Annex H - Facilities Maintenance (411).docx

Annex H Facilities Maintenance (411)

Annex H - Facilities Maintenance (411) (U)

Table of Contents

GENERAL INFORMATION

Overview . The Contractor shall inspect, repair, and maintain all existing buildings, structures, and their components listed in Technical Exhibit (TE) 56 – Fort Huachuca Real Property Inventory. The Contractor shall provide sustainment of vertical facilities such as buildings and all utilities plant structures within the five (5) foot demarcation line, excluding Army Family Housing. The Contractor will coordinate with the Directorate of Public Works (DPW) Environmental Division, if within a historic facility, see TE 42 – Historic Property List.

The following paragraphs describe all facets involved in the management of building and structure maintenance; they include terms used to classify work; provide information on the level of effort that will be required at Fort Huachuca in terms of workload and trade distributions; and describe the way in which work will be received, managed, and documented. The Contractor is responsible for the maintenance and repair of all building and structures under this PWS as noted in the TE 56 – Fort Huachuca Real Property Inventory. Work may include carpentry, plumbing, electrical, masonry, painting, sign work, heating, ventilation, and air conditioning (HVAC) work, flooring, roofing, metalwork, locksmith services, fire alarms, fire suppression, glass and glazing, demolition, and other trades that relate to the maintenance and repair of real property facilities. The Contractor shall perform preventive maintenance (PM) on all real property listed in TE 56 – Fort Huachuca Real Property Inventory.

There is a wide variety of facilities at Fort Huachuca with installed equipment. Although other sections of this PWS detail the requirements for some of these types of equipment, all real property installed equipment is the responsibility of the Contractor (e.g., acid neutralization tanks at battery maintenance facilities; paint booths at motor pools, etc.). Exclusions to this are common systems (phone and computer network equipment) and Intrusion Detection Systems (IDS), unless otherwise specifically included in this PWS. Department of the Army (DA) Pamphlet (PAM) 420-11, Project Definition and Work Classification identifies installed building equipment that is covered under this contract.

Although rare, the Contractor shall perform mold/mildew remediation as required during the performance of maintenance activities per Technical Guide (TG) 277, Army Mold Remediation Guidance. These services are normally accomplished by DMOs, OWOs, PMOs, or PWOs. The Contractor shall be responsible for scheduling and performing the PM work necessary for proper and efficient operation of the plants and systems. Work items identified in the PWO paragraphs shall be performed without further input from the Government except as specified otherwise. All work shall be performed in compliance with the technical requirements specified herein and shall adhere to the following standards and those listed in Annex A – BASOPS PWS. To assist the analysis of recurring or trending facility and component issues, the Contractor shall annotate in GFEBS the actions taken to resolve the problem. The list of buildings requiring PM will change throughout the life of the contract. However, the type of work under PM is a good representation of the work required for all buildings under the contract.

Diagnosis and Analysis . The Contractor shall provide follow-up analysis and diagnosis of equipment failure as requested or shown below.

The primary aim is to identify the factors that contributed to and/or resulted in the failure of maintenance, service, repair and/or operation of real property, infrastructure, and systems at Fort Huachuca, and to identify and implement actions to prevent repeated future failure due to the same failure reasons.

The Contractor shall:

· Provide a detailed description (i.e., time, duration, location, type of incident, areas/equipment affected, corrective action taken, time service restored, etc.) and explanation of the failure.

· Identify the root cause or causes of the problem.

· Provide actions and solutions to prevent future occurrences, an explanation of the pros and cons of these actions, a cost analysis of these actions, and the Contractor’s recommended action.

· The selection and implementation of the appropriate action.

· Review, documentation, and analysis of the outcome.

· Change in procedures, training, PWS, etc. as needed.

The Contractor shall provide additional analysis or diagnosis when:

· Directed by the Contracting Officer Representative (COR)/Alternate COR (ACOR).

· The Contractor or DPW determines it necessary due to unfavorable maintenance and repair.

· After catastrophic, unusual, or unforeseen events that result in adverse maintenance, repair, and service requirements.

· When notified of unsatisfactory performance by DPW Fort Huachuca or other regulatory agencies (Fort Huachuca Safety, Arizona Department of Environmental Quality (ADEQ), OSHA, Industrial Hygiene, DES, etc.).

· After any unplanned stoppage, outage, or failure of a utility system or major utility system component. The COR/ACOR shall be notified within one (1) hour of an emergency, failure, unscheduled interruption of utility service or major component equipment failure. The Contractor shall provide the “who, what, when, where, and why” of the emergency, impact on the mission, and anticipated corrective action within two (2) hours of the failure.

Components . Facilities and components covered under this annex include, but are not limited to, the following:

· Administrative buildings

· Training facilities

· Testing facilities

· Maintenance shops

· Warehouses

· Medical facilities and clinics (alarm/fire systems)

· Schools, chapels, and recreational facilities

· Childcare facilities

· Barracks

· Billeting

· Dining facilities

· Range facilities

· HVAC systems

· Fire alarms

· Roofs (including flashing and fascia)

· Installed building equipment

· Caulking around windows and doors

· Paint interior/exterior building surfaces

Work Management and Control

Reporting Requirements . The Contractor shall prepare and maintain all maintenance records, files, and reports in General Fund Enterprise Business System (GFEBS).

Preventive Maintenance Plan . Within forty-five (45) calendar days following the start of the contract, the Contractor shall provide a Preventive Maintenance Plan to the COR/ACOR. The Preventive Maintenance Plan shall describe all preventive maintenance services to be performed and their frequencies as reflected by this PWS, standard operating procedures/orders, and proposed staffing. As part of the Preventive Maintenance Plan, the Contractor shall submit detailed management plans for high-risk utility systems (for example water, electrical, and gas). These management plans shall include, at a minimum, specific maintenance tasks and frequencies, specific instructions for accomplishment of tasks, required special tools and equipment, personnel requirements, safety requirements, emergency procedures, personnel training requirements, and documentation procedures. Emergency maintenance is required on a twenty-four (24) hours-per-day, seven (7) days-per-week basis. The Contractor shall provide an emergency POC at all times. The Contractor shall submit the Preventive Maintenance Plan annually, with monthly updates, for COR/ACOR approval. The following plans shall be submitted as part of the Preventive Maintenance Plan.

Snow and Ice Removal. The Contractor shall perform snow and ice removal IAW requirements of AR 420-1, Army Facilities Management, and Annex G – Snow, Ice, and Sand Removal (408).

1.3.1.2 Emergency Utilities Operating Procedures.

The Contractor shall explain in his Quality Control (QC) Plan how the Contractor proposes to utilize his personnel, materials, and equipment to respond to and accomplish emergency maintenance or repair work during all regular and non-regular duty hours for any utility outages. The QC Plan shall include procedures to follow for the following events.

· Electrical power to buildings or portions thereof is lost,

· A water supply emergency due to interior or exterior secondary water distribution line ruptures,

· Freeze-ups, or contamination of the water supply,

· A natural gas or propane emergency,

· Installation sewage collection systems malfunction due to stoppage in the collection mains, a failure of sewage lift stations, a pipeline rupture, or wastewater treatment plant interruption/failure.

The plan shall outline a contingency plan for providing repair, replacement, or backup power sources such as rental units during the outage or breakdown. For scheduled work involving disruption of heating, water, electricity, sewage, and other facility outages, the Contractor shall notify the COR/ACOR in writing prior to any outage involving a whole facility or more. For scheduled disruptions affecting traffic flow, protection provided by fire and intrusion alarm systems, and routine activities of the installation, the Contractor shall notify the COR/ACOR in writing fourteen (14) calendar days prior to work commencement.

Other Emergency Services to include, but not be limited to:

a. Pest control

b. Command-directed operations support

c. Natural disasters

d. Emergency work due to loss of operation of emergency generators and water pumps

e. Emergency work for the security or protection of Government property

f. Emergency work due to loss of air conditioning (AC) or heating for data processing equipment and other temperature critical facilities

g. Emergency work due to loss of operation of refrigeration and kitchen equipment

h. Emergency work due to a malfunction in fire alarm or fire sprinkler systems

i. Response to emergency DMOs

j. Airfield incidents

1.3.1.4 Notification of Emergencies/Unscheduled Interruptions of Utility Services/Major Component Equipment Failures.

The COR/ACOR shall be notified within one (1) hour of an emergency, failure, unscheduled interruption of a utility service or major component equipment failure. The Contractor shall provide the who, what, where, when, and why of the emergency, the impact on the mission, and anticipated corrective action within two (2) hours of the incident, via email to the COR/ACOR.

Publications and Forms . Specific publications and forms required for the accomplishment of work refer to manufacturer’s guidelines and the most current Unified Facilities Criteria (UFC) or building code.

Facilities Maintenance Instruction . This instruction addresses the standard operating procedure (SOP) for maintenance and repair and GFEBS.

Preventive Maintenance Requirements

Preventive Maintenance Plan . The Contractor shall create the annual Preventive Maintenance Plan (PMP) in GFEBS and submit it to the COR/ACOR for review within forty-five (45) calendar days after the contract start date and updated quarterly thereafter. The PMP shall contain a schedule identifying the preventive maintenance to be completed annually. The Contractor may recommend any changes deemed necessary/desirable to the COR/ACOR for approval. Once the annual schedule is determined, verified, and agreed upon, subsequent schedules will be automatically generated by the GFEBS PM module.

The preventive maintenance plan shall be executed in compliance with the preventive maintenance checklists identified below. Equipment to be maintained are listed in TE 33 – Equipment List. The Contractor shall use the Government-provided GFEBS software to document and manage preventive maintenance. Within seven (7) business days of PMO completion, the Contractor shall technically complete (TECO) the PMO in GFEBS. The Contractor shall update the preventive maintenance plan within GFEBS for any real property and/or equipment to which the Government will take title, or which shall be installed on Government property.

The Contractor shall generate PMOs for preventive maintenance of equipment. Preventive maintenance consists primarily of inspection, cleaning, lubrication, adjustment, calibration, and minor part and component replacement (e.g., filters, belts, hoses, fluids, hardware, and software) required to minimize malfunction, breakdown, and deterioration of equipment, and the identification of any repairs required to bring the equipment up to the manufacturer’s operating standards. Preventive maintenance checklists shall be used. Sample checklists can be found in the most current version of the RSMeans® Facilities Maintenance publication. The Contractor shall annotate the preventive maintenance that is tied to certification requirements. The preventive maintenance described in the checklists and the frequencies shown shall be the minimum acceptable preventive maintenance tasks performed by the Contractor. Repairs outside the scope of preventive maintenance shall be performed as a DMO. Unless otherwise specified, the Contractor shall comply with all reporting/deliverable requirements identified in TE 05 – Deliverable List.

Preventive Maintenance Schedule

Interim Preventive Maintenance Scheduler . Until the preventive maintenance plan is complete by the Contractor, the Contractor shall execute PMOs IAW the PWS. In the interim of the preventive maintenance plan being finalized in GFEBS, the Contractor shall create a preventive maintenance scheduler. The Contractor shall continually update the list as required with the COR/ACOR.

The preventive maintenance scheduler shall be MS Excel based and include work center, maintenance plan, equipment number, equipment description, building number, frequency, task list, date called/scheduled, and any additional notes pertinent to the preventive maintenance (e.g., date added, new building, etc.). Additionally, by close of business (COB) each week, the Contractor shall provide the COR/ACOR in MS Excel, a project preventive maintenance planning schedule of work to be accomplished in the following week.

Preventive Maintenance Schedule Changes . If a schedule change is to take place, the Contractor shall notify the COR/ACOR at least one (1) business day prior to the change. No scheduled preventive maintenance dates shall be changed, without prior approval of the COR/ACOR. The Contractor can anticipate approval of minor changes to the schedule due to unforeseen events. The Contractor shall adhere to the scheduled preventive maintenance dates to facilitate Government verification of inspections. If the Contractor finds it necessary to reschedule a PMO, a written request shall be made to the COR/ACOR detailing the reasons for the proposed change at least five (5) business days prior to the originally scheduled preventive maintenance date. No scheduled preventive maintenance dates shall be changed without the prior written approval of the COR/ACOR.

Replacement Equipment . Replacement equipment installed by the Contractor shall be identified to the COR/ACOR for program updates in GFEBS within seven (7) calendar days following the change. The Contractor shall recommend the preventive maintenance checklist to be used for the new equipment. Following approval by the COR/ACOR, the new equipment data shall be entered into the preventive maintenance plan and preventive maintenance schedule, and the replaced equipment data shall be archived. New equipment installed and existing equipment deleted and not replaced shall be subject to the Changes clause. Equipment deleted and not replaced shall also be subject to the Changes clause. The Contractor shall provide the COR/ACOR with a reconciled equipment list thirty (30) calendar days after the conclusion of each fiscal year.

PMO Form . After a preventive maintenance is complete, the Contractor shall document the results on the PMO form. A hard copy of the PMO form shall be always available for inspection. Defects or deficiencies identified by the Contractor, which may result in risk to persons or property, shall be reported to the COR/ACOR immediately via telephone. Other defects or deficiencies shall be reported by the craftsperson. The business day following completion of the PMO, the Contractor shall input actual results of the PM into the GFEBS PM module to include all data shown on the hard copy PMO.

Preventive Maintenance Log . Upon completion of the PM, the Contractor shall complete the associated building’s PM log indicating the equipment Maintenance Control Designation (MCD) serial number, the date of maintenance, and warranty information will be added into GFEBS, and the initials and employee identification number of the Contractor who performed the work. PM will not be considered performed unless the PM log is completed and the PMO is TECO in GFEBS.

Preventive Maintenance Frequency Definitions . Preventive maintenance shall be performed at the frequencies identified in the preventive maintenance plan and as described below.

Monthly . To be acceptable, monthly tasks shall be satisfactorily accomplished twelve (12) times during the contract or other designated year. Work shall be IAW the approved schedule, but monthly tasks shall be performed, plus or minus three (3) calendar days from the scheduled date. The GFEBS preventive maintenance module schedules the next monthly preventive maintenance within thirty (30) calendar days from performance of the last monthly preventive maintenance.

Quarterly . To be acceptable, quarterly tasks shall be satisfactorily accomplished four (4) times during the contract or other designated year. Work shall be IAW the approved schedule, but quarterly tasks shall be performed plus or minus three (3) calendar days from the scheduled date.

Semi-annual . To be acceptable, semi-annual tasks shall be satisfactorily accomplished two (2) times during the contract or other designated year. Work shall be IAW the approved schedule, but semi-annual tasks shall be performed plus or minus three (3) calendar days from the scheduled date.

Annual . To be acceptable, annual tasks shall be satisfactorily accomplished one (1) time during the contract or other designated year. Work shall be IAW the approved schedule, but annual tasks shall be performed plus or minus three (3) calendar days from the scheduled date.

Greater-than-annual . To be acceptable, greater than annual (including two (2) year, five (5) year and other multiple year) preventive maintenance tasks shall be satisfactorily accomplished when scheduled. Work shall be IAW the approved schedule, but greater-than-annual tasks shall be performed plus or minus three (3) calendar days from the scheduled date.

Certification Testing . Certification testing of pressure vessels and weight-handling equipment (WHE) shall be conducted IAW the requirements defined below. Repairs beyond the scopes defined shall be performed as a DMO. Repairs beyond the scope of a DMO shall require a PWO.

Certification Completion Report . The Contractor shall submit a monthly Certification Completion Report of preventive maintenance accomplished on equipment requiring certification testing. The report shall be provided to the COR/ACOR by the fifth (5th) business day of the following month.

Operations & Maintenance (O&M) Library . The Contractor shall create and maintain a current repository of all O&M manuals from the manufacturer or supplier for all real property facilities and equipment delineated in the Contractor’s PMO program, test and balance or commissioning reports, training videos, etc. The library shall be updated as required to ensure that all information therein is correct. The library shall be considered Government property. These references shall be managed in such a way to allow access by Government and Contractor personnel, including service providers other than the Contractor. The warranty manager and the library manager may be the same person. The repository shall be organized by shop/work center.

Builder Sustainment Management System (SMS) . The Contractor shall maintain and update the Builder SMS to inspect facilities for maintenance and repair needs and update the existing condition index. The Contractor shall update Builder SMS within five (5) calendar days of component changes resulting from the execution of DMOs or PMOs and annually to reflect estimated repair or replacement costs. Annual updates shall be completed no later than the second week of September. Inspections shall include exterior components of the facility and equipment located within the facility.

Inspection Frequency . Component inspections shall be performed annually. Component inspection is limited to those facilities identified in TE 56 – Fort Huachuca Real Property Inventory, and on installation maps/drawings available in the O&M Library.

Inspection Procedures . The Contractor shall update the BUILDER database with inventory and inspection data after a building is repaired, renovated, or modified. The Contractor shall utilize the direct rating inspection method. The Contractor shall note the component-sections that need repair or replacement, then include comments in the BUILDER condition assessments module.

DESCRIPTION OF SERVICES

. The Contractor shall develop and implement (after COR/ACOR approval) a comprehensive preventive maintenance and repair program. Preventive maintenance consists primarily of inspection, cleaning, lubrication, adjustment, calibration, and minor part and component replacement on building and structures, its component equipment and other systems included at facilities which are included in TE 56 – Fort Huachuca Real Property Inventory. Using GFEBS, the Contractor shall submit the comprehensive preventive maintenance and repair program. Work that is outside the scope of a PMO shall be accomplished through a DMO or OWO.

Workmanship and Material Standards . The Contractor shall be responsible for maintaining all facilities, systems, and equipment, identified in TE 56 – Fort Huachuca Real Property Inventory, to a standard that prevents deterioration beyond that which results from normal wear and tear and corrects deficiencies in a timely manner to assure full life expectancy of the facilities, systems, and equipment. Best commercial practices shall be applied in the performance of work. All work shall be completed per approved and accepted industry and equipment manufacturers’ standards and shall comply with building and safety codes, applicable activity, local, state, and federal regulations, and other technical requirements and industry standards.

Workmanship for maintenance and repair shall include all work necessary to complete facility and system restoration, including corrosion control, touch-up painting and operational checks. Upon completion of work, the Contractor shall ensure all facilities, systems, and equipment are free of missing components or defects which would affect the safety, appearance, or habitability of the facilities and structures or would prevent any electrical, mechanical, plumbing, or structural system from functioning IAW with design intent. Repairs shall be made IAW the manufacturers’ specifications and guidelines, and standard building codes. The quality of repairs shall meet the applicable standards and shall prevent any malfunction reoccurrences caused by poor workmanship or other Contractor inadequacies. The quality of the repaired areas shall be fully compatible with adjacent surfaces or equipment. Except where otherwise specified, replacements shall match existing in dimensions, finish, color, design, and functionality and shall have an appearance like the original finished appearance with only minor unobjectionable deterioration resulting from normal use.

The Contractor shall not allow debris to spread unnecessarily into adjacent areas nor accumulate in the work area. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and at the end of each day work is in progress. Upon completion of work, any stains and other unsightly marks shall be removed.

The Contractor shall remove all debris and vegetation that has grown or accumulated in Contractor-controlled areas up to the primary utility demarcation point. Cleaning shall include, but is not limited to, the removal of sand, gravel, rocks, debris, trash, roots, sod, weeds, grass trapped within the lines, manhole chambers, culverts, and curb catch basins.

Facility Workload . Historic preventive maintenance workload data can be found in TE 47 – Cost Transfers Non-recurring IJO 2019-2023, TE 48 – Workload IW37N A001 A004 Combined Data, TE 49 – Workload IW38 A001 A004 Combined Data, TE 50 – Workload O&M Summary, and TE 51 – Workload 411 420 Capability Tables. The information included in these TEs is not exact; it should only be used for historical reference.

Natural Gas Appliance and Equipment . The Contractor shall inspect natural gas appliance connections for leaks at the valve or adjustable meter. The Contractor shall repair leaks immediately and conduct inspections semi-annually. Preventive maintenance for natural gas appliances and equipment shall be performed IAW the requirements set forth in National Fire Protection Association (NFPA) 54, National Fuel Gas Code and 49 CFR 192, Transportation of Natural and Other Gas by Pipeline: Minimum Federal Safety Standards. The Contractor shall maintain gas lines, gas meters, and regulators (low pressure side to include building plumbing). The natural gas distribution system includes natural gas lines outside the footprint of a building or structure up to one of the four (4) points of demarcation with Southwest Gas Corporation.

Heating, Ventilation, and Air Conditioning (HVAC) . The Contractor shall provide preventive maintenance IAW manufacturer’s recommendations, industry standards, as-built drawings, and repair services for HVAC systems. Several HVAC maintenance and repair publications (i.e., Unified Facilities Criteria (UFC) 3-400 series, Army regulations and technical manuals, etc.) are found in TE 04 – Directives and Publications. The Contractor shall utilize these documents when providing services. The Contractor shall verify the preventive maintenance schedule in GFEBS, and update as needed. Services include maintenance, repair, and installation of all components, devices, and equipment. Components include, but are not limited to boilers, furnaces, compressors, blowers, motors, drive assemblies, control systems and wiring, freeze protection sensors, duct work, burner assemblies, temperature controls, registers, condensate drip pans, drains, grills, evaporators, air filters, and heat/air conditioning units, ensure sequence of operations is working as designed. The Contractor shall test emergency HVAC shut off button as part of the annual preventive maintenance program to ensure proper operation and verify if HVAC units tied to the shut off button are shutting off properly and resetting to normal operation. Emergency shut-off button testing, and preventive maintenance will be part of PM schedule. Verify if proper signage for shut-off switch is provided, replace if signage is failing. The Contractor shall, at minimum, provide one type III universal certified refrigeration mechanic and one appliance mechanic.

General . The Contractor shall operate, maintain, repair, troubleshoot, and replace ventilation equipment and systems for comfort and non-comfort cooling requirements. All work shall be performed by qualified personnel IAW all applicable laws, regulations, and shall employ root cause analysis methods of problem solving and deliver workable options to the COR/ACOR for consideration. HVAC systems for process conditioning is included, such as exhaust fans (including bathroom exhaust systems) elevator mechanical room HVAC equipment, paint booths, welding hoods, vehicle exhaust venting systems, cold storage systems, etc. In accordance with EPA regulations, the Contractor must fill out a refrigerant recovery and refrigerant usage log as shown in TE 31 – HVAC Maintenance and Reports (A/C and Ventilation) any time a leak is discovered.

Work Area/System Description . Systems and equipment covered under this section include, but is not limited to the following:

· Air curtains

· Air dryers

· Cold storage plant (walk-in and reach-in)

· Kitchen exhaust hood and other equipment located in DFACs throughout Fort Huachuca

· Filters (air and coolant)

· Guards, casings, hangers, supports, platforms, and mounting belts

· Bathroom-exhaust fans

· Paint spray/vehicle exhaust equipment

· Sand/grit blast and dust collection equipment

· Vacuum equipment (continue numbering below)

· Swimming pool heaters (that heat the pool water)

· Domestic hot water heaters

· Sump pumps in mechanical rooms

· Diffusers, grilles, registers, and pipe insulation

· All solar systems for domestic hot water

· Comfort heating and cooling

· Computer room air conditioning

· Flue vents

· Smart electric meters, pulse kits for water and gas metering

Inventory List . The Contractor shall update the equipment inventory list located in the Builder SMS. Reference TE 33 – Equipment List for current equipment list. The Contractor shall the updated listing to the COR/ACOR after the first sixty (60) calendar days of the contract start and on the first Monday of every sixth (6th) month thereafter. For the first submittal, the sixty (60) calendar day period shall allow the Contractor sufficient time to verify equipment quantities (HVAC equipment, evaporative coolers, etc.) and types for the buildings listed in TE 56 – Fort Huachuca Real Property Inventory. All fields in this listing shall be updated and shall include all buildings and their equipment that were not listed, or incorrectly listed, by size, type, location, etc.

Work Performance . All work shall be performed with a minimum of disruption of occupants and disturbance of other equipment that may be in the same area. Equipment removals shall be done with care and with the intent of reusing the existing ductwork, electrical connections, vents, and other tie-ins so that the costs for re-establishing functional operations are minimized. Reuse of tie-ins for flue vents, water piping, electrical connections, ductwork, etc., shall be made to facilitate the adaptation of existing hardware and conditions to the new piece of equipment. For example, the Contractor shall supply an extension of an electrical conduit for power if the adaptation to connect the new equipment requires it for proper and safe operation. Under no circumstances shall the Contractor leave the condition of the mechanical equipment in an inferior state of repair or code compliance status due to adaptation problems, unforeseen conditions, or difficulties encountered by the Contractor. Adaptation shall include compliance with current building codes to the greatest extent possible.

Priority 1 DMOs . The Contractor shall respond to Priority 1 DMOs during the heating and cooling peak seasons, refer to TE 50 – Workload O&M Summary for historical data.

Seasonal Changeover Requirements

Schedule . The Contractor’s PMP shall include an annual schedule that describes his procedures to ensure seasonal changeover requirements are met within sixty (60) calendar days of the start of the contract and annually thereafter.

Spring Changeover . Spring startup/shutdown shall be accomplished during a two (2) week period, usually in March or April, and will address the startup of cooling systems that provide summer cooling only and the shutdown of heating systems that provide winter heating only. Seasonal weather variations may require the startup/shutdown to take placer earlier or later in the season.

Fall Changeover . Fall shutdown/startup shall be accomplished during a two (2) week period, usually in September or October, and will address the shutdown of cooling systems that provide summer cooling only and the startup of heating systems that provide winter heating only.

Chemical Treatment . The Contractor shall implement a program of chemical treatment for open and closed systems (boilers, chillers, and cooling towers) specifically designed to protect the equipment, to maintain manufacturers recommended efficiencies, to conserve water and to meet state and federal regulations. The Contractor shall maintain files of inspections, chemical usage and laboratory analysis of all HVAC systems receiving chemical treatment. The Contractor shall include these in the preventive maintenance schedules.

System Controls . The Contractor will be responsible for all repair and replacement of all UMCS related controls.

Facilities have installed mechanical, electrical, electronic components in various systems in the mechanical spaces and throughout the buildings. The Contractor shall protect the UMCS devices and indicators when performing normal duties. Disconnection and reconnection of these UMCS components by the Contractor shall be done only with prior notification to the COR/ACOR.

The Contractor shall be responsible for installation, maintenance, repair, and calibration to integral component control systems, which provides input to the UMCS. Examples of such components include but are not limited to Air Handling Unit (AHU) controls, chiller and boiler controls, generator controls, electrical distribution equipment, natural gas, LP gas, oil, water and electrical meters, Direct Digital Controllers, Variable air volume (VAV) Controllers, and Unitary Controllers. Device manufacturers include, but are not limited to: Johnson Controls, Metasys, Honeywell, Distech, TCS/Basys, Siemens, and Staefa. Any devices to be replaced with a non-direct replacement shall be coordinated with UMCS and approved by the COR/ACOR for compatibility. All manufacturers’ data shall be submitted.

Related Components and Accessories . The Contractor shall be responsible for all related items of equipment not previously described or identified but that are connected to and an integral working part of HVAC systems. The Contractor shall provide maintenance and repairs to electric motors (motor or pumps shall be repaired or replaced with high efficiency Energy Star equipment), pumps, shaft couplings, variable-frequency drives, drive pulleys, drive belts and belt safety covers. The Contractor shall provide maintenance and repairs to ladders, stairs, platforms, and towers that support HVAC mechanical equipment as well as catwalks or hand railings attached to the HVAC platforms or towers.

Test and Balance . The Contractor shall test and balance twelve (12) percent of the total square footage of buildings listed in the TE 56 – Fort Huachuca Real Property Inventory (RPI) with existing air distribution systems, flow balance of chilled/hot water distribution systems, or commissioning reports annually. The COR/ACOR will provide the building and the Contractor shall provide a proposal with a detailed scope of work to be performed and a detailed cost estimate. The work will be accomplished via a PWO if funding is available.

Equipment/Accessories Inside Ductwork . The Contractor shall provide maintenance and repair to HVAC system equipment installed inside ductwork such as balancing dampers, motorized dampers, control sensors, re-heat systems, unit heaters, supply fans, return fans, exhaust fans, fire alarm system duct detectors, fire system dampers, shutters, and fusible links, air leaks in duct-work (loose clean-out doors, warped surfaces, broken joints, holes worn in elbows or other parts, and poor connections leading from or returning to fans, including flexible connections), duct hangers, and supports.

Heating . The Contractor shall install, replace, maintain, and repair warm air furnaces, boilers, water heaters, and converters for water heating systems, domestic water heaters, air pumps, solar systems, and direct-fired heaters. Heating responsibilities shall include:

· Troubleshooting and repairing equipment due to a malfunction of the pneumatic and electronic controls, flame safeguard system, thermostats, switches, burners, fuel feed, fuel cutoff, blower and draft motors, pressure and flow regulators, electrical, pneumatic, and electronic control and switch gear, and safety devices.

· Observing and testing the efficiency of the operating equipment for conservation of energy.

Air Conditioning, Refrigeration, and Ventilation . The Contractor shall install, replace, maintain, and repair air conditioning and refrigeration systems, to include water coolers, freezers, walk-in coolers and freezers, ice cream machines, milk shake machines, beverage dispensers, and salad bars. These responsibilities shall include the following:

Troubleshooting, maintenance, and repair of equipment due to a malfunction of the thermostats, filters, fan bearings, compressors, motors, and safety devices; cleaning and repair of air-cooled condensers, water towers, receivers, piping systems, and reheat devices.

Observing and testing the efficiency of the operating equipment for conservation of energy.

Maintaining and repairing exhaust fans, blowers, and shop exhaust systems, and ventilation equipment.

Winterizing water-cooled air conditioners, chillers, cooling towers, condensers, etc.

Instruments . The Contractor shall install, repair, and maintain all electro-mechanical instruments and equipment. Instrument work shall include the following:

· Troubleshooting, repair, overhaul, modification, testing, calibration, and installation of such items and equipment as electro-mechanical computers, control assemblies, or mechanical, electrical, pneumatic, and hydraulic precision measurement consoles; velocity, temperature, and flow monitoring and control systems; and other complex precision measurement standards and equipment used to evaluate parameters of interest in major systems and accessories or in support of experimental.

· Reading and interpreting complex multi-view drawings, sketches, wiring diagrams, manufacturer specifications, and other technical material to isolate malfunctions in such devices as gyros, accelerometers, synchrometers, motors, computing gears, differentials, integrators, dividers, and other complex equipment, including special purpose devices for which there are no operating or maintenance procedures.

· Aligning and precisely calibrating special purpose test stands and consoles used to measure, record, or control elements such as water, fuel, oil flow, pressure, vacuum, and vibration.

Eye Wash Stations and Safety Showers . The Contractor is not required to conduct preventive maintenance on eye wash stations and safety showers. These will be repaired through submission of DMOs as needed.

Roof Gutters, Drains, and Downspouts . The Contractor shall inspect and clean all roof gutters, drains, and downspouts in buildings semi-annually. Cleaning shall include removal of bird nests, cobwebs, beehives, wasp nests, vegetation, leaves, debris, and all other obstructions that restrict flow to and through roof gutters, drains, and downspouts. The Contractor shall replace loose, displaced, broken, or missing strainers. The Contractor shall resecure and fasten loose gutters and downspouts in conjunction with inspection and cleaning. The Contractor shall maintain a log and have it available upon request.

Automatic Doors . The contractor shall maintain, inspect, repair, replace, and remove all electrical automatic door closures such as Besam, Stanley, and Norton on preventive maintenance. Unscheduled repairs processed through a DMO, as needed.

Overhead Doors . The Contractor is not required to conduct preventive maintenance on overhead doors. Doors will be repaired through submission of DMOs as needed.

Gates, Fences, Barriers, and Dock Levelers . The Contractor shall be responsible for the maintenance and repair of gates, fences, (to include rock or Concrete Mason Unit [CMU] privacy or security walls), and barriers at Fort Huachuca. Barriers include but are not limited to guardrails, bollards, bumper blocks, parking lot wheel stops, and related items. Automatic or motorized opening/closing devices and their associated controls are included. Locks and latches that are part of the gate (i.e., not a chain and padlock) are included. The installation and removal of fence screening materials is included. Signage on gates, fences, and barriers required by physical security regulations shall also be maintained and replaced as needed. The Contractor shall develop an OWO to replace faded and/or damaged signage on perimeter fencing. The Contractor shall keep all fencing material and barbed wire free of trash.

Additionally, the Contractor shall perform maintenance, repairs, and modifications as required on all types of wire and cable fencing and gates, to include but not limited to, security and non-security chain link fences, barbed wire posts and gates, and various steel gates. Chains and protective wire barriers around improvements or hazardous areas shall be maintained. Gates with automatic or motorized opening/closing devices shall be inspected and serviced IAW the manufacturer’s recommendations, but not less than annually. Gates with serviceable equipment such as wheels or guides shall be serviced annually. The Contractor shall accomplish installation of new fences as required. Fencing of secure areas shall be maintained to the requirements of AR 190-13, The Army Physical Security Program, and AR 190-51, Security of Unclassified Army Property (Sensitive and Non-sensitive). The Contractor shall maintain a twelve (12) foot dirt road adjacent to perimeter fences within Fort Huachuca property free of all vegetation and fence holes (e.g., coyote hole).

Air Compressor Maintenance and Repair . The Contractor shall inspect, maintain, and test the air compressors and dryers listed in TE 33 – Equipment List. The Contractor shall provide these results upon request. The Contractor shall update the list to note new and demoted equipment.