboratory

BACKGROUND

Science and Technology (S&T) provides scientific support for PPQ regulatory decisions and operations, and is the main component of PPQ’s Science and Technology core functional area, which also includes the National Clean Plant Network. S&T is responsible for ensuring that PPQ has the information, tools and technology to make the most scientifically valid regulatory and policy decisions possible. In addition, S&T ensures PPQ’s operations have the most scientifically viable and practical tools for pest exclusion, detection, and management. The AQI Lab in Miami, Florida evaluates commodity treatment efficacy and technology, certifies and audits treatment facilities, and develops treatment data systems.

OBJECTIVE

S&T desires to provide a preventive maintenance plan for the equipment specified herein to maintain the performance of the equipment in order to ensure the lab may fulfill its mission of providing timely and accurate analytical results to its customers.

PERIOD OF PERFORMANCE

The anticipated period of performance is 2/5/2023 to 2/4/2026.

SPECIFICATIONS

The vendor providing the preventive maintenance plan shall utilize qualified factory-authorized (ABB/Delta) technicians with effective training based on both OSHA and HVAC Safety Standards in the recognition, evaluation and control of hazards and dangerous work procedures and performances in the service of the equipment and the plan shall include preventive maintenance, inspections, and all parts as follows:

· Quarterly Preventive Maintenance Inspections: The vendor will make Four (4) monthly preventive maintenance inspections per year during the laboratory’s normal work hours. The quarterly inspections shall occur during the designated quarters of:

· January – March

· April – June

· July – September

· October – December The inspections and tasks are designed to prepare the equipment for prime operating condition so that the equipment will operate effectively, reliably, and efficiently during the peak demand months. Each preventive maintenance inspection type will be performed in accordance with established procedure and as written in the final commissioning report, which will be provided.

· Inclusions: All labor for equipment inspection, adjustment, lubrication, and testing during scheduled preventive maintenance inspections shall be included in the established pricing. Labor for repair calls between preventive maintenance inspections which are the result of equipment failure shall also be provided under this contract at the hourly rate listed in the quote. Emergency repairs shall also be provided under this contract at the established hourly emergency rate.

· Parts: All replacement parts shall be provided at cost plus X% where “X” is the handling markup included in the quote. If no markup is listed in the quote for supplied replacement parts, “X” shall equal 0. If remanufactured parts and/or components are considered in lieu of new parts or components, the manufacturer of the equipment, ABB/Delta Controls, shall have approval authority.

· Exclusions: The agreement shall not include any labor or material for service lines and fittings, equipment not set forth on the SOW or operating problems related to environmental conditions, e.g. electrical, steam, water and/or ventilation that do not comply with equipment specifications. Repairs necessary as the result of neglect or improper operation of the equipment by the laboratory employees or agents shall also not be included.

· Repairs: Repairs, whether emergency or routine, must be quoted separately for each repair. The hourly rate for each repair will be FFP based on the pricing schedule. Emergency repairs ordered by the authorized P-Card holder authorize a minimum of one (1) hour and a maximum of two (2) hours to allow the contractor to diagnose the issue and estimate the cost/scope of the repair. Once the issue has been diagnosed, the contractor shall quote the repair to the proper authorized ordering personnel. If the diagnosis and repair can be completed within the two (2) hours no additional quote is required.

· Definitions:

· Normal work hours shall be considered 8:00 AM through 5:00 PM, Monday through Friday. Work performed on equipment listed in the SOW outside the scope of the agreement will be billed at a preferred labor rate offered in the agreement.

· After hours shall be considered 5:00 PM through 8:00 AM, Monday through Saturday.

· Emergency hours shall be considered Sunday, national holidays, and repair calls which require. Repair of equipment necessary because of failure to perform routine maintenance shall not be covered by the agreement.

Tasks and Actions of Monthly Preventative Maintenance Inspections:

General:

· Report to customers upon arrival

· Clean areas after work

· Check any usual controls/devices not specified below

· Report to customers upon departure

· Send customer written documentation of completed work within 72 hours Air Handlers/Plant Hardware:

· Calibrate all pump status devices. There are two air handling units.

· Verify correct output control to plant devices

· Test all control logic blocks for plant sequencing

· Inspect enclosures for leakage or damage

· Inspect voltages for correct in coming power

· Inspect wiring for correct grounding procedures

· Verify correct labeling of the device

· Check all wiring connections, change as needed

VAV Box Unit Controls Functions:

· Check communication to the network if applicable

· Check communication to the field devices

· Check & adjust cooling loop control

· Check & adjust heating loop control

· Check all field points for correct reporting

· Save all changes to disk and make copy for customer

· Inspect voltages for correct in coming power

· Inspect wiring for correct grounding procedures, correct as needed

Air Conditioning Unit Controls:

· Check control monitor station

· Check communication to the field devices

· Check & adjust the 5 exhaust fans and report their status.

· Check & adjust filter status for proper reporting

· Check & adjust cooling loop control

· Check & adjust heating loop control

· Check & adjust VFD loop, if applicable

· Check all field points for correct reporting. There are 1-2 field points per room with 3 labs and 5 rooms, (the mechanical room is not included which houses the air handling units).

· Save all changes to disk and make copy for customer

· Inspect enclosures for leakage or damage

· Inspect voltages for correct in coming power

· Inspect wiring for correct grounding procedures, change as needed

· Check all wiring connections, change as needed

Network Interface, if Applicable:

· Check communication to the network

· Do a full system backup of the database

· Test remote connection

· Test auto-paging on an alarm, as needed

· Remote current alarm to notifies select personnel of issues that arise

Monthly Monitoring Service:

The remote monitoring services shall allow a minimum of two personnel to log into a website with individual user names and passwords. This service shall enable the users to see if the Air Handler Units (AHU) 1 & 2 are working properly and that the outside Chiller is on. The contractor shall also be able to monitor what is going on with the controls whenever need be to watch for potential issues. The monitoring service must send email alerts to users when issues are suspected and/or arise.

The Monthly Monitoring service may be quoted on a separate CLIN so that invoicing may occur on a monthly basis for these services. If quoted on same CLIN as Quarterly Maintenance Service, invoices shall be paid quarterly.

Service Documentation:

Upon completion of each inspection, the vendor shall provide the AQI Lab point of contact with a Service Call Report outlining the equipment serviced, parts used, or labor performed within 72 hours.

Emergency Response:

The contractor shall provide emergency response between scheduled visits on an as needed/on call basis. Emergency coverage shall be 24 hours a day Monday through Sunday and shall include all holidays (24/7/365). As stated above, emergency response shall be provided at the established hourly emergency rate.