Attachment_2_Offerors_Chiller_Rev_052919.pdf

Attachment 2 Page 1 of 11

NOTE TO OFFEROR/STATEMENT OF WORK/SPECIFICATIONS

1. NOTE TO OFFEROR:

In order for an offeror to have a complete quotation package, the following checklist items must be submitted to the Contracting Officer to be considered responsive:

□ A signed copy of the SF 1449 Form (included with solicitation posting) and a copy of the attached price schedule (pages 2-3 below) with fixed-price line items (fob destination).

Contract delivery orders to cover the Inspection and the Preventive maintenance visits are anticipated after the contact is awarded. Any needed repairs will require a separate delivery order.

□ Past Performance References. An offeror shall include point of contact information (name, address, telephone, email, description of the items delivered, size and frequency of orders) for up to 3 references that have had similar requirements for chiller maintenance.

□ A currently active Federal Contractors Registration at http://www.sam.gov. An offeror shall include a printed copy of the first page of the SAM listing, or a DUNS number if the SAM application is in progress. The online Certification and Representations for business size determination should use NAICS code 238210. Please note that registering in the SAM database is free of charge. Free SAM registration assistance can be obtained by calling the help desk toll free at 866-606-8220. Free assistance can also be found at your local PTAC office, http://www.aptac-us.org/new/Govt_Contracting/find.php.

□ A Technical Statement (1-2 pages) regarding how the potential contractor intents to meet the requirements identified in the Performance Work Statement starting on page 3 below.ce References. At a minimum the offeror shall include the experience and licensing of key personal that will be pormenting the work, and the offered response time for emergency and non-emergency repairs.

http://www.sam.gov/ http://www.aptac-us.org/new/Govt_Contracting/find.php

1.0 Price Schedule

Please submit quarterly visit and annual visit preventive pricing for each location including on-site routine maintenance for the generator units as outlined in Section 2.0 below. Also, please submit price for an initial inspection visit during the base year period, and a price list for emergency services and non-routine services.

Line Item Description Unit Price Unit # of Units Total

Base Year (Date of award thru 12 months)

001 Initial Chiller Inspection Visit $________ EA 1 $_________ for 4 Chillers and associated cooling system per the PWS (below) at the USDA Edinburg, TX Facility

002 Routine Quarterly Maintenance $________ QTR 3 $_________ for 4 Chillers and associated cooling

003 Routine Annual Maintenance $________ YR 1 $_________

Option Year 1 (next 12 months)

004 Routine Quarterly Maintenance $________ QTR 3 $_________ for 4 Chillers and associated cooling

005 Routine Annual Maintenance $________ YR 1 $_________

Option Year 2 (next 12 months)

006 Routine Quarterly Maintenance $________ QTR 3 $_________ for 4 Chillers and associated cooling

007 Routine Annual Maintenance $________ YR 1 $_________

Option Year 3 (next 12 months)

008 Routine Quarterly Maintenance $________ QTR 3 $_________ for 4 Chillers and associated cooling

009 Routine Annual Maintenance $________ YR 1 $_________

Option Year 4 (next 12 months)

010 Routine Quarterly Maintenance $________ QTR 3 $_________ for 4 Chillers and associated cooling

011 Routine Annual Maintenance $________ YR 1 $_________

Emergency Services Labor Rates (Response time within 2 hours maximum) Straight Time (M-F, 7am-5pm) - $_______/hr Overtime (M-F, 5:01pm -12am) - $_______/hr Weekends & Holidays (12:01am-6:59am) - $_______/hr

Backup Portable Chiller Rental Rates - $_______/day

Non-Routine Services will be identified during the scheduled service visits and require an individual quotation to be performed during the following service visit (or sooner) after the quote is approved.

Payment for the non-routine services under $2,500.00 will be with a program credit card. Non-routine services over 2,500.00 will require a separate delivery order for authorization of the repairs.

2.0 Performance Work Statement

2.1 Title: Diagnostic Testing and Preventative Maintenance of Four Chillers and Air Handlers

2.2 Location: USDA-APHIS-PPQ

Facilities Management Section Moore Air Base 22675 N. Moorefield Road Edinburg, Texas 78541

2.3 Project Description: USDA APHIS PPQ has a requirement for the inspection, preventative maintenance, leak repairs, chiller water loop chemical balance, pressure, and water clarity, emergency repairs, support of the equipment, software/hardware and accessories for four (4) chillers located at the Moore Air Base, Edinburg, TX.

2.4 Project Scope: The Contractor shall provide: Initial, Annual, and Quarterly preventative maintenance, repairs and operational coverage for 4 chillers, 3 York, and 1 Carrier (Aqua Snap) Chillers. The Contractor shall furnish all necessary travel, labor, material, tools, documentation, parts, equipment, quality control, and supervision necessary for the inspection, preventative maintenance, leaks repairs, chiller water loop chemical balance, pressure, and water clarity, emergency repairs, and support of the equipment, software/hardware and accessories listed in the Schedule of Equipment.

INITIAL INSPECTION

The contractor shall perform an initial comprehensive inspection of all chillers identifying all issues and provide inspection reports including photographs for each chiller. The contractor shall provide proposals that are based on the provided reports with cost provided for each recommended repair. These inspection shall be comprehensive in nature and include the Chillers, Chiller lines, chiller controls, air handlers, duct work, air handler controls.

Component / Equipment (Equipment Survey) Initial Inspection

• Air Distribution System, Plenums, trunk ducts, fittings, ducts, boots, grilles, & diffusers

• Air Handlers Filters, fan belts, frequency drives, control systems, fans, & refrigeration

• Chillers-Absorption Controls, steam traps, non-condensable, chemical water testing, & flow

• Chiller-Air Cooled Controls, gearbox, freq. drives, refrigerant, oil level, & fluid flow

• Chiller- Water Cooled Drive alignment, refrigerant, oil level, chemical water testing and flow

• Coils and Radiators Controls, metering device, P-Trap, condensate drain, coil fins, & tubing

• Condensing Units Controls, fan belts, frequency drives, fan blades, refrigerant, oil & pressure

• Control Systems Air pressure, RH and Temp. measurements, time of day, & backup battery

• Cooling Towers and Evaporative Cooled Devices Chemical water testing, blow down control, fan operation, bearings, pumps, dampers, controls, fan belts, frequency drives, nozzles & exterior louvers

• Dehumidification and Humidification Devices UV lamps, fluid flow, fluid level, relative humidity, system traps, pumps, controls, strainers, drain pans, and inspection for biological growth 5-11 Economizers-Air-Side Air filter particulate accumulation, controls, dampers, seals, & low limit

• Engines, Micro turbines Controls, flex connections, fuel pump, exhaust system, oil level & pressure

• Fans (e.g., Exhaust, Supply, etc.) Belt Tension, alignment, fan blades, controls, duct, bearings & coil fins

• Fan-Coils, Hot Water, and Steam Unit Heaters UV lamps, steam traps, filters, controls, P- Traps, belts, fan blades, refrigerant/system temperatures, bearings, drain pan, & biological growth

• Furnaces, Combustion Unit Heaters Fuel pressure, controls, fan belt, filters, dampers, safety devices, & coils

• HVAC Water Distribution Systems Chemical water testing, controls, pumps, water flow, insulation, and strainers

• Indoor Section Duct-Free Splits Controls, filters, P-Trap, fan blades, refrigerant, bearings, coil fins, & drain

• Outdoor Air Heat Exch. Systems Air filters, RH and temp. controls, fan belts, bearings, & heat exchangers

• PTACs/PTHPs Fan blades & belts, air filters, refrigerant, P-Trap, drain pan, coils & fins

• Pumps Motor contactor, frequency Drives, controls, flow, pressure, & bearings

• Rooftop Units Refrigerant, filters, bearings, fan belts, P-Trap, coils, oil level, & fan blades

• Steam Distribution Systems Valves, chemical testing, traps, strainers, insulation, & safety devices

• Terminal and Control Boxes Fluid flow, air filter, fan blades, coils, filters, panels, & damper operation

Chiller Units

Model Number Serial Number

Quantity Manufacturer Refrigerant Type

Rating and Type

Model# YCAL0066EE17XEB

SDTX

SN: SHAM-766120

1 at location Building 6418 next to Emergency generator

York

R-410A

66 Ton

Air Cooled Liquid Chiller /

Hermetic Scrolled

Model # 30RBF13065-LLL3K

SN: 3416Q84589

1 at location Building 6414

Carrier (Aqua Snap) with

PURON R-420A

PURON

R-410A

130 Ton

AquaSnap –Air Cooled Chiller with Green Speed

Intelligence

Chiller #1: Model #

YCAL0040EC17XCASDTX4XXR

SN: RNMM007228

Chiller #2: Model #

YCAL0040EC17XCASDTXLXXRLX

SN: RANM007381

2 at Location Building 6403

York

R-22

40 Ton

Air-Cooled Liquid Chillers /

Hermetic Scrolled

ANNUAL MAINTENANCE: A thorough preventative maintenance schedule will be performed once a year to including the following:

• Chiller water condition, proper chilled water flow rate, treatment, temperatures, and level.

• Chiller water pumps, motors, and valves.

• Chiller water isolating ball valves.

• Chiller tube inspection and cleaning.

• Compressor Condition - The contractor shall take 2 compressor oil samples per year and perform analysis on all listed equipment. Test for acid content, ferrous and non-ferrous metal content. If the

Contractor determines that the oil should be changed, the oil shall be provided and charged by the contractor.

• Proper Refrigerant Charge.

• Complete air handler condition inspection.

• Air handler cooling and heating coil cleanings.

• Electric motor and starter contactor equipment.

• Chiller water valve condition and operation.

• Solenoid BELIMO actuators and Zone solenoid actuators.

• 3 way actuator water pipe valves.

• Johnson Controls Pneumatic System equipment to include compressors.

• Johnson Controls Pressure Reducing Station Inspection.

• Automated located computer to proprietary Johnson Controls METASYS HVAC system board controls operational inspection.

• Air Filter condition and change out.

• Vibration analysis.

• Remove all debris, dust or residue material from the drive enclosure.

• Clean printed circuit boards with an approved cleaner or small brush.

• Inspect for any loose plugs or ribbon cables.

• Inspect for any damaged or missing items.

• Look for any overheated or charred components.

• Look for discolored components, smudges or smoke residue.

• Tighten all connections.

• Inspect cooling fans for proper operation.

• Check continuity of all control circuit fuses.

• Perform diode test of the diode bridges.

• Perform continuity check of Debus and bus caps.

• Perform diode test of transistors.

• Check and record AC line voltage.

• Check and record motor output lead voltage for balanced supply.

• Check and record Debus voltage.

• Compare data with previous test to expose degradation of components.

QUARERLY PREVENTATIVE MAINTENANCE

Chiller and Air handler Maintenance shall be completed on a quarterly schedule, this Maintenance shall be scheduled and completed in the first two weeks of every quarter, January, April, July, and October.

Chillers

The contractor shall clean all water-cooled condensers with a brushed mechanical cleaning system, check and calibrate all safeties or devices that may prevent the chillers from operating normally. The contractor shall be responsible for replacing any defective parts/devices associated with the equipment listed under this contract. This includes but is not limited to: fans, all valves, gaskets, seals, O-rings, hoses, mechanical seals, sensors and all other parts that may contribute to leaks or malfunctions.

The contractor shall check all refrigerant levels and compressor oils quarterly. The contractor shall be responsible for repairing any leaks (O-rings, valves, hoses, mechanical seals, etc.) and replacing refrigerant to chillers to up to 1200 pounds total, regardless the machine.

The contractor shall provide semi-annual greasing on all motors in accordance with manufacturer’s standards and requirements, replace motor coolant. The contractor shall perform a vibration analysis on all listed equipment.

The contractor shall provide an inspection of all couplings, check all motor starters and change with York/Carrier specified coolant. The contractor shall check the electrical distribution of the equipment for loose connections, overheating, wire condition, and the condition of the start/ run devices if applicable.

Upon completion of work performed on each chiller, the contractor shall set water flows, (chilled and condenser) to design specifications, and clean around all listed equipment.

Air Handlers

Check Air Handler Filters, fan belts, frequency drives, control systems, fans and blower assembly, replace and or adjust as needed.

Check and clean coil and cabinet, drain pans, condensate lines, any fresh air inlets, lines and louvers, inspect all air handler system components for moth and mildew growth, Owner must be notified immediate upon discovery due to the buildings contain laboratories.

Any charges for materials such as lubricants, fluids, cleaning supplies, parts, required for the Contractor to successfully complete scheduled PM shall be provided by the Contractor and are included within this contract, and the agreed upon price.

The Contractor shall notify the CO and the COR, in writing of the existence or development of any defects in, or repairs required upon inspection that the Contractor considers not to be responsible for under the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.

REPAIRS and EMERGENCY REPAIRS.

All repair or emergency repairs over $2500 shall be completed by the owner issuing a detailed statement of work (SOW) and the contractor providing a detailed proposal based of the SOW. Their proposal shall identify the intended repair, the materials cost, labor cost and profits, and overhead shall be itemized in the proposal. No work shall commence until the contractor has been issued a notice to proceed in writing (task order).

The contractor shall respond to the normal requests for a repair within two working day and provide a written proposal within 2 days unless mutually agreed upon time frame. All work must be completed within 30 days of the task order being issued.

The contractor shall respond to emergency repair requests within 2-hours, 24-hours a day, and 365 days a year including all holidays. Due to the critical nature of Moore Air Base operations some work may be requested to be completed prior to the task order being issued. Only a government CO can waive the requirement for the task order being issued prior to the work commencing.

HOURS OF COVERAGE:

a. This contract will include 24/7 coverage for all the chillers listed under covered equipment. Any callbacks will be reported to the COR if any charges will be billed to the government.

PORTABLE CHILLER:

The contractor is to provide a portable chiller upon request in case of an emergency or to hook up in the event that any of the 4 chillers have to be put off line for maintenance.

DOCUMENTATION/REPORTS:

a. Documentation in the form of Field Service Report (FSR) must be furnished to the COR for all scheduled and unscheduled maintenance performed by the Contractor. Payment will not be certified by COR if proper documentation is not provided.

b. The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance, including replacement parts. Reports must, at a minimum, document the following data legibly and in complete detail:

1. Name of Customer

2. Name of Service Employee who performed services.

3. Description of problem reported by COR/ user (if applicable)

4. Identification of all equipment serviced: device name/description, device location (if applicable). Manufacturer’s name, model number, serial number, inventory/barcode number, and other identification numbers.

5. Itemized description of service performed and parts replaced.

6. Results of calibration and/or performance testing.

7. Signatures:

a. Service employee performing services described

b. Authorization signature by COR.

c. Any additional charges claimed by the service employee contractor must be approved by the COR before the service is completed.

COMPENTENCY OF PERSONNEL SERVICING EQUIPMENT:

A. The Contractor must have an established business, with an office and full-time staff. Contractor must have proof of manufacturer training on specific makes and model of equipment. The Contractor must be licensed and certified in the state of TX

PROJECT CONTACT PERSONS:

Facilities Manager Gabriel Lopez

USDA APHIS, PPQ, FO

22675 N, Moorefield Road (956)205-7608

Program Support Specialist Martha Garza

USDA, APHIS, PPQ FO

22675 North Moore Field Building 6407 Edinburg, TX 78541 Tel. No.: (956) 205-7604 Email: Martha.Garza@usda.gov

Contracting Officer Representative

TBD

Contracting Officer Michael Chiodi

USDA, APHIS, MRPBS, AAMD

250 Marquette Avenue, Suite 410 Minneapolis, MN 55113 Tel. No.: (612) 336-3203 Email: Michael.J.Chiodi@usda.gov

CONTRACTOR RESPONSIBILITY:

• Project Information: Moore Air Base is a restricted facility all contractors need to understand the following information;

• Work Hours are M-F from 7 am -3:30pm. All work outside of the mentioned days and hours shall be approved by the Facilities Manager in writing prior to entering the facility with the exception of emergency requests.

• All contractors shall have a valid picture identification such as a driver’s license or a state identification card.

• All vehicles shall have proper insurance and registration for all vehicles entering the facility.

• All contractors working at the facility shall remain in the area of the project anyone found outside of the determined construction area will be removed from the facility and not allowed to return

• The equipment covered under this contract is the total responsibility of the Contractor. This includes labor (scheduled and emergency) and all parts.

• APHIS PPQ FO shall be considered a priority customer; Contractor will respond to a service call with two (2) hours.

• It is the responsibility of the contractor to become fully informed as to the nature and extent of the work required and its relation to any other work in the area including the operation of the Facilities.

• Provide Material Safety Data Sheets (MSDS) for any products the contractor may use in the performance of this contract.

• Contractor shall be responsible for any damages caused by his/her employees and shall repair all damaged systems/equipment immediately at no additional cost to the Facility Management (FM).

• Water and electrical power will be provided by the FM at no cost to the contractor. All connections to this water and/or electrical power must be approved by the COR prior to any connections being made.

mailto:Martha.Garza@usda.gov mailto:Michael.J.Chiodi@usda.gov

• The contractor shall be responsible for placing barricades in appropriate location to protect the well-being and safety of patients, visitors, and staff. These barricades shall be removed by the contractor when work is completed or at the end of the workday.

• Contractor shall be responsible for keeping the work site clean, neat and orderly, ensuring that there are no unnecessary cables, hoses, ladders, or other equipment left in an appropriate location that could interfere with the operation of the medical center or be a cause of risk or hazard to patients, visitors, or staff. All equipment shall be removed from any work site that is located within a pedestrian area daily at the end of the workday. All equipment being used in mechanical rooms or on roofs shall be secured daily but may be left overnight providing that this equipment is not is a position to be at risk or hazard to medical center personnel who may be called in to these areas after hours. Doorways, hallways and aisles shall be kept clear at all times. At no time shall equipment be left unattended, including breaks and lunch. Contractor shall be responsible for providing their own PPE when needed.

• Contractor shall report, to the COR daily, on the progress of the project along with any deficiencies noted.

BIOBASED AND SUSTAINABLE PRODUCTS:

The following is a list of categories for biopreferred products that a r e required for performance of this service contract.

[25%] - Biodegradable Foams

[74%] - Packing and Insulating Materials

For more information regarding the Department of Agriculture Biobased Program go to:

http://www.biopreferred.gov.

http://www.biopreferred.gov./