SOW Chillers.docx

SCOPE OF WORK

Preventative Maintenance and Emergency Service Carrier Chillers & Heat Exchanger

Acoma-Canoncito-Laguna Health Center Acoma-Canoncito-Laguna Service Unit Albuquerque Area Indian Health Service

I. GENERAL

A. Services:

The purpose of this contract is to provide specialized testing, inspection services and repair work for Preventative Maintenance (PM) and Emergency Repairs on the HVAC System and Equipment.

The Contractor for this work shall provide all material, equipment, labor, tools, etc., to perform the required inspection of and repair work to the (2) Carrier Chillers and Heat Exchanger as described and located at the Acoma-Canoncito-Laguna (ACL) Health Center, ACLService Unit, Albuquerque Area Indian Health Service (AAIHS). Services shall be performed in accordance with all applicable Federal, State, and local regulations and code requirements.

B. Location of Work:

The work is to be performed at the Acoma-Canoncito-Laguna (ACL) Health Center, 80B Veterans Blvd, Acomita, New Mexico. The Contractor shall provide Quarterly Preventative Maintenance and Emergency Repairs when needed on the (2) Carrier Chillers and Heat Exchanger.

C. Facility Overview and Procedures:

1. The Contractor shall perform all work during normal business hours, 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding Federal Holidays. Authorization other than normal work hours shall be coordinated and approved in advance with the Facility Maintenance Contact.

2. The Contractor shall coordinate and schedule all site visits with the Facility Maintenance Contact. The inspections and all work are to be completed while the facilities remain in operation. The Contractor shall ensure that the services do not disrupt patient care.

3. The Contractor shall sign in and out with the Facility Maintenance office during every visit. A Contractor’s badge shall be provided to each crew member on-site and shall be worn as work is performed. Badges shall be returned at the end of the work day or at the end of the service period as determined by the Facility Maintenance Contact.

4. The Contractor shall adhere to all policies, standards, and requirements of the respective facility while on-site. Safety procedures shall be strictly adhered to at all times.

II. PROJECT DESCRIPTION:

A. The Contractor shall provide quarterly preventative maintenance service as required and recommended by the Original Equipment Manufacturer (OEM) for the equipment listed and described below. The Contractor shall perform routine and emergency repairs when needed. Should the equipment require additional parts, repairs, or service excluded from the OEM preventive maintenance replacement list or agreement, a separate order will need to be issued by the contracting officer to cover additional costs. The Contractor is cautioned that acceptance of work without approval of the Contracting Officer may jeopardize payment.

B. The Contractor shall perform, at a minimum, the following PM services on each piece of equipment or unit. All work shall be performed in accordance with OEM recommendations and all applicable standards.

CHILLERS 93 AND 94:

1. Check general operation and condition of Chillers #93 & #94

2. Check oil, water, and refrigerant temperatures, pressures, charge, and contamination.

3. Leak test refrigerant on entire units.

4. Check and tighten all electrical connections.

5. Check and calibrate all operating, safety sensing, and alarm controls.

6. Inspect and clean condenser tube brushing and condenser coils.

7. Check starter wiring and contacts.

8. Inspect all motors and compressors for proper operation.

9. Check gauges and indicator lights.

10. Calibrate flow switches and devices, according to standards.

11. Replace oil filter, drier cores (W/A) and lubricate equipment as required.

12. Start up the chillers, place in full operation, and review equipment operation with Facility Maintenance Supervisor and Mechanics.

13. Check for safety of moving parts, check for tripping hazards, fire explosion hazards, and cleanliness of area.

14. Miscellaneous parts and additional cost for repairs and replacements must be approved prior to doing the work

HEAT EXCHANGER:

1. Check general operation and condition

2. Inspect and clean exchanger tubes.

3. Inspect system and calibrate all parts for proper operation.

4. Check and tighten all electrical connections.

C. The Contractor shall perform an Eddy Test on Chillers 93 & 94 and the Heat Exchanger during the base year and in Option year 3. The Contractor shall review the test results with the Facility POC and provide a written report and proposal for any repairs and replacement parts should the repairs exceed the contract amount.

D. The Contractor shall be available for emergency services should the chiller system experience mechanical failure and/or shut down. Upon inspection and diagnosis, the Contractor shall review with the Facility POC and provide a written report and proposal for emergency repairs should the repairs exceed the contract amount

E. The Contractor shall provide, at a minimum, the following services on emergency call backs:

1. Check and inspect all mechanical operated devices and provide repairs needed.

2. Check and inspect condenser fans for proper operation, repair or replace if needed.

3. Check and inspect control panel box for frayed wires.

4. Troubleshoot and diagnose problem reported.

5. Repair system as required by code.

6. Test all components after repair as listed under preventive maintenance.

7. Miscellaneous parts and additional cost for repairs and replacements must be approved prior to doing the work.

III. DELIVERABLES

The Contractor shall provide the following reports to the Facility Maintenance Supervisor for each PM and emergency service performed:

A. Service or Work Order: The Contractor shall provide a service report or work order for every PM service. This shall include, at a minimum, the date of service, name of Technician, inspection checklist and results, tests performed and results, deficiencies discovered, all repairs, all parts replaced, and overall condition of system.

B. Emergency Service: The Contractor shall provide a report of emergency services that includes, at a minimum, the date of service, name of Technician, problem reported, inspection and review, diagnosis, repairs, replacements, testing, and overall condition of system.

IV. PERIOD OF PERFORMANCE:

The base performance period for this service shall be one year from notice to proceed. Option year renewals, up to four additional years, shall be exercised on the basis of existing requirements of the Government, availability of funds, and satisfactory Contractor performance. Option years will be added to the agreement prior to the end of the current year upon recommendation of the Government and acceptance by the Contractor.

V. INVOICE SUBMISSION

The Contractor shall submit invoices after performance of service and shall be inclusive of all required costs and applicable taxes. Payment shall be made in ARREARS. Electronic funds transfer shall be utilized as method for processing payment.

Upon receipt of Contractor’s properly prepared invoice, the Facility Maintenance Office will review for certification of services and the COR will forward the documentation to the Receiving Agent for processing.

As a minimum, a properly prepared invoice shall include:

1. Invoice number

2. Current date

3. Invoice period

4. Contract, Purchase Order, or BPA Number

5. Contractor name, address, telephone number

6. Contractor's tax identification number (TIN)

7. Contractor’s DUNS

8. Description of services rendered

End Scope of Work