Attachment 3 HVAC Maint SOW 03 August 22.docx

STATEMENT OF WORK

HVAC Preventive Maintenance (PM) Service for the Southern Research Station Forestry Science Laboratory Research Triangle Park, NC

August 03, 2022

A. PURPOSE

Obtain Heating, Ventilation and Air Conditioning (HVAC) preventive maintenance services for the Forestry Sciences Laboratory facilities located at 3041 East Cornwallis Road, Research Triangle Park, NC 27709.

The contract will be awarded for a Base Year with four (4) Option Years. The contract will be FixedPrice Contract.

The Contractor shall provide all labor, supplies, supervision, tools, materials, equipment, and transportation necessary to provide services in accordance with HVAC Best Management Practices, performed by licensed/certified HVAC technicians and in compliance with other specifications outlined below.

B. BACKGROUND

The Forestry Sciences Laboratory campus consists of 3 primary facilities

1. Forestry Science Laboratory (FSL) “Main Building” Two-story office/laboratory building enclosing 13,672 gross square feet of conditioned space, constructed in 1962. The HVAC system is a two pipe heating/cooling configuration consisting of:

· one 2MMBTU/hr natural gas boiler;

· one 80-ton air-cooled chiller;

· four primary air handling units;

· 37 fan coil units.

· one 2-ton heat pump split system for a dedicated server room All system components, except for main circulation piping, were recently replaced (2018-2020).

See attached FSL-HVAC drawings for general layout and other reference information.

2. Forest Science and Assessment Center (FSAC) Single story office building, enclosing 5,205 gross square feet of conditioned space, constructed in 2018. The HVAC system consists of 4 Variable Refrigerant Flow (VRF) heat pump split systems:

· ACCU-1/VRV 2-7, 10-tons- 6 ducted indoor units connected via a branch selector box and an energy recovery ventilator (ERV-1);

· CU-1/DSS-1, 2 tons, cooling only;

· CU-2/DSS-2, 2 tons, cooling only;

· CU-3/DSS-3, 2 tons, cooling only.

See attached FSAC-HVAC drawings for general layout and other referent information. NOTE: ACCU-2 indicated on the provided drawings was planned for a proposed building wing that was not constructed.

3. Headhouse Two-story laboratory building, enclosing 6,288 gross square feet of conditioned space, constructed in 1964. The HVAC system consists of 4 DX split system heat pumps with electric resistance strip second stage heating. Units are all more than 5 years old.

No current drawings for this system layout are available. System is generally divided into the following areas:

· Basement Hall: 4-ton heat pump split system

· Back Lab: 5-ton heat pump split system

· Main Hall: 3-ton mini split

· Main Workspace: 1-ton mini split

HVAC maintenance services includes all units described above including all associated components and accessories necessary for a fully functional HVAC in each building.

C. SCOPE OF WORK

Preventive maintenance service shall be executed per the general guidelines listed in Section D and the Manufacturer’s Operations & Maintenance (O&M) manual for each specific make and model.

The scope of this contract does not include service calls for system diagnostics or repairs. Contract scope is only for scheduled Preventative Maintenance (PM) visits.

The government reserves the right to pursue all available options for the acquisition of any necessary repair work.

D. REQUIREMENTS

Provide preventive maintenance service for all facility HVAC equipment described in Table 1. Maintenance activities include the basic tasks listed in Table 1 along with any specialized preventative maintenance activities required or recommended by the equipment manufacturer.

Contractor will provide all, labor, tools, materials, and transportation as necessary to accomplish requested work. The contractor will clean up the work area prior to leaving the site after completing any maintenance activity.

After each maintenance visit, the contractor will provide a written Preventative Maintenance Service Report per the requirements described in Section E.4, Records and Reports.

E. MANAGEMENT

The Contractor shall manage the total work effort associated with the maintenance services required herein to ensure fully adequate and timely completion of these services. Such management includes, but is not limited to, planning, scheduling, report preparation, establishing and maintaining records and inventories, warranty enforcement, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the required work.

1. Work Control: The Contractor shall implement all necessary work control procedures to ensure fully adequate and timely completion of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Informal scheduling and status reports shall be provided when requested by the COR. Scheduling and status reports must be provided within four (4) hours of the request during regular working hours, and within eight (8) hours after regular working hours.

2. Allowable Work Hours: Except as may otherwise be specified, all work shall be performed from 7:00 am to 4:30 pm Monday through Friday. If the Contractor desires to carry on work on Saturday, Sunday, holidays, or outside regular working hours, he/she must obtain the written approval of the Contracting Officer.

3. Work Schedule: The Contractor shall schedule and arrange work to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference is unavoidable, the Contractor shall make every effort to minimize the impact of the interference and its effects. The specific dates and times for site visits shall be coordinated 5 working days in advance with the COR. In general, scheduled preventative maintenance activities shall occur in the timeframes noted below:

Monthly: No preference Quarterly: First month of every calendar year quarter – January, April, July, October Semi-Annual: April and October Annual: April for cooling systems/October for heating systems

NOTE: The first preventative maintenance service conducted after award of the base year contract shall meet the requirements of an annual preventative maintenance service in order to establish a comprehensive baseline for the condition of the equipment.

4. Records and Reports: The Contractor shall develop and maintain Preventative Maintenance Service Reports for each preventive maintenance service visit, which shall include:

a. Summary remarks on the general condition of the equipment,

b. Details regarding any recommended future maintenance or repair activities other than upcoming scheduled maintenance

c. Copies of completed checklists for each piece of equipment included in the preventative maintenance service.

Preventative Maintenance Service Reports shall be submitted along with monthly invoices.

F. GENERAL REQUIREMENTS AND PROCEDURES.

1. Standards: All work shall meet the standards specified herein and shall be accomplished in conformance with approved and accepted standards of the industry; equipment manufacturers; all applicable activity, local, state, and federal standards; and all applicable building and safety codes. All work shall comply with ASHRAE (American Society of Heating, Refrigerating and Air-Conditioning Engineers, NEC (National Electrical Compliance) in accordance with manufacturer’s recommendations, OSHA and other applicable laws, federal & state regulations, and agency directives and guidance.

a. When the Contractor completes a service activity on a system or piece of equipment, all components removed, disabled or otherwise altered during the course of the work shall be restored to permit the equipment to function as originally intended and/or designed (e.g., access panels in place and fully secured, equipment reenergized, safeties disengaged). If a component cannot be restored to a fully functional state, note the situation in the Preventative Maintenance Report and provide an informal status report to the COR via phone or email.

Maintenance work shall be carried to completion including operational checks and cleanup of the job site. Except where otherwise noted or allowed in writing by the COR, replacement items/materials shall match existing in dimensions, finish, color, and design.

b. During and at completion of any service activity, debris shall not be allowed to spread unnecessarily into adjacent areas nor accumulate in the work area itself. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and/or at the end of each day work is in progress.

2. Equipment under Manufacturer's or Installer's Warranty:

Equipment, components, and parts, other than that installed under this contract, shall not be removed or replaced or deficiencies corrected while still under warranty of the manufacturer or the original installer without prior approval of the Contracting Officer or the COR. All defects in material or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the Contracting Officer or the COR so that necessary action may be taken.

3. Access to Buildings:

It shall be the Contractor's responsibility, through the COR, to coordinate access to buildings and facilities and arrange for them to be opened and closed.

The contractor will ensure all Federal, USDA, and Forest Service safety protocols are followed when performing work onsite. This includes following USDA’s COVID-19 Workplace Safety Plan guidance https://www.usda.gov/sites/default/files/documents/usda-covid-19-workplace-safety-plan.pdf for measures related to COVID-19 and all similar safety issues that may occur during the course of this contract. These requirements will be flowed down to all teaming partners (subcontractors, joint venture partners, or independent contractors) performing on-site work during the course of this contract.

4. Identification of Contractor Employees:

a. Within 14 days after receipt of award, the Contractor shall provide to the Contracting Officer and the COR the name(s) and contact information of the responsible supervisory person or persons authorized to act for the Contractor. Information shall be updated with the COR immediately upon any change to supervisor personnel.

b. The Contractor shall furnish sufficient personnel to perform all work specified within the contract.

c. Contractor employees shall conduct themselves in a proper, efficient, courteous and businesslike manner.

d. The Contractor shall remove from the site any individual whose continued employment is deemed by the Contracting Officer or the COR to be contrary to the public interest or inconsistent with the best interests of National Security.

e. No employee or representative of the Contractor will be admitted to the site of work unless he furnishes satisfactory proof that he is a citizen of the United States, or, if an alien, his residence within the United States is legal.

f. All contractor/subcontractor employees working under this contract shall be identified by a distinctive name plate, emblem, or patch attached in a prominent place on an outer garment. Employee identification shall not be substituted for station required passes or badges.

5. Identification of Contractor Vehicles:

The company name shall be displayed on each of the Contractor's vehicles in a manner and size that is clearly visible. All vehicles shall display a valid state license plate and safety inspection sticker, if applicable, and shall be maintained in good repair.

6. Permits:

The Contractor shall, without additional expense to the Government, obtain all appointments, licenses, and permits required for the prosecution of the work. The Contractor shall comply with all applicable federal, state, and local laws. Evidence of such permits and licenses shall be provided to the Contracting Officer or the COR before work commences.

7. Bio-Preferred Products:

The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA), Executive Order (EO) 13423, “Strengthening Federal Environmental, Energy, and Transportation Management," and the Federal Acquisition Regulation to provide biobased products.

The Contractor shall utilize products and material made from biobased materials (e.g., biobased greases, biobased hydraulic fluids, biobased 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 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 CO.

It is desirable that vendors be able to supply the greatest number of biobased products listed meeting the health and environmental specifications.

Biobased products that are designated for preferred procurement under USDA's Bio-Preferred program must meet the required minimum biobased content as stated at www.biopreferred.gov

The Contractor shall provide data for their biobased products such as biobased content. ·

In addition to the biobased products designated by the U.S. Department of Agriculture in the Bio-Preferred Program, the Contractor is encouraged to use other biobased products.

The Contractor shall comply with the provision at FAR 52.223-1, Biobased Product Certification.

The Contractor shall comply with the clause at FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts.

A Contractor may propose more than one product within a product category and/or propose a product or products addressing more than one product category.

Deliverables - Biobased Report of Biobased products by ending the performance period of the contract base period and for each option year, if exercised.

G. CONTRACTOR FURNISHED ITEMS

The contractor shall provide the equipment, tools, and services to perform the requirements of this contract. The contractor will also provide maintenance material including pleated air filters, lubricants, coil cleaner, condensate pan treatment chemicals, insulation tape, miscellaneous replacement machine screws and other fasteners as well as other expendable materials necessary for the minor maintenance activities.

H. GOVERNMENT QUALITY ASSURANCE (QA)

In accordance with the FAR 52.121-4 (a) Inspection/Acceptance, the Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights-

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

The Government reserves the right to choose the inspection methods to be used in implementing its Quality Assurance Program and to vary the inspection methods utilized during the work, without notice to the Contractor.

Table 1 - Deliverables / Schedule Key Deliverables

Table 2 - General Preventative Maintenance Activities

QTY

Task #

Monthly Frequency Q Quarterly Frequency

Annual Frequency

Air handling unit, 3 tons through 24 tons

Check with operating or area personnel for deficiencies.

Check controls and unit for proper operation.

Check for unusual noise or vibration.

Check tension, condition, and alignment of belts, adjust as necessary.

Clean coils, evaporator drain pan, blower, motor and drain piping, as required.

Yes

Lubricate shaft and motor bearings.

Replace air filters.

Inspect exterior piping and valves for leaks; tighten connections as required.

Inspect equipment and piping insulation systems, resecure any loose insulation as required

Clean area around equipment.

Check and clean all connected supply and return air registers as needed

Fill out maintenance checklist and report deficiencies.

QTY

Task #

Monthly Frequency Q Quarterly Frequency

Annual Frequency

Fan coil unit

Check with operating or area personnel for deficiencies.

Check coil unit while operating.

Remove access panel and vacuum inside of unit and coils.

Check coils and piping for leaks, damage and corrosion

Inspect equipment and piping insulation systems, resecure any loose insulation as required

Lubricate blower shaft and fan motor bearings.

Clean coil, drip pan, and drain line with solvent.

Replace filters

Reinstall access panel.

Check operation after repairs.

Clean area.

Fill out maintenance checklist and report deficiencies.

QTY

Task #

Monthly Frequency Q Quarterly Frequency

Annual Frequency

Air handling unit, computer room

Check with operating or area personnel for deficiencies.

Run microprocessor check, if available, or check controls and unit for proper operation.

Check for unusual noise or vibration.

Clean coils, evaporator drain pan, condensate pump, blower, motor and drain piping, as required.

Yes

Lubricate shaft and motor bearings.

Check belts for wear, proper tension, and alignment; adjust as necessary.

Check humidity lamp

Inspect exterior piping and valves for leaks; tighten connections as required.

Inspect equipment and piping insulation systems, resecure any loose insulation as required

Replace air filters.

Clean area around equipment.

Check and clean all connected supply and return air registers as needed

Fill out maintenance checklist and report deficiencies.

QTY

Task #

Monthly Frequency Q Quarterly Frequency

Annual Frequency

Condensing unit, air cooled, 3 tons to 25 tons

Check with operating or area personnel for deficiencies.

Check unit for proper operation, excessive noise or vibration.

Clean coils and fans with coil cleaning solution.

Yes

Check electrical wiring and connections; tighten loose connections.

Yes

Lubricate shaft bearings and motor bearings.

Inspect fan(s) or blower(s) for bent blades or imbalance; adjust as necessary.

Check belt(s) for condition, proper tension, and misalignment; adjust for proper tension and/or alignment, if applicable.

Inspect piping and valves for leaks; tighten connections as necessary.

Inspect equipment and piping insulation systems, resecure any loose insulation as required

Check refrigerant pressure

Yes

Clean area around equipment.

Fill out maintenance checklist and report deficiencies.

QTY

Task #

Monthly Frequency Q Quarterly Frequency

Annual Frequency

Boiler, hot water; oil, gas or combination fired, 120 to 500 MBH

Check combustion chamber for air or gas leaks.

Yes

Inspect and clean burner gun and ignition assembly.

Yes

Inspect fuel system for leaks and change fuel filter element

Yes

Check for proper response of burner to thermostat controls.

Check and lubricate burner and blower motors.

Check electrical wiring to burner controls and blower.

Yes

Clean firebox (sweep and vacuum).

Yes

Inspect water side piping and valves for leaks; tighten connections as necessary.

Inspect equipment and piping insulation systems, resecure any loose insulation as required

Clean fire side of water jacket

Yes

Check condition of flue pipe, damper and exhaust stack.

Check boiler operation through complete cycle, up to 30 minutes.

Yes

QTY

Task #

Monthly Frequency Q Quarterly Frequency

Annual Frequency

Chiller, reciprocating, air cooled, over 25 tons

Check superheat and subcooling temperatures.

Yes

Check contactors, sensors and mechanical safety limits.

Yes

Check electrical wiring and connections; tighten loose connections.

Yes

Clean intake side of condenser coils, fans and intake screens with coil cleaning solution

Yes

Inspect fan(s) or blower(s) for bent blades of imbalance.

Yes

Lubricate shaft bearings and motor bearings as required.

Yes

Inspect equipment and piping insulation systems, resecure any loose insulation as required

QTY

Headhouse - 4 units

Task #

Monthly Frequency Q Quarterly Frequency

Annual Frequency

Heat pump, air cooled, up to 5 tons

Check with operating or area personnel for deficiencies.

Check unit for proper operation, excessive noise or vibration.

Clean intake side of condenser coils, fans and intake screens.

Check electrical wiring and connections; tighten loose connections.

Yes

Inspect fan(s) for bent blades or unbalance; adjust and clean as necessary.

Yes

Check belts for condition, proper tension and misalignment; adjust as required.

Lubricate shaft bearings and motor bearings.

Inspect piping and valves for leaks; tighten connections as necessary.

Check refrigerant pressure;

Clean evaporative drain pan, and drain piping as required.

Yes

Inspect equipment and piping insulation systems, resecure any loose insulation as required

Cycle the reverse cycle valve to insure proper operation.

Clean area around equipment.

Fill out maintenance checklist and report deficiencies.

QTY

Task #

Monthly Frequency Q Quarterly Frequency

Annual Frequency

Centrifugal pump over 1 H.P.

Check for proper operation of pump.

Check for leaks on suction and discharge piping, seals, packing glands, etc.; make minor adjustments as required.

Check pump and motor operation for excessive vibration, noise and overheating.

Check alignment of pump and motor; adjust as necessary.

Lubricate pump and motor.

Inspect equipment and piping insulation systems, resecure any loose insulation as required

Clean exterior of pump, motor and surrounding area.

Fill out maintenance checklist and report deficiencies.