Attachment A Scope of Work - Chiller and Cooling Tower Maintenance Repair rev5-27.docx

STATEMENT OF WORK

Chiller and Cooling Tower Maintenance Corporal Michael J. Crescenz VA Medical Center

1.0 Scope of Work: Provide full preventive maintenance, 24 hour emergency repair services and other repair services at the Philadelphia VA Medical Center (VAMC) on all VAMC chiller assemblies and associated components:

1.1 Furnish all tools, parts, material and test equipment to accomplish all task items per this Statement of Work.

2.0 This request is for the period of performance of one base year, plus 4 option years.

3.0 General: The Corporal Michael J. Crescenz VA Medical Center VA Medical Center, Philadelphia PA requires a service contract. The service consists of:

3.1 Semi-Annual preventative maintenance and inspections and on nine (9) Chiller assemblies and six (6) cooling towers

3.2 Monthly preventative maintenance and inspections during cooling season (April – October) on nine (9) chiller assemblies and six (6) cooling towers.

3.3 Emergency services as outlined in 4.6 below for CLINS 0005, 1005, 2005, 3005 and 4005.

3.4 Repair services as outlined in 4.7 below for CLINS 0006, 1006, 2006, 3006, 4006.

4.0 Specifics: The Vendor shall furnish all materials, equipment, supervision, and personnel necessary to accomplish the service request as indicated within the scope of work and in the manufacturer specifications.

4.1 Air Cooled Chillers

4.1.1 COMPREHENSIVE SEMI-ANNUAL INSPECTION SERVICE (Shall be completed in April and November)

4.1.1.1 Record and report abnormal conditions, measurements taken.

4.1.1.2 Review customer logs with the customer for operational problems and trends.

4.1.2 General Assembly Maintenance:

4.1.2.1 Inspect for leaks and report leak check result.

4.1.2.2 Maintain fluid, oil, and refrigerant levels. Repair minor leaks as required.

4.1.2.3 Check the condenser fans for clearances and free operation.

4.1.2.4 Check tightness of condenser fan motor mounting brackets.

4.1.2.5 Clean condenser coils.

4.1.2.6 Verify the performance of the fan control VFD, if applicable.

4.1.2.7 Maintain unit grease and lubrication levels.

4.1.2.8 Replace filters as required.

4.1.2.9 Perform vibrational analysis and determine cause of abnormal conditions.

4.1.3 Controls and Safeties Maintenance:

4.1.3.1 Inspect the control panel for cleanliness.

4.1.3.2 Inspect wiring and connections for tightness and signs of overheating and discoloration. Repair minor electrical issues as required.

4.1.3.3 Verify the working condition of all indicator/alarm lights and LED/LCD displays.

4.1.3.4 Test safety devices as required.

4.1.3.5 Calibrate and record setting.

4.1.3.6 Test the operation of the chilled water pump starter auxiliary contacts.

4.1.4 Lubrication System Maintenance:

4.1.4.1 Pull oil sample for spectroscopic analysis.

4.1.4.2 Test oil for acid content and discoloration.

4.1.4.3 Make recommendations to the customer based on the results of the test.

4.1.4.4 Verify the operation of the oil heaters.

4.1.5 Motor and Starter Maintenance:

4.1.5.1 Clean the starter cabinet and starter components.

4.1.5.2 Inspect wiring and connections for tightness and signs of overheating and discoloration.

4.1.5.3 Check the condition of the contacts for wear and pitting.

4.1.5.4 Check contactors for free and smooth operation.

4.1.5.5 Check all mechanical linkages for wear, security, and clearances.

4.1.5.6 Verify tightness of the motor terminal connections.

4.1.5.7 Meg the motor and record readings.

4.1.5.8 Verify the operation of the electrical interlocks.

4.1.5.9 Measure voltage and record. Voltage should be nominal voltage ±10%.

4.1.5.10 Provide certified technician to perform maintenance on 4160 V and 480 V starters.

4.1.6 MID-SEASON RUNNING MONTHLY INSPECTION (April-October):

4.1.6.1 Check the general operation of the unit.

4.1.6.2 Log the operating temperatures, pressures, voltages, and amperages.

4.1.6.3 Check the operation of the control circuit.

4.1.6.4 Check the operation of the lubrication system.

4.1.6.5 Check the operation of the motor and starter.

4.1.6.6 Analyze the recorded data. Compare the data to the original design conditions.

4.1.6.7 Review operating procedures with operating personnel.

4.1.6.8 Provide a written report of completed work, operation log and indicate any uncorrected deficiencies detected to VA POC within 10 business days of service.

4.2 Water Cooled Chillers

4.2.1 COMPREHENSIVE SEMI-ANNUAL INSPECTION SERVICE (Shall be completed in April and November)

4.2.1.1 Record and report abnormal conditions, measurements taken.

4.2.1.2 Review customer logs with the customer for operational problems and trends.

4.2.2 General Assembly Maintenance:

4.2.2.1 Inspect for leaks and report leak check result.

4.2.2.2 Maintain fluid, oil, and refrigerant levels. Repair minor leaks as required.

4.2.2.3 Check the fans for clearances and free operation.

4.2.2.4 Check tightness of fan motor mounting brackets.

4.2.2.6 Verify the performance of the fan control VFD, if applicable.

4.2.2.7 Maintain unit grease and lubrication levels.

4.2.2.9 Brush clean all condenser and evaporator tubes. (Twice per year during semi-annuals)

4.2.2.10 Clean all gasket surfaces, replacing gaskets as necessary.

4.2.2.11 Replace filters and dryers as required.

4.2.2.12 Perform vibrational analysis and determine cause of abnormal conditions.

4.2.3 Controls and Safeties Maintenance:

4.2.3.1 Inspect the control panel for cleanliness.

4.2.3.2 Inspect wiring and connections for tightness and signs of overheating and discoloration. Repair minor electrical issues as required.

4.2.3.3 Verify the working condition of all indicator/alarm lights and LED/LCD displays.

4.2.3.4 Test safety devices as required.

4.2.3.5 Calibrate and record settings as required.

4.2.4 Lubrication System Maintenance:

4.2.4.1 Pull oil sample for spectroscopic analysis.

4.2.4.2 Test oil for acid content and discoloration.

4.2.4.3 Make recommendations to the customer based on the results of the test.

4.2.4.4 Verify the operation of the oil heaters.

4.2.5 Motor and Starter Maintenance:

4.2.5.1 Clean the starter cabinet and starter components.

4.2.5.2 Inspect wiring and connections for tightness and signs of overheating and discoloration.

4.2.5.3 Check the condition of the contacts for wear and pitting.

4.2.5.4 Check contactors for free and smooth operation.

4.2.5.5 Check all mechanical linkages for wear, security, and clearances.

4.2.5.6 Verify tightness of the motor terminal connections.

4.2.5.7 Meg the motor and record readings.

4.2.5.8 Verify the operation of the electrical interlocks.

4.2.5.9 Measure voltage and record. Voltage should be nominal voltage ±10%.

4.2.5.10 Provide certified technician to perform maintenance on 4160 V and 480 V starters.

4.2.6 MID-SEASON RUNNING MONTHLY INSPECTION (April-October)

4.2.6.1 Check the general operation of the unit.

4.2.6.2 Log the operating temperatures, pressures, voltages, and amperages.

4.2.6.3 Check the operation of the control circuit.

4.2.6.4 Check the operation of the lubrication system.

4.2.6.5 Check the operation of the motor and starter.

4.2.6.6 Analyze the recorded data. Compare the data to the original design conditions.

4.2.6.7 Review operating procedures with operating personnel.

4.2.6.8 Provide a written report of completed work, operation log and indicate any uncorrected deficiencies detected to VA POC within 10 business days of service.

4.3 Cooling Towers

4.3.1 SEMI-ANNUAL INSPECTION SERVICE

4.3.1.1 Record and report abnormal conditions.

4.3.1.2 Flushing the cooling tower system for debris and cleaning of cooling tower system strainers.

4.3.1.3 Clean tower surfaces, distribution pans, basins and other components to remove any sludge, scale, sediments or biofilm.

4.3.1.4 Exercising of all valves to ensure operation.

4.3.1.5 Testing and calibration of all instrumentation.

4.3.1.6 Testing and verification of controls.

4.3.1.7 Cleaning of the sump and fill: the system must be disinfected, cleaned and re-disinfected; immediately prior to initial startup following commissioning or any shutdown period of greater than one month

4.3.1.8 Inspection of the fill and drift eliminators for damage and biofilm

4.3.1.9 Inspection and lubrication of the fan(s)

4.3.1.10 Inspection and PM of the sump level control and valve(s)

4.3.1.11 Inspection, cleaning and adjustment of the flow control valve(s) and equalization valve(s).

4.3.2 MID-SEASON RUNNING MONTHLY INSPECTION (April-October)

4.3.2.1 Record and report abnormal conditions.

4.3.2.2 Inspection of the sump fill and drift eliminators and cleaning if required.

4.3.2.3 Inspection and lubrication of the fan.

4.3.2.4 Inspection of the level controls and valves.

4.3.2.5 Lubrication of pump and motor bearings.

4.3.2.6 Cleaning of system strainers.

4.3.2.7 Blowdown of sample lines.

4.4 Start-Up Procedures

4.4.1 Verify the operation of the oil heater and that the oil temperature is at least 110°F before starting the chiller.

4.4.2 Start the chiller.

4.4.3 Check the starter operation.

4.4.4 Verify the motor cooling operation.

4.4.5 Check the purge operation.

4.4.6 Shut down the chiller.

4.4.7 Check the oil and refrigerant levels.

4.5 Shut-down Procedure

4.5.1 Check the general operation of the unit.

4.5.2 Shut down the chiller, pumps, and auxiliary equipment.

4.5.3 Turn off equipment power as necessary.

4.5.4 Review operating procedures with operating personnel.

4.5.5 Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected.

4.6 These coverages shall include emergency services between inspections, as required for the purpose of diagnosis of trouble, adjustment, minor repairs or resetting of controls. These coverages shall also be included into the option year plan.

4.6.1 Emergency services is defined as any corrective maintenance performed to restore equipment to full functional operation. Emergency services to include any work performed outside of normally scheduled maintenance and repair activities and the normal work schedule outlined in paragraph 4.9.

4.6.2 The vendor shall immediately, but no later than 24 consecutive hours after discovery, notify the AC&R shop Foreman, (in writing), of the existence or the development of any defects in, or repairs required to the equipment which the Contractor considers he/she is not responsible for under the terms of the contract or considers an emergency.

4.6.2.1 For emergencies: Prior to engaging in service or repair under this paragraph, the contractor shall obtain written approval from the CO (funds not available on contract) or the Government POC/COR (funds are available on contract). Email is an acceptable form of written approval. Any work performed without CO or COR/Government POC approval shall not be approved for payment and considered and Unauthorized Commitment. The Government reserves the right to obtain these services from a different vendor.

4.6.1.2 For those items considered not under the contract or determined to be an emergency, the vendor shall furnish the AC&R shop Foreman with a written estimate of the cost to make necessary repairs. The Government reserves the right to obtain these services from a different vendor.

4.6.3 The Contractor shall provide a Dispatch Desk with a single point of contact 24 hours a day, 365 days of the year for all 24-hour service call back requests.

4.6.3.1 A person and not voice mail shall answer calls placed to the Dispatch Desk.

4.6.3.2 Dispatch Desk personnel shall be responsible to log and forward basic information about calls including party calling, caller’s contact information, accurate technical description of the problem or request, extent of the outage if a portion of the system is down, equipment and location involved, and any other relevant technical portions of the activity log entry for the call.

4.6.3.3 The Contractor shall respond to all requests for service 24 hours a day, 365 days of the year for all equipment covered under this contract.

4.6.3.4 No repair shall be postponed or any equipment placed out of service due to lack of Contractor manpower.

4.7 The Contractor shall provide other repair services on an “as needed” basis, which will be determined and requested by the VAMC with a Services Call Order. These services may include alteration, improvement and/or overhaul of equipment, which when completed will modify and/or enhance the operation, performance, reliability, safety etc. of the equipment beyond existing levels.

4.7.1 The contractor shall be required to provide the Contracting Officer (CO) and Contracting Officer Representative (COR) a detailed cost proposal and/or quote including an itemized breakdown for all labor, parts and materials, as well as a schedule with critical milestones for completing the Services Call Order. The Government reserves the right to obtain these services from a different vendor.

4.7.2 These services include any repairs, alterations, adjustments, or overhaul of the equipment when it is determined to be necessary by the VAMC.

4.7.3 The Services Call Order will not be classified as an emergency and will be performed during normal working hours.

4.7.4 The contractor will not commence work until they are provided a written approval from CO via email.

4.8 The vendor accepts responsibility for the equipment in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the vendor from performance of the requirements of this contract.

4.9 Normal Business Hours, Call Back/Emergency Response Times, Arrival and Departure

4.9.1 Normal Business Hours:

4.9.1.1 The contractor is responsible for conducting business, between the hours of 0700 -1700 Monday thru Friday or until the work is completed, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

4.9.1.2 Work schedules may be altered with prior written approval by the COR.

4.9.1.3 Agreed upon work schedules will not incur additional costs unless specifically stated in the contract.

4.9.2 Call Back/Emergency Response Times:

4.9.2.1 Response time is defined as the time the contractor receives the call from the VAMC to the time the contractor arrives at the VAMC and checks in with a VAMC employee or representative.

4.9.2.2 Contractor shall be available to respond to equipment outages, service callback requests and emergencies as necessary at the VAMC 24 hours a day 365 days a year for the term of the contract.

4.9.2.3 The contractor shall respond to all requests within 2 hours during normal operating hours (Monday – Friday; 7am – 5pm) and within 4 hours after normal operating hours (all other hours).

4.9.2.4 Contractor response time to service request calls that occur while the contractor is on the job site shall not exceed one (1) hour.

4.9.3 Arrival and Departure

4.9.3.1 Contractor personnel shall check-in and check-out with the COR or his designated representative immediately upon arrival at the VAMC and prior to the end of each site visit respectively.

4.9.3.2 At arrival the contractor shall inform the COR of its work plan for each visit, and at check-out the contractor shall inform the COR of the actual work performed and any other information concerning the safe operations of the equipment.

4.10 All employees of the vendor shall comply with the VA security management program and obtain permission of the VA police, be identified by service and employer, and restricted from unauthorized access.

4.11 All equipment shall be cataloged by the vendor and dates and types of service rendered will be noted thereon.

4.12 Reports

4.12.1 Report for routine inspection and maintenance.

4.12.1.1 A written report of each inspection or routine maintenance visit shall be furnished in PDF format to the AC&R shop Foreman within 24 hours business days of service.

4.12.1.2 Such reports shall advise of any repair or repair parts necessary to maintain the equipment in first class operating condition.

4.12.1.3 The documentation will include equipment down time and detailed descriptions of the scheduled preventative maintenance performed including parts replaced.

4.12.1.4 A minimum, the following will be documented in complete report:

4.12.1.4.1 Name of Contractor.

4.12.1.4.2 Name of who performed services.

4.12.1.4.3 Date, Time (starting and ending), Hours worked.

4.12.1.4.4 Location

4.12.1.4.4 Description of preventative maintenance completed

4.12.2 Report for repair or emergency service.

4.12.2.1 A written report of each repair or emergency service shall be furnished in PDF format to the AC&R shop Foreman within 24 hours business days of service.

4.12.2.2 Such reports shall explain the nature of the repair and/or repair parts necessary to maintain the equipment.

4.12.2.3 The documentation will include equipment down time.

4.12.2.4 A minimum, the following will be documented in complete report:

4.12.2.4.1 Name of Contractor.

4.12.2.4.2 Name of who performed services.

4.12.2.4.3 Date, Time (starting and ending), Hours worked.

4.12.2.4.4 Location

4.12.2.4.4 Description of service.

4.12.3 The contractor shall keep a log in Excel file format of all repair services performed under this contract.

4.12.3.1 A copy of this log will be provided to the Government POC annually (within 10 days of new option year) and at the end of the contract term (will be required before final payment).

4.13 Contractor Qualifications

4.13.1 The Contractor shall provide certified and competent technicians to perform all maintenance work on the equipment. Contractor shall provide commercially certified technicians for the 4160 V and 480 V starter maintenance.

4.13.2 Only Factory trained and certified Commerical HVAC technicians shall perform the services shown in this Statement of Work.

4.13.3 Contractor employees working onsite shall have a 10 hour OSHA certification.

5.0 Other requirements

5.1 Licensing, Permits, Certifications, Etc.

5.1.1 The Contractor shall, without additional expense to the VAMC, be responsible for obtaining all necessary licenses, permits, certifications, or equivalent documentation to perform services under this contract.

5.2 Safety and Security

5.2.1 Contractor personnel that will be performing work at the VAMC will be required to follow all security procedures establish by the VA and VAMC Police.

5.2.2 Contractor will provide all necessary PPE for all employees.

5.2.3 Contractor is solely responsible for initiating, maintaining, and supervising all safety precautions in performance of the contract.

5.2.3.1 Contractor will abide by all safety and security procedures, once entering the VAMC property line.

5.2.3.2 Contractor personnel shall follow all safety, and security guidelines established by OSHA and VAMC.

5.2.3.3 The VAMC reserves the right to inspect all areas for safety violations at its discretion, direct the contractor to make immediate improvement of necessary conditions and/or procedures, and/or stop the work if other hazards are deemed to exist.

5.2.3.4In the event that the VAMC should elect to stop work because of any type of existing safety hazards after the contractor has been notified and provided ample time to correct, the contractor shall bear all costs for eliminating the hazard(s) and shall not be granted compensation for the work stoppage. The contractor shall pay all additional expenses.

5.2.4 Contractor shall coordinate access to all work areas with the COR.

5.2.4.1 The contractor shall not interfere with patients or employees without prior notification to and approval from the VAMC.

5.2.4.2 The contractor shall ensure that, under no circumstances, any of its employees shall enter an area not authorized for access by the COR.

5.2.5 Contractor will not have access to any PII or sensitive information.

5.3 Equipment Shutdowns, Impact to VAMC Operations, ICRA and Worksite Cleanliness

5.3.1 Equipment Shutdowns

5.3.1.1 Contractor shall coordinate all work with the VAMC facilities management and safety.

5.3.1.2 Work will be phased to best accommodate VAMC operations.

5.3.1.3 Planned preventative maintenance equipment shutdowns will require a formal notice of 14 calendar days in advance.

5.3.3.1.1 Shutdowns for other repairs may be expedited due to the nature of the work.

5.3.3.1.2 Shutdown timeframes for other repairs will be established on a case-by-case basis by the VAMC.

5.3.2 Worksite access

5.3.2.1 Worksites shall be barricaded to deny access while work is being performed and when the contractor is not at the worksite.

5.3.2.2 Contractor shall be in control of access to worksite area and will actively coordinate any access to the worksite area.

5.3.3 ICRA

5.3.3.1 Contractor shall follow all ICRA guidelines established by the VAMC.

5.3.3.2 Contractor shall obtain an ICRA permit when applicable.

5.3.3.3 The contractor shall coordinate all ICRA considerations with the COR and VAMC Infection Preventionist.

5.3.4 Worksite Cleanliness

5.3.4.1 Contractor is responsible for worksite cleanliness from initiation of work until completion of work.

5.3.4.2 The contractor shall not leave any tools, ladders, parts and/or supplies unattended in the public area at any time.

5.3.4.3 After work is complete, the worksite must be thoroughly cleaned and returned to an acceptable level of cleanliness, as determined by the VAMC.

5.3.4.4 Contractor will be required to report to the COR any waste disposal resulting from the execution of this contract.

6.0 Quality Control Program

6.1 All work performed under this contract shall be of the highest quality, consistent with best industry practices and manufacturer recommendations to assure timely and adequate provisions of maintenance and repair services.

6.2 Contractor shall establish a Quality Control Plan including the methods the contractor will use for identifying, correcting, and preventing defects in the quality of service performed before the level of performance becomes unacceptable to the VAMC.

6.2.1 Contractor will submit a maintenance procedure plan or checklist for each individual chiller to the COR. COR will approve of plan before commencing work.

7.0 Parking and Material Storage

7.1 The VA will attempt to accommodate parking at the request of the contractor, but parking is not guaranteed for any period of this contract.

7.2 The contractor will not have space for storage of equipment or materials on site.

8.0 Equipment

CHILLERS

COOLING TOWERS

9.0 EXPECTATION: All projects shall adhere to all safety and regulatory requirements.