Attachment 2 Statement of Work Maintenance HVAC Equipment and Components Solicitation 1232SA26Q0422.docx

US Department of Agriculture (USDA)

Statement of Work

Contents

Project Maintenance contract for HVAC System Equipment and Components.

General Information

1.0 Scope of Work

The contractor must provide all professional services necessary for the accomplishment of the contract project and such required service must be in accordance with the requirements as described herein and attached.

All parts and equipment must be OEM. All work must be done in accordance with standard industrial HVAC chiller repair and maintenance practices consistent with the trade. All work and materials must be approved by the Government representative prior to beginning the service.

The maintenance contract services must extend for a period of one (1) year commencing after notice to proceed from the Government, and must include all labor, filters, belts, lubricants and materials and equipment necessary to service the air conditioning equipment listed. All costs for the scheduled periodic maintenance must be borne by the contractor. Emergency calls and repair work must be based on a time and materials basis.

The contractor must verify all dimensions, quantities and equipment specifications prior to submitting quotation. Any discrepancies found must be submitted in writing to the contracting officer.

2.0 Background

The USDA, ARS, PWA, Daniel K. Inouye U.S. Pacific Basin Agricultural Research Center (PBARC) located at 64 Nowelo St. and the Germplasm Repository located at 928 Stainback Highway in Hilo Hawaii requires the maintenance services, labor, materials and equipment necessary to service and repair the air conditioning system and all components listed in Attachments.

Contractor Requirements

3.0 Technical Requirements / Tasks

SCHEDULE OF MAINTENANCE SERVICES – LOCATION: 64 NOWELO ST HILO, HI

A. AIR HANDLING UNITS: AHU L1-1 and AHU L1-2 FAN COILS UNITS: FCU L1-1 and FCU L1-2 Monthly Service

1) Clean and clear all drip pans and flush all related condensation drain lines with nitrogen or CO2. Note: Contractor may be liable for water damage due to clogged drains). Install pan tablets as necessary to control algae growth.

2) Change all disposable air filters at least once a month; use Farr 30/30 or equivalent for 30% filter.

3) Lubricate and oil all fan and motor bearings and connections of dampers and vanes.

4) Check all drives for wear and adjust belt tension. Replace belts as required.

5) Check UV light for function. Replace in accordance with industry standard if needed.

6) Operate equipment to check for proper operation, unusual noise and vibration; adjust all equipment and controls as required; clean up all equipment.

7) Certify performance of monthly services and that all discrepancies are reported. Report any recommended preventative maintenance/ repair work and submit cost proposal to USDA.

Semi-Annual Service

1) Replace 85% filters with specified equal.

2) Secure all loose housing, seals leaks and touch-up paint after cleaning all rust.

Annual Service

1) Test compressor crankcase oil and replace if contaminated or submit oil test results; clean or replace strainer and oil filter. Cost and disposal of oil must be by contractor.

2) Water lance and clean condenser tubes.

3) Meggar (electrical test to measure wire insulation resistance, i.e. condition) compressor motor and submit report and recommendations; check starter, relays and control contacts and electrical connections for tightness and cleanliness required.

4) Test operational control switches, compressor unloading and safety; calibrate and record settings. Adjust as required.

5) Submit and certify performance of annual maintenance service and report all discrepancies. Report any recommended preventative maintenance /repair work and submit cost proposal to USDA.

B. CHILLER: Chiller CH 2-1 Monthly Service

1) Check and record compressor performance evaluation schedule (Log and Analysis).

2) Check and record condenser performance evaluation.

3) Check and record evaporator performance evaluation (Log condition and Analysis).

4) Check and record compressor (chiller unit). Submit and certify performance of monthly maintenance service and report all discrepancies. Report any recommended preventative maintenance/ repair work and submit cost proposal to USDA.

Quarterly Service

1) Check compressor motor ampere balance (within 10%). Check motor cooling temperature.

2) Check vane operation (compressor loads). Operate manual switch, record motor amps.

3) Check vane operation (compressor unloads). Operate manual switch, record amps.

4) Check vane in hold (place manual switch in hold position). Observe water temperature and record amps.

5) Test operation of protective control alarm relay. Test pump interlocks.

6) Test condenser water quality. Test evaporator water quality.

7) Conduct expansion valve performance evaluation (super heat control).

8) Conduct compressor chiller unit leak test, check compressor fittings, terminals. Check pipe fittings, vessel relief valves. Conduct vibration isolation test. Submit and certify performance of quarterly maintenance service and report all discrepancies. Report any recommended preventative maintenance/ repair work and submit cost proposal to USDA.

Semi-Annual Service

1) Check operating controls settings and operation.

2) Check vane control settings.

3) Verify motor load limit and control.

4) Verify load balance operation. Submit and certify performance of semi-annual maintenance service and report all discrepancies. Report any recommended preventative maintenance/ repair work and submit cost proposal to USDA.

Annual Service

1) Check compressor motor terminals for tight connections. Check porcelain for cleanliness.

2) Clean condenser tubes.

3) Check appearance of compressor chiller unit and paint and insulate as required. Submit and certify performance of annual maintenance service and report all discrepancies. Report any recommended preventative maintenance/ repair work and submit cost proposal to USDA.

Service Required by Performance

1) Perform internal compressor check.

2) Perform condenser Eddy current test.

3) Administer seasonal protection as required.

4) Clean evaporator tubes as required. Perform Eddy current test (tube wall thickness) as required.

NOTE: All services and repairs will be performed in accordance with Daikin Operation and Maintenance manual OMM 1008-3.

C. COOLING TOWER: CT-1

Monthly Service

1) Check and adjust water make-up float valve and bleed rate.

2) Check general condition of tower interior and water distribution pattern.

3) Check and lubricate motor and fan bearings.

4) Check all drives for wear; adjust belt tension as required.

5) Remove all foreign material from inside tower.

6) Submit and certify performance of monthly service and report all discrepancies. Report any recommended preventative maintenance/ repair work and submit cost proposal to USDA.

Semi-Annual Service

1) Drain, clean and flush tower; coordinate with water treatment service.

2) Clean condenser suction screen, drift eliminators, and spray nozzles.

3) Submit and certify performance of service and report all discrepancies. Report any recommended preventative maintenance/ repair work and submit cost proposal to USDA.

D. CONTROL AIR PNEUMATIC COMPRESSORS AND AIR DRYERS

Quarterly Service

1) Check air compressor and belt drive for unusual noise and excessive wear; adjust belt tension, if necessary, check pressure switch operation and regulators.

2) Check air system for leaks; replace air filter and check automatic condensate drain valves.

3) Clean/replace filters. Check for proper operation. Certify performance of quarterly maintenance service and report all discrepancies. Report any recommended preventative maintenance/ repair work and submit cost proposal to USDA.

Annual Service

1) Check air compressors and air dryer for proper pressure settings and operation. Check all safety devices for proper operation.

2) Change air compressor oil; inspect valve assemblies.

3) Calibrate all controls/safety devices.

4) Submit and certify performance of annual maintenance service and report all discrepancies. Report any recommended preventative maintenance/ repair work and submit cost proposal to USDA.

E. VENTILATING FANS: PRV 1-1, PRV 1-2, PRV 1-3 and PRV 1-4 (PRV- Power Roof Ventilator)

EXHAUST FAN: EF L1-1

Quarterly Service

1) Check motor control and back draft dampers for proper operation. Lubricate linkage for free movement.

2) Lubricate fan motors and bearings.

3) Check belt wear and tension; adjust or replace as needed.

4) Check sheaves for wear, replace them as needed.

5) Check fan collar, bearings and shaft for wear, repair or replace as needed.

6) Replace air filters where installed; remove and wash intake grilles.

7) Certify performance of quarterly fan maintenance service and correct and report discrepancies.

Semi-Annual Service

1) Check and clean all fan wheels and housings of dust, dirt and grease.

2) Remove and wash all intake grilles and dampers and repair or replace deteriorated bird screens.

3) Certify performance of semi-annual fan maintenance service.

F. CHEMICAL FEED SYSTEM

Monthly Service

1) Provide adequate chemical supply for at least three months of operation.

2) Check for leaks. Repair as required to stop leaks.

3) Test and analyze sample of chilled and condensed water. Report any findings in a written report. The report must include the present concentrations, biological growth, total dissolved solids and conductivity readings, and recommendations or adjustments to set points.

4) Add chemicals to increase concentration as required.

Condenser (CWP 1-1); Hot Water (RHWP 1-1) Quarterly Service

1) Lubricate and check pump and motor bearings for abnormal temperature and unusual noise or vibration. Report and submit cost proposal for any repairs that are needed.

2) Check packing glands and seals for excessive leakage. Adjust and/or tighten as required.

3) Check operation and set points on package pumping unit. Verify proper settings and operation of variable drive.

4) Certify performance of quarterly maintenance service and report all discrepancies. Report any recommended preventative maintenance/ repair work and submit cost proposal to USDA.

Semi-Annual Service

1) Check and blow down strainer to chilled water pumps. Remove and clean strainer if excessive debris is noted.

2) Check condition of insulation, reinsulated as necessary.

3) Log suction and discharge pressures.

4) Clean and remove all dust and foreign matter. Clean all rust spots and scratches and touch up paint with matching color.

5) Check motor coupling for alignment; mounting bolts are secure.

6) Certify performance of semi-annual maintenance service and report all discrepancies. Report any recommended preventative maintenance/ repair work and submit cost proposal to USDA.

Annual Services

1) Meggar (electrical test to measure wire insulation resistance, i.e. condition) compressor motor and submit report and recommendations; check starter, relays and control contacts and electrical connections for tightness and clean as required.

H. VALVES, EQUIPMENT, AND SUPPORTS

1) The contractor must exercise all equipment shut off valves annually for proper operation and tightness.

2) Wire brush, prime, paint rust from equipment and support surface to prevent further rusting.

3) Certify that all discrepancies are reported. Recommend preventative maintenance/ repair work and submit cost proposal to USDA.

I. HEAT PUMP: WWHP 1-1

Monthly Service

1) Check compressor oil level and refrigerant sight glass; add oil as needed and change filter/drier if moisture is indicated.

2) Check refrigerant system for leaks, unusual noise and vibration and record suction, discharge and oil pressure in maintenance/ repair work and submit cost proposal to USDA.

3) Certify performance of monthly service and report all discrepancies. Report any recommended preventative maintenance/repair work and submit cost proposal to USDA.

Annual Service

1) Check compressors mounts

2) Test compressor crankcase oil and replace if contaminated or submit oil test results; clean or replace strainer and oil filter (open compressor). Cost and disposal of oil must be by contractor.

3) Check and clean all unit housing (inside and outside and components), seal leaks and remove rust from exterior components and touch up paint.

4) Certify performance of annual maintenance service and report all discrepancies. Report any recommended preventative maintenance/ repair work and submit cost proposal to USDA.

J. INSECT HOLDING ROOMS: 206 A-D and 207 A-D (Exhaust Ducts) Monthly Service

1) Replace all disposable filters.

2) Check vents dampers for proper operation.

3) Certify performance of annual maintenance service and report all discrepancies. Report any recommended preventative maintenance/ repair work and submit cost proposal to USDA.

K. FRESH AIR INTAKE HOODS: FPH 1-1, FPH 1-2

Monthly Service

1) Check and clean all units’ housing (inside and outside and components), seal leaks and remove rust from exterior exponents and touch-up paint.

2) Remove and wash all intake grilles and dampers and repair or replace deteriorated bird screens.

3) Check and replace air filters as necessary; remove and wash intake grilles.

4) Certify performance of annual maintenance service and report all discrepancies. Report any recommended preventative maintenance/ repair work and submit cost proposal to USDA.

L. VERTICAL PACKAGE A/C UNITS: VPU-1, VPU-2, VPU-3, VPU-4, VPU-5

Monthly Service

1) Check and change filters.

2) Check and change temperatures.

3) Check for leaks (visual).

4) Check pressures.

5) Clean drip pans

6) Check bearings, oil and grease.

7) Check control operations.

FILTER SCHEDULE- LOCATION: 64 NOWELO ST HILO, HI

A. Contractor to verify quantities and dimensions prior to submitting bid. The following schedule is provided for guidance only. Note* Pleated filters, four (4) each per room.

16” X 20” X 2” (4 EA)

MAJOR EQUIPMENT

2. VERTICAL PACKAGE UNIT

SCHEDULE OF MAINTENANCE SERVICES- LOCATION: 928 STAINBACK HWY HILO, HI

Monthly Service

1) Check and change filters.

2) Check and change temperatures.

3) Check for leaks (Visual).

4) Check pressures.

5) Clean drip pans.

6) Check bearings, oil and grease.

7) Check control operation.

MAJOR EQUIPMENT LISTING

4.0 Government Furnished

List any government-furnished support, data, property or facilities. Describe government responsibility for reviewing and approving reports and final products generated under the contract. If the contractor will require access to government facilities, identify the facility location and specific area. Identify any federal holidays or other times when access may be restricted.

Insert Government Furnished Here

5.0 Deliverables / Schedule

One (1) one-year base period and four (4) one-year option periods. The total duration of this contract shall not exceed five (5) years.

WORK SCHEDULE:

A. All maintenance work must be performed between the hours of 7:30 a.m. and 4:00 p.m., on normal working days, Monday through Friday, excluding weekend and federal holidays.

B. The Contractor must notify the facility manager or administrative officer of any need to shut down the HVAC system for repair or maintenance. Written or verbal notification must be given a minimum of 48 hours in advance.

EMERGENCY/TROUBLE CALLS:

A. Emergency services and trouble calls that are required outside of regular service calls must be responded to within 4 hours after the contractor is notified to include weekends, holidays and after-duty hours.

B. The Contractor must contact the user’s facility maintenance personnel within 8 hours of being notified of the problem and report the system status and repairs.

MAINTENANCE REPORT/CHECKLIST:

A. The Contractor must prepare and maintain a maintenance service report/checklist which must include the following information:

1) Date the maintenance service was performed.

2) The name of the maintenance technician who performed the maintenance.

3) The type and cost (labor, materials, parts, and equipment) of repair work performed on the unit, if any.

4) Documents and other data pertaining to the maintenance personnel.

B. It will be the responsibility of the Contractor to maintain the report/checklist by recording the above noted data after each schedule maintenance and emergency repair and have the checklist available for inspection at the building site. The report must be sufficiently detailed to properly reflect the past maintenance history of the equipment.

C. Reports/checklist must be prepared on contractor furnished standardized forms and certified by a representative of the facility being served. A copy of the report/checklist must be submitted after each visit to the user’s representative at the facility being served.

CLEANUP AND WORK PRACTICES:

A. The contractor must keep the job site free of debris and litter, discarded parts, etc. Contractor must clean all oil drippings during the daily progress of work. Waste oil and chemicals must be properly disposed of site at no cost to the government. Used air filters and large debris must be taken off site for disposal. The Contractor will be responsible for any disposal fees. The Contractor must remove all tools, parts, and equipment from the service areas upon completion of work.

B. The Contractor must exercise caution during the progress of his maintenance and repair work to prevent damage to the ceilings, roofing, and other building structures. The Contractor must restore all damages caused by his negligence to its original condition at his own expense.

REPLACEABLE FILTERS

A. 30% Type: UL 900 Class 1, 30 percent filtration efficiency, pleated filters, those which, when clean, do not contribute fuel when attacked by flame and emit only negligible amount of smoke, throw-away frames and media 50 mm (2 inch) nominal thickness, and size as indicated.

B. 85% Type: UL 900, Class 2, UL classified, and factory assembled. Provide filter media of ultra-fine glass fibers having 80-85 percent average dust spot efficiencies with maximum final resistance 188 pa (0.75-inch water) gauge and gauge sheet metal or aluminum with welded or riveted joints. Caulk or gasket entire assembly to prevent air leakage around frames.

REPAIRS:

A. Contractor must prepare a detailed report on the equipment or system failure to include;

1) Detailed scope of the equipment failure.

2) Cause of failure.

3) Equipment replacement cost quote.

4) Cost breakdown for labor, equipment, materials and freight.

5) Estimated time for repair to be completed.

6) Name of outside technical assistance provider if needed. Trane, Daikin etc.

B. User has the option to purchase equipment separately in which the contractor must provide the following:

1) Equipment Make, Model and Serial Numbers.

2) Vendor (Source) contact information.

3) Cost.

4) Prepare a separate quote for labor and materials.

6.0 Travel

N/A.

7.0 Contractor’s Key Personnel

Describe positions which are considered key to successful performance of the contract and the information required to support key personnel qualifications, e.g., experience which correlates to SOW requirements, education, and past performance on similar projects. Specify if resumes are required and provide resume format if appropriate.

Insert Contractor’s Key Personnel Here

8.0 Security Requirements

Specify security requirements that apply to the contract performance. Specify the level of clearances required and identify positions that are applicable.

Insert Security Requirements Here

9.0 Data Rights

N/A.

10.0 Section 508 – Electronic and Information Technology Standards N/A.

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