36C25626Q0165.docx

36C25626Q0165

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

11-12-2025

DIYONNE WILLIAMS

None 11-27-2025

10AM

CST

36C256 Department of Veterans Affairs Network Contracting Office 16

715 South Pear Orchard Road Ridgeland MS 39157

X

238220 $19 Million

N/A

00586 Department of Veterans Affairs Veterans Health Care System of the Ozark

1100 N. COLLEGE

Fayetteville AR 72703 10N16 Department of Veterans Affairs Network Contracting Office 16

715 South Pear Orchard Road Ridgeland MS 39157

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 invoice must be submitted electronically 1-877-489-6135

See CONTINUATION Page Solicitation is 100% SDVOSB set aside. Contractor must be listed in SBA Veteran Small Business Certification (VetCert)

The contrator shall provide HVAC/R Systems maintenance as described in Statement of Work and Price/Cost Schedule.

Reference Addendum to 52.212-1 Instructions to offerors for solicitation submission requirements and reference 52.212-2 Evaluation-Commercial Items for solicitation award

Submit all question to Diyonne.Williams@va.gov All questions must be submitted by 11/19/2025, @ 07:00 CST

See CONTINUATION Page one(1)

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:

POC Name:

b. GOVERNMENT: Contracting Officer 36C256 Department of Veterans Affairs Network Contracting Office 16

715 South Pear Orchard Road Ridgeland MS 39157

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. Invoicing shall be in accordance with the requirements of The Department of Veterans Affairs (VA) Financial Services Center (VAFSC). The latest information shall be used for invoicing and payments and may change during the Period of Performance of this acquisition. Current Invoicing information is located at http://www.fsc.va.gov/einvoice.asp

5. SECURE FAX: Please review VA Handbook 6500 that requires the following statement on all fax cover sheets be included:

This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential, or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution, or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.

6. Mandatory written disclosures required by FAR clause 52.203-13 to the Department of Veterans Affairs, Office of Inspector General (OIG) must be made electronically through the VA OIG Hotline at https://www.va.gov/oig/hotline/ and clicking on "FAR clause 52.203-13 Reporting." If you experience difficulty accessing the website, call the Hotline at 1-800-488-8244 for further instructions.

7. The Contracting Officer will issue a post award orientation letter (in lieu of a conference) for contract orientation purposes in accordance with FAR 42.504.

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

Page 1 of Page 1 of Statement of Work (SOW) HVAC Maintenance and Service Veterans Health Care System of the Ozarks (VHSO) Fayetteville, Arkansas

Contractor must furnish all management, supervision, labor, material, equipment, tools, supplies, consumables, parts, and related services, in accordance with the SOW providing service of HVAC/R systems and equipment (scheduled and unscheduled), to include but not limited to, PM, repairs, emergency service and telephone support for centrifugal water-cooled chillers, cooling towers, hot water boilers, computer room air-conditioners units (CRACs), split system condensers, mini-split condensers, package units, tower feed water pumps, air-cooled chillers, hoods, centrifugal chiller EDDY current testing, and 24-hour Emergency services, located on the VHSO Main Campus 1100 N. College Avenue, Fayetteville, AR 72703. ).

This procurement action will require a base and 4- 1 year option years.

Base - February 14, 2026 – February 13, 2027 Option 1 February 14, 2027 – February 13, 2028 Option 2 February 14, 2028 – February 13, 2029 Option 3 February 14, 2029 – February 13, 2030 Option 4 February 14, 2030 – February 13, 2031

I. GENERAL:

A. Any provision or partial provision of the Contract, including but not limited to, drawings and specifications that is not consistent with this SOW will be null and void only to the extent of the inconsistency. All other provisions or partial provisions of the Contract, including but not limited to, drawings and specifications, must remain in full force and effect.

B. The contractor shall contact the COR within two (2) business days of award to establish a tentative schedule and lead times for material.

C. Records Management: 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.

1. “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.

a) The term Federal record:

(1) Includes U.S. Department of Veterans Affairs (VA) records.

(2) does not include personal materials.

(3) applies to records created, received, or maintained by Contractors pursuant to their VA contract.

(4) may include deliverables and documentation associated with deliverables.

2. 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.

3. 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.

4. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while 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.

5. VA 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 VA 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 VA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

6. 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 information of non-public information is limited to authorized personnel with a need-to-know as described in the contract. 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 VA 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. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

7. The Contractor is required to obtain the Contracting Office'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 [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

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

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

10. 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.

11. The VA 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 VA 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.

12. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA 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.

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

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

D. Information Security: The contractor, their personnel, and their subcontractors must be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

1. Contractor, subcontractors, and their employees must complete the web-based VA Privacy and Information security Awareness and Rules of Behavior (VA10176) course as well as the Privacy and HIPAA Focused Training (VA10203). Contractor shall request TMS Access for Course completion from the COR within 10 business days of award and must submit the course certificate within 20 business days of award.

E. Contractor must have the following requirements completed within 10 business days of contract award:

1. OSHA 10 and 30 certifications: Submit as a minimum OSHA 10 certification to the COR for every contractor employee that will be working on VHSO property. OSHA 10 cards are to always remain on the employee’s person.

2. Contractor Point of Contract: Notify the COR in writing of the name, phone number, email address of the contractor appointed Point of Contact.

a) The designated individual must have full authority to act for the contractor on all matters relating to work performance, to receive, accept and sign for any notices, inspection reports and all other correspondence on behalf of the Contractor from the COR and / or Contracting Officer.

b) This individual must oversee the contractor’s worksite operations and ensure all work is performed in accordance with all contract requirements including scheduling, quality, and safety. This individual must be always available when contract work is in progress, and shall respond to the work site as directed by the COR.

c) The Contractor or their designated Point of Contact must return phone calls or text(s) to the COR within 1 hour of contact and must return emails from the COR within 24 hours of contact.

F. Period of Performance: three hundred sixty-five (365) calendar days.

G. Work Site Access: Contractor must provide a written schedule for contract work to the COR within 10 days of award for review and approval. Work will not commence work without written approval from the COR.

1. Regular Business Hours: Site work must be scheduled during regular business hours, 0700 to 1600 hours, Monday through Friday (excluding the following Federal holidays - New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day).

2. Outside Regular Business Hours: Work must be scheduled during 1600 to 0700 hours, Monday through Friday, Saturday and Sunday (excluding the following Federal holidays - New Year’s Day, Inauguration day, Martin Luther King Jr. day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day and Christmas Day) and must not commence without prior COR written approval at no additional expense to the Government.

H. VHSO facility must continue to operate during the contract Period of Performance, including but not limited to, the mechanical and electrical systems.

I. Contractor’s work must be conducted with the least amount of disruption to the VHSO facility.

J. Prior to the start of job site activities, together the Contractor and COR must conduct a site survey to identify and review specific work and differing site conditions.

K. Contractor materials, equipment, tools, supplies, consumables, and parts must not be left unattended within a common work area. When working in common areas, there must be a minimum of two (2) contractor employees present to ensure that Contractor building materials, including but not limited to, equipment, tools, and supplies are not accessible to others.

L. Warranty: Contractor must guarantee workmanship for a period of one (1) year after COR written acceptance of work. Contractor must furnish a minimum one (1) year parts and labor warranty on equipment, components, and materials furnished plus any manufacturer’s warranty greater than one (1) year.

M. Emergency Service: Contractor emergency service must be available 24 hours per day. Contractor must respond on-site to emergency service calls within two (2) hours of notification. Contractor must have the issue(s) corrected or a plan in place (awaiting parts) within four (4) hours of arrival at job site. Any temporary repairs must have prior written approval by the Chief, Engineering Service or their designated representative. If the total cost in parts and service on the emergency repair exceeds the amount of $30,000 for one task, a quote must be sent to the Contracting Officer Representative (COR) within 24 hours. The COR will contact the Contractor Officer (CO) and/or the Contracting Specialist (CS) and one must approve the quote before repairs are made. If the Contracting Officer and/or the Contracting Specialist does not respond within 48 hours (2 calendar days), the Contracting Officer Representative can authorize the emergency repair with Engineering management approval given funds are available on the contract.

II. QUALIFICATIONS OF CONTRACTOR:

A. Contractor and/or subcontractor must possess a State of Arkansas Class A HVAC Contractor License.

B. Contractor and/or subcontractor must have 5 years of documented experience of HVAC service work in a Healthcare setting of the same size, scope and complexity of VHSO. Documentation of this experience must be submitted with the contractor’s proposal for technical evaluation by the COR.

III. SCOPE OF WORK:

The Contractor must furnish all management, supervision, labor, material, equipment, tools, supplies, parts, and related services in accordance with the Contract including, but not limited to, the SOW, drawing, and applicable Federal, State, and Local laws, codes, regulations, and ordinances as follows:

A. Maintain HVAC/R systems and equipment to operate in accordance with the Original Equipment Manufacturer (OEM) design.

B. Qualified service technician(s) must be trained and certified on the systems and equipment and furnish certified documentation with quotes.

C. Test equipment used for this contract must have current calibration dates verifiable with documents traceable back to the US Bureau of Standards prior to starting work.

D. In accordance with Lock Out-Tag Out (LOTO) procedures and OSHA requirements.

E. PM services to HVAC/R equipment listed herein, unscheduled and emergency service and repairs to any HVAC/R system or equipment including, but not limited to, OEM safety, maintenance, operation, and installation instructions.

F. PMs must be scheduled with and approved in writing by the COR no less than ten (10) calendar days before scheduled onsite arrival and must be completed within the scheduled month.

G. During PM, defective parts and equipment must be repaired/replaced.

H. Minimize HVAC/R systems and equipment downtime.

I. Where a HVAC/R system consists of multiple units such as chillers or cooling towers, only one unit may be out of service at any given time.

J. Unscheduled/Emergency Service/Repairs/Replacements: The Contractor must furnish qualified service technician(s) on-site (24/7/365) no later than 2-hours after notification. The Contractor must have the service issue(s) corrected or a plan in place within four (4) hours of arrival at job site. Any temporary repairs must be approved by the COR or COR designated representative.

K. Qualified service technician(s) telephone support (24/7/365) no later than two (2) hours after notification.

L. Priority parts delivery including overnight shipping of parts for repairs.

M. An electronic service ticket for each visit for each separate system and/or equipment. The electronic service ticket must be electronically transmitted to the COR the same day of the actual work being completed. The Contractor must furnish the following information on each service ticket:

1. Name of Qualified Service Technician.

2. Name of VA Representative Contacted for Visit.

3. Date, Time, and Duration of Visit.

4. Summary of visit.

5. Resolution of Issue (Y/N).

6. Planned Follow-Up (if applicable).

7. Any applicable recommendations.

N. Four Centrifugal Water-Cooled Chillers

1. Quarterly PM

a) Prior to PM the Contractor must measure/read/calculate and record the status of the existing conditions and existing control set points as follows:

(1) Entering and leaving chilled water temperatures.

(2) Evaporator approach (the difference between evaporating temperature measured at the well in the evaporator and the leaving chilled water temperature).

(3) Entering and leaving condenser water temperatures.

(4) Condenser approach (the difference between the liquid refrigerant temperature measured on the liquid line and leaving condenser water temperature).

(5) Operation of compressor motor measure and record amperage and voltage on each leg and lubricate as required.

(6) Condenser and evaporator pressures.

(7) Oil pressure, oil level, and oil temperature.

(8) Operation of oil pump motor measure and record amperage and voltage on each leg and lubricate as required.

(9) Purge pump out time and any faults.

(10) Settings and parameters in chiller control panel for existing settings.

b) PM in accordance with OEM’s recommendations.

(1) Inspect conductors, connections, and sensors. Replace defective conductors with new conductors, tighten connections, and replace defective sensors in accordance OEM specifications.

c) Post PM repeat N.1.a) items (1) through (10).

(1) Discuss operating conditions with COR or COR designated representative.

2. Annual PM

a) Prior to PM the Contractor must measure/read/calculate and record the status of the existing conditions and existing control set points as follows:

(1) Repeat N.1.a) items (1) through (10).

(2) Compressor starter operation.

(3) Safety controls for proper operation and record any discrepancies.

(4) High pressure safety cut-in and cut-out settings.

(5) Freeze stat operation record trip point.

(6) High motor temperature switch operation.

(7) Operating controls for operation.

(8) Temperature and pressure transducers.

(9) Load limit relay amperage at all settings.

(10) Vane actuator system operation.

(11) External interlock(s) operation.

(12) Readings on Megger.

(13) Ohm readings for oil heater in accordance with OEM specifications.

(14) Settings of oil pump heater thermostat and oil temperatures.

(15) Oil level in sump.

(16) Flow rates through chiller barrel and pressure differentials across evaporator and condenser (calculate lift).

(17) Purge operation run time and pump out time.

b) PM in accordance with OEM’s recommendations including, but not limited to, the following:

(1) Calibration of temperature and pressure transducers, document deficiencies, make and record adjustments if possible; otherwise recommend replacement if necessary.

(2) Motor starter contacts for pitting and signs of overheating and record deficiencies.

(3) Oil pump starter contacts for pitting or wear and record deficiencies.

(4) Oil level in sump and correct deficiencies.

(5) Remove and properly dispose of the existing oil filter, install new oil filter, and record the Month/Day/Year changed on the filter with indelible ink.

(6) Collect refrigerant oil sample. Have oil sample analyzed by independent lab and submit lab report to COR.

(7) Remove condenser heads, brush tubes and record deficiencies.

(8) Replace filters on purge unit as applicable and record the Month/Day/Year changed on the filter with indelible ink.

(9) Inspect and record condition of purge condenser and clean in accordance with OEM’s recommendations.

c) Post PM repeat N.2.a) items (1) through (17).

(1) Discuss operating conditions with COR or COR designated representative.

O. Four Cooling Towers

1. Quarterly PM

a) Prior to PM the Contractor must measure/read and record the status of the existing conditions and existing control set points as follows:

(1) Basin feed water system

(2) Water level in sump

(3) Tower fans motor voltage(s), speeds, and amperage(s).

(4) Inlet and outlet water temperature.

(5) Basin heater voltage and amperage.

b) PM in accordance with OEM’s recommendations including, but not limited to, the following:

(1) Adjust tower fans for proper operation.

(2) Lubricate motor and fan bearings.

(3) Adjust fan controls for proper operation.

(4) Replace gearbox oil as required.

c) Post PM repeat O.1.a) items (1) through (5).

d) Quarters 2 and 4 – Flush Basin to clear out mud, calcium, and debris

e) Discuss operating conditions with COR or COR designated representative.

2. Annual PM

a) Prior to PM the Contractor must measure/read/calculate and record the status of the existing conditions and existing control set points as follows:

(1) Repeat O.1.a) items (1) through (5).

b) PM in accordance with OEM’s recommendations including, but not limited to, the following:

(1) Clean sump.

(2) Clean upper water boxes and remove debris from nozzles.

(3) Refill cooling tower.

(4) Verify and adjust freeze protection controls for proper operation.

(5) Verify sump heaters and heat tapes for proper operation, measure and record amperage, and voltage on each leg.

c) Post PM repeat O.2.1) Item (1).

(1) Discuss operating conditions with COR or COR designated representative.

P. Six Air-Cooled Chillers

1. Quarterly PM

a) Prior to PM the Contractor must measure/read/calculate and record the status of the existing conditions and existing control set points as follows:

(1) Retrieve and submit running log operating history.

(2) Operating voltage(s) and amperage(s).

(3) Refrigerant operating pressures, temperatures, subcooling and superheat.

(4) Chilled water inlet and outlet temperatures and pressures.

(5) Condenser fans voltage(s) and amperage(s).

(6) Case heater voltage(s) and amperage(s).

(7) Safety interlocks and controls.

(8) Set points.

b) PM in accordance with OEM’s recommendations including, but not limited to, the following:

(1) Inspect conductors, connections, and sensors. Replace defective conductors with new conductors, tighten connections, and replace defective sensors.

(2) Adjust refrigerant and oil levels.

(3) Thoroughly clean condenser coils according to OEM recommendations.

c) Post PM repeat P.1.a) items (1) through (8).

(1) Discuss operating conditions with COR or COR designated representative.

2. Annual PM

a) Prior to PM the Contractor must measure/read/calculate and record the status of the existing conditions and existing control set points:

(1) Repeat P.1.a) items (1) through (8).

(2) Compressor voltage(s) and amperage(s).

(3) Condenser fans voltage(s) and amperage(s).

(4) Refrigerant temperatures and pressures.

(5) Chilled water inlet and outlet temperatures and pressures.

b) PM in accordance with OEM’s recommendations.

(1) Inspect wire and connections and replace/tighten in accordance OEM specifications.

(2) Thoroughly clean condenser coils according to OEM recommendations.

d) Post PM repeat Q.2.a) items (1) through (5).

(1) Discuss operating conditions with COR or COR designated representative.

Q. Six Computer Room Air-Conditioning Units (CRACs)

1. Quarterly PM

a) Prior to PM the Contractor must measure/read/calculate and record the status of the existing conditions and existing control set points:

(1) Room temperature and humidity setpoints.

(2) Actual room temperature and humidity.

(3) Refrigerant operating pressures, temperatures, subcooling and superheat.

(4) Temperature differential across evaporator coil.

(5) Blower fan motor(s) voltage(s) and amperage(s).

(6) Condenser fan motor(s) voltage(s) and amperage(s).

(7) Compressor(s) voltage(s) and amperage(s).

(8) Case heater(s) voltage(s) and amperage(s).

(9) Existing run times for each unit.

(10) Previous 90 calendar day history of equipment alarms.

b) PM in accordance with OEM’s recommendations.

c) Post PM repeat Q.1.a) items (1) through (10).

(1) Discuss operating conditions with COR or COR designated representative.

2. Annual PM

a) Prior to PM the Contractor must measure/read/calculate and record the status of the existing conditions and existing control set points:

(1) Repeat items Q.1.a) items (1) through (10).

b) PM in accordance with OEM recommendations including, but not limited to, the following:

(1) Inspect and clear condensate drain line and evaporator drain pan.

(2) Inspect, verify, and report proper operation of evaporator drain pan overflow switch and repair/replace as required.

(3) Inspect and clean condenser coil(s) coils and report status to COR.

(4) Remove and properly dispose of existing air filter(s), install new air filter(s), and record the Month/Day/Year changed on the new air filter(s) with indelible ink.

(5) Inspect sheave(s) for wear and proper alignment. Replace worn sheave(s) with new sheave(s).

(6) Inspect belt(s) for wear, proper alignment, and proper tension. Replace worn belt(s) with new belt(s) (matched set). Adjust belt(s) alignment and tension in accordance with OEM recommendations.

(7) Inspect contactors for pitting and wear. Replace pitted or worn contactors with new contactors.

(8) Inspect conductors, connections, and sensors. Replace defective conductors with new conductors, tighten connections, and replace defective sensors in accordance OEM specifications.

(9) Inspect and adjust all safety devices set points.

(10) Inspect and clean condenser coil(s) with bio-degradable chemical cleaning agent in accordance with OEM recommendations and report status.

(11) Inspect and clean evaporator coil(s) and straighten fins as required.

(12) Verify proper operation of reheat.

(13) Verify humidifier for proper operation and furnish PM in accordance with OEM recommendations.

c) Post PM repeat Q.2.a) item (1).

(1) Discuss operating conditions with COR or COR designated representative.

R. Six Hot Water Boilers

1. Quarterly PM

a) Lochinvar Knight XL

(1) Inspect boilers for any leaks, blockages, or signs of wear.

(2) Inspect drains and condensate.

(3) Inspect and test the boiler hydronic piping, the burner flame, and the low water cutoff.

b) Aerco

(1) Inspect boilers for any leaks, blockages, or signs of wear.

(2) Inspect drains and condensate.

(3) Inspect and test the boiler hydronic piping, the burner flame, and the low water cutoff.

c) Camus Advantus

(1) Inspect boilers for any leaks, blockages, or signs of wear.

(2) Inspect drains and condensate.

(3) Inspect and test the boiler hydronic piping, the burner flame, and the low water cutoff.

(4) Inspect the hot surface igniter.

2. Annual PM

a) Lochinvar Knight XL

(1) Inspect boiler area.

a. Verify the boiler area is free of any combustible materials, gasoline and other flammable vapors and liquids.

b. Verify that air intake area is free of any contaminants.

(2) Inspect boiler interior.

a. Remove the front access cover and inspect the interior of the boiler.

b. Vacuum any sediment from inside the boiler and components. Remove any obstructions.

(3) Clean condensate trap.

a. Inspect the condensate drain line, condensate PVC fittings, and condensate trap by removing the bottom cap and cleaning out any sediment that exists.

b. The provided condensate trap is equipped with a ball that acts as a seal against harmful flue gases escaping in case there is no condensate in the trap. If this ball is not present, flue gases may be able to pass through the trap when there is no condensate present, resulting in an unsafe environment. Check to be sure ball is still in trap.

c. After the condensate trap is cleaned, it must be checked to ensure that it is installed and draining properly.

(4) Check all piping for leaks.

a. Inspect all water and gas piping and verify to be leak free.

b. Looks for signs of leaking lines and correct any problems found.

c. Check gas line using proper procedures found in Knight XL Installation and Operation Manual.

(5) Flue vent system and air piping.

a. Visually inspect the entire flue gas venting system and air piping for blockage, deterioration, or leakage and repair if needed.

b. Verify that boiler vent discharge and air intake are clean and free of obstructions.

(6) Check water system.

a. Verify all system components are correctly installed and operational.

b. Check and verify the cold fill pressure for the system.

c. Watch the system pressure as the boiler heats up (during testing) to ensure pressure does not rise too high.

d. Inspect automatic air vents and air separators.

(7) Check expansion tank.

(8) Check fill water meter.

(9) Test boiler water.

(10) Check boiler relief valve.

a. Inspect the relief valve and lift the lever to verify flow.

(11) Inspect ignition and flame sense electrodes.

(12) Check ignition ground wiring.

(13) Check all boiler wiring.

(14) Check control settings.

(15) Perform start-up and checks.

a. Start boiler and perform checks and tests specified in the Start-up section of the Knight XL Installation and Operation Manual.

b. Verify cold fill pressure is correct and operating pressure does not go too high.

(16) Check burner flame.

a. Inspect flame through observation window.

b. If flame is either high fire or low fire, turn off boiler. Remove burner and clean thoroughly with a vacuum cleaner.

c. Then when removing/replacing the burner, ensure the gasket is in good condition.

(17) Check flame signal.

(18) Clean boiler heat exchanger.

a. Use the OEM specified Heat Exchanger Cleaning Kit, Model # 400-1000, Kit Number: 100157628.

(19) Test low water flow conditions.

(20) Check control module fuses.

(21) Check temperature sensors with OEM manual.

b) Aerco

(1) Inspect circulating and feed water quality and chemistry.

(2) Inspect gas assembly components.

(3) Inspect safety devices for water and gas.

(4) Inspect and clean the combustion chamber & burners.

(5) Inspect and clean flame rod and ignitor.

(6) Inspect and clean the fan/blower.

(7) Check the operation of the fan/blower.

(8) Check gas pressure and adjust if necessary.

(9) Inspect and clean the flue exhaust assembly.

(10) Check all water connections and valves.

(11) Do combustion analysis and recalibrate if necessary.

(12) Check electrical and electronic components.

(13) Inspect condensate drainpipe and trap, clean if necessary.

(14) Check flow switch in the CSD-1 manifold for proper function.

c) Camus Advantus

(1) Examine the venting system.

a. Clean screens in the venting air intake system as required.

(2) Visually check main burner flames.

(3) Flue gas passageways cleaning procedures.

a. Clean soot around the flue pipe connections, burner, or in the combustion chamber.

b. Replace gaskets/sealants using the OEM specified kit.

(4) Inspect and maintain condensate lines.

(5) Inspect and clean the burner.

(6) Replace the hot surface igniter.

(7) Inspect clean heat exchanger if required.

(8) Inspect the combustion air fan.

a. If required, clean the inlet screen and damper plate.

S. Split-System / Mini-Split Condensers / Package Units

1. Semi-Annual PM

a) Thoroughly clean condenser coils according to OEM recommendations.

b) Check for proper operation of condenser and air handler / furnace.

c) Clear any leaves or clean any debris away from the condensers for proper airflow circulation.

T. Two Tower Feed Water Pumps

1. Quarterly PM

a) Check system functionality and clean condensate traps according with OEM specifications.

2. Annual PM

a) Lubricate motor bearings and inspect seals according to OEM specifications.

b) Check that electrical control equipment contacts are in good condition and clean.

c) Inspect mechanical seals for leaks.

d) Perform a comparative field test (flow, pressures, and power) with calibrated instruments. Restore internal running clearances if results are unsatisfactory (install new wear rings).

e) Perform a comparative vibration test.

f) Inspect sleeve. Replace if worn.

g) Clean pump strainer for any debris.

U. Three Exhaust Hoods

1. Semi-Annual PM

a) Exhaust hoods need to be thoroughly cleaned and inspected in compliance with NFPA Code 96.

b) Must place a label on each exhaust hood after service has been completed stating the service was completed and by whom at that service date in accordance with NFPA Code 96.

V. One-time centrifugal chiller EDDY current testing in contract Option Year 2 in Winter / Spring 2028 in conjunction with four centrifugal chillers and four cooling towers annual service. Contractor will coordinate with COR on specific date.

I. ATTACHEMENTS INDEX:

Attachment A – Equipment List

II. CONTRACTOR ACCESS AND ACTIVITIES:

A. Safety: Contractor’s highest priority must be safety. Contractor work must be in accordance with Federal, State, Local OSHA codes, regulations, latest edition of NEC, latest edition of NFPA 70E, and 01 35 26 Safety Requirements specification. Contractor must furnish and use required safety items, including but not limited to, safety signage, cones, barricades, and must furnish and wear required Personal Protective Equipment (PPE).

B. Infection Control: Contractor must be responsible to develop a phasing and Infection Control Risk Assessment (ICRA) that incorporates requirements of specifications 01 00 00 General Requirements to meet requirements of VHSO and VHSO ICRA.

C. Site Supervision: Contractor must submit written qualifications of proposed site superintendent(s) to the CO and COR for consideration. Contractor must furnish superintendent(s) with written COR approval to continuously supervise on site contract activities. Contractor superintendent(s) must not engage in any direct trades’ labor.

D. Security: Contractor must coordinate with VA Police and COR to comply with the VHSO security management program, including but not limited to, obtain onsite access permission by the VA Police, be identified by Contractor and project, and restricted from unauthorized access.

E. Badging: While on campus, Contractor must wear a visible VHSO issued identity Badge. Contractor can be subject to inspection of personal effects when entering or leaving the project site and VHSO property. Contractor site superintendent must escort Contractor employees to Engineering Shop (Building 37) to obtain badge(s). Contractor must maintain a Badge Log with Employee Names, Badge ID Numbers, Start Date(s), Departure Date(s), ID Lost Date(s), and ID Return Date(s). Contractor must update Badge Log and furnish to the COR weekly or as directed in writing by COR. Contractor must report lost Badge(s) immediately to the COR and document on Badge Log. Contractor must return Badge(s) immediately on day of departure of employee from project to COR and document on Badge Log. Contractor must return remaining Badge(s) at project closeout to COR. Contractor must reimburse the Government a $100.00 fee for each lost or unreturned Badge.

F. Key Access: Contractor site superintendent may check out a key to access mechanical and electrical rooms as project requires. Contractor site superintendent must check out and return a key at Engineering (Building 37) daily and the key must not leave VHSO property. Contractor site superintendent must notify the COR when a key is lost. Contractor must reimburse the Government a $3,500.00 fee for each lost or unreturned key(s).

G. Utilities: Contractor must not leave unattended out-of-service any utility, fire protection, life safety system, or security system without written permission of the COR. If a utility, fire protection, life safety system or security system is not functional at the end of a work period without written permission of the COR, then the Contractor must restore the system(s) to working order prior to leaving the job site or must furnish an around-the-clock watch subject to COR written approval until the system is functional. If the Contractor fails to do so, the Contractor must reimburse the Government a fee equal to the amount of costs incurred by the Government to furnish around-the-clock watch and/or repair the system(s).

H. Parking: Contractor on-site parking is limited to availability of designated Contractor parking. Contractor must have prior COR written approval of on-site Contractor parking.

I. Vehicles and Construction Equipment: Contractors’ key(s) to unattended vehicle(s) and construction equipment must be removed and vehicle(s) locked.

J. Unloading and Loading: Contractor must unload and load materials, including but not limited to, equipment, tools, supplies, parts, and construction debris at the loading dock. Contractor must not leave vehicle(s) or construction equipment unattended at the loading dock. No materials, including but not limited to, equipment, tools, supplies, parts, and construction debris are permitted through the front entry.

K. Elevators: Contractor must use COR designated elevators and must protect elevator cabs, including but not limited to, cab interior components and controls during Contractor use. Contractor must not exceed elevator weight limits. COR designated elevator(s) may not be immediately available to the Contractor. The Contractor must account for this and Contractor must be flexible in the project schedule without additional cost to the Government.

L. Storage and Staging: Contractor storage and staging is limited to availability of designated on-site Contractor storage and staging. Contractor must submit a written request for storage or staging to the COR for consideration a minimum of seven (7) business days prior to the storage or staging. Contractor must have prior COR written approval of on-site Contractor storage and staging. Contractor must relocate or remove on-site storage and staging, including but not limited to, Contractor’s office trailer(s), dumpster(s), storage container(s) and construction materials a maximum of seven (7) business days after written notification by the COR without additional expense to the Government.

M. Equipment and Tools: Contractor must furnish construction equipment and power and hand tools, including but not limited to, ladders, scaffolds, lifts, backhoes, and forklifts to complete Contractor’s work.

N. Radios and Mobile Devices: Contractor must use mobile devices at low volume or outside. Contractor must not carry on conversations in hallways or near any patient areas. AM/FM radios and other media producing devices must not be used on VHSO property.

O. Noise: Contractor must coordinate and schedule with COR noise making activities. Contractor must submit to the COR a written request for consideration and written approval a minimum of seven (7) business days prior to activity. Contractor must have COR written approval to proceed.

P. Dust Proofing and Cleaning: Contractor must cover furnishings and equipment with white plastic, fire retardant polyethylene, antistatic, minimum 6 mil thickness, imprinted with fire retardant labeling or clean drop cloth. Contractor must furnish HEPA vacuum cleaner(s), cleaning tools, and tacky mats at job site entrances. Contractor must not use broom(s).

Q. Fire Alarm: Contractor must coordinate and schedule fire alarm interruption activity with COR. Contractor must submit to the COR for consideration and written approval a minimum of seven (7) business days prior to activity. Contractor must have COR written approval to proceed three business days prior to activity. Contractor must submit written fire watch plan to CO and COR for consideration no later than (NLT) ten (10) calendar days after NTP. Contractor must be responsible for fire watch in the areas where fire/smoke detection coverage is removed or disabled. Contractor must be responsible to coordinate fire or smoke detection with the COR for the removal and restoration of fire protection coverage. After regular business hours or designated hours, supervision of the fire alarm panel is required at the Contractor’s expense. The Contractor must be responsible for completion and submission of a written Fire Alarm Bypass Request. The Contractors’ written request must be submitted for COR approval and if approved by COR, then the COR must furnish a written approval to proceed three (3) business days in advance of any proposed work activity. If the fire alarm system requires any deactivation, then it must be reactivated the same day before the Contractor leaves the job site to ensure that the fire alarm system is functional. If the fire alarm system is not functional, then the Contractor must restore the fire alarm system to working order prior to leaving the site or must furnish an around-the-clock fire watch until the fire alarm system is functional. The Contractor must be liable for any costs incurred by the Government to furnish the fire watch and/or to repair the fire alarm system.

R. Hot Work: Contractor must perform and safeguard hot work operations in accordance with OSHA 1910 Subpart Q, NFPA 241, and NFPA 51B. Contractor must coordinate and schedule with COR Hot Work Operations. Hot work operation is defined as operations including, but not limited to, open flame, producing heat and/or sparks, burning, welding, processes such as arc welding, oxy-fuel gas welding, open-flame soldering, brazing, thermal spraying, cutting, oxygen cutting, arc cutting, chipping, grinding, heat treating, sand blasting, torch-applied roofing, chemical welding, thawing pipe, and light horizontal welding, or an operation that is capable of initiating fires or explosions. Contractor must obtain Hot Work Permit from COR prior to activity.

S. Fire and Smoke Barrier Penetration: Contractor must perform, maintain, and safeguard the integrity of smoke and fire barriers in accordance with NFPA 101, NFPA 80, and NFPA 90A.