Attachment A - SOO BLDG 5730 HVAC Service Contract 10302025.pdf

SPE600-26-R-0399

STATEMENT OF OBJECTIVES (SOO)

Preventative Maintenance and Repair of Heating, Ventilation, Air Conditioning (HVAC) systems in building 5730 on JBSA-Lackland, TX

GENERAL INFORMATION

General: This is for a services contract to provide HVAC services to building 5730 located at 1525 Wurtsmith Street, JBSA-Lackland TX 78236. The goal is to support the mission by providing a clean and healthy facility environment to occupants, users, and visitors of building 5730. To meet this goal, close coordination is required between the Contractor and Contracting Officer’s Representative (COR) to efficiently provide HVAC Services, while minimizing disruptions to operations within the facility and meeting security requirements. A list of HVAC equipment is attached (Schedule M-601).

Scope: The purpose of this contract is to provide HVAC preventative maintenance (PM) and repair services during normal hours of operation. The Schedule M-601 provides a list of HVAC equipment needing PM and/or repair.

Type of Contract: The Government will award a Blanket Purchase Agreement type Contract.

Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facility, transportation, tools, materials, supervision, other items and non-personal services necessary to perform HVAC services and repairs as defined in this

SOO.

Background: Building 5730 is located on Joint Base San Antonio – Lackland (JBSA- Lackland). JBSA-Lackland is in the western portion of Bexar County, Texas, approximately 8 miles southwest of downtown San Antonio. This building is currently receiving HVAC services through Base Civil Engineers (BCE). This contract will be for primary HVAC services, and the BCE will be used for emergency HVAC services.

Period of Performance: The period of performance shall be one (1) Base year and four

(4) one-year options for a total of five years.

Hours of Operation: The Contractor is responsible for providing services Monday- Friday 7:00AM – 3:00PM except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

Invoices: Invoice shall be submitted to the COR and Contracting Officer (KO) for review prior to submitting into WAWF within 24 hours after completion of work. Invoice submittals shall include all documentation, such as completed service orders (SO), to coincide and validate charges to the government.

Security Requirements: All contract personnel and sub-contract personnel working in this building will require base access. The COR shall obtain Background Check information in accordance with Visitors Control Center (VCC) located on Lackland AFB.

All contract personnel attending meetings, answering and working in other situations where their Contractor status is not obvious are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. The Contractor is responsible for complying with the Visitor Control Center (VCC) safety and clearance requirements and for Installation and VCC access and obtaining Range Passes from the JBSA VCC. The COR will be responsible for assuring all Contractor personnel are authorized to perform work under this contract, obtain installation access passes.

Damage and Hazard Protection Requirements: The Contractor shall take all necessary precautions to insure against damage to existing works, facility, furniture, equipment, persons, property, etc. Should any property be damaged during the work under this contract, it shall be repaired or replaced by the Contractor, as directed and approved by the KO or COR at no additional cost to the Government. The amount of dust resulting from any work shall be controlled to prevent the spread of dust and creation of a nuisance in an area.

Contracting Officer’s Representative (COR): The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: Assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance;

maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notifies both the KO and Contractor of any deficiencies; coordinate availability of Government furnished property, and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the resulting contract. The Contractor shall safeguard all Government equipment, information and property provided for Contractor use.

Preventative Maintenance

Basic Services: The Contractor shall provide services for preventive maintenance (PM) and repair of Heating, Ventilation and Air Conditioning (HVAC) systems supporting building 5730. Contractor shall follow equipment manufacturer’s specifications & manuals, “Standards of the Industry” provisions and OSHA (Occupational Safety and Health Act) guidelines. The KO is the only person authorized to issue task orders against this contract. The KO will issue task orders for the services required. The Contractor shall perform PM services in accordance with applicable industry standards, manufacturer guidelines, US Government Regulations, including the function of electrical drives (v-belt) and air dampers, pollution of heat exchanger, air humidifier, frost protection device, cooling circuits, and hygiene requirements of HVAC components. Equipment requiring preventive maintenance is listed in Schedule M-601, Inventory List. Preventive maintenance includes all cost elements (e.g., labor, travel, disposal of materials, and all parts and supplies, including filters, belts, grease etc.). Air Filters shall be inspected for degrees of pollution and replaced quarterly, semi-annually and annually according to the Facility Manager’s filter inventory list. See “BLDG 5730 HVAC Air Filters M-2”. If PM cannot be performed because equipment is not accessible or has been removed, the Contractor shall notify the COR via email within two (2) workdays of the scheduled service. The Contractor shall perform PM on an as needed basis to test equipment and facilities to prolong the function cycle of the equipment and to avoid malfunction or failure of the systems. The Contractor may complete any minor repair found during preventative maintenance, as long as the parts do not exceed $100 in cost. The Contractor shall annotate parts used on the specific work certificate. During the PM, the Contractor shall identify and inform the COR of the repair performed. If the Contractor detects a deficiency or malfunction of the equipment during PM, and repairs require parts that exceed $100, the Contractor shall document the findings on the work certificate and notify the COR via email within one (1) workday of the PM. The COR will determine whether a repair service order will be issued. If any equipment is found during the maintenance that is not part of the inventory list, the Contractor shall notify the COR within three (3) business days of completion of the maintenance via email.

During the PM, the Contractor shall:

a. Install, program, and configure software updates.

b. Read, analyze, and prevent future alarms as indicated by the analysis of the data.

c. After maintenance is completed, reset internal memories to ensure there are no alarm codes in the memory.

d. The Contractor shall perform an annual test of the refrigerants to ensure they contain the correct viscosity, metal abrasion, additives, water residue and acidity as required by the manufacturer.

e. Monitor and control density of cooling devices and air conditioning systems in building 5730.

f. The Contractor shall obtain all documents (e.g., manufacturer specifications or equipment manuals) required to perform PM services.

PM Documentation – Work Certificate (WC): The Contractor shall document the PM services performed on the work certificate. The work certificate shall be submitted to the

COR as a readable electronic file not later than five (5) workdays after the performance of the inspection and maintenance. At a minimum, the work certificate shall contain the following information:

a. Date, time, printed and signed first and last name of the technician who performed the PM work on item (Equipment-No. according to

Inventory List).

b. Installation, Bldg. No., Room No., exact description of position, Equipment No., Description of Equipment.

c. Results of measurements and checks, range of allowed values including assessment of results (ok / not ok; description of deficiency).

d. Material consumed, such as number of filters replaced within the filter zone, filter category, type of filters used to include dimensions, date of prior filter replacement.

e. Pressure difference, acceptable final air filter pressure difference.

f. Assessment and documentation of condition and function (including software components).

g. Detailed scope of work for potential required major repairs.

h. Materials and spare parts for the required repairs.

i. Cost estimates for any required repairs.

j. CORs printed first and last name, authorized Government representative signature and telephone number.

Repair Services:

General Information:

k. All services shall be performed during the regular working hours. All repair services shall begin with the technician's arrival at the job site and finish with the technician’s departure. The Contractor shall provide repair services only in response to a notification from the COR or other authorized Government representative. The COR will provide the Contractor with a list of authorized Government representatives as soon as practicable after award.

l. The Contractor shall document repairs on the work certificate. If the

Contractor cannot complete the repair on Government premises and removal of the equipment to the Contractor’s facility is necessary, the

Contractor shall sign a memorandum for record, or other property accountability document, provided by the COR.

m. Repair orders will be issued for a malfunction of equipment. Repair orders will be placed by the COR or an authorized Government representative via email or phone during normal working hours. The

Contractor shall respond to a repair order no later than 0800 the next available working day after its receipt. If an order is placed on a Friday or on a holiday, the Contractor shall respond to the site the next available working day.

Repair Parts:

a) Contractor shall furnish all parts and materials required for repair of equipment under this contract and shall complete services during the initial scheduled maintenance or repair call.

b) There may be instances where repair services cannot be completed during the initial visit due to unavailable parts or material. The Contractor shall coordinate with the COR if equipment should be reassembled while awaiting receipt of part(s). The Contractor shall inform the COR when parts have been received. If parts cannot be obtained within seven (7) workdays, the Contractor shall inform the COR. The original work certificate documenting the initial repair shall be used for the completion.

c) If the material cost for repair exceeds $100.00, the Contractor shall provide the COR with a Cost Proposal within three (3) workdays (Deliverable #18 – Cost Estimate) of initial assessment of required repairs with reference to the Repair Order information. Any repairs below $100.00 shall be executed after coordination with the COR.

Repair Order – Work Certificate: The Contractor shall keep records and submit Work Certificates for all services performed under this contract. The Contractor shall submit an electronic copy of each repair Work Certificate to the COR within five (5) workdays after the performance of the repair service.

Each Work Certificate shall contain, at a minimum:

a. Contract Number

b. Order number

c. Brand & Type of system, serial number, and inventory number

d. Location (Bldg #, Room #)

e. Printed first and last name and title of the authorized Government representative who ordered the services

f. Description of malfunction

g. Date, start time, and completion time of services. Printed first and last name(s) of technician(s) performing the services

h. Type and amount of material and replacement parts required

i. Information or recommendations pertaining to the condition or function of the system

j. Number of labor hours

k. Status of work certificate

Refrigerants and Other Chemicals: The Contractor shall properly handle and dispose all refrigerants and other chemicals in accordance with applicable Government environmental laws and regulations.