ATT 1_PWS.pdf

Performance Work Statement (PWS) Chiller Maintenance @ TRB

I. BACKGROUND

Facilities, Security and Emergency Management (FSEM) manages a broad array of OPM's key day-to-day programs. Facilities Management manages the agency's personal and real property, building operations, space design and layout, realty, safety and occupational health programs, as well as support services programs that promote a safe, healthy, and high-quality work environment for OPM employees.

II. SCOPE

OPM is in need of a Contractor to perform preventive maintenance, repair, and trouble shooting on 2 Carrier Evergreen 19XR chillers and 2 Allen-Bradley Power Flex variable speed drives (VFD) 4160 volts located in the Sub Basement mechanical room at the Theodore Roosevelt Building (TRB), 1900 E St NW Washington, DC.

III. PERIODS OF PERFORMANCE

Base Period May 25, 2021 – May 24, 2022 Option Period 1 May 25, 2022 – May 24, 2023 Option Period 2 May 25, 2023 – May 24, 2024 Option Period 3 May 25, 2024 – May 24, 2025 Option Period 4 May 25, 2025 – May 24, 2026

IV. GOVERNMENT FURNISHED ITEMS

OPM will provide access to the 2 Carrier 19XR chillers, VFDs and maintenance records showing past history of the chillers.

V. REQUIREMENTS

The Contractor shall provide all management, supervision, labor, materials, supplies and equipment (except as otherwise specified); and shall plan, schedule, coordinate, and assure the efficient performance of all preventative maintenance, repair and troubleshooting of the two (2) Carrier 19XR chillers and VFD equipment .

Chiller #1 Carrier Evergreen Model

19XR69694TEDGH68

Serial# 1215Q24257

Chiller #2 Carrier Evergreen

19XR69694TEDGH68

Serial# 1215Q24258

VFD (total of 2) Allen-Bradley Power Flex variable speed drives, 4160 volts

These services shall be in accordance with specifications stated herein and include, but are not limited to the following:

Perform preventive maintenance overhaul, rebuilding, repair and troubleshooting on two (2)

Carrier model 19XR centrifugal chillers, VFDs and all related equipment.

Perform monthly, summer and start up inspection at the start of cooling season as determined by the prevailing weather conditions and temperatures.

Provide twenty-four (24) hour emergency call back service within two (2) hours of notification.

Comply with all applicable regulations, laws, and ordinances regarding removal, handling and protection against exposure or environmental pollution and hazardous materials.

Maintain a clean working environment at all times. All used parts, debris, waste oil, rags and trash shall be removed from the premises upon completion of work for each repair or service on a daily basis.

Provide properly skilled, trained and licensed personnel with the necessary site clearances for unescorted access.

A. ANNUAL PREVENTIVE MAINTENANCE

In addition to performing all manufacturer recommended annual preventive maintenance on the covered equipment, the Contractor shall provide the following maintenance:

Perform annual preventative maintenance on two Carrier 19XR chillers, VFDs and all related equipment per manufactures recommendations and/or government approved preventative maintenance schedules. All preventive maintenance work shall be performed on a schedule which will ensure maintenance does not interfere with running the chillers during the cooling season, March 15 to October 15. If the equipment is not operational by March15th, the Contractor shall be subject to invoice deductions as specified in the Quality Assurance Surveillance Plan (QASP) for each calendar day of delay, for each piece of equipment. Only one chiller may be disassembled /disabled at a time for maintenance. Contractor shall provide a schedule for maintenance for each period of performance, delivered to the COR within the first month of that performance period.

1. OIL PUMP

Remove oil sample from oil pump and perform analysis.

The Contractor shall provide a written report on the sample. The report shall include any deficiencies found and recommended corrective actions necessary.

The Contractor shall only perform any corrective actions after approval by the

Contracting Officer’s Representative (COR).

2. COMPRESSOR

Check vane shaft seal for wear or leaks.

Check vane actuator for proper operation and leaks.

Check oil sight glass for leaks.

A written report shall be provided to the Government by the Contractor, showing actual readings recorded versus manufacturer’s specifications, noting any leaks or recommended actions.

3. OIL SYSTEM

Remove oil from reservoir as required.

Replace all oil filters as required with appropriate replacements which meet or exceed the equipment manufacturer’s specifications.

Inspect oil heaters for proper operation and temperature setting.

Check electrical terminals and meg oil pump motor, check all phases for resistance to ground, insulation breakdown and proper operation. Provide OPM with a written report.

Inspect oil pressure control, check for accuracy and calibrate according to manufactures recommendations.

Supply and charge with manufacturers recommended oil and operate oil pump to ensure proper operation.

Provide written report of any deficiencies, recommendations, and the overall condition of the oil system.

Contractor shall remove from the premises and properly dispose of all waste oil and filters.

4. CONTROLS

Confirm the calibration to factory specifications on the bearing and motor temperature safety controls. Provide a written report on testing performed and results.

All microprocessors controls associated with each machine shall be checked and calibrated to proper settings according to manufacturer’s specifications. Controls include, but are not limited to the following: Condenser and chilled water flow and pressure switches; oil temperature; oil pressure; high and low presser cut outs;

low temperature; motor temperature; starter; etc. The Contractor shall tighten all electrical connections.

All covers to controls shall be re-installed.

All well penetrations shall be checked for deterioration as applicable.

The amperage demand and chill water control modules shall be calibrated on start up and adjusted to manufactures specifications.

The contractor shall provide a written report on overall status of the machine’s controls including deficiencies and recommendations.

5. CONDENSER

Remove both water box heads for inspection and clean the tubes.

Brush each tube using manufactures recommended nylon brushes, flush each tube and re-clean as necessary.

Water boxes shall have scale and rust deposits removed from metal surfaces.

Tubes shall be inspected by an OPM representative before and after the tubes have been cleaned.

Before the heads are re-installed the OPM representative will inspect the tubes;

water boxes; and placement of the division plate gaskets as applicable. New division plate gaskets shall be provided and installed by the Contractor as applicable. Only new, manufacturer-approved gaskets may be used.

Heads shall be re-installed by the Contractor after OPM has performed a final inspection of the machines and performed any additional testing desired by the government.

Perform an eddy current test in the first year of the contract and a written report of the testing and any recommendations shall be provided to OPM.

6. COOLER

Remove both water box heads for inspection and clean the tubes.

Brush each tube using manufactures recommended nylon brushes, flush each tube and re-clean as necessary. In the event that acid cleaning is necessary it shall be provided as part of this service.

Tubes shall be inspected by an OPM representative before and after the tubes have been cleaned.

Before the heads are re-installed the OPM representative will inspect the tubes;

water boxes; and placement of the division plate gaskets as applicable. New division plate gaskets shall be provided and installed by the Contractor as applicable. Only new manufacturer approved gaskets maybe used.

Heads shall be re-installed by the Contractor after OPM has performed a final inspection of the machines and performed any additional testing desired by the government.

Perform an eddy current test in the first year of the contract and a written report of the testing and any recommendations shall be provided to OPM.

7. LEAK TESTING

After final assembly, the machines shall be leak tested to manufacturer’s recommended pressures using a manufacturer’s specified mixture of refrigerant and or gases.

The Contractor shall thoroughly check the entire unit using electronic leak detectors. All leaks shall be reported to OPM and corrected as needed.

The Contractor shall provide and install any filters or driers as necessary.

B. SUMMER AND START UP INSPECTIONS

The Contractor shall perform a summer start up inspection in May and five monthly summer operational inspections in June, July, August, September, and October each year. Check oil system for the correct oil temperature and level.

Start the chillers.

Check the operation of the capacity controls.

Operate chillers and log vibration readings with vibration analyzer using appropriate log form. Compare all vibration readings to factory specifications to determine if they fall outside of the manufacturer’s acceptable limits. The Contractor shall provide a written report including the analysis and the exact readings measured and the manufacturer's specification: The report shall include any deficiencies and corrective action recommendations.

Check and monitor the chillers for proper operation and review operation with the

COR.

Provide OPM with a written report of the chillers operation and any recommended actions needed.

Schedule inspections of repairs or service with the COR. Inspections must be performed within 48 hours of request.

The summer inspections shall include manufacturer’s recommendations for monthly inspections and the following:

1. Chillers off line checks for both chillers:

Check and record oil level.

Check and record chiller voltage.

Check the oil temperature and oil heaters record temp and amp draw on heaters.

Run oil pump check and record amp draw and pressure.

Check chillers for any leaks or visible signs of wear.

Check and record evaporator and condenser pressures and temperatures.

Record the number of hours and starts of chillers.

Clean flow sensors.

Check electrical connections.

Provide copy of report to the COR.

2. Chillers on line checks for both chillers.

Check and record Oil level.

Check and record chiller voltage and amperage.

Check chillers for any leaks or visible signs of wear.

Check the oil temperature and oil heaters record temperature and amp draw on heaters.

Record the number of hours and starts of chillers.

Check and record oil pump amp draw and pressure.

Check and record motor and bearing temperatures.

Check and record evaporator and condenser pressures Check record temperatures of water and refrigerant Check and record approach temperatures for evaporator and condenser.

Provide copy of report to the COR.

C. VARIABLE FREQUENCY DRIVE MAINTENANCE

See Attachment A for the recommended maintenance of the Allen Bradley Power flex VFD.

VI. GENERAL REPAIRS

General repairs shall be considered any repair that is outside of the scope of the routine and preventive maintenance requirements as indicated in Section V above. It may be a mechanical breakdown of the chiller or VFD that does not constitute an emergency or may consist of recommendations by the awarded Contractor to improve efficiency or be a modification of piping or wiring to improve control sequencing or maintenance procedures. These repairs shall be quoted at the negotiated contract labor rate plus materials and must be approved by the COR prior to performance.

Submit shop drawings for approval of all electrical, piping, valves, controls and any other components related to all new installations, redesigns and retrofit changes.

Perform the removal of refrigerant, storage and re-charging of the chillers

VII. EMERGENCY REPAIRS AND SERVICE CALLSS

Emergency Services: The Contractor may be asked to provide emergency service on the equipment under this contract. If emergency service is required, the Contractor shall be on-site within two (2) hours of the emergency request from an authorized OPM representative. A written report of the problem, corrective actions, man hours and materials used shall be submitted to OPM at the start of the next business day. Cost to the Government shall be at the rate established in the contract. The Contractor shall not be compensated for travel time or mileage, only the established hourly rate and material for work performed on the equipment.

Overtime Services: Overtime services may be required between 6:00pm and 6:00am Monday through Friday, Saturday, Sunday, and Holidays. The Contractor shall not provide any services during other than normal operating hours unless directed to do so by OPM. The Contractor shall provide overtime services when requested, either verbally or in writing, normally 24 hours in advance but not less than 4 hours in advance. When verbal requests are made, they shall be followed by a written confirmation.

VIII. CONTRACTOR PERSONNEL QUALIFICATIONS

Air Conditioning Mechanic (KEY PERSONNEL): A skilled, competent, proficient Journeyman level air-conditioning mechanic (or higher) with at least four (4) years’ experience specific to Carrier model 19XR chillers shall be at the job site at all times while work is being performed and shall possess or provide, on the job site, all special tools and equipment necessary to disassemble, troubleshoot, calibrate, repair and perform preventive maintenance on above mentioned equipment.

Trade Apprentices and Helpers: Apprentices and Helpers with at least two (2) years’ experience may assist the on-site Journeyman Mechanic in performance of the required work, but at no time may they work alone or without direct, on-site supervision by a Journeyman or higher.

Mechanics and apprentices shall possess certification from the Environmental Protection Agency (EPA) for the removal and handling of refrigerants (CFC’s).

Electricians: Electricians performing maintenance on any of the equipment including but not limited to the Allen-Bradly medium voltage (4160V) VFD’s shall possess qualifications and licensure appropriate to work on medium voltage equipment without additional supervision. The electrician shall possess or provide, on the job site, all special tools and equipment necessary to disassemble, troubleshoot, calibrate, repair and perform preventive maintenance on the VFD’s.

IX. ENVIRONMENTAL COMPLIANCE

The Contractor is required to comply with all applicable laws and regulations with regard to hazardous materials, chemicals, waste, refrigerants or vapors.

The Contractor is required to reclaim/recycle refrigerants and vapors removed from the chillers.

The Contractor must keep records and inventory on how much refrigerant was removed and or put back into the chillers.

All environmental / regulatory compliance records shall be available to OPM upon request.

DELIVERABLES & QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Reference Deliverable Performance

Standard Acceptable Quality Level (AQL)

Monitoring Method

Incentive / Disincentive

Section V.A.

Provide annual schedule for preventive maintenance

Within the first month of each period of performance / option period

Delivered with 30 calendar days following start of each performance period

COR shall monitor

Positive or Negative Performance Evaluations

Section V.A.

Perform annual preventive maintenance

Equipment must be operational by March 15 of each year

100% on time COR shall monitor

On time: Positive Performance Evaluation

Late: For the Government’s inconvenience, the Government shall be entitled to take a 5% deduction from the monthly invoice for the month of March for each calendar day of delay, for each piece of equipment not in service.

Section V.A.

Perform annual preventive maintenance

All preventive maintenance work shall be performed on a schedule which will ensure maintenance does not interfere with running the chillers during the cooling season, March 15 to October 15.

Sections V.A and V.B.

Preventive Maintenance of Chillers

Contractor maintains the required schedule

95% on time, and when behind schedule, never more than a week behind schedule

COR

verification of maintenance logs

Positive or Negative Performance Evaluations

Summer Start Up Inspection

To be performed within 24 hours of notification (business days only)

On time, 100% COR shall record date and time of notification, and date/time of

On time: Positive Performance Evaluation

Late: For the Government’s inconvenience, the Government shall be entitled to take a 5% deduction from the monthly invoice for the month in which the Start Up inspection was performed for each business day the contractor was late in performing the summer start up inspection.

Sections V.C

Preventive Maintenance of VFDs

Contractor maintains the required schedule

95% on time, and when behind schedule, never more than a week behind schedule

COR

verification of maintenance logs

Positive or Negative Performance Evaluations

Emergency Call Back Service

Arrives on site within 2 hours of call

95% on time.

When late, not more than 15 minutes late without having called back to inform of updated arrival time. Still no more than 3 hours total from time of call.

COR shall monitor

Positive or Negative Performance Evaluations

Repairs

LIMITATION ON SUBCONTRACTING

Because this contract is set aside for small business, the PRIME contractor small business must perform at least 50% of the services with its own employees’ labor, including all management, supervision and oversight functions. Any intent to subcontract must be disclosed prior to award.

All subcontractors must be disclosed to the Contracting Officer prior to award. All subcontractors must be registered in SAM. Changes to the subcontracting plan must be approved by the CO in writing.

FACILITY ACCESS

ALL Contractor (or subcontractor) personnel working within the Government facility must obtain the background investigations and clearances required for unescorted access within 60 days following date of contract award. Contractor (or subcontractor) employees without unescorted access may not enter the building or work within the facility without Government-provided escort.

ADDITIONAL REQUIREMENTS

This contract is being issued subject to the General Services Administration (GSA) Delegation of Authority granted to the Office of Personnel Management (OPM) for Operation and Maintenance (O&M) of the Theodore Roosevelt Building (TRB). The Delegation requires all contracts for O&M services comply with the additional Requirements for building operation, maintenance or other facility or equipment services. Please refer to Clauses for the Indemnification, Financial Responsibility and Insurance Requirements and Access to Sensitive But Unclassified Building Information requirements. Please refer to Attachment 4 to the solicitation for the Release and Non-Disclosure Agreement form which each Contractor (or subcontractor) employee must complete and return to the COR to have access to sensitive information about the facility.