Attachment A SOW Cooling_Tower_Maintenance.docx

STATEMENT OF WORK

Title: NBSR Cooling Tower Maintenance Requesting Lab: National Institute of Standards and Technology Center for Neutron Research (NCNR)

1. BACKGROUND INFORMATION

The NIST Center for Neutron Research (NCNR) owns and operates a heavy water-moderated nuclear test reactor and associated neutron beam research facility. The NCNR’s reactor is licensed with the Nuclear Regulatory Commission (NRC) under the name National Bureau of Standards Reactor (NBSR). The Reactor's secondary cooling water is cooled by a set of cooling towers. The cooling towers are located behind the NCNR (Building 235). The main cooling tower was built in 2002 by Balcke-Dürr. It's constructed on a concrete basin with pressure treated and marine grade wood and fiberglass siding. Exterior wood surfaces consist of a stairway, railings, and plywood decking. It has 3 cooling cells (#1, #2 and #3). The secondary cooling tower is a modular design. It was erected in 2011, is supported on steel pilons and is made of stainless steel. It is a BAC model 3781C tower. It has 2 cooling cells (#4 and #5). While the overall condition of the cooling towers is good, they need routine maintenance, repairs, and cleaning. The NCNR operates 24/7 and could potentially require emergency repair services or support at the facility in addition to regular maintenance and repair services.

2. OBJECTIVE

To inspect, clean, perform routine maintenance, and complete required repairs on both sets of cooling towers. This contract also includes several subsystems that work in tandem with the main cooling tower structures. These systems include a deicing system, a fire protection system, and a plume abatement system. The cooling towers need emergency support, assessments, and repair services.

3. SCOPE

3.1 Semi-Annual Maintenance

3.1.1 Cleaning, inspection, and maintenance of deicing system

3.1.2 Inspection of all cells with written report of findings, including recommendation of necessary additional maintenance or repairs to be completed.

3.1.2.1 Recommend repair or replacement as appropriate (excludes cell doors and door drive systems)

3.1.3 Fan Blade Clearance check, inspect for indications of blade contact on shroud.

3.2 Annual Maintenance

3.2.1 Inspection, maintenance, and testing of fire sprinkler system in accordance with NFPA 25.

3.2.2 Inspect and tighten structural bolts.

3.2.3 Right angle gear drive oil flush and drain in accordance with manufacturer specifications.

3.2.3.1 Perform IAW NCNR Maintenance Procedure 2.3

3.2.4 Lubricate motors of all cells in accordance with manufacturer specifications.

3.2.4.1 Perform IAW NCNR Maintenance Procedure 2.3

3.2.5 Plume abatement heat exchanger inspection, cleaning, and maintenance of cells 1-3.

3.2.6 Fan blade angle check and needed adjustments in accordance with manufacturer specifications.

3.2.7 Fan blade clearance checks (verify no contact with shroud in both slow and fast speed operation)

3.2.8 Cleaning of all cells to remove scale and biological buildup on fill, heat exchangers, and internal/external of structure including the basin.

3.2.9 All replacement material used must be the same as, or shown to be equivalent to, that currently installed.

3.2.10 Electrical Inspection and Maintenance

3.2.10.1 Inspect fan motors and associated control panels for signs of damage, loose components, loose cable connections, overheating issues, or excessive wear.

3.2.10.2 Tighten loose cable connections.

3.2.10.3 Clean motor exterior of debris.

3.2.10.4 Perform a motor winding resistance test and an insulation resistance test (Megger) on each of the cooling tower fan motors.

3.2.10.5 Verify motor current (fast & slow speed) and voltage are consistent with the motor nameplate ratings.

3.2.10.6 Inspect motor bearings for excessive vibration, noise, or other signs of wear.

3.2.10.7 Inspect cooling tower conduit and raceway for damage.

3.2.10.8 Discuss all findings with the COR and record in maintenance report.

3.2.11 Lightning Protection Inspection

3.2.11.1 Inspect for loose connections and signs of damage.

3.3 Additional Tasks (As needed)

3.3.1 Emergency/Non-Emergency Repairs as identified by the COR.

3.3.1.1 Proposed payment plan for emergency/non-emergency repairs: “Emergency/non-emergency repairs are funded at $5,000.00 each year. The Government reserves the right to add increments of $5,000.00 up to four (4) times, not to exceed a total value of $25,000.00 inclusive of all options in the 12-month period.”

3.3.2 Emergency Response

Emergency repairs are required when the operation of the cooling tower is critical to the operation of the facility. Down time must be kept to a minimum. Emergency hours are hours outside of the NIST Operating Schedule. NIST is a continual operation facility with scheduled shutdown periods. The cooling tower is critical to NIST operation and may require unanticipated repairs. In the event an emergency repair is required after or during normal business hours, the NIST COR will contact the Contractor Point of Contact (POC) via telephone to schedule emergency services.

3.3.3 Emergency Repair Assessment

Upon arrival to the building, the Contractor shall inspect/examine the cooling tower in need of repair and immediately report the findings to the COR. Upon approval of the required services by the COR, the Contractor shall immediately begin to perform the required repairs. If the Contractor is not able to make any or all emergency repairs during this response, the Contractor must submit the following information within 24 hours of responding to NIST:

a. document what repair services were not able to be rendered and what prevented the repair services from being completed.

b. Anticipated materials required.

c. Anticipated material costs

d. Anticipated labor hours required.

e. Anticipated labor cost The Contractor and COR must schedule a repair date at a mutually agreed upon date and time, no longer than 3 days of the response date.

3.3.4 Perform Repair Services

Emergency/Non-Emergency Repair services include but are not limited to the following:

3.3.4.1 Troubleshooting Electrical problems

3.3.4.2 Replacing worn parts

3.3.4.3 Resealing weathered surfaces on the exterior of the cooling tower

3.3.4.4 Stripping and recoating the concrete basin.

3.3.4.5 Repair/replacement of the elastomeric expansion joints/seals between the slabs in the concreate basin.

3.3.4.6 Permanent installation of fall protection railings to meet applicable OSHA and NFPA standards for safe access to the fan motors and “dry cell” door motors and controllers.

4. REQUIREMENTS

5. DELIVERABLES

5.1 Yearly Kick-Off Meetings. A yearly kick-off meeting shall be had to ensure that the contractor has a full understanding of the requirements and deliverables of this SOW. Contractor shall provide a brief outline of how they plan to meet the requirements and schedule. Contractor shall schedule and attend meeting. (within 10 days of contract award)

5.2 Safety plan – Contractor will need to furnish a job specific safety plan to encompass all aspects of the project.

5.3 First semi-annual maintenance must be performed within 6 months of the contract award date.

5.4 Job package report at the end of each option year to include:

a. Make, model and serial number of all materials that were installed.

b. Drawings

c. Bills of sale and invoices

d. List of work performed

e. Recommendations for the next option year

6. GOVERNMENT RESPONSIBILITIES

6.1 Access to NIST and building 235 cooling tower area.

6.2 Provide water access.

6.3 Lock out Tag Out (LOTO) the cooling tower cell to be worked on.

distribution branch lines, fill and drift eliminators, heat exchanger coil bundles, power train, interior/ exterior, etc.)

6.3.3 Provide information on the routine maintenance to be performed. This should include but not limited to (fan blade angle checks, motor lubrication, gear box maintenance, bolt tightness checks, nozzle replacements, etc.)

7. GENERAL REQUIREMENTS

a. Reference attachment 19.1.8 “SECTION IV: Maintenance Instructions” for maintenance procedures for cooling tower cells 1-3.

b. Contractor personnel will coordinate exact start date after acceptance of the Safety Plan, LOTO Procedures, security paperwork, and installation schedule with the Contracting Officer’s Representative (COR).

c. Contractor must provide contact information for its designated main point of contact/Project Manager (i.e., Work Phone, Cell Phone, and email).

d. Contractor must submit a job specific Safety Plan for review and approval prior to scheduling work with the Contracting Officer Representative.

e. The COR will provide the Contractor a copy of the NIST and NCNR LOTO procedures. The Contractor shall provide a copy of its own LOTO procedures to the COR for review and approval. The COR will document the exchange of LOTO procedures using the NIST Contractor Information Exchange Form. LOTO shall be coordinated with NCNR Reactor Operations personnel.

f. All work must be performed in accordance with industry, NIST, and OSHA standards.

g. Contractor must adhere to the electrical safety requirements provided in the current edition of the National Electric Code NFPA 70, and the Standard for Electrical Safety in the Workplace NFPA 70E. Specialized protective clothing (e.g., steel toe shoes, electrical PPE, etc.) will not be supplied by NIST.

h. Contractor must ensure all work follows the following codes:

i. 2023 International Code Council Building, Plumbing, Mechanical, Electrical, and Fire Codes

ii. NFPA 13, Standard for the Installation of Sprinkler Systems, latest edition.

iii. NFPA 70, National Electrical Code, latest edition.

iv. NIST S7401.01 Fire Protection & Life Safety for Design and Construction.

i. Work is subject to acceptance of CO, COR, and NIST Authority Having Jurisdiction (AHJ). Contractor must allow access to the area of work to these personnel and/or Operating Units at all times.

j. Equipment products, materials, etc. must be installed per manufacturer’s installation instructions and recommendations.

k. If any cutting, welding, grinding, or other similar operations are required, measures must be taken to protect nearby equipment from smoke, sparks, grit, and any other residue generated. The contractor must not weld or cut prior to the issuance of a “Weld and Burn” permit through the NIST Fire Department. The NIST COR will be responsible for obtaining this permit. The contractor must notify the COR at least 3 calendar days in advance of any welding or cutting to ensure permit is in hand on time.

l. The Contractor must ensure existing site equipment and structures are protected while performing work. Any damage caused to existing site equipment and structures because of the work being performed shall be corrected by the Contractor prior to site acceptance.

8. DELIVERABLES

Kick-Off Meeting.

A kick-off meeting shall be had to ensure that the contractor has a full understanding of the requirements and deliverables of this SOW. Contractor shall provide a brief outline of how they plan to meet the requirements an

Safety plan.

Contractor will need to furnish a safety plan to encompass all aspects of the project.

Job package report at the end of each option year to include:

a. Make, model and serial number of all materials that were installed.

b. Drawings

c. Bills of sale and invoices

d. List of work performed

e. Recommendations for the next option year

Standards of Acceptance: The NIST TPOC or COR shall provide written or electronic comments on each deliverable within Ten (10) calendar days from receipt of a given deliverable. The Contractor must make any needed changes and resubmit the deliverable within Ten (10) calendar days from receipt of electronic or written comments from the COR. The COR will provide written notification via email when a deliverable is accepted.

9. PERFORMANCE STANDARDS

The required performance standards and/or quality levels are provided in the table below. To successfully complete this order, the Contractor must meet the required service or performance level. Failure to successfully meet the required services or performance level will result in the Government rejecting services or delivery.

The Government shall use the monitoring methods cited to determine whether the performance standards/required quality levels have been met. If it is determined the Contractor has not met the minimum requirements, the Government reserves the right to require the Contractor to develop a corrective action plan which details how and by what date the Contractor intends to bring performance up to the required levels.

The COR and/or the Contracting Officer may require the Contractor’s project manager, or a designated alternate, to meet with NIST personnel as deemed necessary to discuss performance evaluations. The COR, CO, and the designated Contractor personnel will jointly formulate tactical and long-term courses of actions if needed. Decisions regarding changes to metrics, thresholds, or service levels will be clearly demonstrated. Changes to service levels, procedures, and metrics will be incorporated as an order modification at the convenience of the Government. Contractor shall demonstrate system readiness prior to acceptance.

Standards Acceptable Quality Levels Method of Surveillance

· Safety & Health Plan

· LOTO procedures

· Inspection Reports

100% of reports accurately depict schedule(s), plans, and status, and contain all required information

· Submitted reports will be reviewed and either accepted or rejected for revisions by the COR until an acceptable final draft is submitted.

· Tasks 3.1-3.3

100% compliance with all required requirements

· 100% Visual Examination

10. PLACE OF PERFORMANCE

National Institute of Standards & Technology Center for Neutron Research 100 Bureau Drive Bldg. 235 Gaithersburg, MD 20899

11. PERIOD OF PERFORMANCE

5.1 5 years. 1 Base contact year with 4 Option years with an option for an additional 6 months.

12. DELIVERY TERMS

Delivery shall be F.O.B Destination and shall occur in accordance with the delivery due dates provided in the above table.

FOB Destination means: The contractor shall pack and mark the shipment in conformance with carrier requirements, deliver the shipment in good order and condition to the point of delivery specified in the purchase order, be responsible for any loss of and/or damage to the goods occurring before receipt and acceptance of the shipment by the consignee at the delivery point specified in the purchase order; and pay all charges to the specified point of delivery. The contractor shall deliver all Line Items to:

National Institute of Standards and Technology Shipping and Receiving 100 Bureau Drive, Building 301 Gaithersburg, MD 20899 Daniil Sokol, Building #235

13. INSPECTION & ACCEPTANCE

In addition to the inspection and acceptance terms articulated in FAR 52.212-4, the Government reserves the right to perform such performance tests and evaluations as defined below to verify specified system performance. Such tests and evaluations, if performed, shall be conducted within the environment that the system is to be operated. The Contractor has the right to be present during the tests and evaluations, if performed, at the Contractor’s expense.

14. WARRANTY

The contractor shall warranty installed equipment, workmanship, and material for a period of twelve (12) months after receipt and shall be in accordance with terms in FAR 52.212-4. Warranty shall commence upon acceptance of the work by the Government.

15. PAYMENT SCHEDULE

Advance payment is not authorized. The Contractor must invoice in arrears according to the payment schedule. The Contractor shall be paid, in accordance with Net 30-day payment terms, upon receipt and acceptance of a proper invoice, in accordance with the following schedule:

1. 100% after installation and acceptance by the TPOC of fully installed system, or delivery of the material AND

1. After the successful completion of the testing requirements set forth in this document under section set forth in this document, AND

1. After successful demonstration by the instrumentation that it performs IAW the technical requirements set forth in this document AND

1. After receiving an invoice submitted properly, IAW the purchase order terms and conditions.

NOTE: Partial shipments and partial invoices will not be accepted, unless otherwise requested and accepted by the Contracting Officer prior to award offer. Proposed payment schedules shall be submitted with vendor’s response to the RFQ for consideration.

16. EXPERIENCE REQUIREMENTS

16.1 Only contractors experienced with cooling tower maintenance will be considered. The contractor must provide a verifiable reference of at least one similar job done in the past 5 years.

17. CAMPUS ACCESS & VISITOR REGISTRATION

Safety: The Contractor employee must be responsible for knowing and complying with all installation safety prevention regulations. Such regulations include, but are not limited to, general safety, fire prevention, and waste disposal.

Security: NIST is a restricted campus. An identification badge is required for access for entry into buildings and is shown to the armed Security Police when entering the campus. Contractor employees must comply with NIST identification and access requirements. Each Contractor employee must wear a visible identification badge provided by the NIST Security Office.

Regular Business Hours. Regular business hours are Monday through Friday, 8:00 am to 5:00 pm) Eastern Time, excluding Federal holidays and NIST closures.

Identification Badges: Contractor employees must comply with NIST identification and access requirements. Each Contractor employee must wear a visible identification badge provided by the NIST Security Office.

Vehicle Registration: All Contractor employees must register their vehicles with the NIST Security Office to gain access to the campus. A valid driver’s license, Government-furnished civilian ID, proof of insurance and current registration must be presented to the NIST Security Office, at which time a NIST vehicle pass will be issued. The pass must be displayed on the vehicle in accordance with NIST Security Office instructions.

Visitor Registration and Access Badging: Visitor access to NIST campus is restricted to 10 visits within one year of the individual’s first visit to campus. Contractor must coordinate with COR at least three days in advance for visitor registration. Contractor must obtain appropriate badges for campus and building access within a timely manner to perform their work. Contractor shall coordinate with COR for documentation to obtain necessary access badging. Delays in work due to Contractor not obtaining proper access badges in timely response to government requests for documentation and/or exceeding visitor registration limit is the responsibility of the Contractor.

Due to the scope of work, it is recommended that the contractor acquires a NIST access badge.

18. WORKSITE AND LOGISTICS

18.1 Work at the NCNR shall be planned and organized in order to minimize the mounting work onsite, and to minimize interference with other activities. NCNR will provide the contractor with a limited storage area on site during the installation phase.

18.2 NCNR will make available electrical outlets for welding as required by the contractor. The contractor shall notify NCNR as to the electrical requirements for welding machines and other electrical devices such as angle grinders, drills, etc.

18.3 The contractor shall provide all other equipment necessary, such as lifting gear, tools, welding gas, etc. to carry out the installation works. NCNR will make available toilets and showers for the contractor’s personnel.

18.4 The contractor is obliged to follow NIST and OSHA site regulations regarding work environment, safety and health, and general conduct/rules, and to impose them on their personnel as well as on any subcontractor personnel.

19. ATTACHMENTS

19.1 Attachments- Cooling Tower Files.pdf

20. ADDITIONAL INFORMATION

20.1 Cells # 1, 2, 3

20.1.1 Balcke-Dürr Cooling Tower Project # CT1047/PJ22

20.1.2 Gearbox – Amarillo Model # 1008

20.1.3 Motor – Weg W21 Severe Duty. Model # Z100351812ES300131

20.2 Cells # 4 & 5

20.2.1 BAC Cooling Tower Model Number – 3781C-2

20.2.2 Gearbox – Amarillo Model # F110

20.2.3 Motor – Nidec Motor Corp. Model # 6313-2RS-J/C3