Attachment 1 - NEW Performance Work Statement - Backup Generator _ Heat Pump Maintenance Service.docx

Performance Work Statement (PWS)

Veterans Affairs Office of Integrated Veteran Care, Denver, CO

Backup Generators & Heat Pumps Maintenance Services Contract

1. General:

Veterans Affairs (VA) Office of Integrated Veteran Care (IVC) requires backup power generation systems to support the Data Center, Telecommunications, and Emergency Lighting. IVC processes about 12 million claims per fiscal year and employees approximately 2,000 employees. The Logistics Department is responsible for facilities management and requires contractor support for maintenance of our power generations systems.

2. Objective:

The ability to continue operations is essential to the mission of this organization. IVC requires a contractor to provide preventative maintenance support for the emergency backup generators and the heat pumps that provide cooling to its leased spaces and IT hub rooms.

3. Scope:

The IVC Data Center requires two (2) emergency power backup generators in order to operate the Data Center if there is a power outage in the Ptarmigan Building. It is essential that these generators perform properly when needed or else there is a risk of losing power in the Data Center and stopping operations of the IVC. The heat pumps provide cool air in rooms not cooled by the building air conditioning system, such as the IT hub rooms, and protects sensitive IT equipment from overheating and failing to operate as designed.

4. Place of Performance:

Department of Veterans Affairs Office of Integrated Veteran Care in Denver, CO.

Physical Address: 3773 Cherry Creek North Drive, Denver, CO 80209

Generator work can be completed at any time. However, if the generators must be run afterwards, then they can only be run between 6pm and 9pm on Wednesdays and Thursdays and must be scheduled at least 30 days in advance. The generators are scheduled to exercise in the evenings on the third Wednesday and Thursday of each month. All other heat pump inspections and preventative maintenance will be completed Monday thru Friday between 7am and 3pm.

5. Period of Performance:

One base year plus one one-year option period

5.1 Generator Maintenance Schedule for Cummins 600 KW gen set:

Major Service - One (1) inspection per year, performed at least 6 months prior to minor service.

Minor Service - One (1) inspection per year, performed at least 6 months after major service is completed.

Coolant, Fuel, Oil Sampling and Lab Analysis - One (1) inspection per year, during major service Transfer Switch Inspection - Two (2) inspections per year, during major and minor service Replace Air Filters - One (1) inspection per year, during minor service.

Pressure Wash Generator and Generator Room - One (1) inspection per year

5.2 Generator Maintenance Schedule for Cummins 400 KW gen set:

Major Service - One (1) inspection per year, performed at least 6 months prior to minor service.

Minor Service - One (1) inspection per year, performed at least 6 months after major service is completed.

Coolant, Fuel, Oil Sampling and Lab Analysis - One (1) inspection per year, during major service Transfer Switch Inspection - Two (2) inspections per year, during major and minor service Replace Air Filters - One (1) inspection per year, during minor service.

Pressure Wash Generator and Generator Room - One (1) inspection per year

5.3 Dry Coolers and Pumps:

This housing area is located on the north side of the building next to the generator rooms.

Dry Coolers Data Center, 50 ton, 4 EA - One (1) inspection per month Dry Cooler Fans, 8 per Dry Cooler, 32 EA - One (1) inspection per month Circulating Pumps Data Center, pump pkg, 6 EA - One (1) inspection per month Blow out dirt and debris from dry coolers, fans, and from the housing area - Two (2) inspections per year.

5.4 Hub Rooms Air Conditioners, 3 ton, 7 EA:

Suite 220 - One (1) inspection per month Suite 301E - One (1) inspection per month Suite 301W - One (1) inspection per month Suite 470 - One (1) inspection per month Suite 485 - One (1) inspection per month Suite 510 - One (1) inspection per month Suite 655 - One (1) inspection per month Replace all Air Filters - Two (2) inspections per year.

5.5 Misc. Locations Air Conditioners and Heat Pumps, 1 ton, 11 EA:

Suite 201B (two units) - One (1) inspection per quarter Suite 210A (one unit) - One (1) inspection per quarter Suite 340 (four units) - One (1) inspection per quarter Suite 410, Office 6 (one unit) - One (1) inspection per quarter Suite 510, Office 4 (one unit) - One (1) inspection per quarter Suite 510, Office 12 (one unit) - One (1) inspection per quarter Suite 510, Outside Breakroom (one unit) - One (1) inspection per quarter Replace all Air Filters - Two (2) inspections per year.

5.6 Pumps and Strainers, 4 EA:

Suite 210B, outside near elevators (Pump and Strainer) - Two (2) inspections per year Suite 290, Outside in hallway (Pump and Strainer) - Two (2) inspections per year Suite 410, In Break Room (Pump and Strainer) - Two (2) inspections per year Suite 510, Near Cubicle 197 (Pump and Strainer) - Two (2) inspections per year

All repairs that are needed must be submitted to the Contracting Officer Representative (COR) as soon as possible, but no later than the next business day. No work not detailed in this contract are authorized, all identified repairs must be submitted to the Contracting Office to be solicited before any repairs can begin.

6. Scope of All-Inclusive Maintenance Agreement:

The following equipment is included in the preventative maintenance contract for data center and generator maintenance for IVC. All labor, parts, and incidental expenses are to be quoted and submitted by the COR to the Contracting Office to be solicited. If the contractor uses any sub-contractor(s), in any phase of maintenance, the contractor will have a representative onsite to accompany and supervise the activity, unless it is coordinated with the COR 30 days in advance.

6.1 Standby Generators:

Generators will be serviced per manufacturers recommended procedures. At NO time will loads be transferred without the express permission of the COR. All generator work must be completed between 6pm and 9pm on Wednesdays and Thursdays and must be scheduled at least 30 days in advance, except for emergency repairs. The generators are scheduled to exercise in the evenings on the third Wednesday and Thursday of each month. Any deviation to this schedule will be determined by the COR. There shall be one Major service and one Minor service performed during the annual contract period, six (6) months apart. The Description of the maintenance services are as follows:

6.1.1 Major Service:

This will include all items shown in the Minor Service below and include performing a full service to the generator set engine including but not limited to: Change oil and oil filters, general lubrication, collect an oil sample for lab analysis, change fuel filters clean the fuel strainers, collect a fuel sample for lab analysis, change the coolant filters, and collect a coolant sample for lab analysis. Completed Lab analysis will be submitted to the COR. Transfer of load will NOT be done on any regular inspection. If a transfer is needed after a service call and repair, it should only be approved by the COR. All emergency service calls shall be responded to in 2 hours. All repairs shall require prior approval by the COR and be on a time and material basis.

6.1.2 Minor Service:

Inspect individual systems, e. g. lube oil level and condition, radiator level and field test of DCA concentration of the coolant charge, load test and check specific gravity of the batteries, charge rate of the battery charging system, condition of belts and hoses, condition, operability and performance of the jacket water keep warm system and protective devices (alarms and shutdowns) are all examples of minor service activity. Included also would be checks and settings of the automatic transfer switch functions, such as, indicator light functions, and cool down, and programmed transition settings. Minor service includes fluid top-off, replacement of minor items such as indicator lights, and replacing the air filters.

6.1.3 Transfer Switch:

Transfer Switches shall be inspected per manufacturers recommended procedures with one exception. There will be NO load transfer during any maintenance activity. Any load transfer will only be done upon approval by the COR. All normal services will be completed between 6pm and 9pm on Wednesdays and Thursdays and must be scheduled at least 30 days in advance, except for emergency repairs. The generators are scheduled to exercise in the evenings on the third Wednesday and Thursday of each month. Emergency service calls will be handled as required and all repairs shall require prior approval by the COR and be on a time and material basis.

6.1.4 Generator Pressure Washing:

Pressure wash both generators, 400kW and 600kW Cummins generators, to include removing the engine guards as needed, pressure washing both generators, reinstalling all removed guards, and pressure washing the areas around both generators and inside both generator rooms.

6.2 Dry Coolers and Pumps:

Contractor shall inspect all motors, fans, and pumps in accordance with the manufacturer’s instructions for any malfunction and report all findings via completed work order. In the spring and fall, all units will be cleaned using a power washer to clean off any foreign debris from the dry coolers, pumps, and from within the housing area. Any emergency repairs or planned service from PM findings shall require prior approval by the COR and be on a time and material basis.

6.3 Hub Room Heat Pumps:

There are seven (7) Hub Room air conditioning units that shall be inspected monthly, as directed and in accordance with the manufacturer’s instructions. Results and all findings are to be reported to the COR and any emergency repairs or planned service from PM findings shall be submitted to the COR for approval before any work can begin. Two (2) times per year, six (6) months apart, the air filters will be changed in all seven (7) Hub Room air conditioning units.

6.4 Misc. Air Conditioners and Heat Pumps:

There are eleven (11) additional air conditioning units located in five (5) different suites that shall be inspected quarterly, as directed and in accordance with the manufacturer’s instructions. Results and all findings are to be reported to the COR and any emergency repairs or planned service from PM findings shall be submitted to the COR for approval before any wok can begin. Two (2) times per year, six (6) months apart, the air filters will be changed in all eleven (11) suite air conditioning units.

6.5 Misc. Pumps & Strainers Inspection and Cleaning:

There are four additional pumps and strainers that cycle water through to the heat pumps. The vendor shall inspect these pumps and strainers two (2) times per year, six (6) months apart, to ensure there are no cracked pipes or leaks and the strainers shall be cleaned out, removing all debris in them.

7. General:

If at any time, a subcontractor is brought in to perform a task, the contractor will have a representative onsite to supervise and ensure all tasks are completed properly, unless it is coordinated with the COR thirty (30) days in advance. This person will ultimately be responsible for all performed activities. All maintenance activities shall be scheduled with the COR thirty (30) days in advance. Invoices for payment are due monthly, by the tenth (10th) calendar day of the following month that the service was performed in. All maintenance records will be kept for three (3) years after contract period for auditing by the VA if necessary. All contractor personnel and subcontractors working on site shall be subject to background investigations by the VA. Further, the contractor shall be responsible for the actions of all individuals provided to work for the VA under this contract/task order. If damages arise from work performed by contractor provided personnel, under the auspices of this contract/task order, the contractor shall be responsible for all resources necessary to remedy the incident. In addition, the vendor selected to perform the requirements of this contract should understand that although selected for the services listed in this agreement, this agreement in no way obligates the government to contract this vendor for any service outside of this task order. With that there may be times when services may be contracted by another vendor separate from this vendor. For that purpose, any services not performed by the vendor selected to perform the requirements of this contract (i.e. those services sent for bid and not awarded to this vendor) will be monitored by the vendor to insure continuity and no disruptions to equipment operations. All services performed will be coordinated and monitored, and no service will be performed without VA coordination and consent. The only exception to this rule will be at the discretion of the COR.

8. Government Responsibilities and Security:

IVC personnel will escort and monitor all services performed by this vendor and be responsible for coordinating all activities with the appropriate facility staff and management.

At all times, the contractor and all subcontractors will be escorted by IVC personnel. The contractor will check into suite 470 and sign-in with security personnel at the desk, then IVC personnel will escort the contractor(s) to the work areas. At the end of the workday, IVC personnel will take the contractor and all subcontractors back to suite 470 to sign-out for the day.

An exception can be made to the security requirement if the contractor and all of their employees who will be working onsite agree to submit personal history statements (e-QIP) and fingerprints to comply with HSPD-12 requirements. The contractor will then be required to process for a Personal Identity Verification (PIV) card and will be granted unescorted access by their PIV badges. The contractor will then be responsible for escorting any and all subcontractors that they bring into the facility.