A.02. CFD Refrigeration Maintenance SOW.docx

Statement of Work

1. Background: The Combat Feeding Division (CFD) requires services from a local refrigeration maintenance contractor for preventative mechanical maintenance, as well as conducting routine repair and emergency repair (as needed), to the Division’s aging temperature control boxes and refrigeration systems that are required for critical storage studies and project tests.

2. Requirements: The Contractor must possess a valid US state-issued license for Refrigeration/HVAC services and a universal EPA-608 certification to handle refrigerants. The Contractor must be capable of maintaining and repairing refrigeration and freezer reach-in and walk-in boxes.

a. General Requirements. The contractor's primary focus shall be to perform mechanical maintenance and repair in support of 22 walk-in climate-controlled boxes and 10 reach-in refrigerators and freezers. This number could fluctuate slightly as CFD procures new units or disposes of old units. Below is a list of the current boxes:

b. Specific Requirements: The contractor shall:

(1) Perform General Preventative Maintenance. The following preventative maintenance tasks shall be performed in each temperature box once per year:

· Inspect compressors:

· Check oil levels and condition.

· Record operating temperatures and pressures.

· Measure voltage and amp draw per phase.

· Inspect for abnormal vibration or noise.

· Verify refrigerant charge

· Perform electronic leak detection

· Verify superheat and subcooling as applicable

· Measure suction and discharge pressures

· Inspect condenser coils:

· Clean coils using approved chemical cleaners or water pressure.

· Straighten damaged fins.

· Verify unobstructed airflow.

· Measure motor amperage

· Inspect capacitors, relays, contactors, disconnects, and electrical connections

· Inspect evaporator coils:

· Clean coils.

· Verify proper defrost cycle operation.

· Check drain pans for proper drainage.

· Ensure condensate lines are clear and unobstructed.

· Inspect for ice build-up.

· Inspect evaporator motors and airflow

· Inspect electrical components:

· Inspect each contactor and relay for pitting or wear.

· Tighten electrical connections to manufacturer torque specs.

· Inspect wiring for degradation.

· Test capacitors.

· Test fuses and breakers.

· Verify grounding.

· Inspect refrigeration circuit:

· Perform comprehensive leak testing using electronic detectors.

· Verify sight glass is clear or moisture or bubbles.

· Record system superheat and subcooling.

· Inspect line insulation.

· Controls and alarms:

· Calibrate thermostats and sensors.

· Verify operating setpoints.

· Test high and low-pressure safety cut-outs.

· Adjust humidity controls as appropriate.

· Motors and fans:

· Lubricate bearings

· Inspect fan blades for cracks or imbalances.

· Ensure proper fan rotation direction.

· Check belt tension and wear, replacing it as necessary.

· Inspect doors and seals:

· Inspect door gaskets for tears or damage.

· Ensure doors properly latch when closed.

(2) Provide Repair Service

· Repair services shall be provided, as required, during the contract's period of performance. Contractor shall respond via email or phone call to requests for repairs within 1 working day via email or phone and provide a quote for repairs within 2 business days. The service technician should be onsite within 1 working day to start the repair after the funding for the repair has been allocated to the contract. Repair service should be completed within 2 visits and within 2 working days after starting of repair. The contractor shall provide escalation services to resolve difficult issues (if not repaired within 2 visits), where a senior service technician will replace the current service technician to lead the troubleshooting efforts. Information about whether the vendor can or cannot meet these requirements should be addressed in the proposal. Natick DEVCOM caused delays and part shipment delays will not be held against the contractor for this timeline. Any proposal omitting this crucial information about timelines cannot be evaluated for technical acceptance. Following a repair, the temperature-controlled box shall be inspected and repaired as necessary to restore the temperature control box to its best operating specifications.

· All quotes for repairs are to be at no cost to the government.

· Quoted replacement parts shall not exceed a 25% markup from fair market price.

· Any excess items or materials quoted and purchased will be left on site to be used in future repairs.

3. Period of Performance: The estimated period of performance is a 12-month base year, plus four 12-month option years from date of award.

4. Travel: Travel is not anticipated under this contract.

5. Security: A security clearance is not required for this work.

6. Personnel Qualifications: It is essential the contractor have an expert understanding of refrigeration, electrical knowledge specifically related to refrigeration systems, a valid US state-issued license for Refrigeration/HVAC-R services, a universal EPA-608 certification to handle refrigerants, and coordination and communication skills necessary to organize repair efforts in a timely manner.

a. General Experience. The contractor shall have a proven track record of at least 5 years managing commercial, industrial, or military-grade refrigeration systems of similar scale and complexity.

b. Specialized Experience: The contractor shall have demonstrated experience and understanding performing diagnostics on commercial walk-in freezers, coolers, chillers, and reach-in units, including electrical control circuits and compressors. The contractor shall demonstrate a history of executing structured preventative maintenance schedules, including coil cleaning, belt replacements, electrical connection tightening, calibration of thermostats, and system performance baseline testing.

The contractor shall have demonstrated skills in trace gas leak detection, recovery, recycling, and reclamation processes using certified equipment to minimize system loss.

7. Government Furnished Equipment/Information/Computer Utilization: The Government shall not provide any government furnished equipment/information/computer utilization.

8. Other Direct Costs (ODCs): The Government does not anticipate ODCs.

9. Deliverables: The contractor shall deliver the following in accordance with the Contract Data Requirements List (CDRL) DD Form 1423:

· Upon completing the preventative maintenance each year, the contractor shall deliver a Preventative Maintenance report that shall at a minimum include:

· Measurements as outlined in Section 2.b.1.

· The status of each box (i.e. operational, non-operational, etc.)

· Suggested additional maintenance for problem areas.

· If a box is non-operational, provide solutions to bring the box to full operation, and rationale for why (i.e. based on which measurements?).

· Upon completing a repair, the contractor shall deliver a Repair report that shall at a minimum include:

· Details about repairs conducted.

· Operational status of units.

10. Place of Performance: The primary place of performance for this work will be Combat Capabilities Development Center, Soldier Center, SSD, CFD, Building 36 and 4.

11. Contract Management/Activity Report: The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel used in performance of this contract. The Contractor's management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective research or scientific services performed in accordance with the requirements contained in the statement of work.

A quarterly status report will be provided to the Government with the following information:

· Summary of work accomplished during the reporting period and percent complete

· Any problem areas or potential problem areas

· Schedule of activities planned for the next reporting period and number of remaining hours to complete activities

This report is due no later than the following dates: 15 January for the period 1 October to 31 December; 15 April for the period 1 January to 31 March; 15 July for the period 1 April to 30 June; and 15 October for the period 1 July to 30 September.

12. Invoicing: The Contractor shall bill no more than once monthly and at least quarterly. Invoices must include, as a minimum, the following information:

· Time Period Covered

· Direct Labor Hours

· Labor Category(s)

· Hourly Rate

· Travel with description (if applicable)

· ODCs with description (if applicable)

· Any applicable indirect costs

13. Contractor Installation Access and CAC Issuance:

After contract award and upon receipt of documentation from the government, the contractor shall complete all required documents (100% completion required) and submit them to the COR NLT 45 days prior to the start of contract performance, unless the COR authorizes a later date. If the government initiates a background investigation in the Personnel Security Investigation Portal (PSIP), the contractor will receive a series of automated emails (minimum of 3) from the PSIP system prompting them to complete the application. Upon email notification the contractor shall take immediate action to complete the PSIP application. After completion of the application, it can take up to two weeks for the PSIP application to show as "open." Once the application shows as "open," the government will enter the contractor into the Trusted Associate Sponsorship System (TASS). After being entered into TASS, the contractor will receive an email from the government which contains a TASS username and password and a link to the required TASS application. Upon receipt, the contractor shall log into the TASS system and complete the application. If the application is approved, the contractor will receive an automated email from the TASS system acknowledging the process has been completed and a Common Access Card (CAC) may be obtained. The Contractor shall coordinate with the COR to book a CAC appointment. Two forms of ID are required to obtain a CAC card. After obtaining a CAC, the Contractor will coordinate with the COR to complete the DEVCOM SC internal on-boarding process.

SOW Template as of 1 Mar 11.