Attachment 1 - PWS - HVAC PM Bldg 1812 Scott Inn 375 FSS.pdf

PERFORMANCE WORK STATEMENT

HVAC Preventative Maintenance, Inspection, and Repair Services, Bldg. 1812 Scott Inn

SCOTT AIR FORCE BASE, ILLINOIS

15 January 2026

1 GENERAL

1.1 Background

SAFB Lodging is to provide quality lodging facilities and service to authorized personnel in order to maintain mission readiness and quality of life, while keeping official travel costs to a minimum. The facility serves as the main lodging facility for all of Scott Air Force Base and has approximately 284 rooms within six floors.

The average annual number of guests that use the facility is approximately 50,000 guests. SAFB Lodging is a 24/7 operation, so it is essential we have a trusted HVAC contractor to ensure uninterrupted service for our guests.

1.2 Objectives

This Performance Work Statement (PWS) defines the requirements for preventative maintenance, inspection, and repair services for HVAC systems at Building 1812 (Scott Inn), Scott AFB, IL. The Contractor shall provide all labor, supervision, tools, materials (unless otherwise specified), equipment, and transportation to ensure optimal performance of all HVAC equipment. The objective is to reduce equipment failures, extend the useful life of systems, maintain energy efficiency, and ensure compliance with applicable safety and environmental standards.

2 STANDARDS, REGULATIONS, AND CODES

The work associated with this project shall adhere to all applicable standards, regulations, and national codes, in effect as of this date of this Performance Work Statement (PWS). Compliance does not exempt from additional Scott AFB engineering, environmental or safety directives. This PWS is reviewed by base civil engineering office and confirm policy or local installation guidance requires additional compliance.

2.1 Fire & Occupational Safety Controls

The contractor shall obtain a burning permit from the Scott AFB Fire Department prior to welding, burning or cutting operations each day they anticipate performing this type of work.

The contractor shall comply with all provisions of the Occupational safety and Health Act (OSHA) and the Corps of Engineers Manual, EM 385-1-1, entitled "General Safety Requirements."

The contractor shall conform to all Air Force regulations and directives pertaining to security, safety, fire, traffic, and personnel clearances in so far as they pertain to the contractor's activities while on Scott

AFB.

The contractor shall brief the workers on safety and fire prevention regulations.

2.2 Environmental Safety Controls

2.2.1 Hazardous Waste

The contractor is responsible for the analysis, characterization, proper handling and disposal of used oil and refrigerants. The contractor shall contact the 375 CES/CEI for any questions and/or instructions of proper disposal methods and/or procedures. Under no circumstances will the contractor remove any hazardous waste from Scott AFB without ensuring complete and full compliance with all applicable existing environmental laws and regulations.

2.2.2 Notification of Environmental Spills

If the contractor spills or releases any hazardous substance that contacts or has the potential to contact water, soil or any drain (sanitary or storm) the contractor shall call 911 and then the CO immediately. The contractor shall be liable for reimbursement of containment and environmental clean-up of the spill or release of such substance.

2.2.3 Wastewater

Wastewater is any unwanted water (contaminated storm water, any water not meeting the definition of storm water, non-storm water, ground water, unused potable water, water generated as a result of rinsing or cleaning) and is prohibited from discharge to any location on Scott AFB without prior approval from the 375 CES/CEI.

The contractor shall obtain written approval from the CO prior to discharging to any Scott AFB sanitary or storm system.

2.2.4 Spill Response

The contractor shall be responsible for the clean-up and disposal of all spilled materials. This includes all materials used to contain and absorb the spill. Spilled material must be cleaned up promptly and reported to the CO. If any amount of spilled material contacts or has the potential to contact water, soil or any drain (sanitary or storm), the contractor shall call 911 immediately. Spills of HAZMA.T or hazardous waste shall be managed in accordance with the current Integrated Contingency Plan for Oil and Hazardous Substances Spill Prevention and Response for Scott AFB.

2.2.5 Disposal of Waste

Disposal of wastes generated from spill clean-up shall be the contractor's responsibility. The contractor shall be liable for reimbursement of containment and environmental clean-up of the spills.

2.2.6 Training

The contractor is responsible to train their employees regarding Environmental and Hazardous Materials Handling. The contractor is also required to have and maintain Material Safety Data Sheets (MSDS) for all materials used by the contractor in accordance with but not limited to federal and state laws and/or regulations.

2.3 Ozone Depleting Chemicals (ODC)

Scott Inn does not believe the PWS will require the contractor to use Class I ODC in performance of the contract nor does it require delivery of a separately identifiable Class I ODC as an item of supply or as a part of any service. If the contractor determines that the use of a Class I ODC is necessary, they need to notify the contracting officer.

3 EQUIPMENT COVERED

The equipment located in the Scott Inn mechanical room shall be covered under this contract. Refer to Attachment 1 – Equipment Inventory.

4 TASKS AND TECHNICAL REQUIREMENTS

4.1 Preventative Maintenance Tasks

The Contractor shall perform preventative maintenance (PM) tasks per OEM recommendations and ASHRAE best practices to include Lock Out Tag Out procedures when required. Minimum required services include:

4.1.1 Rooftop Unit (Quarterly)

Inspect and clean condenser coils (annually) Check refrigerant levels Lubricate motors and bearings Inspect/adjust belts; replace annually (belts provided by Government) Tightening electrical connections

Record voltage/amperage of components Check the crankcase heater

4.1.2 Boilers

Inspect and clean waterside/fireside surfaces Inspect burners, combustion system, economizers, deaerators, blowdown tanks Check/clean filters Test safety and operational controls

Inspect feedwater and recirculation pumps Tightening electrical terminals

4.1.3 Chiller

Annual condenser tube bundle cleaning Inspect heat transfer surfaces safety and control system operation Tighten starter/control panels Record operational data Maintain and inspect the Mag Lev small and large compressors for ant required adjustments or software updates

4.1.4 Cooling Tower

Lubricate fan and motor bearings Replace V-belts (provided by Government) Inspect float valve, relays, electrical components Adjust motor mounts and pulleys

Clean Cooling towers fill surface between seasons

4.1.5 Pump Skids

Lubricate bearings (quarterly) Inspect alignment, couplings, seals, isolators Check pressures Tightening electrical connections

Maintain and replace sediment cartridges quarterly Note: (provided by Government)

4.1.6 Domestic Hot Water Heaters

Biannual tank flushing (water only) Lubricate motors

Inspect pilot, ignition, and safety controls Maintain and inspect motors and control on variable speed water boost pump system

4.1.7 Air Handling Units

Inspect the heat wheel Clean coils and replace filters Lubricate bearings and motors inspect and replace belts when needed Inspect and tighten electrical terminals Record voltage/amperage of components Replace filters as needed based on condition; filters have been observed to accumulate debris rapidly.

4.1.8 Metasys Building Automation System

Monitor and verify system operation Adjust control settings for optimal performance Contractors shall monitor and verify BAS operation, and control settings, report anomalies, and provide recommendations.

Contractor personnel performing BAS work shall be certified and trained on the installed system to ensure effective troubleshooting.

4.1.9 Sump Holding Tank

Coordinate and perform inspection of the underground tank biannually or as often as required Check water level sensors Determine sludge or debris accumulation and perform cleaning as needed

Contractor must be Confined Space Certified Provide report with condition assessment and recommended service intervals

4.1.10 Water Softener System

Inspect and service water softener system quarterly Check salt levels, settings, and regeneration cycle Clean the brine tank and verify flow through resin bed Report any system malfunctions or replacement needs This maintenance will apply to systems associated with the mechanical room and domestic water systems

4.1.11 Chemical Use and Handling

The Contractor shall furnish all chemicals required for preventative maintenance.

The Contractor shall monitor and maintain proper chemical balance in all applicable systems (boilers, chillers, cooling towers, and water systems) to prevent corrosion, scaling, and microbiological growth.

The Contractor shall conduct quarterly water treatment testing of all applicable systems to verify proper chemical balance.

Contractor shall submit written water treatment test results to the Scott Inn and Contracting Officer within 5 business days of testing, with corrective action recommendations if parameters are out of specification.

All chemicals must comply with regulations and specifications.

The Contractor shall maintain Safety Data Sheets (SDS) on-site and ensure storage and handling comply with standards.

The Contractor is responsible for proper disposal of spent chemicals in accordance with EPA and state regulations.

Refrigerants and glycol, if required for system recharge or top-off, shall be quoted separately.

5 DELIVERABLES

The contractor shall provide deliverables as detailed in Task and Technical Requirements including below:

5.1 Maintenance Service Reports

Contractor shall submit a written service report in electronic format to Scott Inn and Contracting Officer within 5 business days after PM service:

Work performed Equipment condition and readings Deficiencies discovered Recommended corrective actions

5.2 Repair Quotes

Any non-PM deficiencies must be quoted separately and approved in writing before work begins. Each quote must include:

Detailed labor breakdown (hours and rate) Detailed material cost breakdown Lead time for parts (if applicable)

Total estimated cost

5.3 Invoices

Submit PM invoices within 30 days of service Repair invoices must reference approved quote All invoices must list labor hours, rates, materials, and total costs

6 EMERGENCY RESPONSE

The Contractor shall respond to HVAC emergencies 24/7, including weekends and holidays.

Response Time: 2 hours from Government notification Approval Required: Emergency work must be authorized by:

o Lodging Manager o Assistant Lodging Manager o Operations Manager o Maintenance Supervisor o Contracting Officer

7 SCHEDULE

The government shall work with the contractor to develop a service schedule within 10 workdays of the award date of the contract.

The contractor shall provide a minimum of three days’ notice if changes are required to the scheduled service dates.

Preventative Maintenance Inspections: Quarterly (4 per year) Each inspection will be scheduled in coordination with the facility manager Contractor must sign in and out upon arrival and departure specifying the reason for their visit

8 QUALITY CONTROL

The Contractor shall develop and maintain a quality control program to ensure services are performed in accordance with applicable industry standards. The contractor shall ensure the technician on site is certified and/or qualified to work on the equipment described in this PWS. The government shall inspect and evaluate the contractor's qualifications and performance to ensure services are received in accordance with requirements set forth in this contract. The government reserves the right to obtain 3rd party verification, at the government’s expense, for services, quality of work and/or any other concerns.

The quality control program must include:

Internal work inspections Deficiency tracking and resolution procedures Corrective action documentation

9 PAYMENT TERMS

The Quarterly Preventative Maintenance Fee shall be invoiced following each quarterly inspection, four

(4) equal installments per year.

Preventative Maintenance tasks that occur annually or bi-annually, not quarterly, should be invoiced separately after the completion of each task.

All invoices and quotes must include detailed breakdowns of labor and material costs No payment shall be made for repairs or emergency services without prior written authorization.

10 NON-PERSONAL SERVICES AND/OR INHERENTLY GOVERNMENTAL SERVICES

The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the CO immediately. These services shall not be used to perform work of a policy/decision making or management nature, (e.g., inherently governmental functions). All decisions relative to programs supported by the contractor shall be the sole responsibility of the Government.

11 INSTALLATION ACCESS REQUIREMENTS

11.1 Contractor Consent to Background Checks

The contractor and, as applicable, subcontractor shall not employ persons for work on this contract if such employee is identified as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population, nor shall the contractor or subcontractor employ persons under this contract who have an outstanding criminal warrant as identified by Law Enforcement Agency Data System (LEADS) through the National Crime Information Center. LEADS checks will verify if a person is wanted by local, state, and federal agencies.

All contractor and subcontractor personnel must consent to LEADS background checks. Contractor and subcontractor personnel who do not consent to an LEADS check will be denied access to the installation.

Information required to conduct an LEADS check includes: full name, driver’s license number, and/or social security number, date of birth of the person entering the installation, and completion of a background check questionnaire. The contractor shall provide this information using the Scott AFB Form 21, Contractors Consent for Background Check, and shall submit it in conjunction with the contractor’s request for either base or vehicle passes.

Completion of a successful LEADS check does not invalidate the requirement for an escort when contractor or subcontractor personnel are working within controlled or restricted areas.

All identifying credentials will be compliant with the REAL ID Act.

Contractors shall ensure their employees and those of their subcontracts have the proper credentials allowing them to work in the United States. Persons later found to be undocumented or illegal aliens will be remanded to the proper authorities.

The contractor shall not be entitled to any compensation for delays or expenses associated with complying with the provisions of this clause. Furthermore, nothing in this clause shall excuse the contractor from proceeding with the contract as required.

11.2 Badges

The contractor is required to provide identification badges for their employees. All contractor personnel shall wear these badges while on duty on the government site. Badges are required to identify the individual, company name, and be clearly and distinctly marked as contractor. Size, color, style, etc. are to be mutually agreed to by contractor and government. The contractor’s identification badge will not be used as an entry requirement for installation entry or into any government designated controlled or restricted area. All DBIDS cards/passes will be turned in to the Dixon Visitor Control Center upon expiration of pass and/or completion of contract.

11.3 Contractor Registration of Vehicles

All contractor or contractor employees’ vehicles used for the performance of this contract shall comply with all local, state and federal regulations. Additionally any pass shall be surrendered to Security Forces upon demand to positively identify a person’s need to be on Scott AFB.

11.4 Access to Installation During Force Protection Conditions (FPCONs)

Contractors will be assigned a mission essential designation IAW requirements contained in SAFBI 31- 101/Installation Security Instruction. Only the installation commander or the unit commander requesting contract support will assign the mission essential designation.

12 AT LEVEL 1 TRAINING FOR CONTRACTORS

AFI 10-245-O published on 07 Dec 20 states 100% of contractors will complete AT Level I (Antiterrorism Awareness). This is also a federal law under 48 CFR § 252.204-7004 that all contractors that work on federally funded projects will have this training.

12.1 Contracting Squadron Responsibilities

Coordinate performance work statement (PWS)/statement of work (SOW) and modifications with the installation Antiterrorism Officer/Antiterrorism Program Manager (ATO/ATPM) to ensure AT considerations and measures are included in all applicable contracts and that all AT standards are in compliance. (T-1).

Coordinate with the installation ATO/ATPM to ensure Level I - AT Awareness Training is completed by all contractors within 30 days of requiring access, and annually thereafter. (T-3). Coordination for training should be done by the requiring unit after contract award.

Work with ATO/ATPM to coordinate AT-specific contracting measures for inclusion in the installation‘s AT Plan. (T-2).

Coordinate necessary background investigations for contractors with the installation information protection office and work with the ATO/ATPM to develop mitigation measures that limit the potential for terrorist and insider threats posed by contractors while on the installation. (T-1)

Incorporate required AT clauses, related supplements, and local AT measures as part of requirements for DoD contracts, as described in Standard 18. (T-0)

12.2 AT Level I Training

Coordinate with the installation ATO/ATPM to ensure Level I - AT Awareness Training is completed by all contractors within 30 days of requiring access, and annually thereafter. (T-3) Coordination for training should be done by the requiring unit after contract award.

12.3 Access and General Protection/Security Policy and Procedures

Contractor and all associated sub-contractors’ employees shall provide all information required for background checks to meet installation access requirements to be accomplished by the Dixon Visitor Center or security office.

Contractor workforce must comply with all personal identification verification requirements as directed by DAFMAN 31-101v3 and the 375 AMW AT/IDP. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters.

The vetting requirement for Civilian employee and Contractor eligible non-CAC DoD credential holders includes a minimum Tier 1 or equivalent investigation. Fitness standards for these populations are listed in

AFMAN 16-1405.

12.4 Eagles Eyes Training

The Eagle Eyes program is a DAF AT initiative that enlists the eyes and ears of all DAF military, civilians, contractors, and dependents. The Eagle Eyes program is a reporting mechanism for the base community on how to report suspicious behavior or possible terrorist activity. Each installation shall outline procedures in the installation AT plan on how to receive and log suspicious activity reports and suspicious incident reports and to pass those reports expeditiously to their servicing Office of Special Investigations (OSI) detachment for appropriate action. (T-3) OSI provides threat data to the installation commander, the vice commander, and the DFC as appropriate to ensure an optimal common operating picture and an AT/Base Defense (BD) posture for the given installation’s area of responsibility (AOR) in accordance with Air Force Mission Directive (AFMD) 39, Air Force Office of Special Investigations (AFOSI) and Air Force Policy Directive (AFPD) 71-1, Criminal Investigations and Counterintelligence. This program implements the spirit and intent of DoDI 2000.26, DoD Use of the Federal Bureau of Investigation (FBI) eGuardian System.

13 OPSEC REQUIREMENTS FOR CONTRACTORS

While on the installation, if the contractor observes any of the critical (sensitive) information items listed below, the contractor will not photograph the event/item, post about the event on social media sites, blogs, etc., or discuss the critical information while off the installation. The critical information you may observe are:

Effects of adversarial activity, should it ever occur Response times of security, fire, emergency management personnel, etc.

Implemented antiterrorism/security measures and procedures Specific number of aircraft and unusual flightline activity Aircraft information such as tail numbers, etc.

All contractors will need to sign the Contractors Operations Security Responsibilities letter acknowledging that they understand and agree to these requirements.

Attachments Attachment 1 – Equipment Inventory

BRAND MAKE MODEL NUMBER

INNOVENT AIR HANDLER ERU-OU-WH-15000-CW-HW-460

BALDER RELIANCER PUMP 8 230/460 VOLT

BALDER RELIANCER PUMP 7 230/460 VOLT

BALDER RELIANCER PUMP 6 230/460 VOLT

BALDER RELIANCER PUMP 5 230/460 VOLT

BALDER RELIANCER PUMP 4 230/460 VOLT

BALDER RELIANCER PUMP 3 230/460 VOLT

BALDER RELIANCER PUMP 2 230/460 VOLT

BALDER RELIANCER PUMP 1 230/460 VOLT

AQUAPLEX HOT WATER TANKS 100 SLX 300A-PVIF

AQUAPLEX HOT WATER TANKS 101 SLX 300A-PVIF

AQUAPLEX HOT WATER TANKS 102 SLX 300A-PVIF

AQUAPLEX HOT WATER TANKS 103 SLX 300A-PVIF

INTERTEK BOILERS S7350-254

INTERTEK BOILERS S7350-254

INTERTEK BOILERS S7350-254

INTERTEK BOILERS S7350-254

MULTISTACK CHILLER MS0242FC1M2W2H1CC88FL-R134A

COMPRESSOR 2 CHILLER

2512650087 / 183320:

TTS4000HGS3S010X0XX5255

COMPRESSOR 1 CHILLER 162145120 / 183125: TT300-G-1-ST

BAC COOLING TOWER FXV-1212C-36D-

CANNARIIS

VARIABLE SPEED WATER

BOOST PUMP QM-330-30-4VS

GENERAL ELECTRIC PUMP 11 5KS215DAE6031

GENERAL ELECTRIC PUMP 12 5KS215DAE6031

JOHNSON CONTROLS METASYS BAS Metasys Version 13.0.50.1214