Attachment 1 SOW.pdf

STATEMENT OF WORK

Defense Finance and Accounting Service (DFAS) Limestone, Maine Chiller Service

1.0 PURPOSE

The purpose of this contract is to provide annual maintenance, emergency repairs, and system winterization for two Chillers located at DFAS Limestone.

2.0 SCOPE

2.1 The contractor shall provide all personnel, equipment, materials, tools, supervision, and transportation necessary to provide spring start-up, preventive maintenance, emergency repairs and system winterization on two Direct Expansion McQuay 80 ton Chillers and associated equipment as defined in this Statement of Work (SOW) for DFAS Limestone. All technicians performing maintenance on DFAS Chillers must be certified as a Type III, EPA 608 technician in refrigerant handling.

2.2 The Contractor shall be responsible for maintaining the following equipment.

a. Packaged, Daikin, Model AGZ150EDSEPNNOO (Quantity 2)

b. Chilled water pumps (Quantity 3)

c. All piping, connections, valves, fittings, gauges, pumps, expansion tanks, sensors, and controls required to operate and monitor the above equipment

3.0 REQUIREMENTS

3.1 All preventive maintenance services shall be performed in accordance with the manufacturer specifications and all applicable Municipal, State, and Federal Regulations. The intent and purpose of this SOW is to outline the services required to keep the preventive maintenance equipment clean, functional and fully operational, but is not all-inclusive. The contractor shall not be required under this contract to perform and/or furnish parts, at their own expense, necessitated by reason of negligence or misuse of equipment by persons other than the Contractor, Contractor representatives or Contractor employees, or by reason of any other cause beyond the control of the contractor. The contractor shall take all necessary precautions to ensure against damage to equipment and existing structures. Damage caused by the Contractor shall be repaired or replaced, as approved by the Contracting officer, at no additional cost to the government.

3.2 Emergencies

In the case of emergencies, or for completion of emergency work initiated during normal working hours, the contractor will be required to work outside normal working hours. Emergency repair service shall be performed on an on-call basis, 24 hours a day, 7 days a week, including Holidays. The Contractor is required to respond to the job site within six working hours after notification of emergency service.

3.3 Clean-Up

Rubbish and debris shall be removed from the DFAS-Limestone property daily. Materials that cannot be removed daily shall be stored in areas specified by the Contracting Officer Representative (COR).

The amount of dust resulting from this work shall be controlled to prevent its spread to occupied areas of the building.

3.4 Environmental

The Contractor shall use only State and Federal Environmental Protection Agency (EPA) approved chemicals and materials. The contractor shall provide material safety data sheets for all chemicals and materials to be used. Disposal of chemicals and materials shall be in accordance with State and Federal EPA regulations. The contractor shall not use any chemical and material until receiving approval from the COR.

3.5 Oil

The Contractor shall collect and contain all oil which may be comprised of or contain Chlorofluorocarbons during pump down of compressor(s) according to manufactures specifications.

Disposal of contaminated material shall be the responsibility of the contractor and shall be in accordance with current State and Federal EPA regulations.

4.0 DELIVERABLES

4.1 The Contractor shall inspect and, if warranted, adjust all operating controls and safety control circuits. The Contractor shall record before and after set points on the back of the daily air conditioning log provided by DFAS at site.

4.2 The Contractor shall inspect all mechanical equipment and make adjustments as necessary for proper operating conditions.

4.3 The Contractor shall verify that all electrical and electronic equipment is working properly visually and audibly, by using electrical test equipment. The contractor shall make any necessary adjustments as needed to insure proper operating conditions. It shall be the responsibility of the contractor to prevent the operation or attempted operation of electrical equipment or combinations of equipment which exceed power capacity. All operating condition adjustments such as temperature, voltage, resistance, and amperage readings shall be annotated and given to the COR.

4.4 The Contractor shall inspect, and if warranted, adjust and verify proper operating conditions of condenser and chilled water loops to include evaporator, exchanger, and all associated piping controls and sensors.

4.5 The Contractor shall inspect all compressors and associated equipment for proper working conditions. The Contractor shall inspect and service all refrigerant systems, according to manufacturer specifications, with leak detection devices. The Contractor shall collect and contain all lubrication material and/or refrigerants. Disposal of this material shall be the responsibility of the Contractor and shall be in accordance with current State and Federal EPA regulations. The Contractor shall provide and install the type and required quantities of refrigerant according to manufacturer’s specifications.

4.6 Prior to working on or making adjustments to chiller equipment, the Contractor shall perform a service examination of all equipment and review and enter current conditions into the DFAS daily air-conditioning log (located on site). The following description of Contractor responsibilities shall be used as guidance only and shall not be construed as a complete detailed list of all the operations to be performed.

4.7 This deliverable provides for emergency maintenance and repairs not covered in the preventive maintenance section.

4.7.1 Hours

Emergency service shall be performed after notification by the COR that the equipment is inoperative or requires repair. During normal working hours (7 a.m. to 3 p.m.), maintenance representative(s) responding to emergency calls shall report to the COR when arriving on site before starting repairs. Outside normal working hours, the Contractor shall report to a designated DFAS representative.

4.7.2 Costs

Costs for Emergency services begin once DFAS is notified in person that the Contractor is on site and ends prior to the Contractor leaving the DFAS facility. All services shall be approved by the COR prior to work being performed.

4.7.3 On-call

Emergency repair services shall be performed on an “on-call” basis. All repair services shall be charged an hourly flat rate per call regardless of the time and day. The Contractor shall provide services to restore the equipment to an operational condition. The Contractor is required to respond to the job site within six working hours after notification and work shall be complete within twenty-four working hours (three days) to restore the unit (s) to operational condition. Upon notification, the Contractor shall provide the COR with a designated point of contact and make arrangements for the maintenance representative(s) to receive such notification.

4.8 Parts

This deliverable provides for all parts and equipment approved for replacement during the life of the contract. Written approval shall be obtained from DFAS and the Contracting Officer prior to purchase.

Cost of installation, adjustments, and repair of parts and equipment are included in Preventive and Emergency Maintenance line items.

4.8.1 Lists

The Contractor shall identify all parts that need replacing and submit an itemized list, with justification, to the COR. The COR and DFAS representatives will review the list and forward the request to the contracting office for approval. Upon receiving written approval, the Contractor shall purchase, repair, and replace all parts. All replacement parts shall be those of the original manufacturer or equal, and shall fit the equipment without modification. The Contractor shall maintain locally a supply of the repair parts sufficient for the normal maintenance and repair.

4.8.2 Shipping

Should it be necessary for the contractor to ship any item of equipment to a factory or shop for repairs, all expenses connected with such a shipment shall be included in the cost of parts. The Contractor shall be responsible for return of the equipment expeditiously and in good operating condition. The Contractor shall provide the COR with a written request for such a shipment.

The Contractor shall not proceed with shipment without written approval from the COR.

4.9 Payment

The Contractor shall provide an equipment orientation to DFAS operators on all equipment after each visit. Orientation shall include areas of concern, sequence of events, proper operation, equipment working parameters, and limits. Upon completion of preventive maintenance or emergency services, the Contractor shall provide the COR with a service ticket for certification and inspection of service performed and an itemized list of parts to be forwarded to the Contracting Office. Payment for preventive maintenance, emergency services, and parts shall not be made without a signed service ticket by the COR or a designated DFAS employee.

4.10 Warranties

Parts, materials, and equipment on which the vendor or manufacturer normally provides warranties shall be supplied to the Contracting officer before final payment is made to the Contractor. Warranties will reflect a description of the product, the serial number of the product, if applicable, the date and location where the product was incorporated into the work, the conditions of the warranty, the name of the supplying vendor, the name of the purchaser, and the purchase order number and date. Warranties for installed equipment shall include a list of required maintenance necessary to ensure the warranty is kept valid. The list shall clearly identify the maintenance item and state whether the government or the Contractor is responsible for the maintenance. These warranties are in addition to the statutory one-year warranty for workmanship. All vendor or manufacturer warranties that exceed the statutory one-year requirement shall be passed on to the government in full.

5.0 PLACE OF PERFORMANCE:

All work under this contract is located at DFAS Limestone, 27 Arkansas Rd., Limestone, Maine, 04751-1500. This facility is at the Loring Commerce Center.

6.0 SCHEDULING:

6.1 Preventive maintenance shall be performed during normal working hours the first week of each month, between 7 a.m. and 3 p.m. Monday through Friday, except federal holidays. Due to various work schedules in effect at DFAS, the Contractor shall coordinate all work times and areas of work with the COR at least two days in advance. The mission at DFAS may require the contractor to adjust their schedule for any equipment shutdowns. All changes to the schedule shall be approved by the COR prior to start of service.

6.2 Emergencies, or for completion of emergency work initiated during normal working hours, the contractor will be required to work outside normal working hours. Emergency repair service shall be performed on an on-call basis, 24 hours a day, 7 days a week, including Holidays. The Contractor is required to respond to the job site within six working hours after notification

6.3 The Contractor will not be expected to be on-site working, except in the case of an emergency repair, when the government is observing federal holidays as per Federal Law (5 U.S.C. 6103).

Specific dates for federal holidays can be found at http://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview

6.4 The anticipated period of performance is one base year and four additional one-year option periods beginning on May 1, 2022. Chiller services shall be performed May 1 - October 31 of base year and all subsequent option periods. In order to accommodate unusual circumstances, the Government reserves the right to obtain services beyond May 1 – October 31.

7.0 ELECTRONIC INVOICING AND WAWF:

7.1 Invoices shall be submitted as follows:

(1) BILLING for FFP CLINS:

Billings shall be submitted to the COR (Acceptor) as a 2-in-1 or Combo invoice via the internet using the Government provided Wide Area Work Flow (WAWF) Receiving/Acceptance System at https://wawf.eb.mil.(ref. clause 252.232-7003). When the 2-in-1 or Combo invoice is received by the http://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview http://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview

COR via WAWF, the COR will review the document and, if it is correct, accept it electronically and forward it for payment.

The Contractor, prior to submitting invoices in WAWF, must contact the COR to confirm the correct ACCEPTOR DoDAAC.

(2) Billings for COST, LH or T&M CLINS:

Billings shall be submitted to the local DCAA Auditor (Acceptor/Approver) as a COST VOUCHER via the internet using the Government provided Wide Area Work Flow (WAWF) Receiving/Acceptance System at https://wawf.eb.mil. (ref. clause 252.232-7003). When the COST VOUCHER is received by the local DCAA auditor via WAWF, the DCAA auditor will review the document and, if it is correct, approve it electronically and forward it for payment.

The Contractor, prior to submitting invoices for COST, LH or T&M CLINS in WAWF, must contact the Contracting Officer to confirm the correct DCAA ACCEPTOR DoDAAC.

FINAL Billings for COST, LH or T&M CLINS:

Final Billings for COST, LH or T&M CLINS must be marked as final. This is accomplished in WAWF when the contractor checks the box asking if this is a final billing. The final billing will be routed to the ACO for approval.

Web Base Training is available at www.wawftraining.com and for more information go to www.dod.mil/dfas and click the e-commerce link.

to the COR (Acceptor) as a 2-in-1 Combo invoice via online access to the Internet using the Government provided Wide Area Work Flow (WAWF) Receiving/Acceptance system at https://wawf.eb.mil/ (reference clause 252.232-7003). When the 2-in-1 Combo invoice is received by the government via WAWF, the COR will review the document and, if it is determined to be accurate, accept it electronically and forward it for payment. Web Based Training is available online at www.wawftraining.com and for additional information visit www.dod.mil/dfas and click on the e-commerce link.

7.2. Should the vendor desire to track payment status; they must use the Vendor Pay Inquiry System (VPIS) at www.dfas.mil\money\vendor\ by selecting non-MOCAS System to track the status of payments. The DFAS COR will e-mail the contractor when invoices have been certified for payment.

7.3. The Contractor shall submit invoices for payment monthly. Invoices should be submitted no later than ten (10) business days following previous month end.

8.0 SECURITY REQUIREMENTS AND PRIVACY ACT REQUIREMENTS

8.1 Security Investigation Requirements. Contractor personnel performing under this contract are required to have a personnel security investigation. The contractor must provide employees that are suitable for working in a sensitive position. Contractors will be escorted at all times while within the facility.

8.2 For contractor personnel not requiring direct access to DFAS IT systems, CUI or other sensitive information, escorted continuously by DFAS personnel, and who do not currently possess a current U.S. Government background investigation of Tier 1/IT-III or equivalent and higher:

Contractor personnel are required to follow the standard requirements for all contractor personnel, which are submission of the following items:

1. DFAS Form 9035, Contractor Request for Investigation (CRI);

2. OF306, Declaration for Federal Employment

3. A set of fingerprints, unless any of the following apply;

a. The person has been fingerprinted for the Office of Personnel Management (OPM) within the past 30 days;

b. The person is currently undergoing a background investigation, or reinvestigation, by OPM or any other Federal agency;

c. The person has a background investigation currently being adjudicated by the Department of Defense Consolidated Adjudications Facility (DoD-CAF) or another

CAF;

d. The person has been favorably adjudicated within the past 30 days by the DoD CAF or a CAF from any other Federal agency; or

e. The person is coming directly from another DoD agency, with no break in service. This includes any of the military branches as well as the U.S. Coast Guard; however, service members in an inactive reserve status are not included.

f. The Personnel Security Office otherwise determines that no new fingerprints are required.

Once the results of the fingerprints are received, and the results are negative for a criminal record, the Personnel Security Office will issue a notice to the COR indicating the contractor employee is clear to proceed. No further action will be needed at this point.

In cases where a fingerprint record check indicates contractor personnel have been involved in any criminal activity within the previous seven (7) years, DFAS Personnel Security will conduct a review of the record to determine if the activity is disqualifying i.e. presents a security risk to U.S.

Government/DFAS personnel or assets. If it is determined that the record is not disqualifying, the Personnel Security Office will issue a notice to the COR indicating the contractor employee is clear to proceed.

Contractor personnel with current, pending criminal charges or criminal cases that have not yet been adjudicated and concluded by the court having jurisdiction, are not eligible to work on the contract.

DFAS personnel will escort and remain with the contractors 100% of the time the contractors are onsite. Contractors will have or not need direct system access.

8.3 Privacy Act. Work on this project may require that personnel have access to Privacy Information.

The contractor shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations in their performance under this SOW.

9.0 CONTRACTING OFFICER’S REPRESENTATIVE AND ALTERNATE CONTRACTING

OFFICER’S REPRESENTATIVE

9.1 The COR/ACOR will act as the on-site technical point-of-contact for the government. This individual will initiate requests and monitor contractor performance. The COR’s and ACOR’s authority is limited to technical issues and he/she is not authorized to make contractual decisions. The authority to resolve monetary issues and contractual interpretation is the responsibility of the Contracting Officer.

9.2 The individuals identified below have been assigned as government COR or ACOR and Technical Point of Contact (POC):

1. Jeffrey Kelley, 207-328-1109

2. Jack Baker, 207-328-1143

The COR and/or ACOR are subject to change at any time. The Contractor will be notified via written communication when a change is made.

10.0 COVID-19

All individuals on DoD property, installations, and facilities are to comply with the latest requirements to prevent the spread of COVID-19. Examples include adhering to testing requirements, wearing cloth face coverings in public areas, work centers, as well as when entering the building; maintaining social distancing; and not entering the site when displaying symptoms of COVID-19. The contractor should use due diligence to ensure any employees assigned to come on site do not have COVID-19.