Revised SOW - Chiller Preventive Maintenance.pdf

REVISED STATEMENT OF WORK (SOW)

CHILLER PREVENTIVE MAINTENANCE

CENTRAL HEATING & REFRIGERATION PLANT (CH&RP)

HEATING OPERATION & TRANSMISSION DIVISION (HOTD)

GENERAL SERVICES ADMINISTRATION (GSA)

SECTION A – SERVICES/REQUIREMENT AND PRICES/COSTS

A.1. General

The contractor shall furnish all the necessary management, labor, tools, equipment, supervision, mobilization, chemicals, supplies and materials to perform operation inspections, preventive maintenance, and minor repairs to eight (8) chillers and auxiliary equipment as specified herein for the GSA, HOTD, CHRP located at 13th and C Street, S.W., Washington, DC. The Contractor shall perform inspections and tests as necessary to assure reliable operation of chillers and associated equipment, and shall adhere to Refrigeration Plant preventive maintenance requirements.

Offerors should carefully read the solicitation in its entirety before preparing their price proposals.

A.2. Objective

The objective of this contract is to hire a Contractor to provide preventive maintenance and minor repairs to eight (8) chillers and auxiliary equipment. This document outlines the contractor’s responsibilities in performing preventive maintenance on the chillers and associated equipment throughout the Refrigeration Plant. This document shall outline the necessary tests, operation inspections, preventive maintenance and minor repairs the contractor is to perform under the contract. The expected deliverables and acceptable standards of operations and maintenance practices are also outlined.

NOTE: The Contractor shall be required to visit the site for clarification of the requirements of this contract before submittal of the proposal.

A.3. List of Equipment

1. 8 York chillers, 2000 tons/each, 1 chiller uses R-22 refrigerant, 7 chillers use R-134a refrigerant

2. 6 Electric Motors to drive chillers, 4160V

3. 2 Murry steam turbines to drive 2 chillers

4. 8 chiller condensers, 8 chiller evaporators

5. 2 surface condensers servicing steam chillers

A.4. Travel

Travel shall not be reimbursable, except as provided in the following paragraphs: The services required by this contract are expected to be within the geographic boundaries of the GSA

National Capital Region (NCR). The NCR includes the District of Columbia; the city of

Baltimore, the counties of Montgomery, Prince Georges, Howard, Anne Arundel, and Baltimore in Maryland; the cities of Alexandria, Falls Church and Fairfax and Manassas, and the counties of Arlington, Fairfax, Prince William and Loudoun in Virginia. There will be no reimbursement for travel within the GSA NCR.

Any reimbursable travel to be allowed must be authorized by the Contracting Officer (CO) in advance as a contract change order. The Contracting Officer’s Representative (COR) and the

Contractor shall establish, through bilateral contract modification, the allowable travel reimbursement per visit to sites in cities or locations outside of the GSA NCR. In negotiating the fixed price for such travel, the allowable per diem cost shall not exceed the rates set forth in the

Federal Travel Regulations in effect at the time that the work order is negotiated. In addition, all travel by privately owned vehicles outside of the GSA NCR will be reimbursed on Federal

Travel Regulations mileage rates.

No travel reimbursement outside of GSA/NCR will be allowed unless the Contractor provides sufficient written evidence of costs incurred, including receipts, registers or other information as may be required by the Contracting Officer’s Representative.

A.5. Place of Performance

The services to be provided by this contract shall be performed at the following facility:

General Services Administration

Heating Operation and Transmission District

Central Heating and Refrigeration Plant

13th and C Streets, SW

Washington, DC 20407

A.6. Sheets

A.6.1 Price for Base Year & Option Years Basic Services

Provide all management, labor, supervisions, mobilizations, equipment and materials to perform preventive maintenance as well as minor repairs / part replacements on chillers and associated equipment, listed in Section A.3, at the CHRP as defined in Section C.2.1, Item 5. Base Scope of

Work (lump sum) pricing is pricing for work performed on equipment described in Section J.1 and task described in Section J.2. Along with the preventive maintenance, contractor shall perform level–2 maintenance, which includes minor repairs, each year of Option Years 1, 2 and 3, to two chillers per year, one steam turbine, and one electric motor each year. For chillers, this level-2 maintenance includes opening of chiller, making inspection of all parts, making determination of the condition of internal parts and replace those parts with new, on an the as needed basis. These parts shall include all bearings, gaskets, O-rings, impellers, oil pumps, all lubricants, leaking parts and lines, all other necessary parts and labor involved in removal/and recharge, balancing, startup, etc.

For electric motors each year, this level-2 maintenance should include all bearings, alignment, meg readings, and clean dip and bake. For steam turbines, this minor repair should include inspection of the turbine wheels and diaphragms, all bearings, gaskets, carbon rings assemblies, alignment, any other parts contributing to the steam and oil leaks, and new steam control ball valves every Base

Year and 2nd Option Year of the contract. Minor repairs for the 8 condensers, 8 evaporators, and surface shall include the brush cleaning of their tubes. Basic preventive maintenance shall be performed in the fourth (4th) Option Year. Prices for any parts or service not performed in a contract year may be redirected to accomplish other necessary equivalent work. Prices for the above work shall be included in the base pricing schedule below.

Table 10.1 Basic Services FREQUENCY FIRM FIXED PRICE/$

Item # # of

Units CHILLER PLANT PM ANNUAL WEEKLY Base Year

1st Option Year

2nd Option Year

3rd Option Year

4th Option Year

0001 2 Preventive Maintenance of Chillers and Auxiliary Equipment

X 8 Man-hours

0001a 2 Level-2 PM – chillers and Auxiliary equipment

X N/A N/A

0002 2 Preventive Maintenance of Chiller Compressor Motors (N. & S. Sides)

X N/A

0003 2 Preventive Maintenance of Steam Turbines X

0004 10 Condenser (also 2-surface condensers) Tube brush cleaning

X N/A

0005 Evaporator Tube brush cleaning (4 chillers) X N/A

Eddy Current Testing (100 random tubes/2 chillers) Condenser & Evaporator

X N/A N/A N/A N/A

Emergency Service Calls 24

Base Yr 1st Option Yr 2nd Option Yr 3rd Option Yr 4th Option Yr

Total

Contractor must provide additional prices in Table below which may be used to accomplish unforeseeable work/jobs.

Incidental Services As-Needed

Table 10.2 Additional Services ANTICIPATED FIRM FIXED PRICE/$

Item # # of

Units ADDITIONAL SERVICES FREQUENCY/YR Base Year

1st Option Year

2nd Option Year

3rd Option Year

4th Option Yaer

0010 1 Additional Oil Sampling and Testing 5

0011 1 Additional Refrigerant Sampling and Testing 5

0012 1 Complete Overhaul of Chiller (Re-gasketting, Rebuilding of Vane Assembly, Motor Rewind, Compressor Bearings, Thrust Assembly, Oil Pump, Replace Proximity Probe)

0013 1 Replace Compressor Assembly

0014 1 Replace Shaft Seal for R-22

0015 1 Replace Shaft Seal for R-134a

0016 1 Replace Mechanical Over-speed Trip For Steam Driven Turbine

0017 1 Replace Vane Motor & Linkage

0018 1 Replace Liquid Control Valve & Controller

0019 1 Replace Surface Condenser Vacuum Pump (labor only)

0020 1 Replace Condensate Pump (labor only)

0021 1 Motor Reconditioning

0022 1 Motor Rebuild

0023 1 Additional Predictive Testing (Dynamic, static etc.)Testing (Vibration) 5

0024 1 Stator Rewind 2

0025 1 Electrically disconnect/reconnect 4160 Motor 5

0026 1 Coupling Repair 4

0027 Chiller acid cleaning (per pod) hrs

York Certified Chiller Technician with Steam Driven Chiller Experience hrs

Licensed High Voltage Electrician hrs

Apprentice

0031 24 Service Call Rate

0032 Level-2 PM –electric motors (per POD)

0033 Level-2 PM Steam turbines

0034 Steam Control Ball Valve Replacement

SECTION B – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

B.1 BACKGROUND

The General Services Administration Central Heating & Refrigeration Plant (GSA CHRP) provides chilled water to a number of government facilities in the Washington DC area. At the Central Plant, HOTD operates eight (8) chillers to meet the cooling needs of its customers. The production of chilled water is essential to HOTD’s mission, making it a critical system within the plant. The reliable and optimal operation of the chillers and associated equipment requires constant maintenance, repair and monitoring. Comprehensive weekly inspections and annual preventive maintenance (PM) on the chillers and their auxiliary equipment shall highlight problems and provide solutions to ward off equipment malfunction and inefficient use of energy in meeting the cooling load. Chiller system maintenance will help to ensure the refrigeration system meets a high-level of performance that is in-line with the expectations of the Government and is based on manufacturer design, system design and GSA operating conditions. These chillers are operated 2 to 3 at a time in the winter and up to 7 at a time in the summer months. Contractor must adjust his/her schedule to accomplish all work during the minimum load hours of the day, week, month and year. Contractor shall be able to adjust his schedule in accordance to the weather forecasts, especially during the cooler weather when chilled water demand is low. Contractor shall work out the work schedule with the Maintenance and Operation Managers at the CHRP-HOTD.

The Contractor shall provide all the management, labor, tools, equipment, supervision, mobilization, chemicals, supplies and materials to perform operation inspections, preventive maintenance and minor repairs to eight (8) chillers and auxiliary equipment as specified herein for the GSA, HOTD, CHRP located at 13th and C Street, S.W., Washington D.C. The Contractor shall perform inspections and tests as necessary to assure reliable operation of chillers and associated equipment, and shall adhere to

Refrigeration Plant preventive maintenance requirements. The Contractor must adjust his/her schedule to accomplish all work during the minimum load hours of the day, week, month and year. The Contractor must be able to adjust his/her schedule in accordance to the weather forecasts, especially during the cooler weather when chilled water demand is low. The Contractor shall work out the work schedule with the

Maintenance and Operation Manager at the CHRP-HOTD. The categories of operational inspection, preventive maintenance and minor repair (as they pertain to chiller and chiller related equipment) that the

Contractor is responsible for include the following:

1. Emergency response line 24 hours a day

2. Weekly Preventive Maintenance (Weekly Operational Inspections)

3. Emergency Service Calls

4. Annual Preventive Maintenance (Inspection and PM)

5. Incidental Repair of Chillers and Chiller Related Equipment (less than $10K)

6. Incidental Repair of Chillers and Chiller Related Equipment (greater than $10K)

B.2 STATEMENT OF WORK

B.2.1 (CLINS 0001 & 0004) - PREVENTIVE MAINTENANCE OF CHILLERS AND AUXILIARY

EQUIPMENT

The Contractor shall furnish all the necessary management, tools, equipment, labor, supervision, mobilizations, chemicals, supplies and materials to perform visual and physical inspections and testing as part of the manufacturer’s inspection and preventive maintenance program for eight (8) chillers two (2) surface condensers and their auxiliary equipment. The eight (8) chillers of interest include seven (7) R-

134a chillers and one (1) R-22 chiller (Chiller #4A). The contractor’s performance shall be measured on his level of effort to get the best efficiency and availability (up-time) for the chillers and chiller plant equipment. The equipment covered in this contract includes, but not limited to as follows:

i. Two (2) surface condensers located in the basement of the CHRP and all related controls, vacuum pumps, condensate pumps, tanks and associated fittings.

ii. Eight (8) chillers and associated equipment to include all controls, electric motor controls, steam turbines, pumps, condensers, etc.

iii. GSA-CHRP will responsible for inspection, maintenance and repair to all pumps, cooling tower, automatic chilled and condenser water line valves. FeedForward, the Controls Contractor, will be responsible for the Allen-Bradley communication hardware and software. York will be responsible for the Optiview Controls.

1. Schedule:

The Contractor shall coordinate with GSA operational staff as well as with other Contractors who may be working on systems in the Refrigeration Plant. The Contractor shall coordinate which day of the week is to be designated for their weekly inspection, annual maintenance and other work.

All scheduling shall be done through one (1) main Point of Contact, Preferably the Project

Manager and/or the COTR. The Contractor shall note that the Government may change the schedule based on operational need, equipment availability and weather. Contractor shall be required to adjust his schedule, if required. All weekly and annual inspection and PM tasks are to be performed during normal plant operation hours, Monday thru Friday, unless approved by the

Project Manager and/or COR. Within fifteen (15) days from the Notice to Proceed (NTP), contractor shall submit the schedule for approval by the GSA-HOTD.

2. Basic Operation:

HOTD-CHRP provides a 24 hours watch for the chiller plant for the basic operation. The

Contractor shall be responsible for getting the equipment ready for the plant operators to meet the system demand. Contractor shall be aware that the plant must meet the demand load while he/she is performing the inspections, maintenance and other work.

3. Identification of Chillers and Components:

Due to the size and age of the Refrigeration Plant, the Contractor should expect to find minor discrepancies or errors in chiller data reports and maintenance records. It shall be the Contractor’s responsibility to notify GSA and resolve the discrepancies. The Contractor shall assist GSA in correcting this information. The Contractor shall keep a log of significant chiller and chiller related components that are not listed as part of the preventive maintenance checklist(s). This log shall be submitted every time preventive maintenance is performed on a chiller or related system.

4. Reporting:

The Contractor shall submit weekly inspection reports as well as comprehensive monthly maintenance reports with all relevant readiness status, work completed and work to be scheduled pertaining to chiller and chiller associated equipment. These reports shall be structured in accordance with Section B.2.15 –Reporting, Recording & Documentation.

5. Minor Repair / Replacement of Chiller and Chiller Associated Equipment:

The Contractor shall perform repairs that are deemed necessary to maintain the chillers in good operating condition as determined by the manufacturer’s maintenance terms and conditions or as the Contractor deems necessary to support the reliable and efficient operability of the chillers.

a. Identification of Minor Repair / Replacement Items:

During the course of the year, some CHRP components may need to be repaired or replaced. These faulty components may be identified through GSA inspections, Contractor inspections, performance testing or scheduled preventive maintenance. If the cost to repair or to replace a faulty component is less than $3,500.00, the Contractor shall provide all management, labor supervision, tools, chemicals, equipment, mobilizations, supplies and materials to make any necessary repairs or replacements at no additional cost to GSA.

b. Repairs vs. Replacements:

Generally the decision to repair or replace a particular item will be the Contractor’s, subject to oversight by the Contracting Officer and his/her designated representative. Repairs will be permitted, provided that the intended function of a particular item is not compromised, and the level of safety is not reduced. However, the CO or COR reserves the right to overrule the Contractor’s decision.

c. Repairs and Replacements:

Repairs and replacement of existing equipment shall be made with parts that are provided by the original equipment manufacturer, approved by the original equipment manufacturer, or approved by GSA, and intended for use with the specific equipment.

Substitutions of parts or materials shall be submitted to the COR for review and approval prior to performing the work. The Contractor shall take the opportunity to recommend repair and replacement parts that can improve system operability and chiller equipment performance. All repair and replacement parts are subject to approval from the designated

GSA representative(s).

This work includes 8 chillers with their associated equipment. Contractor shall be responsible to replace, on an annual basis one chiller pod per year, all bearings, seals, gaskets, oil pumps, impeller, etc. At the end of this contract or 5 years duration of this contract, all 4 chiller pods (8 chillers) will have replaced all above parts once. Replacement of these parts, which shall be the same as rebuilding the chiller, shall be done during the winter months, or as agreed with the COR. Contractor shall clean/punch all tubes for the condensers and evaporators. If it is determined that some tubes do not require cleaning, the contractor shall perform other equal value work related to the chillers.

6. General Preventive Maintenance & Repairs Guidelines:

The Contractor shall perform the following task and follow the following guidelines as part of the general preventive maintenance and repairs as they pertain to the chiller system;

a. (CLINS 0004 & 0005) Chiller Evaporator, Condenser and Surface Condenser Tubes -

Punch condenser (annually) and evaporator tubes (as needed) for all eight (8) chillers and two (2) surface condensers (annually). The Contractor shall perform a minimum of two (2) passes when punching the chiller tubes. This action will be determined by GSA personnel during evaporator head removal inspection. The tubes shall be inspected by the Contractor and GSA personnel to confirm that their condition meets industry standards and can facilitate efficient and reliable operability of the chillers and the chiller system. All tubes shall be acid/chemically cleaned if necessary. Both heads of the evaporators and condensers are to be pulled and cleaned. Contractor is responsible for putting heads back on after cleaning is complete.

b. (CLIN 0034) Steam Control Ball Valve Replacement - The Contractor shall replace the

Steam Control Ball Valve for both Chillers 1a & 2a in the Base Year and again on the second (2nd) Option Year. This frequency has been determined by observing past trends of wear on the valve. Contractor shall supply all labor and materials for control wiring and piping and ensure the use of the valve specifications: 4inch Fisher Vee ball V-200

Flangeless.

c. (CLIN 0006) Eddy Current Testing - The Contractor is to perform eddy current testing of all the chiller condenser and evaporator tubes to ensure tube integrity during normal chiller operation. During the fourth (4th) Option Year, the Contractor will complete the North Side, the South Side has already been completed for the Base Year via a separate contract. The eddy current testing shall be coordinated with GSA’s Environmental (Water Chemistry

Section) and Maintenance Branch prior to any work being performed. The Contractor is to submit all eddy current results to the COTR with a conditional assessment of the tubes within seven (7) working days.

d. Provide a 24-hr line of communication w/ GSA for emergency situations and service calls.

The Contractor shall ensure that the contact provided is not an automated response, but rather a direct line to personnel equipped w/ the authority and experience to respond to unplanned situations that may arise. The Contractor shall be equipped with the means to acknowledge and respond to the emergency or service calls within one (1) hour of receipt.

e. In addition to the chillers and surface condensers, the Contractor is responsible for all related controls, vacuum pumps, condensate pump tanks and associated fittings.

f. Refrigerant and Oil Sampling and Testing - Take refrigerant and oil samples for moisture content annually. The lab results from these samples shall be submitted as part of the annual chiller report. When removing any refrigerant, the Contractor is to supply recovery tanks (applies to R-22 machine only).

g. During preventive maintenance and repairs, the Contractor shall have access to GSA’s

Bridge Crane. The Contractor shall take note of the existing Refrigeration Plant conditions which will dictate the operation of the crane. The Contractor shall ensure that all personnel using the Crane are certified to do so. The Contractor shall be held liable for any damage caused from using the crane if it is found that the damage caused is due to Contractor negligence.

B.2.2 (CLIN 0007) EMERGENCY RESPONSE LINE 24 HOURS A DAY

Contractor shall provide a 24-hour a day telephone contact to answer questions, schedule mechanic and receive technical instructions to help run the chillers in case something goes wrong.

B.2.3 WEEKLY INSPECTION OF CHILLERS & ASSOCIATED EQUIPMENT

The Contractor shall provide chiller operational inspections one (1) day per week for the entire year by a chiller mechanic from the manufacturer, Johnson Controls Inc. (formerly York International Corporation) to identify defects, failed or doubtful components, water or oil leaks, refrigerant leaks, noise problems, nuisance alarms, improper operation and other malfunctions. Contractor shall review the operator’s logs and talk to them about the problems with the chillers and associated equipment. Contractor shall be required to resolve the problems during the weekly visits, and advise the Project Manager about the requirements needed to fix the problem. The Contractor shall inform CHRP personnel of the conditions of equipment including but not limited to controls problems, calibration problems, leaks, gages, incorrect methods of operation or unproductive operating conditions, energy waste, and excessive wear. Weekly visits shall total fifty-two (52) visits per year. More specifically, the Contractor is also responsible for ensuring that weekly inspections of chillers and auxiliary chiller equipment is performed by Johnson Controls (York) certified technicians and personnel that are certified to work on chillers that are 2,000 ton capacity and greater. The Contractor shall make sure that chillers and associated equipment are in working order, operating and ready to put in operation to meet the demand load before he/she finishes the weekly inspection. In case the problems are beyond the scope of weekly inspection, the contractor shall give a proposal for fixing them under other CLIN items. The

Contractor shall ensure that personnel with experience working on steam driven turbines and pumps are made available for all related turbine and pump maintenance.

Weekly plant inspections shall involve carrying out the tasks specified in Section J.2, Part A. Comprehensive weekly inspections by the Contractor shall include various visual and physical inspections, chiller operational monitoring and in some cases, minor repairs and services. The Contractor shall be advised that weekly inspections may take more than one (1) full day. Inspection of chiller performance deficiencies, emergency service calls and repairs outside the realm of the manufacturer’s inspection and PM terms shall be deemed an

“Incidental Repair” and shall be addressed in accordance with Section C.2.7- Incidental Repair of Chillers and Associated Equipment. The Contractor shall report all weekly oversight duties in accordance with

Section B.2.15 –Reporting, Recording & Documentation. The Contractor shall note that the schedule, basic operation, and identification of additional components for weekly maintenance shall be governed by the guidelines expressed in Section B.2.1, Item 1 thru Item 3.

Contractor shall be allowed to use $500.00/chiller/weekly inspection event for parts and material required to accomplishment the weekly inspection task. These parts and materials are subject to prior approval from the

Project Manager and/or COR, and if not used shall be excluded from the bill.

B.2.4 (CLINS 0001 & 0004) - ANNUAL PM OF CHILLERS & ASSOCIATED EQUIPMENT

The Contractor shall provide refrigeration plant maintenance (maintenance on chillers and chiller associated equipment) one (1) time per year by a representative from the chiller manufacturer, York

International. More specifically, the Contractor is also responsible for ensuring that the annual PM of chillers and auxiliary chiller equipment is performed by York certified technicians and personnel that are certified to work on chillers that are 2,000 ton capacity and greater. The Contractor shall also ensure that personnel with experience working on steam driven turbines and pumps are made available for all related turbine and pump maintenance.

Annual PM shall involve carrying out the tasks specified in Section J.2, Part C. Annual PM performed by the Contractor shall include various visual and physical inspections, and chiller operational monitoring.

Inspection or chiller performance deficiencies, emergency service calls and repairs outside the realm of the manufacturer’s inspection and PM terms shall be deemed an “Incidental Repair” and shall be addressed in accordance with Section B.2.7- Incidental Repair of Chillers and Associated Equipment. The

Contractor shall report all annual duties in accordance with Section B.2.15 –Reporting, Recording &

Documentation. The Contractor shall note that the schedule, basic operation and identification of additional components for annual maintenance shall be governed by those guidelines expressed below.

Preventive maintenance shall be performed once (1) a year during October, November, December, January and February as follows:

i. Punch condenser tubes for all eight (8) chillers and two (2) surface condensers at least one (1) time during the winter season. The Contractor shall perform a minimum of two (2) passes when punching the chiller tubes. The tubes shall be inspected by the Contractor and GSA personnel to confirm that their condition meets industry standards and can facilitate reliable operability of the chillers and the chiller system. Both heads of the condensers and surface condensers are to be pulled and cleaned. Contractor is responsible for putting heads back on after cleaning is complete.

ii. Punch oil cooler tubes for steamers at least one (1) time during the winter season. The tubes shall be inspected by the Contractor and GSA personnel to confirm that their condition meets industry standards and can facilitate reliable operability of the chillers and the chiller system.

iii. Leak test chiller pump-down systems. Change filters and oil. Perform pressure tests on system.

The Contractor shall perform all PM related task for the chiller pump-down systems including but not limited to those mentioned. The Contractor shall note that one system is portable and one is fixed. The Contractor shall also note that the portable pump-down system is used for R-22 refrigerant.

iv. Leak test refrigerant receiver (storage) tanks. The Contractor shall perform all other applicable PM related task on the receiver (storage) tanks.

v. Take refrigerant and oil samples for moisture content annually. The lab results from these samples shall be submitted as part of the annual chiller report. When removing any refrigerant, the Contractor is to supply recovery tanks (applies to R-22 machine only).

vi. During preventive maintenance, the Contractor shall have access to GSA’s Bridge Crane. The Contractor shall take note of the existing Refrigeration Plant conditions which will dictate the operation of the crane. The Contractor shall ensure that all personnel using the Crane are certified to do so.

vii. Contractor shall be responsible for using the CHRP’s lockout/tag out procedures

viii. Contractor shall be allowed to use $3,500.00/chiller/PM event for parts and material required to accomplishment the PM task. These parts and materials are subject to prior approval from the Project Manager and/or COR, and if not used shall be excluded from the bill.

B.2.5 (CLINS 0002 & 0003) – PREVENTIVE MAINTENANCE OF CHILLER COMPRESSOR

MOTORS

The Contractor shall furnish all the necessary management, equipment, labor, mobilizations, supplies and supervision to perform visual and physical inspection of all chiller compressor motor components in the

Central Heating and Refrigeration Plant. The Contractor is required to perform a complete on-site mechanical and electrical inspection. The Contractor shall conduct the physical inspection tasks for the chiller compressor motors as they are made available. The physical inspection portion of the compressor motor PM process shall include but not be limited to the inspection tasks (if they apply) listed in Section J.2, Part D. The

Contractor shall warranty all Preventive Maintenance (parts and services) and repairs performed for one (1) year from the date the work is performed.

1. Tours and Inspections:

The Contractor shall tour the plant and inspect all specified motors a minimum of once per year depending on scheduling and motor availability. The inspection shall include a comprehensive visual and physical inspection. Inspection deficiencies as they pertain to chiller compressor motors within the realm of PM shall be noted and scheduled for repair or replacement in accordance with

Section B.2.5, Item 5 - Minor Repair / Replacement for Motors and Starters. Inspection deficiencies outside the realm of PM shall be deemed an “Incidental Repair” and shall be addressed in accordance with Section B.2.8- Incidental Repair of Chiller Compressor Motors. The

Contractor shall report all inspections performed in accordance with Section B.2.15 –Reporting, Recording & Documentation.

2. Schedule:

The Contractor shall perform annual preventive maintenance on all chiller compressor motors specified in Section J.1. The maintenance of some Chiller systems may need to be phased to ensure continued operation of the CHRP. The Contractor shall coordinate the isolation and maintenance of these systems w/ GSA. The Contractor shall reserve chiller compressor motor maintenance to occur during GSA’s heating season.

3. Basic Preventive Maintenance:

The Contractor shall perform preventive maintenance on all motor components in accordance w/ the attached Section J.2, Part D. If the Contractor has difficulty in identifying any specific components, GSA personnel shall accompany the Contractor and “point out” the requested component. If before, during or after the performance of required PM, any component is found to be in a degraded condition and cannot be made functional by normal PM procedures, that component shall be scheduled for repair / replacement in accordance w/ Section B.2.5, Item 5 or

Section B.2.8.

4. Identification of Additional Components:

Due to the size and age of the CHRP, the Contractor should expect to find minor discrepancies or errors in the compressor motor tag data and maintenance records. The Contractor shall notify GSA of discrepancies between the tag data and conditions encountered in the field. The Contractor shall assist GSA in correcting this information. The Contractor shall keep a log of significant CHRP components that are not listed as part of the chiller compressor motor or starter preventive maintenance. This log shall be submitted anytime preventive maintenance is performed on a motor.

5. Minor Repair / Replacement for Motors and Starters:

a. Identification of Minor Repair / Replacement Items:

During the course of the year, some motor or starter components may need to be repaired or replaced. These faulty components may be identified through GSA inspections, Contractor inspections or scheduled preventive maintenance. If the cost to repair or to replace the faulty component is less than $3,500.00, the Contractor shall provide all management, labor supervision, tools, chemicals, equipment, mobilizations, supplies and materials to make any necessary repairs or replacements at no additional cost to GSA.

b. Repairs vs. Replacements:

The Contractor shall assess the decision to repair vs. replace a broken, faulty or malfunctioning motor component in accordance w/ the guidelines described in Section

B.2.1, Item 5, point (b).

c. Repairs and Replacements:

Repairs and replacements shall be considered in accordance w/ the guidelines described in Section B.2.1, Item 5, part (c).

B.2.6 (CLINS 0002 & 0003) - PREDICTIVE MAINTENANCE OF COMPRESSOR MOTORS

The Contractor shall furnish all the necessary management, equipment, tools, labor, mobilizations, chemical, supplies, supervision and material to perform predictive testing on all specified electrical motors in the Central Heating and Refrigeration Plant. The Contractor shall perform predictive testing on all specified motors as they are made available. The predictive testing portion of the PM process shall include but not be limited to the static and dynamic tests (as they apply to the various types of electrical motors) listed in the Chiller Compressor Motor Predictive Maintenance, Section J.2, Part E. Predictive testing results that warrant further investigation requiring the removal of a motor shall be deemed an “Incidental Repair” and shall be addressed in accordance with Section B.2.8- Incidental Repair of Chiller Compressor Motors. The

Contractor shall report all testing methods and results in accordance with Section B.2.15 –Reporting, Recording & Documentation.

1. Testing Methods and Techniques:

The Contractor shall perform the predictive tests outlined in Section J.2, Part E (where applicable).

The testing shall be carried out using industry recognized methods, techniques and equipment. The

Contractor shall refer to relevant industry standards for testing procedures, parameters and timeframes for obtaining accurate results for electrical motors and starters of varying size, type, manufacturer, HP, RPM, voltage level and loading characteristics. It is the Contractor’s responsibility to ensure that all testing is performed under the correct testing conditions. (if necessary, consult manufacturers)

2. Schedule:

The Contractor shall perform annual predictive maintenance on the six electrical chiller compressor motors specified in Section J.1, Item 2. The predictive testing of some CHRP systems may need to be phased to ensure continued operation of the CHRP. The Contractor shall coordinate the isolation and testing of these systems w/ GSA.

3. Basic Predictive Maintenance (Testing):

The Contractor shall perform predictive testing on all motor components in accordance w/ the attached exhibits (refer to Section J.2 Part E). If the Contractor has difficulty in identifying any specific components, GSA shall accompany the Contractor and “point out” the requested component. If before, during or after the performance or required testing, any component is found to be in a degraded condition, that component shall be scheduled for repair / replacement in accordance with Section B.2.8 and the testing of that particular motor shall be rescheduled at a later date upon completion of the repair. The Contractor shall note that any testing performed under basic PM and showing “suspect results” shall be justifiably designated as a candidate for further testing.

4. Additional Testing:

The recommendation for additional off-site testing shall be based on initial results which justify further comprehensive testing. The Contractor shall make these recommendations to the COR with supporting data. The Contractor shall provide GSA with all information as to the indication of each test and the negligible effects that they might suggest for the motor under consideration. The

Contractor’s recommendation is subject to the approval of GSA and shall be authorized by the CO.

The CO or COR reserves the right to overrule the Contractor’s decision. Any additional testing shall be in accordance with the rules governing “Incidental Repair” (refer to Section B.2.8)

B.2.7 INCIDENTAL REPAIR OF CHILLERS & CHILLER ASSOCIATED EQUIPMENT

1. “Incidental Repair” Defined:

As part of the services provided under this contract, the Contractor shall perform incidental repairs when directed by the Contracting Officer (CO) or his/her designated representative.

Incidental repair is defined as “un-scheduled work required for the continued uninterrupted service of the chillers or associated chiller equipment or un-scheduled work to restore chiller related equipment to normal operational performance after a problem or failure has been identified.” The contractor shall note that verbal authorization may be given by the

Contractor Officer’s Representative for incidental repairs that may be deemed mission critical or an issue of life safety.

2. Identification of Major Repair and Replacement Items (“Incidental Repairs”):

The Contractor will be responsible for making incidental repairs as they are reported or identified thru GSA and/or Contractor inspections or scheduled maintenance. Incidental repairs can be those repairs or tasks outside of the realm of inspection or PM. The Contractor is fully liable for repairs costing $3,500 or less, and for the first $3,500 for any other repairs that are over the $3,500 threshold. The Contractor’s cost, for this purpose, will be the actual cost to the Contractor for parts and materials, as documented by invoices, plus any additional hours required to complete the repair plus actual cost of subcontract labor (verified by an invoice) the “shipping, handling, overhead and profit coefficient”. Hours for productive personnel already on duty shall not be used to determine the repair liability.

Example: The additional services and repair rate is $40 per hour. The additional shipping, handling, overhead and profit coefficient is 5%. A piece of equipment needs to be repaired. The

Contractor’s $3,500 liability shall be determined as follows:

Amount Applied to

$500 Liability

$ - 0 -

$160.00

$2,500.00

$125.00

$900.00

$3,685.00

$3,500.00

Mechanic already on site spends 5 hours working on the repair.

A mechanic already on site must spend 4 overtime hours working on the repair. ($40 x 4)

Parts and materials. ($2,500)

Overhead and Profit ($2,500 x 5%)

Subcontractor’s Labor ($900)

Total Cost

Contractor Portion

Government Portion $185.00

The limit for the incidental repairs to be handled under this contract at one time is less than $10,000.00.

3. Methods of Accomplishing Repairs:

If the Contractor estimates a repair to cost more than $3,500 but less than $10,000, the Contractor shall immediately (within 24 hours) furnish the COR with a price proposal to make the needed repair. If the repair is to cost more than $4,000, and a Sub-Contractor is required for a larger portion of the repair, the COR may require the following:

i. The Contractor to furnish three (3) competitive bids from Sub-Contractors.

ii. Likewise, if the job requires a part, component, or piece of equipment costing more than

$3,000, the Contractor must furnish three (3) competitive bids from suppliers.

iii. Because of the long lead time, Contractor shall help CHRP personnel to set-up an inventory of the frequently used spare parts, which may be required for the incidental repairs. CHRP will issue these parts to the contractor for accomplishing the repairs.

iv. Contractor shall be aware that he/she shall use spare parts from the CHRP’s inventory and therefore their prices cannot be included in the billing.

In all cases, the Contractor must make every effort to obtain the best price available to the

Government.

Contractor must negotiate with the Government for the prices/proposal in good faith, and if the

CO determines the cost proposal to be fair and reasonable, the CO will either order the work from the Contractor or defer the work. If the CO or COR determines that the cost is not fair and reasonable, they shall attempt to negotiate a lower price. If a fair and reasonable price cannot be negotiated expeditiously, the CO may direct the repair to be accomplished by in-house work force or through another contractor.

Some of the incidental repairs may fall into the micro purchase category, which may be accomplished through the use of a Government credit card; therefore the Contractor shall be able to accept the government micro purchasing program. If the CO authorizes work from the Contractor, the approval may be verbal for chiller related service priced less than $3,500.

For chiller related service priced above $3,500 the CO must issue a GSA form 300.

The Government reserves the right to verbally authorize work without issuance of a GSA form 300 for situations that may be deemed mission critical or an issue of life safety. The verbal authorization may be given by the Contracting Officer or his/her designated representative.

Repairs costing more than $100,000 shall not be the responsibility of the Contractor

(unless negligence or error on the part of the Contractor is involved). The Government shall not order such repairs to be performed under this contract.

4. Additional Task Orders:

During the course of the year, GSA may require additional repair services that are not included in the base services contract lump sum pricing. This additional work may be identified through GSA inspections, Contractor inspections, or scheduled preventive maintenance (See

C.3.2.2). If this work is not included in the base contract lump sum pricing, the Contractor shall provide GSA a task-order proposal to perform the necessary work. GSA will define the desired schedule for each specific task order to coordinate the Contractor’s work with that of GSA personnel and/or other Contractors. GSA will endeavor to provide at least one weeks advance notice to the Contractor for each specific task-order, but the Contractor may be requested to provide services on shorter notice if the task is of an urgent high priority nature. The Contractor may be directed to defer or reschedule maintenance services provided under the base contract lump sum pricing in order to accommodate task order requests by the Contracting Officer.

5. Incidental Repair Task-order Proposal Procedure:

All orders for incidental repair work must be placed or confirmed by issuance of a GSA Form 300, Order for Supplies and Services. The GSA Form 300 will describe the service to be provided and will establish the maximum number of hours and material costs for which the Contractor will be compensated. The ceiling specified on the GSA Form 300 may not be exceeded without written approval from the Contracting Officer (CO) or his/her designated representative.

6. Incidental Repair Work and Acceptance Guidelines:

When authorized to perform an incidental repair, the Contractor shall ensure that time spent on the job is accounted for and that the service technician checks in and out with the CO or technical representative prior to commencing or completing work.

The Government reserves the right to furnish any or all parts and materials required for a particular repair by the Contractor as Government-Furnished property. If the Contractor furnishes the parts or materials, the price to be paid shall be based on an established catalog of list prices, less all applicable discounts. In no event shall such a price be in excess of the Contractor’s sale price to his most favored customers for the same item in like quantities or current market price, whichever is lower.

The Contractor will be compensated as follows for incidental repair services;

a. Labor Costs: The Contractor will be reimbursed for labor hours spent on the repair, as evidenced by the work log and recorded on the GSA Form 300, at an hourly rate for incidental repair services as established under this contract.

b. Material Costs: The Contractor shall be reimbursed by the Government for all material costs recorded on the GSA Form 300 for each incidental repair.

c. The Contractor will provide GSA with a “Work Order” that specifies which repair mobilizations will occur and possible completion times. On this “Work Order”, the Contractor will depict the price for the repair mobilization or time & materials.

d. Upon completion of repairs, the designated GSA Representative will inspect the work and provide an initial acceptance. Initial acceptance does not guarantee payment, but begins the acceptance process.

e. After initial acceptance, both the Contractor and the GSA Representative will observe the operational testing of the equipment that was repaired.

f. If the repair has been deemed acceptable and the associated equipment/system is operational, the Contractor is allowed to provide GSA with an Invoice for the full amount of the repair.

Also, GSA will provide a favorable Inspection Report.

g. The Contractor WILL NOT be reimbursed for material handling charges. Contractors shall submit copies of invoices to CO for verification of material.

B.2.8 INCIDENTAL REPAIR OF COMPRESSOR MOTORS

1. “Incidental Repair” Defined:

The definition of an “Incidental Repair as it pertains to electrical motors shall be the same as that described in Section B.2.7, Item 1.

2. Identification of Major Repair and Replacement Items (“Incidental Repairs”):

The Contractor will be responsible for making incidental repairs as they are reported or identified thru GSA and/or Contractor inspections or scheduled maintenance. The Contractor is fully liable for repairs costing $3,500 or less, and for the first $3,500 for any other repairs that are over the $3,500 threshold. The Contractor’s cost, for this purpose, will be the actual cost to the Contractor for parts and materials, as documented by invoices, plus any additional hours required to complete the repair plus actual cost of subcontract labor (verified by an invoice) the

“shipping, handling, overhead and profit coefficient”. Hours for productive personnel already on duty shall not be used to determine the repair liability.

3. Methods of Accomplishing Repairs:

If the contractor estimates a repair to cost more than $3,500 but less than $25,000, the contractor shall immediately (within 24 hours) furnish the COR with a price proposal to make the needed repair. If the repair is to cost more than $3,500, and a subcontractor is required for a larger portion of the repair, the COR may require the following:

v.The contractor to furnish three (3) competitive bids from subcontractors.

• Likewise, if the job requires a part, component, or piece of equipment costing more than $3,500, the contractor must furnish three (3) competitive bids from suppliers.

In all cases, the contractor must make every effort to obtain the best price available to the

Government.

If the COR determines the cost proposal to be fair and reasonable, the CO will either order the work from the contractor or the COR will defer the repair. If the CO or COR determines that the cost is not fair and reasonable, they shall attempt to negotiate a lower price. If a fair and reasonable price cannot be negotiated expeditiously, the CO may direct the repair to be performed through a unilateral modification to the contract, using a price determined by an independent Government estimate. In this event, the contractor has the right to place a claim for additional payment per the Disputes clause of the contract.

If the CO/COR does order the work from the contractor, the approval may be verbal for compressor motor repairs priced at less than $3,500. For compressor motor repairs priced at

$3,500 or more the CO must issue a GSA form 300. The Government shall deduct the

$1,000 repair liability from the contractor’s payment for the repair.

Repairs costing more than $100,000 shall not be the responsibility of the contractor (unless negligence or error on the part of the contractor is involved). The Government shall not order such repairs to be performed under this contract, nor shall the $3,500 repair liability deductible be applied to such repairs.

4. Motor Removal as it Pertains to Incidental Repairs:

The contractor shall note that removal of any motor shall be preceded and supported by prior testing or inspection results. The contractor shall inspect motor environment and assess the best means of removing the motor. This assessment shall include but not be limited to mobilization, rigging capability, freight elevator accessibility and alley accessibility. The contractor shall note that motor removal methods, rigging and breakdown are subject to GSA approval. The Government reserves the right to alter removal methods based on plant activities and area accessibility.

5. Additional Task Orders:

Additional task orders as they pertain to chiller compressor motors and starters shall be carried out in accordance with Section B.2.7, Item 4.

6. Incidental Repair Task-order Proposal Procedure:

All incidental repair task-order proposal procedures as they pertain to chiller compressor motors and starters shall be carried out in accordance with Section B.2.7, Item 5.

7. Incidental Repair Work and Acceptance Guidelines:

All incidental repair work and acceptance guidelines as they pertain to chiller compressor motors and starters shall be carried out in accordance with Section B.2.7, Item 6.

B.2.9 (CLIN 0007) EMERGENCY SERVICE CALLS, RESPONSE TIME & PORTABLE

CHILLER REQUIREMENT

In the event of an unexpected chiller breakdown, such as a chiller failing to start or load, unusual noise, nuisance warning lights and alarms, etc. the Contractor shall provide Emergency Service response within 4 hours and attempt to get the chillers back in stable operating condition to meet the customer load.

In the event the chillers covered by this reliable operability guarantee are unable to produce sufficient capacity to meet customer load as part of this agreement (due to one or more chiller failures or inabilities of the chiller to perform), the Contractor…