Revised- SOW Plant Chillers.docx

Statement of Work

Background:

The Malcom Randall VA Medical Center maintains an annual service contract on the five Chillers in the physical plant, and the two associated Cooling Towers on the roof of the physical plant.

Objective:

This service contract is an annual preventative maintenance contract on the Chillers and Cooling Towers to maintain air conditioning at all times to the Hospital. The following equipment is included in the annual service contract:

Chiller (#1) Manufacturer: Trane Model # CVHF091FA1WOACV278CE Serial # L02A00567

Chiller (#2) Manufacturer: Trane Model # CVHF091FA1WOACV278CE Serial # L02A00564

Chiller (#3) Manufacturer: Trane Model# CVHF130GE3UOACX294CDAECD1A0000000TE0007OLS0000CA100A Serial # LO9D07371

Chiller (#4) Manufacturer: Trane Model# CVHF130GE3UOACX294CDAECD1A0000000TE0007OLS0000CA100A Serial # LO9D0365

Chiller (#5) Manufacturer: Trane Model # CVHF128GA2G0ACV279 Serial # L04C01318

Baltimore Aircoil Cooling Tower (#1) (Cooling Tower for the Main Building) Model # BALTIMORE AIRCOIL 3 cells

Evapco Cooling Tower (MEP) (Cooling Tower for the Bed Tower) Model # EVAPCO 6 cells

Scope of Work:

Chillers Annual Service Inspections This will be done on all Plant Chillers.

· Check motor continuity

· Meg motor

· Check nameplate rating

· Check starter contacts

· Refrigerant/oil pump motor ground check

· Check Motor Terminal

· Visually inspect the Condenser Tubes for scaling

· Brush the Condenser Tubes

· Inspect and check the calibration of the Evaporator refrigerant temperature sensor

· Inspect and check the calibration of the Evaporator flow switches

· Inspect and check the calibration of the Condenser flow switches

· Inspect and check the calibration of the Low Refrigerant Temperature Sensor

· Inspect and check the calibration of the condenser high pressure switch

· Leak check by pressurizing machine with hot water. Test for leaks.

· Sample refrigerant and oil for laboratory analysis

· Clean purge condenser coil

· Change purge return line filter-drier assembly

· Visual inspection of all mechanical components

· Visual inspection of all electrical components

· Written report of all findings and recommendations

Trane Chiller VFD Annual Service

· Check Drive for Cleanliness and vacuum out components where required.

· Perform Annual service on VFD’s in accordance with manufacturers IOM and maintenance procedures by qualified, trained and certified technician.

· Visually inspect drive components

· Visually inspect MOV devices for swelling, and arcing.

· Verify pre-charged resistors for breakage

· Inspect are terminal for leakage and arcing.

Quarterly Service Inspections This will be done on all 5 Chillers.

· Take readings on the Chillers and look for abnormal indications

· Visual inspection of all mechanical components

· Visual inspection of all fluid levels

· Visual inspection of all electrical components

· Written report of all findings and recommendations

· Visually Inspect VFD’s in accordance with Manufacturers recommendations and check from leakage of any components

· Visually Inspect VFD heat exchanger for leaks, technician must be experienced and certified.

Cooling Towers Semi-Annual Service Inspection This will be done on both EVAPCO and BAC Cooling Towers, twice a year.

· Clean the Cooling Tower

· Remove and clean screens and access panels

· Inspect the tower fill

· Inspect the condition of the basins and spray nozzles

· Inspect the structure of the tower

· Inspect belts, sheaves, shafts and bearings on the fans.

· Lubricate and cycle the Cooling Tower valves.

· Lubricate the fan bearings and meg the fan motors.

· This should be performed after hours or in the cooler part of the year.

· Written report of all findings and recommendations

Quarterly Service Inspections This will be done on both Cooling Towers.

· Visual inspection of all mechanical components

· Visually inspect the belts

· Grease the bearings

· Check the sump level control system for proper operation

· Visual inspection of all electrical components

· Written report of all findings and recommendations

Data/Deliverables:

All preventative maintenance must be performed in accordance with the manufacturer’s recommendations and technical manuals. Perform the following comprehensive service inspections:

· The Contractor must perform the majority of the work themselves with mechanics that have at least five years of experience working on Trane Chillers.

· The Contractor needs to have mechanics with the training to work on Trane Centrivac Chillers.

Qualifications/Certifications

1. The Contractor must have Trane Factory Certified Mechanics on staff and must provide a current Trane Certificate of training.

· The Contractor must have mechanics with five years of experience working on Trane Chillers.

· The contractor and all of the individuals working on the project site must have taken the OSHA Certified 10-hour construction safety course.

Safety Regulations

· All applicable safety regulations shall be observed during all work of this contract.

· The VA Safety Officer shall have full authority to see that the contractor obeys all safety rules and regulations relative to the fulfillment of this contract.

· Provide the necessary barricades/signage where required.

Scheduling and Hours of Work

· All work in areas involved shall be scheduled with the VA Operations Supervisor.

· Work shall be scheduled for proper execution to completion of this contract.

· Hours of work. The contractor will perform this work after hours and / or during the weekends at the discretion of the VA Operations Supervisor.

· The 10 holidays observed by the Federal Government, are New Years Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas or any other day specifically declared by the President of the United States to be a national holiday.

Evaluation/Selection Factor:

Managerial expertise, technical expertise, past performance, and cost are the factors reviewed for selection.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal Record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes [Agency] records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

The following standard Items relate to records generated in executing this contract and should be included in a typical contract where records could possibly be created, maintained or dispositioned:

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. [FACILITY] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [FACILITY] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [FACILITY]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [FACILITY] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [FACILITY] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [FACILITY] policy.

8. The Contractor shall not create or maintain any records containing any non-public [FACILITY] information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The [FACILITY] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [FACILITY] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

D. Flowdown of requirements to Subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.