A02_12_PWS_1.docx

Performance Work Statement (PWS) Central California Area Office (CCAO) HVAC Repair Services Bureau of Reclamation Interior Region 10 – California Great Basin 8/15/2025

Table of Contents

1. General Requirements

2. Business Relations

3. Contract Management

4. Location and Hours of Work

5. Performance Requirements…………………

6. Government Furnished Materials

7. Contractor Furnished Materials

8. Qualifications

9. The BPA Ordering Process

10. Minimums and Maximums

11. Ordering Offices

12. Authorized Callers

13. Period of Performance

14. Firm Fixed Price

15. Quality

16. Deliverables

17. Performance Requirement Summary (PRS)

GENERAL REQUIREMENTS

Objective Provide HVAC repair services as needed at the Bureau of Reclamation, Folsom Area Office complex located at 7794 Folsom Dam Road, Folsom CA, 95630 and at Nimbus Powerplant located adjacent to the Sacramento State Aquatic Center at 1901 Hazel Ave, Gold River, CA 95670. The Folsom Area Office complex includes, but is not limited to Folsom Dam, Folsom Powerplant, Folsom Pumping Plant, Switchyard, Folsom Auxiliary Dam, Emergency Generator building, and approximately 25 single story buildings of various sizes. Nimbus Powerplant includes the plant itself and the adjacent breakroom building. Facilities with HVAC units under the direct control of Reclamation at the Nimbus Fish Hatchery and Sacramento State Aquatic Center are also included.

Background Bureau of Reclamation Plant Mechanics and Electricians are limited in their ability to perform HVAC repairs because they do not have the required EPA certifications to check, install or recover refrigerants. Any device such as a fan speed controller that has a refrigerant charge or is connected to a refrigerant source requires expertise by a qualified HVAC technician to effect repairs.

BUSINESS RELATIONS

CONTRACT MANAGEMENT

a) Points of Contact The designated points of contact will be furnished subsequent to the awarding of the contract.

b) The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor shall maintain continuity between the support operations and the contractor’s corporate offices.

c) The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to the government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the government and contractor personnel assigned to BPA calls. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

d) The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. Contractors may add subcontractors to their team after notification to the contracting officer.

4. LOCATION AND HOURS OF WORK

a) Central California Area Office complex located at 7794 Folsom Dam Road, Folsom CA, 95630 and at the Nimbus Power Plant located adjacent to the Sacramento State Aquatic Center at 1901 Hazel Ave, Gold River, CA 95670. Facilities with HVAC units under the direct control of Reclamation at the Nimbus Fish Hatchery and Sacramento State Aquatic Center are also included.

b) Normal business hours are Mon – Fri, 7:00am to 5:00pm except Federal holidays. The contractor is responsible for performing work as defined in the Tasks portion of this PWS during normal business hours except when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

c) Exact location and working hours will be identified in each BPA Call.

5. PERFORMANCE REQUIREMENTS TASKS

BPA CALL

5.01 TASK 1: SERVICE CALL

The Contractor shall respond to a service call for a malfunctioning unit within 48 hours of notification by the COR. Response to a service call shall mean physically sending out a technician to troubleshoot during normal business hours, or outside of normal business hours as authorized. Notification by the COR on a Thursday or Friday may extend the visit to Monday or Tuesday for example. The Contractor’s proposal shall include a flat rate fee per service call, normal business hourly repair rate fee, and an after hour/overtime fee. During these service calls, the Contractor will determine the scope of the problem and provide an estimate for the necessary repairs. It is recognized that the Contractor may have the required parts available in their truck and repairs within the same visit will be allowed. In this case, an estimate agreeable to the COR should be provided prior to the repair being performed. The service call will typically diagnose one HVAC unit. However, a service call may include diagnoses of multiple units at a single building or at different locations. The flat rate service call fee shall be incurred for each unit diagnosed. Subsequent visits of a diagnosed unit because parts had to be ordered or because of in progress work shall not incur a service call fee, but the repair rate shall apply.

5.02 TASK 2: REPAIR ESTIMATES

The contractor’s repair proposal estimate shall be provided within 24 hours after diagnosis. The contractor shall provide a proposal for each repair and breakout the labor, material, and any equipment rental costs for the Government’s review and approval prior to any materials being ordered or work beginning on site. Normally, the contractor shall be responsible to order all the correct materials and provide all labor and equipment for each repair. There may be an occasion when the Government has the required part on hand that would expedite repairs versus having the Contractor order separately. In this case, it is understood that the Contractor has no responsibility regarding the warranty of a user supplied part. As indicated above, there is a distinct benefit if the contractor has the parts available in their truck and performs the repairs in the same visit in which the unit was diagnosed. In these cases, an estimate for the repair action would also be required for approval prior to performing the repair action.

5.03 TASK 3: REPAIR SCHEDULING

The Contractor must coordinate with the COR in scheduling the repair activity which can depend on parts availability, government personnel availability and other factors. The Contractor shall complete all repairs to restore the HVAC unit(s) to normal operation. All repairs shall be warrantied for a minimum of 30 calendar days and call outs of units within this 30 days shall be at the Contractor’s expense unless a different part of the same unit failed, or some other failure occurred that is not associated with the original repair.

5.04 TASK 4: HVAC System Refrigerant Charging

The contractor must provide a technician for the execution of thorough acceptance testing on newly installed HVAC systems. The in-house crafts will finalize all installation procedures up to the flange connections, ensuring that the HVAC technician can perform a comprehensive quality assessment and make necessary adjustments to ensure system meets standards if required. The contractor must then proceed with the system evacuation and charge it with the appropriate refrigerant as dictated by the specifications of the newly installed system. The contractor shall not be held liable for any warranty claims pertaining to the HVAC system if it is determined that an installation failure was due to the actions or omissions of in-house crafts.

5.05 TASK 5: MANUALS AND TECHNICAL DATA

The contractor must provide O&M manuals and other technical data to the COR for any new equipment/devices installed on site as a result of a repair action within 5 business days following the repair action. In addition, any applicable manufacture warranty data regarding replaced equipment shall be provided to the COR.

6. GOVERNMENT-FURNISHED MATERIALS

No Government furnished property shall be provided.

7. CONTRACTOR-FURNISHED MATERIALS

The contractor will furnish all materials necessary to accomplish the requirements of the BPA Call.

8. QUALIFICATIONS/STANDARDS

1. Repairs shall comply with all applicable local, state, and federal aws/regulations/codes, industry standard practices, and device/equipment manufacturer instructions and specifications.

If standards or codes conflict, the contractor shall comply with the more stringent of the standards or codes.

2. Reclamation Safety and Health Standards (RSHS), (latest version): http://www.usbr.gov/ssle/safety/RSHS/rshs.html

3. Latest versions of the NEC/NFPA 70, and applicable ASHRAE standards.

4. FIST 1-1, Hazardous Energy Control Program (HECP), https://www.usbr.gov/power/data/fist_pub.html

9. THE BPA ORDERING PROCESS

As requirements are determined by the Government to be appropriate for ordering under this BPA materialize, the government may issue Requests for Quotations (RFQs) to the BPA Holder(s). The RFQs will include the following: 1) a Statement of Work describing the work to be performed; 2) any special contractual requirements that will apply to the call, to include delivery requirements/performance schedules; 3) quotation preparation and submittal instructions; 4) vendor evaluation and selection information if appropriate.

10. MINIMUMS AND MAXIMUMS

The Government is obligated only to the extent of authorized purchases actually made with this BPA. No work is guaranteed under a BPA. Therefore, there is no minimum dollar value of work that will be ordered by the government under this BPA. The maximum dollar value for this BPA will be a total of $250,000.00 for five (5) years.

11. ORDERING OFFICES

The U.S. Bureau of Reclamation Interior Region 10 – California Great Basin Acquisition Services Office will order the HVAC repair services $2,500.00 and over.

Any CO in the division with the proper delegated authority can issue a call order against the established BPA.

12. AUTHORIZED CALLERS

Only authorized callers from the U.S. Bureau of Reclamation Interior Region 10 – California Great Basin Acquisition Services Office will place orders under this BPA. At time of award a letter will be issued listing the authorized callers. In the future a letter may be issued to the BPA Holder/Contractors to add additional personnel if needed to this list. Only authorized Callers from the U.S. Bureau of Reclamation-Acquisition Services will place calls under this BPA over the micro purchase limit.

13. PERIOD OF PERFORMANCE

The period of performance for this BPA shall be 5 years or upon reaching the funding ceiling for this procurement.

14. FIRM FIXED PRICE CONTRACT

Orders placed under this BPA will be firm fixed price. Price quotations will include all costs associated with performance of the required service, to include all labor, materials, travel, per diem, and any other direct, indirect or incidental costs necessary for performance of the ordered services. Unless the order is modified in writing (e.g. there is a change in the scope of services ordered), the obligated amount will not be adjusted. The cost breakdown furnished with the price quotation is for information purposes only, so that the Government may verify that the lump sum price being quoted conforms with the agreed to rate established on the BPA.

15. QUALITY

This section describes the Quality Control components for this effort. The following sub-sections provide details of various considerations on this effort.

a) Quality Control The Contractor shall develop a Quality Control Plan (QCP) to maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's QCP is the means by which he assures himself that his work complies with the requirement of the contract.

The finalized QCP will be accepted by the Government at the time of the award. The Contracting Officer may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the Contracting Officer. Any modifications to the program during the period of performance shall be provided to the Contracting Officer for review no later than 10 working days prior to effective date of the change. The QCP shall be subject to the Government's review and approval. The Government may find the QCP "unacceptable" whenever the Contractor's procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found "unacceptable."

b) Monitoring Performance During the course of the evaluation period, the COR will track Contractor performance. Interim (mid-term) evaluations may be provided to identify strengths and weaknesses in the Contractor's performance during the period being evaluated. At the end of the period, the COR will assess the Contractor's performance in accordance with the Quality Assurance Surveillance Plan (QASP) and report to the Contracting Officer.

c) COR Recommendation The COR will consider all evaluations and any other pertinent information and will prepare a report to the Contracting Officer with findings and recommendations. The Contractor will be provided a copy of the draft findings and recommendations of the COR and will be afforded the opportunity to identify factual errors. The COR's draft recommendation is not subject to negotiation and the COR will not engage in discussions with the Contractor. Any errors identified by the Contractor will be addressed by the COR in its final report. The Contractor will be provided a copy of the final COR report at the same time the report is submitted to the Contracting Officer.

d) Payment Determination The Contracting Officer may meet with the COR to discuss the COR's report. The Contracting Officer will make a final determination in writing as to the percentage of work successfully completed, and the resulting payment to be made. A copy of the determination will be provided to the Contractor no later than 45 calendar days after the end of the period being evaluated. All Contracting Officer decisions regarding Disincentives are unilateral decisions made solely at the discretion of the Government.

e) Quality Assurance Surveillance Plan (QASP) The Quality Assurance Surveillance Plan is one evaluation method the government uses to surveillance performance to determine whether the Contractor meets the standards of performance as defined in the PWS. The absence of a QASP for any contract requirement, however, shall not detract from its enforceability or limit the rights or remedies of the government under any other provision of the contract in determining the quality of the Contractor performance.

16. DELIVERABLES

A. Respond to service call within 48 business hours. Responding to a service call means physically sending out a technician to troubleshoot during normal business hours, or outside of normal business hours as authorized by the COR.

B. Provide repair proposal estimate within 24 hours after diagnosis. The contractor shall provide a proposal for each repair and breakout the labor, material, and any equipment rental costs.

C. The Contractor shall complete all repairs to restore the HVAC unit(s) to normal operation.

D. Provide a minimum warranty of 30 calendar days on all repairs.

E. The contractor shall provide O&M manuals and other technical data to the COR for any new equipment/devices installed on site as a result of a repair action within 5 business days following the repair action. In addition, any applicable manufacture warranty data regarding replaced equipment shall be provided to the COR.

17. PERFORMANCE REQUIREMENT SUMMARY

Response on service call out within 48 hours during normal business hours (M-F, 7:00am to 5:00pm) 90% of the time after notification by the COR.

b. Deliverables:

i. Provide cost estimate within 24 hours after diagnosis 90% of the time.

ii. Return of HVAC system back to normal operation 90% of time on agreed upon scheduled repair day(s) and no call outs on repaired units within 30 calendar days 90% of the time.

iii. Shall provide any manufacture warranty data of any replaced equipment, O&M manuals, and other technical data.

COR Surveillance (100%)

100% within 5 business days following the repair action.