Attachment 2-SOW_1163768_CHILLER SERVICE MAINTENANCE FY26 WOPTION YEARS.pdf

Statement of Work

Bldg. #80 Chillers Repair & Maintenance Agreement

Asset ID 640200B080

USDA-ARS

Stoneville, Mississippi

Attachment 2

Table of Contents

Pages 4 and 6

Pages 6

Location Maps

Statement of Work/Base Quote

Contacts

Pictures Page 7 and 8

Location Map

Bldg. 80

Statement of Work: Provide inspection and service for (2) Trane Water Cooled Chillers for one (1) base year, and four

(4) additional option years, located at the National Biological Control Lab Bldg. #80 at USDA-ARS in Stoneville, MS.

Project Objective: The objective of this project is to provide inspection and service for (2) Trane Water Chillers located at the National Biological Control Lab Bldg. #80. This Project is located at USDA JWDSRC in Stoneville, MS.

Contractor must be registered in System for Award Management, (SAM), prior to submitting a Quote.

Registration can be obtained through:

https://www.sam.gov

Site Visit: Potential Contractors are encouraged to visit the site and be escorted by a government representative to confirm locations, dimensions, and conditions of the project before a quote is submitted. The site visit shall be for the purpose of observing first, any conditions relevant to the completion of this project. No consideration will be given to claims based on lack of knowledge of existing conditions, except where contract documents make definite provisions for adjustment in cost or extension due to existing conditions not readily foreseeable. This project is located at USDA-ARS in Stoneville, MS.

Utilization of Bio-Based Products: The contractor shall utilize products and material based from bio-based materials, (e.g. bio-based greases; bio-based hydraulic fluids, bio-based absorbents), to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to the applicable Federal Specifications and Standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer Representative (COR). Products can be found at:

https://www.biopreferred.gov

Safety: The contractor will submit a Site Safety Specific Plan/Accident Prevention Plan in industry recognizable format to the Contracting Officer Representative within 14 days of contract award. The Plan shall include phone numbers and maps to the local Dr. Office and nearest Hospital.

Base Quote: Contractor will provide all materials, labor, and equipment required to inspect and service

(2) Trane Water Cooled Chillers Model# CVHE-050 Centrifugal Water Chillers, with starters, as listed below under "Inspection Procedures" and "Contractor Responsibility" for one (1) base year and four (4) additional option years.

Inspection Procedures:

1. Inspect for leaks and report results to USDA.

2. Repair minor leaks as required.

3. Inspect the control panels for cleanliness.

4. Inspect wiring and connections for tightness, signs of overheating, and discoloration for the controls, motor, and starter.

5. Verify the working condition of all indicator/alarm lights and LED/LCD displays.

6. Test oil pressure safety device, calibrate, and record setting.

7. Test the operation of the chilled water pump starter auxiliary contacts.

8. Test oil for acid content and discoloration and make recommendations to USDA based on the test results.

9. Verify the operation of the oil heaters.

10. Clean the starter cabinet and starter components.

11. Check the condition of the contacts and contactors for wearing, pitting, and free/smooth operation.

12. Check all mechanical linkages for wear, security, and clearances.

13. Verify tightness of the motor terminal connections.

14. Meg the motor, record the readings, and submit to USDA.

15. Verify the operation of the electrical interlocks.

16. Measure the voltage, record the readings, and submit to USDA. Voltage should be +/-10%.

https://www.sam.gov/ https://www.biopreferred.gov/

Contractor Responsibility:

The project has a base quote to be performed per the following specifications:

1. Contractor will verify all equipment and site conditions prior to beginning work.

2. Contractor will notify USDA 48 hours prior to any system or equipment shutdowns.

3. Contractor will perform the inspections according to the Trane Company's Factory recommended procedures.

4. Contractor will perform (3) Seasonal Inspections per year; (1) Major Annual Inspection during the period of performance "May 1, 2026, through April 30, 2027", (1) in Operational Inspection during the Fall/Winter Season "September 1st - February 28th", and (1) Operational Inspection during the Summer Season "June 1st - August 31st".

5. Contractor Annual Tube Cleaning Services will include all labor, material, and equipment to clean the evaporator tubes and condenser tubes in each Chiller. This tube cleaning service will be performed during the Operational Inspection during the Fall/Winter Season.

6. Contractor shall remove and dispose of all work-related materials from all work areas daily and remove these waste materials from the site on a weekly basis. The contractor will have to supply their own trash transporting containers for waste materials. Location of waste containers will be approved by the COR.

7. All work must be performed in such a manner as to not adversely affect daily operations of the facility, its workers, and the on site facility operations.

8. Contractor must always have a superintendent on the job when working on this project.

SCHEDULED MAINTENANCE, INSPECTIONS, and SERVICE:

Performed between 8:00 a.m - 4:00 p.m. Monday through Friday CST

USDA Responsibility:

Operate equipment within manufacturer's recommendations and report any unusual operating conditions to the contractor.

USDA will supply refrigerant, if needed, and contractor will install the refrigerant.

Payments to Contractor:

Payment will be made in accordance with FAR 52.212-4 Terms and Conditions—Commercial Products and Commercial Services, after each inspection payment will be in arrears, after a proper invoice is received in IPP, per the Prompt Payment Act.

Work Experience Requested in Submission of Quote Package:

Contractors are requested to submit a list of Trane Chiller Service and Inspection projects performed in the last 5 years (including a "customer" point of contact for each project) with their quote package.

Material / Submittals:

The material for the entire work shall be as specified above. Submittals on all material, including shop drawings, parts, and specifications used on this project shall be submitted to the Contracting Specialist as noted in this document.

Prosecution of Work:

Contractor will verify all equipment and site conditions prior to beginning work. Contactor will schedule the work between working hours as listed below. Contractor is required to provide labor, specified material, equipment, and other tools required to perform the job fully and completely. No Government equipment will be available for use by the contractor. The contractor shall be responsible for protecting his work at all times and ensuring the safety of his crew and ARS employees. Upon completion of the project, the contractor shall remove from the premises all accumulated materials and rubbish caused by the project. Premises shall be left in a clean, orderly, and acceptable condition.

Damage to Property:

Any damage to the Government buildings, ceilings, carpets, walls, roads, sidewalks, vehicles, vegetation, etc. caused as the result of the contractor's activities shall be repaired or replaced to the satisfaction of the Government.

Inspection and Acceptance:

A government representative shall inspect and approve the work performed on this project. The Contractor shall schedule inspection 10 days in advance, in writing to the Contracting Officer Representative.

TERMS AND TERMINATION:

This Base Year Agreement will commence on effective dates May 1, 2026, through April 30, 2027.

This Agreement is for (1) Base Year with an additional (4) Option Years, total (5) Years.

WORKING HOURS

Normal Hours: 8:00 a.m. to 4:00 p.m. Monday through Friday.

Overtime Hours: 4:01 p.m. to 4:59 a.m. Monday through Sunday & Holidays.

Project Contacts:

Mr. Darren Middleton, Administrative Officer (AO) USDA, ARS Jamie Whitten Delta States Research Center 141 Experiment Station Road Stoneville, MS 38776 darren.middleton@usda.gov Phone: 662-686-3452 (Office)

Mr. Dwayne Jordan, Utility Systems Supervisor (POC) USDA, ARS Jamie Whitten Delta States Research Center 141 Experiment Station Road Stoneville, MS 38776 dwayne.jordan@usda.gov Phone: (662) 686-5247 (Office)

Mr. Kevin Magee, General Engineer (EPM) USDA, ARS SEA Facilities Engineering 141 Experiment Station Road Stoneville, MS 38776 kevin.magee@usda.gov Phone: 662-686-5289 (Office)

Mr. Tucker Davis, Contract Specialist USDA, ARS, Contracting Operations Branch/Acquisition and Property Division 310 Highway 26 E., Poplarville, MS 39470 tucker.davis@usda.gov mailto:darren.middleton@usda.gov mailto:dwayne.jordan@usda.gov mailto:kevin.magee@usda.gov

Trane Chiller

Trane Chiller