36C24526Q0576.docx

36C24526Q0576

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

540-26-3-5050-0562 36C24526Q0576 06-0 -2026 Keysha Gorman 410-637-1509 06-22-2026 8am

EDT

19ACQ

Department of Veterans Affairs Baltimore VA Medical Center 10 North Greene Street Baltimore MD 21201 X x 561210 $12.5 Million N/A X Department of Veterans Affairs

LOUIS A JOHNSON VAMC

1 MED CENTER DR

CLARKSBURG WV 26301

19ACQ

Department of Veterans Affairs VISN 5 Contracting Satellite office 361 Boiler House Rd BLDG 101 Perry Point MD 21902

VA FSC

PAYMENT WILL BE MADE BY

FSC e-Invoice Payment Invoice must be submitted electronically http://www.fsc.va.gov/einvoice.asp Invoice Setup Information 1-877-489-6135 See CONTINUATION Page REQUEST FOR QUOTES: To provide preventive maintenance (PM), cleaning, inspection, and regulatory-compliance services

(41) direct expansion (DX) HVAC and refrigeration units at the Louis A. Johnson (LAJ) VA Medical Center, Clarksburg, West Virginia.

BASE YR PLUS 3 OPTION YEARS CONTRACT

RFIs (Questions) SHALL BE SENT NLT 06/11/2026 @

:00 AM

SEND RFIs TO William.Galletta@va.gov Keysha.Gorman74@va.gov

SEND ALL QUOTS TO

Keysha.Gorman74@va.gov by 6/22/2026 @

8AM

MUST READ STATEMENT OF WORK (SOW)

MUST READ SECTION E.2 FOR DETAILS ON EVALUATION FACTORS ETC.

See CONTINUATION Page X X William Galletta

VA-VHA-RPOE-2024-0093

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C245 Keysha.Gorman74@va.gov Department of Veterans Affairs Baltimore VA Medical Center 10 North Greene Street Baltimore MD 21201

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

http://www.fsc.va.gov/einvoice.asp

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

PM Services, All 41 Units (Semi-Annual small/medium; Quarterly – 3 Chillers) Contract Period: Base POP Begin: 07-01-2026 POP End: 06-30-2027 PRINCIPAL NAICS CODE: 561210 - Facilities Support Services PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

Emergency / Diagnostic Service (NTE Hours)

POP Begin: 07-01-2026 POP End: 06-30-2027

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

Parts & Materials (Gov't Approved, Actual Cost w/ Documentation)

POP Begin: 07-01-2026 POP End: 06-30-2027

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

PM Services, All 41 Units (Semi-Annual small/medium; Quarterly – 3 Chillers) Contract Period: Option 1 POP Begin: 07-01-2027 POP End: 06-30-2028

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

Emergency / Diagnostic Service (NTE Hours) Contract Period: Option 1 POP Begin: 07-01-2027 POP End: 06-30-2028

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

PM Services, All 41 Units (Semi-Annual small/medium; Quarterly – 3 Chillers) Contract Period: Option 2 POP Begin: 07-01-2028 POP End: 06-30-2029

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

Emergency / Diagnostic Service (NTE Hours) Contract Period: Option 2 POP Begin: 07-01-2028 POP End: 06-30-2029

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

PM Services, All 41 Units (Semi-Annual small/medium; Quarterly – 3 Chillers) Contract Period: Option 3 POP Begin: 07-01-2029 POP End: 06-30-2030

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

Emergency / Diagnostic Service (NTE Hours) Contract Period: Option 3 POP Begin: 07-01-2029 POP End: 06-30-2030

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

36C24526Q0576

B.3 STATEMENT OF WORK

STATEMENT OF WORK & IGCE

Preventive Maintenance & Cleaning — 41 DX HVAC Units | IAW Manufacturers' IFU

Mini-Splits • Condensing Units • Packaged RTUs • Precision Cooling / CRAC • Air-Cooled Chillers Refrigerants: R-410A · R-134A · R-22 · R-407C · R-404A | 1.5 Ton – ~273 Ton | 41 Units | 14 Locations

Regulatory Baseline: NFPA 70E-2024 • NFPA 70B-2023 • NFPA 99-2024 • ASHRAE 170-2025 • ASHRAE 180-2018 • TJC EC.02.05.01/.02 • VHA Dir. 1028 / 1061(4) • VA PG-18-10 (Rev. 3/1/2024) • EPA AIM Act

SECTION 1 — PURPOSE, SCOPE & REGULATORY FOUNDATION

1.1 Purpose

This Statement of Work (SOW) establishes performance requirements for a qualified mechanical contractor to provide preventive maintenance (PM), cleaning, inspection, and regulatory-compliance services for forty-one (41) direct expansion (DX) HVAC and refrigeration units at the Louis A. Johnson (LAJ) VA Medical Center, Clarksburg, West Virginia (VISN 5 / NCO 5). The equipment inventory spans 14 locations and ranges in capacity from 1.5-ton ductless mini-splits to a 273-ton York YVAA air-cooled chiller. Services shall be performed in strict accordance with each unit's manufacturer Instructions for Use (IFU), the applicable codes and standards cited in Section 1.2, VHA Directives, VA Technical Information Library (TIL) publications, and The Joint Commission (TJC) Environment of Care requirements. This SOW is performance-based: the Contractor is responsible for achieving the outcomes defined herein and shall exercise professional judgment within the boundaries established by the IFU and applicable standards.

1.2 Regulatory Foundation — Current Editions (as of Award Date) The Contractor's program shall be governed by the most current editions of all applicable standards. The following hierarchy of authority applies. In cases of conflict, the more stringent requirement governs.

1. VA/VHA Directives and VA CFM Technical Information Library (TIL) publications — highest authority for VA medical facilities.

1. The Joint Commission (TJC) Hospital Accreditation Standards — EC.02.05.01 (Utility Systems) and EC.02.05.02 (Water Management Program); non-compliance constitutes a TJC finding reportable to facility leadership.

1. NFPA codes and standards — mandatory reference for healthcare occupancies under NFPA 99-2024, NFPA 101-2021, NFPA 110-2022, NFPA 70E-2024, NFPA 70B-2023, NFPA 90A-2024, NFPA 90B-2024.

1. ASHRAE standards — ASHRAE 170-2025 (ventilation), ASHRAE 180-2018 (HVAC PM), ASHRAE 15-2022 (refrigeration safety), ASHRAE 34-2022 (refrigerant classification), ASHRAE 188-2021 (Legionella risk management).

1. EPA regulations — 40 CFR Part 82 Subpart F (Section 608), AIM Act / 40 CFR Part 84 (HFC phasedown and Technology Transitions).

1. OSHA standards — 29 CFR 1910.147 (LOTO), 29 CFR 1910.134 (respiratory protection), 29 CFR 1910 Subpart S (electrical safety).

1. Manufacturer IFU / O&M manuals — minimum PM task baseline; manufacturer requirements shall not be waived without written COR approval.

1.3 Objectives

1. Maintain all 41 DX units in peak operating condition and full regulatory compliance throughout the period of performance (POP).

1. Sustain TJC EC.02.05.01 compliance: verify and document ventilation pressure relationships, ACH, filtration efficiency, temperature, and humidity per ASHRAE 170-2025 for all units serving patient-care areas.

1. Support the facility's NFPA 70B-2023 Electrical Maintenance Program (EMP) through proper documentation of all electrical PM findings, Equipment Condition Assessments (ECAs), and corrective actions.

1. Manage all regulated refrigerants (R-410A, R-134A, R-22, R-407C, R-404A) in full compliance with EPA Section 608 and AIM Act provisions; provide written advisory to COR on any legacy refrigerant unit requiring > 1 lb addition per service visit.

1. Support facility compliance with VHA Directive 1061(4) — Legionella Prevention: inspect, clean, and treat condensate drain systems and humidifier sections of CRAC/precision cooling units at every PM visit.

1. Document all PM activities in the format required by ASHRAE 180-2018, TJC EC.02.05.01, and the facility's Utility Systems Management Plan (USMP).

1.4 NFPA 70B-2023 — Mandatory Electrical Maintenance Program (EMP) Integration NFPA 70B-2023 is now a mandatory Standard (not a recommended practice). The 2023 edition converts all 'should' language to 'shall,' requiring facilities to implement a documented Electrical Maintenance Program (EMP). The Contractor's electrical PM tasks under this contract shall align with and contribute to the facility's EMP per Chapter 4 of NFPA 70B-2023.

1. Contractor shall perform all electrical PM in accordance with NFPA 70B-2023 Chapter 9, Table 9.2.2, using an Equipment Condition Assessment (ECA) that evaluates: (1) physical condition, (2) criticality, and (3) operating environment.

1. Infrared (IR) thermography of electrical components is now mandatory per NFPA 70B-2023. Contractor shall perform IR scanning of all compressor contactors, motor control wiring, and disconnect panels at each PM visit, or at minimum annually. IR findings shall be included in PM Service Reports.

1. All electrical PM findings shall be documented in the facility's EMP records system within 5 business days of service.

1. System studies (short-circuit, coordination, arc flash) are not within scope of this contract but Contractor shall notify COR if any PM finding suggests a deficiency in existing arc flash label accuracy.

1.5 AIM Act / EPA Refrigerant Compliance — Current Status (as of 2026) CRITICAL — AIM Act / 40 CFR Part 84: R-410A new equipment manufacture prohibited effective January 1, 2025 (GWP limit 700 for new comfort cooling). EXISTING systems using R-410A, R-22, R-404A, and R-407C may continue to be SERVICED with original refrigerant throughout useful life. Only reclaimed R-22 and R-404A may be used. R-410A service refrigerant supply is constrained and prices are rising. Contractor shall advise COR in writing if any unit's charge loss trajectory suggests end-of-useful-life within the POP.

1. R-22 units (Units 13, 14, 19, 20, 38): Only reclaimed R-22 may be used for service. Contractor shall document supplier and source of all R-22 used. Any addition > 1 lb requires COR notification within 24 hours.

1. R-404A (Unit 37) and R-407C (Units 33–36): Both are high-GWP refrigerants under phasedown. Only reclaimed product available for service. COR notification required for any addition.

1. R-410A (30 units): Still available for service as reclaimed or newly produced product through the phasedown schedule. Monitor supply cost and availability; report supply constraints to COR.

1. R-134A (Unit 39, York YVAA ~273-ton chiller): R-134a is subject to HFC phasedown allowance reductions. Coordinate with York authorized service on reclaimed refrigerant procurement for annual chiller service.

1. EPA AIM Act Technology Transitions Rule reconsideration was proposed October 3, 2025. Contractor shall monitor EPA regulatory updates and immediately notify COR of any changes affecting service refrigerant availability.

SECTION 1B — DEFINITIONS & ACRONYMS

1B.1 Key Terms The following definitions apply throughout this Statement of Work. Defined terms are capitalized upon first use.

SECTION 2 — EQUIPMENT INVENTORY (41 Units)

2.1 Government Furnished Equipment List (GFEL)

All 41 units are listed below. Red refrigerant text denotes legacy / AIM Act phasedown refrigerants requiring special handling. Units marked ⚠ in Category column require COR notification upon any refrigerant addition. Units marked * in Charge column require verified charge documentation at first PM visit per IFU.

* No Precharge Label — Contractor shall establish verified charge at first PM visit using manufacturer service data; document on EPA refrigerant tracking log and submit to COR within 30 days.

⚠ Legacy / Phasedown Refrigerant — R-22, R-407C, and R-404A are subject to EPA AIM Act phasedown. See Section 1.5 and Section 4.4 for handling requirements.

SECTION 3 — SPECIFIC TASKS, DELIVERABLES & REGULATORY COMPLIANCE

3.1 Universal Requirements — All 41 Units (Every PM Visit)

The following requirements apply to every PM visit on every unit under this contract, regardless of unit type, in addition to the unit-category-specific tasks in Sections 3.2–3.6.

3.1.1 Pre-Work Safety — NFPA 70E-2024 & OSHA 29 CFR 1910.147

1. Perform a task-specific arc flash and shock hazard analysis per NFPA 70E-2024 Section 130.5 prior to commencing any electrical work. Document analysis on pre-task planning form submitted to COR.

1. Obtain facility-issued Energized Electrical Work Permit (EWP) per NFPA 70E-2024 Section 130.2 for any task requiring exposure to energized conductors above 50V. Work on de-energized equipment requires LOTO per OSHA 29 CFR 1910.147 and facility LOTO procedures.

1. Select and verify PPE per NFPA 70E-2024 Table 130.7(C)(15)(a) and (b) based on incident energy analysis or PPE category method. Minimum PPE for HVAC disconnects: Category 1 (arc-rated face shield, gloves, clothing).

1. Verify all arc flash labels per IEEE 1584-2018 are present, legible, and current (system study not older than 5 years per NFPA 70B-2023 Chapter 6). Report any missing or outdated labels to COR in writing.

1. For refrigerant work in enclosed mechanical rooms: verify adequate ventilation per ASHRAE 15-2022 Section 8 before proceeding. Use portable oxygen / refrigerant detector where applicable.

3.1.2 Documentation — ASHRAE 180-2018, NFPA 70B-2023, TJC EC.02.05.01

1. Record all measured operating parameters on the standardized PM Service Report (see Section 4.3). Report shall follow the data elements required by ASHRAE 180-2018 Section 4.3 (Implementation) and TJC EC.02.05.01.

1. Classify all deficiencies found using the NFPA 70B-2023 Equipment Condition Assessment (ECA) scale and the facility's deficiency classification system: Critical (immediate safety hazard), Urgent (< 30 days), Routine (< 90 days). COR notification protocol per Section 4.3.

1. Complete EPA Form 608 refrigerant tracking log for every refrigerant addition or removal, regardless of quantity. Submit to COR within 30 calendar days of service.

3.1.3 Filter Maintenance — VA PG-18-10 (Rev. 3/1/2024) & ASHRAE 52.2-2022 VA PG-18-10 Update (3/1/2024): The March 2024 revision to the VA HVAC Design Manual mandates MERV-13 filtration (Filter Bank PF2) where MERV-11 was previously the highest level. Contractor shall verify installed filter MERV rating at every PM visit and document compliance. Any unit found with sub-MERV-13 filtration in patient-care areas shall be reported to COR immediately.

1. Inspect and record installed filter MERV rating, pressure drop (where gauges are installed), and physical condition at every PM visit.

1. Replace filters per IFU schedule or when pressure drop exceeds manufacturer limits. Replacement filters shall meet or exceed VA PG-18-10 MERV-13 requirement for AHUs and packaged units serving patient-care areas.

1. Dispose of used filters in accordance with facility infection control requirements and applicable regulations.

3.2 Mini-Split & Ductless Systems (Units 1–9, 16) — Semi-Annual PM 10 units; R-410A; 1.5–3 ton. Manufacturers: Panasonic, Fujitsu, Daikin, Mitsubishi, York. All tasks per applicable manufacturer IFU, ASHRAE 180-2018 Table 5 (Unitary Equipment), and NFPA 70B-2023 Chapter 9.

3.2.1 Air-Side & Coil System — ASHRAE 180-2018 §5

1. Clean evaporator and condenser coil fins; straighten with fin comb. Measure and document pre/post coil Delta-T as a PM performance metric.

1. Wash coils with manufacturer-approved coil cleaner; rinse and verify drying before restart.

1. Clean or replace air filters; verify and document MERV rating against VA PG-18-10 standard.

1. Inspect, clean, and treat condensate drain pans, drain lines, and P-traps with EPA-registered biocide — required at every PM visit per VHA Directive 1061(4) Legionella prevention. Document biocide product, concentration, and application date.

1. Inspect and clean blower wheel and housing.

3.2.2 Refrigeration Circuit — ASHRAE 15-2022, EPA 40 CFR Part 82

1. Measure and record: suction pressure, discharge pressure, superheat, subcooling, and ambient temperature.

1. Leak-check all refrigerant joints, service valves, and fittings using EPA-approved electronic detector (sensitivity ≤ 0.1 oz/yr). For R-22 units: note EPA Section 608 leak rate threshold — refrigerant loss > 125 lbs/yr must be reported.

1. Document refrigerant type, any quantity added or removed, and source (virgin vs. reclaimed) on EPA tracking log. For R-22, reclaimed only. Submit log to COR within 30 days.

1. Check reversing valve in both heating and cooling modes (heat pump units); document mode-switching response time and pressure differentials.

1. Inspect metering device (TXV/EEV/orifice); verify superheat per IFU.

3.2.3 Electrical & Controls — NFPA 70E-2024, NFPA 70B-2023

1. Inspect, clean, and torque all electrical terminations. Perform IR thermography scan of all contactors, capacitors, and disconnect per NFPA 70B-2023 §7.9.

1. Test capacitors (start and run) with digital capacitance meter; replace if outside ±6% of nameplate. Record pre- and post-replacement values.

1. Measure and record compressor RLA, FLA, and supply voltage; flag any amperage within 10% of nameplate max.

1. Test all safety controls: high-pressure cutout, low-pressure cutout, freeze protection, high-discharge-temperature thermostat, and loss-of-charge protection. Document setpoints and trip test values.

1. Verify controller/thermostat calibration against NIST-traceable reference thermometer; document offset if found.

3.2.4 Mechanical

1. Lubricate motors and bearings per IFU (type, quantity, frequency as specified by manufacturer).

1. Inspect and tighten all mounting hardware and vibration isolators.

1. Clean unit interior cabinet and exterior surfaces.

3.3 Condensing Units & DX Splits (Units 10–15, 17–18, 37–38) — Semi-Annual PM 9 units; R-410A, R-22, R-404A; 2–4 ton. Manufacturers: Carrier, Goodman, Air Temp, Climate Control, RAUCC. All tasks in Section 3.2 apply plus the following.

1. Inspect liquid line filter-drier and sight glass; replace drier if moisture indicator shows wet or color change. Document replacement with refrigerant log entry.

1. Inspect and test crankcase heater (scroll/recip compressor units); measure current draw; verify energized 24 hours before startup following seasonal shutdown.

1. Inspect service valve cores and caps; verify valve position and packing condition.

1. For R-22 Units (13, 14, 38): Use only EPA-certified reclaimed R-22. Any addition requires COR notification within 24 hours. Document recovery cylinder ID per 40 CFR Part 82 Subpart F. Evaluate end-of-life trajectory and report to COR if unit is projected to require > 2 lbs per year.

1. For R-404A Unit (37): Only reclaimed R-404A may be used for service. COR notification required for any addition. Evaluate retrofit/replacement options and provide written assessment to COR at first PM visit.

3.4 Packaged Units / RTUs (Units 19–24) — Semi-Annual PM

6 units; R-22 and R-410A; multi-circuit units (Aaon CA0358, Aaon 68418, AHU 35, McQuay RPS042 have dual circuits). Manufacturers: Aaon, Johnson Controls, McQuay. All tasks in Sections 3.2–3.3 apply per circuit plus the following.

1. Treat each refrigerant circuit independently: perform separate leak check, refrigerant measurement, and EPA documentation per circuit.

1. Inspect, clean, and lubricate economizer dampers and actuators where equipped; verify economizer control sequence through BAS/DDC per COR direction. Document damper % opening at test completion.

1. Inspect supply and return air plenums; clean accessible surfaces; verify flex connection integrity.

1. Gas heat section (where applicable): inspect burner assembly; inspect heat exchanger for cracks, pinholes, or deterioration using inspection mirror, camera, or pressurization test per manufacturer IFU; inspect flue connections and combustion air provisions. Perform combustion analysis using a calibrated combustion analyzer: measure CO (ppm), CO2 (%), O2 (%), stack temperature, and combustion efficiency. Flag any flue gas CO reading > 100 ppm (air-free) as Critical; notify COR immediately. Flag combustion efficiency below 75% as Urgent. Document all findings. Any cracked or perforated heat exchanger shall be classified Critical, unit shall be immediately shut down and tagged out, and COR notified by phone within 1 hour.

1. Verify outdoor air (OA) damper operation. Measure and document OA volumetric flow rate (CFM) using a balometer, pitot tube traverse, or equivalent calibrated instrument at each semi-annual visit. Compare measured OA CFM to design minimum OA requirement per ASHRAE 62.1-2022 Table 6.2.2. Any unit delivering less than 90% of design minimum OA shall be classified Urgent and reported to the COR within 24 hours.

1. Verify unit sequence of operations through BAS/DDC integration point; document setpoints and mode confirmation.

1. For R-22 units (19, 20): Same legacy refrigerant requirements as Section 3.3.

1. NFPA 90A-2024 §6.1: Inspect accessible ductwork connections, flex connectors, and smoke dampers associated with each RTU. Verify smoke damper blade and actuator condition; document accessibility for required testing. Report any obstructed or non-functional smoke damper to COR as Urgent deficiency. Smoke damper full-open/full-close testing remains the responsibility of the facility Fire Protection PM program; Contractor shall coordinate visibility of damper condition during HVAC PM.

3.5 Precision Cooling / CRAC Units (Units 25–36) — Semi-Annual PM 13 units: Addison (1), Vertiv Liebert (1), Emerson Liebert (2), Liebert Vertiv (4), Airstack (4), Johnson Controls (1); R-410A and R-407C. 8 of these units carry 'No Precharge Label' — mandatory charge verification at first PM visit. Critical healthcare HVAC assets supporting data/server rooms and clinical spaces.

3.5.1 Legionella Prevention — VHA Directive 1061(4) & TJC EC.02.05.02 VHA Directive 1061(4) — 2024 Revision: The 2024 revision expands Legionella prevention requirements to include condensate systems and non-potable aerosol-generating systems. CRAC unit condensate pans and humidifier sections are within scope. Biocide treatment and documentation are mandatory at every PM visit.

1. Inspect, clean, and treat condensate drain pans and drain lines at every PM visit. Apply EPA-registered biocide; document product name, EPA registration number, concentration, and application date.

1. Humidifier sections (where equipped): clean distributor pans and canister, inspect electrode condition, flush stagnant water, test fill/drain cycle, verify conductivity setpoints. Per ASHRAE Guideline 12-2020, ultrasonic humidifiers are prohibited in VA healthcare facilities (VA PG-18-10). Report any non-compliant humidifier type to COR.

1. Document findings in the format required by the facility's Water Management Program (WMP) under TJC EC.02.05.02. Provide signed copy to COR for WMP file within 5 business days.

3.5.2 Refrigeration & Electrical — All CRAC Units

1. All refrigerant circuit tasks in Section 3.2.2 apply. For R-407C units (33–36, Airstack): verify charge using subcooling method at condenser outlet per Airstack IFU (R-407C is a zeotropic blend — use subcooling, not superheat alone, for charge verification). COR notification required for any addition.

1. Inspect, clean, and test EC/direct-drive plenum fans; check bearing condition via sound and vibration.

1. Inspect and test reheat coils and electric heat elements; measure current draw per element; verify thermal cutout trip temperature.

1. Inspect Variable Speed Drives (VSDs) if equipped; clean cooling fans and heatsinks; verify drive parameters.

1. Verify thermal management controller: setpoints, alarm thresholds, remote notification paths. Confirm integration with BAS/DCIM where present.

3.5.3 Initial Visit — No Precharge Label Units (Units 23, 24, 26–32, 37)

1. At the first PM visit on each unit marked 'No Precharge Label' (Units 23, 24, 26–32, and 37 — 9 units total): obtain the manufacturer IFU or service manual and determine the factory-specified refrigerant charge. Recover the existing charge using EPA-certified recovery equipment, weigh it, and recharge to the verified specification. Record pre- and post-recovery charge weights on EPA Form 608 refrigerant tracking log. Document the verified design charge for each unit in the facility CMMS and submit a completed Charge Verification Record to the COR within 30 calendar days of the visit.

3.6 Air-Cooled Chillers (Units 39–41) — Quarterly PM

3 chillers: York YVAA0273 (~273 ton, R-134A, 4th Floor mechanical room) and York YCAL0033 #1 and #2 (33 ton each, R-410A, Bldg 20). These are high-criticality healthcare utility assets. TJC EC.02.05.01 compliance documentation is mandatory.

TJC EC.02.05.01 — Chiller Compliance: Standard EC.02.05.01 EP 15 requires ventilation systems in critical care areas to maintain appropriate pressure relationships, ACH, temperature (68–75°F in ORs), and humidity (20–60% RH) per NFPA 99-2024 and ASHRAE 170-2025. Chiller performance directly affects these parameters. Chiller degradation or failure must be reported to COR within 2 hours when it results in critical-area parameter excursions.

3.6.1 Refrigeration System — ASHRAE 15-2022, EPA 40 CFR Part 82

1. Record all operating parameters at each quarterly visit: suction/discharge pressures and temperatures, approach temperatures, leaving chilled water temperature (LCHWT) and return, condenser entering/leaving temperatures, compressor oil pressure differential, and all active alarms/faults.

1. Compare measured performance to design operating envelope; flag any parameter > 10% from design and classify as Urgent deficiency.

1. Leak-check all refrigerant circuits, service valves, oil fittings, and Schrader ports using electronic leak detector (sensitivity ≤ 0.1 oz/yr). For R-134A (Unit 39): EPA Section 608 institutional owner leak rate threshold is 20% of charge — 265-lb charge yields 53-lb trigger. Report any leak exceeding 10 lbs/yr to COR immediately.

1. Clean condenser coils by pressure washing or pH-neutral foam cleaner per York IFU; document pre-wash and post-wash ambient Delta-T to verify cleaning effectiveness.

1. Inspect, clean, and test oil separator (where equipped). Pull and submit compressor oil sample for spectrographic analysis annually; provide oil analysis report to COR.

1. Inspect and test expansion devices, suction line filter-driers, and sight glass/moisture indicators.

1. Purge non-condensable gases from refrigerant circuit per IFU procedure when indicated by elevated head pressure at known ambient conditions.

3.6.2 Compressor System

1. Record per-compressor: suction/discharge pressure, oil pressure differential, suction/discharge temperature, amperage (all three phases), supply voltage (balance check).

1. Verify crankcase heater operation; measure current draw. Heater must be energized minimum 24 hours before startup after any power interruption.

1. Review on-board controller fault/alarm log; download if capable; clear only with COR written approval. Provide fault history report at each quarterly visit.

1. Inspect compressor vibration isolators and mounting hardware. Measure and record vibration levels (velocity, in/sec peak) at each accessible compressor bearing location using a calibrated vibration meter or analyzer. Compare readings to the baseline established at contract start (per Section 4B.1) and to manufacturer alarm limits. Flag any reading exceeding the manufacturer alert level, or any reading that has increased > 50% from the established baseline, as Urgent. Flag any reading at or above the manufacturer danger/shutdown level as Critical.

3.6.3 Electrical & Controls — NFPA 70E-2024, NFPA 70B-2023

1. Inspect, clean, and torque all electrical connections in chiller control panel and power section. Perform IR thermography per NFPA 70B-2023 §7.9.

1. Verify all safety cutouts: high-pressure, low-pressure, high-discharge temperature, low-oil-pressure, motor overload, freeze protection, and flow switch — test each safety per IFU; document setpoints and verified trip values.

1. Calibrate LCHWT sensor against NIST-traceable reference (accuracy ±0.5°F); document calibration date, as-found, and as-left values.

1. Test VFDs (where equipped): inspect drive panel, clean cooling fans, verify parameters, check drive efficiency mode operation.

1. Perform motor winding megohm test annually at the beginning of each cooling season, using a 500V or 1000V insulation resistance tester per IEEE 43-2013. Document: test voltage, ambient temperature and humidity, measured resistance in MΩ, and polarization index (PI) if multi-minute test is performed. Compare to prior year baseline. Flag any reading < 100 MΩ as requiring trend investigation and report to COR within 3 business days; flag any reading < 1 MΩ as Critical — unit shall not be started and COR shall be notified immediately.

3.6.4 Fluid System & TJC EC.02.05.02

1. Inspect chilled water side: inlet strainers, isolation valves, flow switch, expansion tank, and visible piping insulation. Coordinate all outages with COR minimum 5 business days in advance.

1. Verify and document flow switch operation (chiller interlock function); document make/break current at test.

1. Coordinate with facility water treatment contractor: document current water chemistry parameters (pH, conductivity, inhibitor levels, biological activity) against treatment specification. Report any out-of-range values to COR for WMP file (TJC EC.02.05.02).

1. Inspect and document visible condensate connections from chiller to building drain. Clean and treat any accessible condensate pan per VHA Directive 1061(4).

SECTION 4 — PERFORMANCE REQUIREMENTS

4.1 Scheduling & Coordination

1. Master PM Schedule submitted within 15 calendar days of contract award for COR approval, per ASHRAE 180-2018 Section 4.2 (Implementation Planning).

1. All scheduled PM visits: 5-business-day advance notice to COR minimum. Advance notice to facility infection control officer required for any PM work in patient care areas (ICRA coordination per facility policy).

1. Chiller PM (Units 39–41): schedule during off-peak hours or weekends, or during planned chiller shutdowns, unless otherwise approved by COR in writing.

1. Emergency service response (non-critical areas): Contractor shall be on-site within 4 hours of Government notification, 24/7/365. For HVAC failures in patient care areas (ICU, ORs, AII rooms, clinical spaces): Contractor shall be on-site within 2 hours of notification. These are enforceable performance requirements, not targets; see Section 4B.6 AQL table.

1. Contractor shall coordinate any work affecting building pressurization, smoke control, or egress with the COR and Facility Safety Officer per NFPA 101-2021 requirements.

4.2 Technician Qualifications — Tiered by Equipment Type

4.3 Reporting & Documentation — ASHRAE 180-2018, NFPA 70B-2023, TJC EC.02.05.01

1. PM Service Report (PMSR) submitted within 3 business days of each visit in electronic format compatible with the facility CMMS (currently Maximo or equivalent as directed by COR). The Contractor may use its own service report format provided all required data fields are present; the COR will provide a PMSR template within 10 days of award if requested. Minimum required content: unit ID/asset number, location, date/time (in/out), technician name and EPA cert number, all measured operating parameters, filter MERV rating verified, IR scan findings with anomaly images if applicable, parts replaced with part numbers and quantities, refrigerant log (type, quantity, source: virgin vs. reclaimed), all deficiencies noted with ECA classification, and technician signature with date.

1. Critical deficiency: notify COR by phone within 1 hour of discovery; follow up with written PMSR within 24 hours.

1. Urgent deficiency: written notification within 24 hours; PMSR within 3 business days.

1. Routine deficiency: included in PMSR; documented in Quarterly Summary Report.

1. Quarterly Summary Report (QSR) submitted by the 10th calendar day of the month following each quarter. Content: all units serviced, compliance status matrix (by unit), open deficiency log, refrigerant consumption summary by type, and IR thermography anomaly log.

1. Annual Chiller Performance Report (for Units 39–41): submitted within 30 days of the last quarterly PM of the contract year. Content: annual operating hours, operating parameter trends, oil analysis results, megohm test results, refrigerant consumption, and Contractor recommendations for next year.

1. Refrigerant EPA Tracking Log: submitted to COR within 30 calendar days of any addition or removal. Separate logs by refrigerant type; include recovery cylinder ID where applicable.

1. TJC Utility Systems Documentation: Contractor shall provide all service records in a format compatible with the facility's Utility Systems Management Plan (USMP) and readily retrievable during TJC survey. Records shall be retained by Contractor for minimum 3 years.

4.4 Materials, Refrigerant & Parts

1. All replacement parts shall be OEM or OEM-equivalent meeting or exceeding original specifications. Non-OEM parts require written COR approval before installation.

1. Written COR approval required prior to replacement of any component valued > $500. For components > $1,000, the Contractor shall obtain three competitive price quotes and provide them to the COR with the approval request; this shall be completed within 5 business days of identifying the need for replacement. Where a single OEM source exists and competition is not practicable, the Contractor shall document the sole-source justification in writing for COR review.

1. Refrigerant: all types (R-410A, R-134A, R-22, R-407C, R-404A) supplied by Contractor under Cost CLIN, invoiced at actual cost with source documentation. Virgin refrigerant is prohibited for R-22 and R-404A — reclaimed product only.

1. Consumables (standard filters, capacitors, contactors, belts, standard lubricants, coil cleaner, biocide) are included in the FFP CLIN pricing. Non-standard or unusual consumables require COR approval.

1. Contractor shall maintain a minimum 2-week spare parts inventory for high-failure-rate components (capacitors, contactors, filters) to support emergency response timelines.

4.5 Safety & Regulatory Compliance

1. NFPA 70E-2024: All electrical PM performed by Qualified Electrical Workers as defined in NFPA 70E Chapter 1. Energized Electrical Work Permits required per Section 130.2. Contractor's electrical safety program shall be submitted to COR within 15 days of contract award.

1. OSHA 29 CFR 1910.147: Contractor LOTO procedure submitted to COR within 15 days of contract award. Facility-specific LOTO procedures shall be obtained from the COR for each identified energy source prior to first PM.

1. NFPA 70B-2023 §4.5: Contractor shall designate a qualified person responsible for implementing the contractor's EMP contribution under this contract. Name and qualifications submitted to COR within 15 days of award.

1. ASHRAE 15-2022: Verify refrigerant concentration levels via…