b. Sandpoint HVAC PWS.docx

US Department of Agriculture (USDA)

Sandpoint HVAC PM

Sandpoint Ranger District 1602 Ontario Street Sandpoint, Idaho 83864

Contents

Project Sandpoint Ranger District HVAC Preventative Maintenance Service Contract

General Information

1.0 Scope of Work

This requirement is for the Contractor to provide all labor to complete maintenance and repair services on the Heating, Ventilation, Air Conditioning (HVAC) and refrigeration systems at the Sandpoint Ranger District Main Office building, to include the geothermal loops. Contractor will be required to complete all Quarterly, Semi-Annual, and Annual preventative maintenance, providing all incidentals and materials. The Contractor shall submit a service report to the Contracting Officer’s Representative (COR) at the completion of each service visit and with the service report, the Contractor shall include corrective maintenance required.

2.0 Location

Sandpoint Ranger District Main Office, is located at the following location(s):

1602 Ontario Street, Sandpoint ID, 83864

3.0 Definitions

· Contracting Officer Representative (COR). The COR is the Contracting Officer’s (CO) representative on-site who will ensure that the Government’s technical objectives are met. To this end, the COR will provide necessary information, direction, coordination, monitor, and recommend the necessary actions to the CO within the contractual work description. The COR is not authorized to change any of the terms and conditions of this contract regarding money, time, and/or scope of the contract.

· Government Technical Monitor (GTM). The GTM is the designated representative to ensure technical objectives are met and asset the COR and Contracting Officer (CO) as an inspector to monitor Contractor performance. The GTM is not authorized to change any of the terms and conditions of this contract regarding money, time, and/or scope of the contract.

· Contracting Officer (CO). The CO is the contract authority to enter into, administer, and/or terminate contracts and make related determinations and findings. Only the CO has the authority regarding time, money, or changes to the contract. The term includes certain authorized representatives of the contracting officer (i.e. COR and GTM) acting within the limits of their authority as delegated by the CO.

· Quarterly Maintenance: All Quarterly Maintenance shall be performed every 3 months during the following months listed below unless otherwise authorized in writing by the CO or COR: March, June, September, and December.

· Semi-Annual Maintenance: All Semi-Annual Maintenance shall be performed every 6 months during the following months listed below unless otherwise authorized in writing by the CO or COR: June and December or March and September.

· Annual Maintenance: All Annual Maintenance shall be performed every 12 months during the following month listed below unless otherwise authorized in writing by the CO or COR: September.

Contractor Requirements

4.0 Technical Requirements / Tasks

The Contractor shall provide all personnel, equipment, materials, facilities, supervision, management, and transportation necessary to fulfill the requirement of this Performance Work Statement (PWS) in accordance with the regulatory, references, and information sources provided within this PWS and any subsequent regulatory or policy changes.

4.01 Safety: During the execution of this contract, the Contractor shall conform to the rules and regulations set forth by OSHA Safety and Health Standards.

4.02 Contractor Security Requirements: The Contractor shall provide a list of all on-site personnel in writing, including sub-contractors to the Contracting Officer (CO) upon the CO’s request. The Contractor shall update this list when changes occur in writing to the CO. Contractor personnel not listed may be denied access to the buildings. Any person violating this policy may lose access to the buildings.

4.03 Continuity of Building Maintenance. Schedule work to minimize interference with the facility’s normal operations. Contractor shall not schedule work within a conference room anytime the room is occupied. Contractor shall notify the COR/GTM in advance of any system shutdowns. Contractor shall perform all on-site work between the hours of 8:00 AM and 5:00 PM, Monday through Friday (Federal Holidays excluded), unless otherwise approved by the COR.

4.04 Notification of Service. The Contractor shall schedule all maintenance with the COR/GTM at least 24 hours in advance to ensure equipment receives the required quarterly, semi-annual, and annual maintenance.

4.05 Access. The COR will provide any keys/access codes to the mechanical spaces for use by the Contractor during the scheduled work. All keys shall be returned to the Government prior to the end of the contract. For unscheduled or critical repairs, the Contractor shall inform the COR/GTM upon arrival.

4.06 Supplies. The Contractor shall provide all supplies for HVAC, refrigeration, and loop maintenance in accordance with the contract requirements. Pleated filters shall be of the correct size and proper particulate filtration for the unit (refer to HVAC Mechanical Plans document for specifications and in Section “5.0 Schedule” for additional information). Drive belts shall be the correct width and length in accordance with manufacturer’s specifications of the specific machine.

4.07 Preventative Maintenance. The Contractor shall provide all labor and materials to perform maintenance on equipment listed in the table under “5.0 Schedule” for the Sandpoint Ranger District Main Office in accordance with procedures and frequency listed in this contract. See HVAC Mechanical Plans document for additional unit information. All maintenance shall be coordinated with the COR or GTM 24 hours in advance to the Contractor performing the work.

a. Filter Service. The Contractor shall furnish and install quality air filter media with a minimum MERV rating referred to in Section “5.0 Schedule”. Replacement filters shall be of a size and quality appropriate for the equipment.

b. Belt Replacement Service. The Contractor shall inspect drive belts during the quarterly service and replace them as necessary (at least annually). This service prevents the possibility of equipment failure due to failed belts and the need for unplanned service calls.

c. Motors. Contractor’s specific tasks include lubrication, checking for unusual noises, vibration, or corrosion. Contractor shall ensure the panels are secured and alignment is adjusted. Voltage, amperage, and pressure readings shall be recorded and included in the service report.

d. Regular Fluid Level. Ensuring the fluid circulating through the ground loop maintains the correct level is essential for efficient heat transfer.

e. Pressure Checks. The pressure within the loop shall be checked annually to ensure it matches the system’s specifications.

f. Loop System Inspection. The entire loop system shall be inspected. This includes checking for leaks, ensuring the integrity of the pipes, and verifying that the antifreeze concentration in the loop fluid is appropriate.

g. Thermal Conductivity: Assess the system’s thermal conductivity, ensuring that the ground loop effectively transfers heat.

h. Leak Detection and Repair. Report any leaks or repairs needed.

i. Antifreeze Solution Maintenance. Check quality of solution. The antifreeze solution in the ground loop prevents the fluid from freezing during colder months, ensuring uninterrupted heat exchange. Its quality and concentration shall be checked during routine maintenance to ensure optimal performance. Based on the results of the inspection, replace the solution to maintain the system’s efficiency and protect the pipes from freezing.

4.08 Critical Repairs. The Contractor shall respond to any critical system failures and have a technician onsite within 4 hours or less when contacted by authorized Government designated representative i.e. CO, COR, or GTM. If the Contractor is unable to respond within the 4-hour response time for critical repairs, the Government reserves the right to contact another Contractor to perform the critical repair service to keep critical systems operational. Non-critical system failures response time will be mutually agreed upon between the Contractor and Government designated representative. The Contractor is also responsible for making all unanticipated repairs to the HVAC and refrigeration equipment and systems. Authorization will not be given until the Contractor provides an estimated cost (labor and parts) to the CO. The Government will document the hourly services on a daily diary or shift ticket.

a. Covered Critical Repairs. For those critical repairs that have an estimated cost of less than the balance of the “Critical HVAC Repair” line item, authorization will be issued through a written approval by the Contracting Officer. The balance of this contract line item can be used to cover all costs associated with the critical repairs (labor and parts).

b. Surplus Critical Repairs. Authorization for critical repairs that are anticipated to exceed the current contract balance of the “Critical HVAC Repair” line item shall be issued through bilateral modification.

4.09 Service Report. The Contractor shall submit a service report to the Contracting Officer’s Representative (COR) within three business days of the completion of each service visit. At a minimum, the Contractor shall include corrective maintenance completed, required, and anticipated.

5.0 Schedule

SANDPOINT RANGER DISTRICT OFFICE PREVENTATIVE MAINTENANCE

Energy Recovery Ventilator (ERV)

• Inspect all belts for cracking or uneven wear

• Adjust belts for proper tension

• Inspect quarterly and replace the belt annually unless earlier replacement is necessary

• Check blower and motor bearings

• Lubricate bearing as necessary

• Check sheaves for proper alignment

• Check sheaves for grooving or wear

• Check damper positions and tighten damper linkage

• Check and tighten all electrical connections

• Check all contactor and relay points

• Check and clean variable frequency drives

• Vacuum out and remove dust and dirt from blower wheels

• Perform general cleaning and visual inspection of unit

• Vacuum out energy exchange core elements

• Replace Air filters

Variable Refrigerant Flow Fan Coils

• Check unit cabinet for signs of physical damage

• Check the indoor unit air intake and discharge registers

• Clean return air intake register

• Check and clean condensate drain to ensure it is not blocked

• Check the condition of the heat exchanger (indoor coil)

• Clean the heat exchanger and repair any fin damage as necessary

• Ensure indoor fan is free of dirt, debris, cracks, etc.

• Check and tighten fan motor mounts and connections as necessary

• Ensure that the refrigeration piping insulation is not damaged

• Ensure all refrigerant piping insulation is connected properly

• Check for signs of refrigerant leakage, i.e. oil in the drain pan of the unit

• Check flared joints and pipe insulation signs of refrigerant oil

• Tighten all electrical connections

• Check that all connectors are securely connected to the indoor unit Printed Circuit Board (PCB)

• Ensure all cabinet screws are secure

• While operating, check for any abnormal noise or vibration

• Check the set points for space heating and space cooling

• Check the current time and day setting on the controller

• Test all heating and cooling zones for proper operation

Heat Recovery Variable Refrigerant Flow Heat Pump Units & Ductless Mini-Split Systems

• Check unit cabinet for signs of physical damage

• Check the outdoor unit air intake and discharge for obstructions

• Check damper motors and damper linkage for proper operation

• Ensure the outdoor cabinet drains are clear

• Check the condition of the heat exchanger (outdoor coil)

• Clean the heat exchanger and repair any fin damage as necessary

• Make sure the outdoor fan is free of dirt, debris, cracks, etc.

• Ensure the inverter fans are clean and operational

• Check motor mount to ensure that it is securely connected to the fan motor

• Ensure that the refrigeration piping insulation is not damaged

• Ensure all refrigerant piping is insulated

• Check for signs of refrigerant leakage, i.e. oil in the base of the unit and around brazed joints

• Tighten all main power supply electrical connections and torque to manufacture specifications

• Tighten all control and transmission connections and torque to manufacture specifications

• Ensure all cabinet screws are in place and are secure

• While operating, check of the system for any abnormal noise or vibration

Heat Recovery Variable Refrigerant Flow Heat Pump Units ONLY:

• Check electric heater on condensate drain lines for proper amperage

• Check that all connectors are securely connected to the outdoor unit Printed Circuit Board (PCB)

• Clean the aluminum cooling fins or refrigerant cooling loop on the inverter board

• Service Checker operational data observed, saved, and logged

Exhaust Fans

• Inspect bolts and setscrews for tightness

• Clean exterior surfaces

• Remove dust and grease on the motor housing

• Check unit for proper operation

Control Dampers and Louvers

• Check the actuator and tighten the linkage or coupling as necessary

• Clean damper blades and other working parts

• Lubricate linkage, bearings and other moveable parts with silicone or graphite lubricants. Do not use petroleum-based products.

• Cycle damper / actuator and check for proper operation

Variable Refrigerant Flow Fan Coils

• Replace all air filters

Branch Selector Boxes

• Check refrigeration valves and connections for refrigerant oil

• Check all electrical connections

Heat Pumps 1-11

• Inspect external wiring for damage

• Inspect electrical disconnect for proper function

• Inspect and clean blower assembly (includes blower housing, blower wheel, and motor)

Heating/AC System

• Inspect airflow system (ductwork). Check for leaks

• Inspect evaporator coil. Clean as necessary

• Inspect fans for proper operations

• Inspect condensate pump for proper operation

• Ensure proper drainage

Ductless Split

• Inspect and clean filters

Heat Pump Condensate Pumps 1-2

• Check for unusual noises, vibrations, or corrosion

• Inspect wiring

• Check controls for proper operations

• Clean as necessary

Geothermal Loop Inspection

· Fluid Level: Ensuring the fluid circulating through the ground loop maintains the correct level is essential for efficient heat transfer.

· Quality Check: The antifreeze solution in the ground loop prevents the fluid from freezing during colder months, ensuring uninterrupted heat exchange. Its quality and concentration should be checked during routine maintenance to ensure optimal performance.

· Replacement: Over time, the antifreeze solution may degrade. Based on the results of the inspection, we may recommend replacing the solution to maintain the system’s efficiency and protect the pipes from freezing.

Heat Pumps

• Inspect control box, associated controls, wiring and connections

• Inspect heat exchanger (clean as necessary)

Ductless Split Heat Pump Units

• Check condensate pumps, drains and lines

• Check for proper operation

• Clean as necessary

Geothermal Loop Maintenance

· Pressure Checks: The pressure within the loop shall be checked to ensure it matches the system’s specifications. Incorrect pressure can indicate leaks or blockages, compromising the system’s performance.

· Inspection: Inspect the entire loop system. This includes checking for leaks, ensuring the integrity of the pipes, and verifying that the antifreeze concentration in the loop fluid is appropriate.

· Thermal Conductivity: Assess the system’s thermal conductivity, ensuring that the ground loop effectively transfers heat.

· Leak detection and repairs: Report any repairs or leaks found.

6.0 Government Furnished

The Government shall provide the following property and materials to the Contractor for use in the performance of this contract in accordance with FAR clause 52.245-1 Government Property, incorporated by reference in this contract.

Electrical power will be furnished by the Forest Service at existing power outlets to operate such equipment as is necessary for contract performance. If any floor outlets are utilized, they are to be returned to a condition that will not constitute a tripping hazard. Under no circumstances will the Contractor's employees unplug Government equipment to access electrical power. Hot and cold water will also be made available to the Contractor as needed. The Government will furnish space in the building for the storage of supplies and equipment to be used in the performance of work under the contract. The Contractor shall maintain this space in a neat and orderly condition. NO flammable or explosive liquids such as gasoline shall be stored in the building.

7.0 Deliverables

Key Deliverable

8.0 Contractor’s Key Personnel

Account Manager All Local Service Technicians assigned to this contract

9.0 Security Requirements

Technicians are required to perform work on scheduled business days between the hours of 8:00 AM and 4:00 PM. Work required outside of these hours will require prior approval by the COR. Contractor employees shall be escorted by Forest Service staff, unless otherwise prearranged and authorized by the by COR three (3) business days prior to beginning work.

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