Attachment B 2022NZ HVAC Inspection Statement of Work.pdf

US Department of Agriculture (USDA)

Ottawa National Forest – Ontonagon & Kenton Ranger Districts Administrative Offices

North Zone (NZ) HVAC Systems Inspection Preventative Maintenance (PM-ing) Project

Statement of Work

Contents Project General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Data Rights

Project 2022NZ HVAC Inspection PM-ing Project

General Information

1.0 Scope of Work

The Contractor shall provide coordination, supervision, phasing, labor, transportation, equipment, tools and incidentals (for a complete project) to the Ottawa National Forest (ONF) – Ontonagon River Ranger District (RD) Administrative Office and Kenton Ranger District (RD) Administrative Office and Warehouse Building for inspecting, checking, testing, measuring, evaluating, assessing, documenting, reporting, adjusting, tightening, cleaning, calibrating, lubricating, repairing, replacing, etc. the Heating, Ventilation and Air Conditioning (HVAC) systems servicing said facilities / buildings on these sites, thereby providing for complete preventative (aka preventive) maintenance and potential repairs and / or replacements to said HVAC systems (including controls), keeping them in good, reliable working order, providing efficient service and operating at maximum efficiency, to preserve the HVAC systems abilities to achieve thermal comfort, energy efficiency, and indoor air quality in these Federal Government Commercial Buildings. These HVAC systems include, but are not limited to: HVAC controls, Boilers, Pumps, Condensing Units, Filters (where applicable), Air Handling Units (where applicable), Mini-Split Air Conditioning Units, making up the complete system(s) at said facilities.

2.0 Background

The ONF is beginning a preventive (aka preventative) maintenance program for the HVAC systems located at its’ following locations:

• Ottawa National Forest – Ontonagon Ranger District (RD) Administrative Office o 1209 Rockland Rd.

o Ontonagon, MI 49953

• Ottawa National Forest – Kenton Ranger District (RD) Administrative Office o 4810 E. Hwy M-28 o Kenton, MI 49967

Some of the information, direction, definitions, and recommendations within this document were from ANSI/ASHRAE/ACCA Standard 180-2018. Other information, instructions, checkpoints, recommended tools, materials, and equipment, in this document, is from the IRS, GSA Public Building Service Preventive Maintenance Guides document, and other various sources regarding preventative (aka preventive) maintenance, operations and servicing commercial HVAC systems.

Definitions:

Commercial HVAC: any nonresidential or non-process or manufacturing-related HVAC application, including, but not limited to, applications for governmental and educational facilities, health care and hospitality facilities, institutional buildings, offices, places of assembly, restaurants, and retail and wholesale businesses.

Condition:

1. Assessed physical characteristic(s) of equipment.

a. Like visual appearance and / or working order (i.e. related to noise, odor, vibrations, fluid leaks, etc.).

2. Measurement of delivery of intended output capacities of equipment compared to standards.

Corrections: work needed to restore system (or systems) or equipment or components to acceptable conditions.

Preventative (aka Preventive) Maintenance: work requiring a minimum of tools to adjust components and restore expendable materials (like fluids & filters, etc.) to their normal / as-designed state of operation and condition. Examples include checking, inspection, testing, measuring, evaluating, adjusting, servicing, tightening, cleaning, calibrating, lubricating, documenting, reporting of parts, systems, and components to ensure continued operation.

Inspection: to observe the condition of equipment or component and assess if it’s functioning in compliance with its’ normal / as-designed state of operation in terms of efficiency and longevity.

Performance: a quantifiable measure of equipment or system delivery capacity.

Repair: work requiring substantial tools, parts, equipment, and material to return a system that is not functioning properly back to its normal / as-designed state.

Replacement: work required when a repair task is impossible, impractical and/or not cost effective.

Service: work indicated to be required by an inspection or maintenance or as determined to be required on a routine basis.

Work Request: a written request for maintenance or repair or replacement work in response to observed deficiency. It must be evaluated and authorized to initiate action (in terms of maintenance, repair, replacement).

Note(s):

• Inspections serve to monitor, document, and report condition of equipment and components over time regarding appearance, functionality, and performance.

• Maintenance serves to preserve equipment condition and performance as required by the facility.

The HVAC systems (including controls) in this project, generally consist of the following:

Ontonagon RD Admin Office HVAC System(s):

• Air-Conditioning / Heating Air Handling Unit (location = Roof of Office Building):

o Manufacturer, Brand & Model undetermined

Currently, the status of the main board is damaged / melted It is undetermined if the fan(s) is working / functioning properly

• Boiler w/ circuit setter(s), zone pumps, radiant baseboards, etc. (location = basement of Office Building):

o Manufacturer = Utica Brand and Model undetermined One or more zone pumps recently replaced

• Thermostat(s) controls (various locations throughout building):

Kenton RD Admin Office HVAC System(s):

• Air-Conditioning System(s) (location = various, as listed below):

o 8 or 9-each Mini-Split Systems

Manufacturer = Carrier Brand & Model vary Approx. 4-each outdoor units located on roof of office building 5-each outdoor units located on the ground around the building exterior Approx. 2-each indoor units located on the walls of the lower floor Approx. 7-each indoor units located on the walls of the upper floor o 1-each through wall air-conditioner unit (located on the wall of the upper floor printer room) Manufacturer undetermined

• Boiler w/ zone pumps, zone boost / assist pump(s), radiant baseboards, etc. (boiler located in boiler room in lower floor):

o Manufacturer = Weil-McLain Brand = Ultra Efficient Condensing Gas Boiler (LP gas) Model = Ultra 230 o Zone / Circulator Pump(s) = Grundfos Model UPS 15-55 SFC or ALPHA 15-55 FS 165 4-each Zone / Circulator Pump(s), located in lower floor boiler room 1-each zone boost / assist pump(s), located in lower floor mechanical room o Watts double-check backflow preventer, model 007QT o Spirotherm – Spirovent Dirt Air Eliminator and Dirt Separator, model VDT 2-1/2” o AMTROL SX series model SX-30V Expansion Tank o PROFLO Low Lead Brass MIP Boiler Drains

• Boiler + (located in boiler room in Warehouse building):

Contractor Requirements

3.0 Technical Requirements / Tasks

Comply with the following salient and applicable reference standards for performing and completing this preventive maintenance work:

• Occupational Safety And Health Administration (OSHA).

• American Society of Heating, Refrigerating and Air-Conditioning Engineers, Inc. (ASHRAE).

• National Environmental Balancing Bureau (NEBB) – Procedural Standards for Testing Adjusting Balancing of

Environmental Systems (TAB).

• HVAC Systems Testing, Adjusting, and Balancing – Sheet Metal and Air Conditioning Contractors’ National

Association (SMACNA).

• American Society of Mechanical Engineers (ASME).

• The equipment manufacturers recommendations.

• In the event of discrepancies amongst said reference standards, first comply with the equipment manufacturer’s recommendations, otherwise, comply with the most stringent standard(s).

Provide preventive / preventative maintenance to keep the HVAC systems properly operating; running reliably and efficiently. Check, inspect, test, measure, evaluate, document, report, adjust, clean, tighten, calibrate, lubricate (but not limited to) the following components:

• Belt Drives & Belts

• Air Filters

• Water Strainers

• Air Grills and Dampers

• Refrigerants

• Thermostats

• Temperature Controls

• Control Motors

• Automatic Controls

• Electric Starters

• Electric Motors

• Drives

• Condensing Units for Air Conditioning (AC)

• Combustion Units & Controls for Boilers

• Water Circulator / Circulation Pumps

• Supply & Exhaust Fans

• Direct Expansion Valves

• Steam Traps

Repairs / Replacements work: If / when, during the preventive / preventative maintenance work is taking place, needed repair(s) or replacement(s) (as defined above in the definitions) is discovered, the contractor shall do the following for each discovery:

• Document its discovery.

• Provide a recommendation for its repair, replacement, or other action, along with reasoning for recommendation, to the Contracting Officer’s Representative (COR).

• Prepare and submit a work request (as defined above in the definitions) to the COR.

• Provide a quote for the recommended work to the COR.

• Provide a timeframe for potentially completing the recommended work to the COR.

Note: Authorized Ottawa National Forest Service contracting personnel will decide what (if any) recommended work will be added to the contract via contract modification by the Contracting Officer (CO).

General guidance for all work, where salient and applicable, carry out the work as indicated in the following EXAMPLE:

1. Review manufacturer’s instructions.

2. De-energize, lockout, and tag the electrical circuits.

3. Comply with the latest provisions of the Clean Air Act and Environmental Protection Agency (EPA) regulations as they apply to protection of stratospheric ozone.

4. No intentional venting of refrigerants is permitted. During the servicing, maintenance, and repair of refrigeration equipment, the refrigerant must be recovered.

5. Whenever refrigerant is added or removed from equipment, record the information (i.e. type, quantities, unit, etc.) on the appropriate form(s).

6. Recover, recycle, or reclaim the refrigerant as appropriate.

7. If disposal of the equipment item is required, follow regulations concerning removal of refrigerants and disposal of the appliance.

8. If materials containing refrigerants are discarded, comply with EPA regulations as applicable.

9. Refrigerant oils to be removed for disposal must be analyzed for hazardous waste and handled accordingly.

10. Closely follow all safety procedures described in the Material Safety Data Sheet (MSDS) for the refrigerant and all labels on refrigerant containers.

• Checkpoints:

1. Thoroughly inspect and clean interior and exterior of machine with vacuum cleaner, (remove panels).

2. Clean drain pan and note excessive corrosion, prepare metal and paint as necessary.

3. Check for refrigerant leaks using a halogen detector or similar testing device. Repair all leaks before recharging unit. If leaks are not able to be stopped or corrected, report leak status to supervisor.

Consult the MSDS for disposal requirements. Reclaimed and recycled CFCs are exempt from hazardous waste regulations (Consult 40 CFR Part 261).

4. Check refrigerant levels for proper charge and recharge as needed.

5. Check condition of cooling and reheat coils. Use fin comb if needed to straighten fins.

6. Clean coils, use coil cleaner detergent solution and high-pressure water.

7. Check belts for wear, adjust tension or alignment, and replace when necessary.

8. Drain and clean humidifier drip pan, if applicable. Remove corrosion; prime, and paint as needed.

9. Lubricate motor and fan bearings, if not sealed. Check alignment of motor and fan.

10. Replace prefilters if needed.

11. Replace final filters if needed.

12. Check compressor oil level (if compressor has an oil sight glass).

13. Run machine, check action of controls, relays, switches, etc., to see that:

a. compressor(s) run at proper settings.

b. reheat coils activate properly.

c. humidistat activates humidifier.

d. suction and discharge pressures are proper.

e. discharge air pressure is set properly.

14. Check and tighten any loose unit electrical terminals, disconnect switches, or connectors.

15. Check and adjust vibration eliminators. Replace if required.

16. Remove all trash or debris from work area. Consult the MSDS for proper personal protective equipment (PPE).

• Recommended Tools, Materials, and Equipment:

1. Cleaning tools, grease gun, oil, and materials. Consult the MSDS for hazardous ingredients and proper personal protective equipment (PPE).

2. Vacuum

3. Fin comb

4. Filters

5. Spare V-belts

6. Self-sealing quick disconnect refrigerant hose fittings, if applicable.

7. Refrigerant recovery/recycling unit, if applicable.

8. EPA/DOT approved refrigerant storage tanks.

9. Safety goggles

10. Gloves

11. Approved refrigerant.

12. Electronic leak detector.

(The end of example)

The work of this contract includes, but is not limited to, performing preventive / preventative maintenance (and potentially repairs and / or replacements, per the following:

For HVAC system Controls (thermostats / sensors, etc.):

• Check and service system controls in accordance with manufacturer’s instructions.

For Drives (i.e. VFDs, VSDs, ASDs, motors, Generators, etc.):

• Check and service Drives in accordance with manufacturer’s instructions.

For Boilers:

• Check, test, (service and adjust if needed) for low and high gas pressure safeties.

• Inspect and clean all burners.

• Inspect all manhole gaskets for leaks.

• Inspect all refractory systems.

• Inspect and test all safety valves.

• Clean (and rebuild if needed) low water cut-off.

• Recalibrate operating controls (as needed).

• Inspect and tighten electrical terminals.

• Check (service and adjust if needed) low water cutoffs.

• Inspect all flue chimneys and examine flue gases.

• Adjust / Tune boiler for optimal boiler efficiency.

• Inspect (and clean as needed) vent pipe for white, powdery residue.

• Examine all flame sensing rods, spark rods to ensure they are properly gapped.

• Check (and clean as needed) all fans and blowers (especially for dirt buildup).

• Check all electrical connections (resolve issues as needed).

• Check block valves and bleed valves for leaks (correct leaks).

o If found to need repair or replacement, follow directions above regarding repairs and / or replacements.

• Monitor / measure oxygen, carbon monoxide and dioxide levels; adjust system as required to bring within compliance.

For Hot Water Pumps:

• Check and service the hot water pumps in accordance with manufacturer’s instructions for maintenance.

For Unit Heaters:

• Check and service all the types of unit heaters in accordance with manufacturer’s instructions for maintenance.

• Clean coils and other components.

• Change filter, if necessary.

• Check for loose electrical connections in unit and tighten as necessary.

• Clean and wipe any excess dust or dirt and oil as required.

• Oil motor bearings as necessary.

• Check operation of fan motor for excessive bearing wear.

o Lubricate / grease / pack if feasible and needed.

o If found to need repair or replacement, follow directions above regarding repairs and / or replacements.

• Check operation of all controls, such as PE switches, dampers, damper operators, and thermostats.

o Adjust as required to be within compliance of operating standards.

o Service in accordance with manufacturer’s instructions for maintenance.

o If found to need repair or replacement, follow directions above regarding repairs and / or replacements.

• Clean and adjust heater deflector fins and element(s).

• Clean fan(s) and lubricate motor(s).

• Clean burner, chamber, thermocouple, and control, as applicable.

• Adjust pilot or electric ignition device.

• Inspect (and service as necessary) vent and damper operation.

• Operate unit and adjust burner.

• Check (and service as necessary) operation of safety pilot, gas shut-off valve, and other burner safety devices.

• Test the room air around the unit for carbon monoxide emission.

o Ensure that carbon monoxide level averages less then 9ppm/day.

o If the level of carbon monoxide in the room exceeds 9ppm, turn the unit off and correct.

o Retest the unit before it is placed back into service.

• Clean strainer ahead of valve.

o Check (and service as necessary) valve head and seats for wear and cutting.

If found to need repair or replacement, follow directions above regarding repairs and / or replacements.

• Steam quality should be examined for foreign matter if valves are being damaged.

• Check steam gauges.

• Check pop safety or pressure relief valve(s) for relieving and seating.

• Check diaphragms for failure.

• Check binding of valve stem.

• Clean and adjust heater deflector fins and element.

• Clean fan and lubricate motor.

• Adjust weighted lever or spring control tension.

For Air Handling Units:

• Check and service air handling units in accordance with manufacturer’s instructions for maintenance.

• Check for noise and vibration.

• Clean filters or replace as necessary.

• Drain and clean condensation pans.

• Lubricate and grease motor and blower bearings.

• Straighten coils with a fin comb.

• Check that the motor belt and pulley are working properly (service if needed).

• Inspect wiring for damage and / or loose connection (correct if needed).

• Check units bypass valves (service if needed).

For Exhaust and Return Fans:

• Check and service exhaust fans and return fans in accordance with manufacturer’s instructions for maintenance.

• Check, clean / remove dust and dirt from fan blades and motor.

• Check and clean grease off of duct interiors at connections to hood.

• Check and clean grease from duct interiors at access panel(s).

• Check access panel(s) for tight seal (to prevent air leaks and for grease leaks).

o Clean, service, and tighten as required.

• Lubricate fan bearings (if feasible).

• Lubricate motor bearing (if feasible).

• Tighten nuts, bolts, and mounting hardware.

• Check and document motor mounts and vibration pads.

o If found to need repair or replacement, follow directions above regarding repairs and / or replacements.

• Check and document motor volts / amps.

• Check / inspect, and tighten all electrical connections.

• Check and document far operation.

• Check and document structural integrity of assembly.

• If found to need repairs or replacements, follow directions above regarding repairs and / or replacements.

For Air Conditioning Units:

• Check and service Air Conditioning Unit in accordance with manufacturer’s instructions for maintenance.

• Check and document unit(s) for noise and vibration.

• Check V-belt condition and tension; adjust or change if needed.

• Clean and wash permanent filters; recharge wire mesh filters with oil.

• Change disposable filters.

• Drain and clean condensate pan.

• Lubricate fan shaft bearings (if not sealed).

• Lubricate motor bearings sparingly (if not sealed).

• Clean coils.

• Straighten coil fins using fin comb.

• Clean strainers.

• Check controls, trap, freeze-stat, and control-stat for proper operation.

• Clean fan blades.

• Check for leaks on all lines, valves, strainers, coils, etc.; document leaks.

• Check and document signs of corrosion on fins, cabinet, copper tubing, and solder joints.

• Check and document oil stains on headers, return bend and coil fins with electronic leak detector.

• Verify fans rotate freely and quietly.

• Check / inspect, and tighten all electrical connections.

o Document wear, kinks, bare areas and discoloration.

Replace wire found to be damaged.

o Verify electrical and ground connection are secure (tighten if necessary).

o Check operation and calibration of all fan cycle controls; adjust as necessary.

• Check / test for acid in refrigerant; correct as necessary.

• Check refrigerant levels; adjust as needed.

• Test and document refrigerant lines / unit for leaks; correct as necessary.

• Check and document refrigerant lines; add insulation as needed.

• Clean / remove dust, dirt and debris for around and inside of units.

• Verify units are firmly installed and level.

• Test capacitors, contactors, relays and circuit boards, and document.

o Replace weak capacitors.

o Clean contactors.

• If found to need repairs or replacements, follow directions above regarding repairs and / or replacements.

Provide a brief after-action report containing a writeup of the findings, actions taken to preventive / preventative maintenance work, and a summary of the recommendations and work requests (including the final status and action taken) for any work regarding repairs and / or replacements.

• Here’s an example regarding replacement: if it was recommended to replace the terminal board on one of the boilers, in the after-action report, indicate the recommendation, the work request, what action was taken, and final status. Here’s an example:

o It was recommended to change the terminal board on boil X.

o The work request to change the terminal board was submitted on XX/XX/XXXX with a quoted cost of

$XXXX to replace and with a timeframe of XX/XX/XXXX to XX/XX/XXXX to complete the work.

o The Forest Service elected not to replace the terminal board at this time.

o The boiler terminal board remains in the condition it was initially discovered; unresolved.

NOTICE / BE AWARE: COVID-19 protocol’s (such as vaccinations, etc.) may be required:

Proof of vaccination or no less than 3-days prior proof of negative COVID-19 testing results MAY be required for all contractor employees working on this project on Federal Government property.

Use of CDC compliant masks, social distancing, and hand washing (for preventing or reducing the potential spread of the virus that causes COVID-19) shall be required for all contractor employees working on this project on Federal Government property IF, DURING THE COURSE OF THE ON-SITE WORK, THE COVID-19 PROTOCOL’S

CALL FOR SUCH ACTION.

Persons having or showing symptoms of being ill (e.g. symptoms known to be associated with COVID-19) shall be denied access to the project site until they can prove (via testing) that they are not ill, and / or no longer contagious.

COVID-19 protocols can change as new information, guidance and direction is received.

No work shall be performed during Federally Recognized Holiday’s unless specifically requested by the Contractor and approved, both in written form, by the Contracting Officer.

The Contracting Officer’s Representative (COR) will review the Contractor’s after-action report and approve it upon satisfactory completion of the work.

4.0 Government Furnished

• The Government will provide access to the locations of the work on-site.

• Unless indicated otherwise in this project, upon request by the contractor, the Government may provide facilities drawings, specifications, and other incidental information (i.e. equipment manuals, forms, checklists (if available), etc.) approved for release to the Contractor for the sole purpose of completing the work of this contract.

• Miscellaneous equipment filters.

o It’s undetermined which equipment filters are currently available on-site.

5.0 Deliverables / Schedule

ITEM NO. SUPPLIES / SERVICES UNITS QUANTITY UNIT PRICE AMOUNT

1 2022 Planned Preventative Maintenance (Base year) LPSM 1

2023 Planned Preventative Maitenance (Optional year)

LPSM 1

2024 Planned Preventative Maitenance (Optional year)

LPSM 1

2025 Planned Preventative Maitenance (Optional year)

LPSM 1

2026 Planned Preventative Maitenance (Optional year)

LPSM 1

Total

Schedule of Items Wats HVAC Maintenance

The schedule for performing the on-site preventative maintenance shall be as follows:

• Two times per year (Fall / Winter and Spring).

o Spring for components associated with cooling and ventilation.

o Fall / Winter for components associated with heating and ventilation.

• The contractor shall contact COR and Point of Contact (POC) and coordinate schedules day(s) / date(s) / time(s) that work for both the contractor and the Forest Service.

The project shall start during the Spring of 2022, prior to Summer (potentially as early as April and no later than May).

6.0 Travel

All costs associated with travel are considered incidental to the cost of the line item in the schedule of items.

7.0 Contractor’s Key Personnel

The Contractor shall provide qualified personnel to complete the work of this contract. In addition to performing the preventive / preventative maintenance work, the contractor’s key personnel performing this work shall have the capabilities of performing / completing the repairs and replacements work for the mechanical components and controls of these HVAC system(s).

The contractor shall provide a list of the key personnel for this project, indicate their experience and qualifications for performing this work.

8.0 Data Rights

All data produced, furnished, acquired, or used in meeting the contract requirements will become the property of the Government. Approval of its’ use, production, or disclosure, for purposes other than completing this contract may be requested by the Contractor at any time. There’s no guarantee that use of said data will be approved.