SOW Refrigerators-Freezer.pdf

STATEMENT OF WORK/SPECIFICATIONS

MDC Brooklyn

Refrigeration - Freezer Maintenance/Repairs

I. SPECIFICATIONS:

A. INTRODUCTION

The Federal Bureau of Prisons (FBOP), Metropolitan Detention Center Brooklyn, located at 80 29th Street in Brooklyn, NY intends to make a single award to a responsible entity that will provide all necessary equipment, labor, materials, and incidentals to perform maintenance on the refrigerator/ freezers walk in boxes located at MDC Brooklyn and Building 4.

MDC Brooklyn: 80 29th Street, Brooklyn, NY 11232 Building 4: 199 Flushing Avenue, Brooklyn, NY 11205

B. SCOPE OF WORK

The contractor shall provide all management, supervision, labor, materials, repairs, supplies, tools, instruments, equipment, plan, schedule, coordinate, ensure effective and economical completion of all work and services specified in this contract. Such services and maintenance shall apply to all refrigerator/ freezers walk in boxes regardless of whether they are specifically shown in these specifications and such services may result in work which may need to be conducted at other than normal business hours so not to interfere with the normal operations of the Metropolitan Detention Center, MDC Brooklyn.

These specifications are a statement of the minimum level of work and services that are to be provided in certain areas under this contract. They are not intended to be, nor shall they be construed as limiting specifications or requirements. At a minimum the contractor will be required to take all steps and measurements which would be taken by a prudent building owner to maximize the life expectancy of the property and equipment. All refrigerator/ freezers walk in boxes in the building shall be maintained at an acceptable and compliant level, throughout the contract period. An acceptable level of maintenance is defined as the level of maintenance which will preserve the equipment in unimpaired operating condition, i.e., above the point where deterioration will begin, thereby diminishing the normal life expectancy of the equipment.

The contractor is responsible for performing scheduled and unscheduled maintenance and repairs, as necessary, on a twenty-four (24) hours per day, seven (7) days per week, three-hundred-sixty-five (365) days per year basis, including emergency call back service. The Metropolitan Detention Center reserves the right to deduct the amount of 25% of monthly payment for each week of missed maintenance. The contractor will be required to respond to all unscheduled service calls within two hours of notification.

The Contractor shall perform all repairs necessary to prevent a breakdown of a piece of equipment or put it back into service after a breakdown or failure. The Contractor shall immediately perform repairs to ensure continuity of operations and return the equipment to service as soon as possible. All repairs shall be completed within seventy- two (72) hours of notification by the COR.

The awarded contractor is to provide the COR with a monthly update on all work that is completed by the 10th of each month on a spreadsheet.

The contractor is responsible to provide all equipment and labor to maintain and repair Air Handler Units (AHU) and Return Fans in the accordance to manufacturer's specifications.

• Clean all condenser and evaporator coils using the latest trade standards.

• Clean drain pans and note excessive corrosion. Correct as necessary.

• Check for refrigerant leaks using a halogen leak detector, soap bubbles, or similar testing device. If leaks are not able to be stopped or corrected, report leak status to supervisor. Consult the Material Safety

Data Sheets (MSDS) for disposal requirement. Reclaimed and recycled CFCs are exempt from hazardous waste regulations (Consult 40 CFR Part 261).

• Check refrigerant levels and recharge, if necessary, all record keeping requirements for adding freon or loss must follow federal, state and NYC regulations and a copy must be sent to the MDC Brooklyn’s facility manager.

• Clean coils using detergent solution and warm water if coil is heavily soiled.

• Lubricate motor and fan bearings, if not sealed. Check alignment of motor and fan. Clean all fans or blowers.

• Check compressor oil level (not on hermetically sealed units) if compressor is equipped with a sight glass.

• Run machine. Check action of controls, relays, switches, including fused disconnect type, etc., to see that:

• compressor(s) run at proper setting.

• suction and discharge pressures are proper.

• discharge temperature is set properly.

• If applicable, clean and test condensate pumps and alarms

• Check freeze stat for proper operation, if needed make the necessary repairs.

• Check for proper seal on all doors for walk in units.

• Clean up work area of all tools, equipment, supplies.

C. QUALITY ASSURANCE/INSTALLATION REQUIREMENTS

All installers/technicians shall be qualified and certified by the manufacturer to install, test, and certify the Access Control Systems. Such certification must be verified in writing by the manufacturer and submitted to the COR seven (7) days before the project starts.

All requirements, environmental compliance, Life Safety, NFPA, ADA-ABA, and Federal, State and Local codes and regulations will be considered during all phases of this project.

Services and materials provided by the contractor will adhere to and shall be consistent with the most current industry standards, the Underwriters Laboratories (UL) and the General and the National Electric Code (NEC).

It is the contractor’s responsibility to obtain permitting, should it be required. Copies of all permits must be submitted to the COR upon receipt from local agency.

All parts and material will have a one (1) year warranty to include labor to replace parts and materials.

These parts shall be currently manufactured and available through authorized dealers. Such certification must be verified in writing thru submittals by the manufacturer and submitted to the COR on a timely basis.

D. UTILITIES

The FBOP will provide water, use of restrooms and minimal electricity service (120V) for small hand power tools including battery chargers. The contractor will provide all other equipment, supplies and materials needed to complete this project.

E. TESTING AND ACCEPTANCE

The Contractor shall notify the COR two (2) days prior to the final system testing and certification so that arrangements can be made to have BOP required staff available to observe testing. A complete plan detailing test procedures must be submitted to the Contracting Officers Representative (COR) in advance for final check out and testing of the complete system.

F. HOUSEKEEPING AND MATERIAL DISPOSAL

The contractor awarded the contract will be responsible to ensure the premises are always kept clean and free from accumulations of waste materials and rubbish. The contractor will remove all debris, scrap, and rubbish from the work area daily. Surplus materials and all equipment shall be promptly removed from the site upon completion of the work.

The Contractor shall be responsible to remove all debris and waste materials from the job site at Dayton Manor upon conclusion and acceptance of the project. These items must be disposed of in accordance with all Federal, State, and local laws.

G. SUBMITTALS & TRAINING

Submittals:

1. The contractor shall provide written submittals to the COR describing recommended equipment within (15) days from receiving the Notice to proceed for approval.

2. All security clearance paperwork/documentation shall be submitted to the COR a minimum of (14) working day prior to the start of work (see below).

3. The Contractor shall provide to the COR three (3) copies of the Safety Data Sheets (SDS) on all materials and substances that may be used during the project. In the event the material is not approved by the Safety Manager, it shall be the responsibility of the Contractor to locate and procure an alternative product.

4. For security and safety purposes, forty-eight (48) hour advance notice in writing, prior to disruption to any utility or control systems must be given to the Contracting Officer and COR.

5. Provide complete narrative descriptions of all system operations.

6. Any deviations from this Statement of Work will be considered a Change Order Request and must be authorized through the institution’s Contracting Officer prior to the implementation of the requested change.

7. It is the Contractor’s responsibility to repair and/or replace any Government property damaged by contractors/subcontractors’ employees. Damage will be corrected and restored to previous condition at no cost to the Government.

8. It shall be the Contractor’s responsibility for obtaining all measurements and data requirements to comply with manufacturer’s installation recommendations. All installations must be in accordance with product manufacture’s recommendations.

II. CONTRACTOR SECURITY/WORKING REGULATIONS

A. Work Hours:

Work Hours for the contractor are 6:00 PM – 4:00 AM, Monday - Friday, excluding weekends and federal holidays for maintenance. Any work required to be completed at any other time than noted above must be requested in writing to the COR five (5) working days prior to the start of the work. In the event of any equipment being replaced that would result in downtime of the normal orderly running of the institution, alternate work hours may be authorized in accordance with the time frame stated above. For service calls placed by the Bureau of Prisons after the normal work hours, the contractor will have access to the site to make emergency repairs as needed.

It shall be the responsibility of the Contractor to familiarize himself, his employees, and his subcontractors of the working hours and conditions in the correctional facility, as working hours may not constitute a full eight-hour workday.

The Government assumes no responsibility to the Contractor nor to any of his subcontractors for shorter hours due to institutional emergencies or entry and/or exit of workers necessitated by normal institution routines.

B. Delivery of Materials:

All construction materials/equipment required for work on this project is required to be processed by the Contractor and coordinated with the institution COR for temporary storage.

Any construction related deliveries which are directly shipped to the contractor can be received between the hours of 7:00 a.m. to 12:00 p.m., Monday through Friday, excluding Federal Holidays. At no point will a Bureau of Prisons (BOP) staff member receive or sign for a delivery if the contractor or his representative is not present to verify and accept the delivery.

Under no circumstances will MDC Brooklyn or its staff be responsible for the acceptance of any Contractor or company deliveries. The contractor shall be responsible for providing their own means of loading and unloading contractor material or equipment.

The contractor shall not use the institution entry/driveway for the loading, unloading, or storage of any materials and equipment. The contractor will not impede/block the driveway at any time during or after the work shift.

C. Storage of Materials and Equipment:

All construction materials/tools shall be stored in a designated area mutually agreed upon between the COR and the contractor. The storage area will be a secure lockable gang box or similar, size to be determined by the contractor and the COR. If required, the contractor shall provide a securable, single point access storage container, such as a Job or Gang Box that will be left in the agreed upon storage area for the duration of the project. Size of the storage container will be determined by the contractor and the COR. The container will be secured using a padlock protocol with two locks to secure it. One shall be a contractor lock and the other lock provided by the institution. If necessary, a heavy-duty chain provided by the contractor may be used to facilitate the locking requirement. All materials and equipment stored within the container will be maintained in a safe an orderly fashion.

All tools will be inventoried prior to entering the institution and will be inventoried back in to ensure accurate accountability when exiting the institution at the end of each workday.

Materials cannot be stored at a height that would create a fall hazard. All tools will be inventoried prior to entering the Institution. At the start of each workday all tools will be inventoried out on a daily tool inventory sheet and at the end of the workday all tools will be inventoried back in to ensure accurate accountability of all tools at the end of each workday.

All contractor owned extension cords that will be used during the project, regardless of length, shall be in good condition with no broken outer Insulation. Extension cords are considered a “high risk” tool having a Federal Bureau of Prisons’ tool classification of Double A. All contractor owned extension cords used for this project will be required to exit the institution at the end of every workday for the duration of the project.

D. Security Clearance/Contractor Badges:

The contractor shall provide the COR with all the necessary security clearance documents for all contractors and subcontractor employees accessing the institution and be security cleared for badging within 14 days of receiving the Notice to Proceed, as stated above. Security clearance documents will only be accepted from the prime contractor. If submitted by a sub-contractor, they will be rejected. It is the prime contractor’s responsibility to review security clearance submissions to ensure they are complete.

In the event a contractor or subcontractor employee cannot pass the security clearance process, it will be the contractor’s responsibility to provide another candidate. By law the BOP cannot, and will not, release any information to the contractor concerning the nature of why a contractors or subcontractor employee was not able to pass the security clearance process.

All contractors/subcontractors working at MDC Brooklyn will be issued and required to wear a picture ID/contractor badge provided by the institution. For security reasons, the badge will be worn in a visible manner as directed by the

COR.

All contractors and subcontractor employees will provide a check list of all employees on site each day to the COR, verifying the number of workers on site each day and that all workers are approved to be on site.

E. Safety and Personal Protective Equipment:

All contractors and employees shall have and wear the required personal protective equipment (PPE) always prescribed by industry standards while on the job site. It is the responsibility of the contractor to provide all PPE equipment. All ladders regardless of the size shall be stored and secured to a stationary fixture with a chain and lock in a predetermined area, in a way that they cannot be removed. If ladders are required, immediately consult with the COR to ensure that he or she can make timely notification to appropriate institution staff. All extension cords regardless of length shall be in good condition with no broken outer insulation and will be secured in a locked construction gang box. Should a system require Lock-out/Tag-out, the system will be required to have both Contractor and MDC Brooklyn locks on the isolation point to prevent shock. All Lock-out/Tag-out procedures will follow the institution Lock-out program.

F. Additional Considerations:

1. Contractor will be permitted to wear jeans in the institution, however, shorts, green or khaki-color clothing will not be allowed. The clothes will be proper and suitable for the services that are being provided.

2. Federal smoking policy on Federal property states that smoking is only allowed in outdoor designated areas. This policy will be strictly enforced.

3. Cellphones are not authorized inside the secure perimeter of the institution.