Chiller maint PWS Draft (1).docx

Performance Work Statement Chiller Maintenance Service VA Palo alto Health Care System

1. GENERAL INTENTION AND REQUIREMENTS

1.1. General: This Performance Work Statement (PWS) is to obtain inspection, maintenance, testing and repair services of Heating, Ventilation, & Air Conditioning Chiller equipment at the Veterans Affairs Palo Alto Health Care System (VAPAHCS), referred to as the Government.

1.2. The Contractor shall provide management, supervision, labor, parts, materials, tools, incidental engineering services, and transportation necessary to perform inspection, maintenance, testing, and repair services to maintain the chiller inventory as originally specified by the equipment manufacturer and/or as modified when a deviation is required. Modifications to perform deviations require written consent of the government’s Contracting Officers Representative (COR) or COR designee.

1.3. The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract. Contractor shall comply with all applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall be provided to the Contracting Officer and COR before work commences.

1.4. The prime contractor shall have the past experience of providing annual chiller maintenance contract service for at least three VHA facilities or university hospital systems including at least one facility with similar to or larger than VAPAHCS chiller inventory in size.

1.5. Work for this contract is required at three separate VAPAHCS locations. Those locations are Palo Alto Division (PAD), Menlo Park Division (MPD), and Livermore Division (LVD).

1.5.1. Palo Alto Division: 3801 Miranda Avenue, Palo Alto, CA 94304

1.5.2. Menlo Park Division: 795 Willow Road, Menlo Park, CA 94025

1.5.3. Livermore Division: 4951 Arroyo Road, Livermore, CA 94550

1.6. For this contract, standard operating hours or duty hours are the hours between 7:30 AM to 4:30 PM, Monday through Friday, except Federal Holidays, or 40 working hours per week.

2. CODES and STANDARDS

2.1. Publications listed below form a part of this contract. Chillers shall be maintained to meet the requirements of current code editions published, all manufacturer guidelines, Veteran’s Affairs (VA) memorandums, and industry standards, as applicable, and in the case of conflicting standards the most stringent shall apply.

2.1.1. OSHA Standard 29 CFR 1910

2.1.2. International Building Code (IBC)

2.1.3. National Fire Protection Association (NFPA)

2.1.3.1. NFPA 70 – National Electrical Code (NEC)

2.1.3.2. NFPA 70E – Electrical Safety in the Workplace

2.1.3.3. NFPA 72 – National Fire Alarm and Signaling Code

2.1.3.4. NFPA 101 – Life Safety Code

2.1.3.5. NFPA 99 – Health Care Facilities Code

3. DEFINITIONS & ACRONYMS

3.1.1. ANSI – American National Standards Institute

3.1.2. ASME – American Society of Mechanical Engineers

3.1.3. CO – Contracting Officer

3.1.4. COR - Contracting Officer Representative

3.1.5. FAR – Federal Acquisition Regulation

3.1.6. HEPA – High Efficiency Particulate Air filter

3.1.7. MSDS – Material Safety Data Sheet

3.1.8. MOD – Modification of contract

3.1.9. NEC – National Electric Code

3.1.10. NFPA - National Fire Protection Association

3.1.11. NTP – Notice to Proceed

3.1.12. OEM - Original Equipment Manufacturer

3.1.13. OSHA - Occupational Safety and Health Administration

3.1.14. PO – Purchase Order

3.1.15. POC - Point of Contact

3.1.16. PM - Preventative Maintenance

3.1.17. PMI - Preventative Maintenance Inspection

3.1.18. PPE – Personal Protective Equipment

3.1.19. PWS - Performance Work Statement

3.1.20. QASP – Quality Assurance Surveillance Program

3.1.21. QCP – Quality Control Program

3.1.22. VA – United States Veterans Affairs

3.1.23. VAPAHCS - Veterans Affairs Palo Alto Health Care System

4. EXCLUSIONS

4.1. Equipment, components, and parts not installed under this Contract shall not be removed, replaced, or deficiencies corrected while still under the manufacturers or installer’s warranty, without prior approval of the COR.

4.2. Installation of new attachments recommend or required by inspectors, insurance agencies, or VA/Government Authorities.

4.3. There shall be no borrowing of parts (i.e., removing of parts from one PEC, whether in it is in service or not, to correct a deficiency on another PEC) except in an emergency or with written consent from the COR.

5. GOVERNMENT FURNISHED PROPERTY, MATERIALS, and SERVICES

5.1. The Government will not provide office space or operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for performance of this Contract at their own expense.

5.2. The Government will not provide tools or equipment to the Contractor. The Contract shall furnish all tools required for the performance of this Contract.

5.3. The Government will not provide any materials to the Contractor.

5.4. The Government will furnish the following services at existing outlets, for use in those facilities provided by the Government and as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the Contractor.

6. CONTRACTOR REQUIREMENTS

6.1. Contractor shall have technical training, track records of working experience in maintenance, inspection, testing and repairing of HVAC Chiller equipment. Experience shall be within healthcare, industrial, research, educational and commercial facilities for a minimum of five (5) years.

6.2. Contractor’s technicians shall possess certificates on equipment which work will be performed. Certificates and documents shall be presented with submission package. VA reserves the right to request proof of appropriate training and experience from vendor/contractor personnel for servicing the equipment on the schedule for the duration of the contract. Contractor shall provide certificates and documents within two days of request.

6.3. The Contractor shall provide a Contract manager who shall be responsible for performance of the contract work. Name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to contract start date. Changes to personnel shall be submitted to the Government within five (5) workdays of the changes. The Contract Manager or alternate shall have full authority to act on contract matters relating to daily operation of the Contract. The Contract Manager or alternate shall be available to speak/meet with the CO or COR, within 24 hours of request during normal operating hours and or within the next business day.

6.4. The selection, assignment, and management of Contractor’s employees is the responsibility of the Contractor. The Contractor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VAPHCS facilities or personnel. The Contractor is fully responsible for performance and conduct of his/her employees. The Contractor shall not allow any employee to perform work under this Contract while under the influence of alcohol, drugs, or any other incapacitating agent.

6.5. Contractor service, repair, and replacement staff shall be Journeymen experience along with all other referenced training, certification, and experience within paragraph 6.

6.6. The contractor’s technicians shall be qualified to work on YORK, TRANE, DAIKIN, AIRSTACK CARRIER, and McQuay products.

7. BACKGROUND CHECKS and IDENTIFICATION BADGES

7.1. Contractor and Subcontractor personnel working on VAPAHCS facilities must consent to background checks or shall be denied access to the VAPAHCS facilities. Information required to conduct a background check includes full name, driver’s license number and/or social security number, date of birth, and completion of a background check questionnaire.

7.2. Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract.

7.3. Department of Veterans Affairs regulations requires Contractor employees to have a VAPAHCS issued Identification Badge and wear it at all times while at VAPAHCS facilities. ID badges shall be issued by the VAPAHCS security office under its rules for issuance. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and a VAPAHCS issued ID badge. When an employee leaves the Contractor’s employment, or the Contract is terminated, the employee’s badge shall be returned to COR within 3 working days.

8. EMERGENCY TELEPHONE NUMBERS

8.1. The Contractor shall provide the CO/COR with pertinent emergency telephone numbers to summon assistance in the event of an emergency repair at the three VAPAHCS site noted in this contract. At least one of the emergency telephone numbers, and one alternate telephone number shall be provided in writing to the CO/COR within 10 business days of the contract award,

9. EXISTING DEFICIENCES

9.1. Immediately after contract award Contractor shall provide a schedule of semi-annual and annual maintenance on the equipment, and no later than 20 calendar days after completion of the semi-annual maintenance, the Contractor shall develop a list of existing deficiencies and required corrective actions. The Government will work with the Contractor on developing a cost proposal and plan for making identified corrections/repairs. The Government will pay for the corrective action work under a separate and mutually agreed Purchase Order/Task Order or add to the service contract.

9.2. Items to be included in the deficiency list consist of replacement or repair of chiller related equipment, parts and appurtenances located downstream of the service connections. This includes chiller related mechanical, electrical and control systems generally and software/firmware updates and upgrades to bring them to the most current version.

9.3. If a deficiency is not identified in the inspection and 45-days have passed since completion of semi-annual maintenance, the deficiency and its repair & maintenance shall be covered under this Contract’s terms of service.

9.4. Once the deficiencies identified as Existing Deficiencies have been corrected, any future service, maintenance or replacement required for these same items will be covered under this Contract with a one year warranty on labor, and one year warranty on part or matching with manufacturer’s warranty on parts.

10. SPECIFIC SERVICES

10.1. Provide inspection, testing, maintenance, and repair to HVAC chiller equipment inventory. Service shall be within 30 days of the last occurred certification for annual requirements, and within 20 days for semi-annual requirements. The contractor is responsible for scheduling all site visits prior to the end of the month in which they are due. Schedule all planned semi-annual and annual maintenance between October and April. Within fifteen (15) days of award the contractor shall submit a tentative schedule for semi-annual and annual preventative maintenance for approval by the COR. Any deviation from this schedule after approval must be approved in advance by the COR. During the semi-annual and annual maintenance contractor shall inform the COR and Site manager daily of the planned work for the day and inform of any deviations at the end of the day, via phone call or email.

10.2. The Contractor shall conduct an initial site survey to verify requirements of this contract.

10.3. The planned preventive maintenance inspection, testing, and services shall verify the system or device function completely as specified by manufacturer. All site work shall be fully completed and documented during a preventive maintenance inspection and service. All minor repairs and adjustments shall be made at the time of inspection, except for those that require parts to be ordered.

10.4. Service Reports: Contractor shall contact COR prior to any service performed. Service reports shall be submitted to the COR and other designees within 5 business days of completion of site work including preventative maintenance and unscheduled maintenance and repairs. At the completion of each maintenance service, the Contractor shall present a written service report to the COR or his/her Engineering designee. The report shall clearly indicate the date of the service, the type of service performed, the model and serial number(s) of the equipment serviced, parts used/replaced/needed for service, the name of the field service technician, actual versus acceptable operating parameters and a brief description of the service performed. The COR or his/her Engineering designee will sign the report and shall be provided a legible copy from the Contractor.

10.5. Service report to include photo documentation of annual maintenance and Inspections for each chiller. Photo documentation is also required for before and after tube cleaning and coil/fin cleaning.

10.6. Contractor to place a sticker with date of annual and semi- annual testing & inspection and tube/ coil cleaning on each chiller.

10.7. The Contractor shall provide comprehensive maintenance to the chiller inventory to include but not be limited to water side cleaning, oil analysis, electrical system inspection/testing, and controls analysis/programming.

10.8. The contractor shall provide required semi-annual and annual inspection, testing, and service requirements per the manufacturer’s requirements & recommendations.

10.9. SEMI -ANNUAL REQUIREMENTS. The contractor shall perform the manufacturer’s recommended PMs to included but not be limited to the following:

A) Validate refrigerant system pressures for evidence of system leaks.

B) Repair refrigerant leaks. Cost of up to 100 lbs of refrigerant per leak is included on up to 5 leaks a year. Cost of additional refrigerant or refrigerant leak is separate from the PM service contract.

C) Replace oil filters D) Check and tighten mounting screws/bolts E) Replace dehydrator (oil return system) F) Clean eductor nozzle G) Prior to and post oil & filter replacements measure/record:

1) Oil levels

2) Oil pressures

3) Oil temperatures

10.8 ANNUAL REQUIREMENTS. In addition to all items listed under semi-annual work, the contractor shall perform the below listed items ANNUALY. The contractor shall also include any and all manufacturer’s recommended PMs which may not necessarily have been listed below:

A) Perform Megger test on the chiller compressor motors.

B) Conduct a Cooler & Condenser tube leak test.

C) Full electrical systems check/testing including all controls D) RTC (Real Time Clock) battery check and replacement as required E) Refrigerant and oil leak inspection.

F) Conduct compressor operation check and leak checks G) Change compressor oil on low pressure chillers.

H) Perform Vibration Oil and Refrigerant Analysis on centrifugal chillers.

I) Motor & other mounting anchor inspections and retorque as required.

J) Perform and provide a spectrographic oil analysis (including wear metals) on centrifugal chillers.

K) Control panel inspection and adjustment of all sensors and timers.

L) Inspect and clean coils all air-cooled condensers. See inventory.

M) Replace worn or failed gaskets as part of base contract.

N) Perform required software/firmware updates and upgrades to bring them to the most current version under a separate quote as additional work.

O) Test solenoid valves, isolate purge tanks, and test for moisture.

P) Check carbon purifier tank operations Q) Replace filter drier as needed R) Test/inspect Evaporator (pressure drop test) S) Perform Infrared inspection of electrical distribution (hot spot inspections). on compressor, motor, bearings, and electrical connections.

T) Variable Frequency Drive (VFD) electrical connection inspection, compressed air or nitrogen spray cleaning, hot spot mitigation, and fan part replacement if needed.

U) Develop new or maintain existing chiller logbooks as needed for repairs and maintenance.

10.9 Perform Eddy Current Analysis in the first year of the contract only

10.10 Clean (brush) the condenser tubes of water-cooled chillers once a year. Schedule in winter months. See inventory. For each chiller provide before- and after-cleaning photograph.

10.11 Clean coils/ fins of all air-cooled Chillers. Schedule in winter months. See inventory. See inventory. For each chiller provide before- and after-cleaning photograph.

10.12 The Contractor shall provide one-year warranty on labor from date of installation and match manufacturer’s warranty on components and equipment, not to be less than 90 days. Contractor shall label components and equipment with date installed except where it is not possible to do so due to size or location. Contractor shall submit a service ticket containing details of performed component/equipment installation to include, but not be limited to building, room, serial number of equipment, manufacturer, model, and new component installed with date of installation.

10.13 The Contractor shall verify and maintain the inventory located in attachment A. Discrepancies identified in the inventory shall be provided to the COR immediately.

10.14 Contractor shall certify at the completion of each preventive maintenance inspection and service the chiller operates per original equipment manufacturers (OEM) specifications.

11. UNSCHEDULED MAINTENANCE AND REPAIR SERVICES

11.1 Unscheduled maintenance and repair services is work that is not preventative maintenance

11.2 Unscheduled maintenance and repair services are defined as any work, requested, and authorized by the Government that is within the scope of this contract by the type of work, but in addition to the contract requirements. Any unscheduled maintenance and repairs identified by the Contractor shall be reported immediately to the COR when the repair or issue is identified, but work shall not be performed until the Contractor and the CO or COR have reached an agreement on the price to accomplish the unscheduled maintenance and repair. Work shall be performed immediately after authorization if necessary (i.e., an emergency) although typically a 48-hour notice will be given.

11.3 Upon receipt of an Unscheduled Maintenance and Repairs request, the Contractor shall assess the requirement and prepare a quote with a statement of work and provide to the COR within 30 calendar days of the government request.

11.4 Funding for Unscheduled Maintenance and Repair (Section 11) will be provided at a fixed value determined by the Government at the time of contract award.

11.5 Contractor shall provide emergency Chiller repair service with a project manager arriving on site within 4 hours of notification by VA. Emergency is defined as loss of cooling at an in-patient building. When requested by the CO or COR, Contractor shall evaluate the extent of the required repair and provide the Government with a cost estimate (parts and labor to be included). Contractor shall note that all proposals are subject to negotiation.

11.6 Payment will not be made for any unauthorized unscheduled maintenance work that was not pre-approved by the CO or COR.

11.7 Payments for this category (Section 11) shall be billable separately to a fixed allocated fund or Contract Line Item (CLIN) within the PWS contract.

11.8 In the event of full expenditure of Section 11 CLIN funding within a performance year, further funding may be added to the contract based upon CO/COR discretion.

11.9 Labor Costs - The Contractor shall price labor hours within the price quoted in CLIN 1 in Section B, SUPPLIES OR SERVICES AND PRICES. The Contractor’s expenses for overhead, General and Administrative (G&A), and profit are already included in this CLIN. Thus, no separate allowances for travel time, parking, overhead, G&A or profit can be applied.

11.10 Materials and Parts – The Government reserves the right to furnish any or parts and/or materials required for a particular repair/replacement. If the Contractor furnishes the parts and or materials, the price to be paid shall be on the basis of established catalog or list prices in effect when the parts and/or materials are furnished, less all applicable discounts, but in no event shall such price be in excess of the Contractor’s sale price to his/her most favored customers for the same item in like quantity, or the current market price, whichever is lower.

11.11 The Government reserves the right to perform the work using whatever resources are available.

11.12 Contractor shall provide or install only OEM parts.

11.13 Contractor shall inform the COR of any breakdowns, failures, or malfunctioning of equipment immediately and send an email within 24 with service report and proposal for repairs.

A) Notify the COR, Compliance Officer, and Engineering.

B) Lock out / Tag out energy sources.

C) Post notice on unit as follows:

i) Minimum of two in red letter with white background ‘LOCK OUT - DO NOT USE’.

ii) Date

iii) Technicians Name and Phone Number.

11.14 If a dispute between codes, standards, or manufacture recommendation arises the most stringent shall be enforced.

12. SAFETY, INSPECTION, and TESTING

12.1. Injury and Accident Reports

12.1.1. Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the Government, accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease involving an elevator or its maintenance.

12.1.2. Written reports for incidents shall be provided within five (5) working days and include the cause, what, where, and when the incident occurred as well as repairs and tests performed to correct the cause of the incident.

12.1.3. Contractor shall adhere to OSHA, EPA, NFPA Life Safety Codes, and other regulatory requirements. Safety shall be the Contractor’s highest priority. The Contractor shall be solely responsible for compliance with (Federal) OSHA regulations.

12.1.4. Contractor shall provide a detailed explanation as to how contract work will be implemented and managed to ensure compliance with OSHA Construction Standards, Life Safety issues, and security measures. Contractor shall have a Site Safety and Health Officer (SSHO) assigned to the contract/project to ensure their technicians are meeting OSHA requirements. The SSHO shall be well versed in OSHA requirements and regulations. The SSHO will perform regular safety inspections on the job site to ensure technician compliance and quality of work is at a high level, presenting no risks to staff or patrons. Safety inspections will include fall protection and electrical hazards and end with job safety meetings with the entire crew. The Contractor shall provide the CO/COR copies of the safety inspection reports upon request at no additional cost to the Government.

12.1.5. During contract performance, the Contractor shall follow Government’s safety policy and standards for safe work practices and take such safety precautions as the VAPAHCS Safety Officer or designee or the CO/COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAPAHCS smoking policy.

12.1.6. Patient, employee, visitor, and Contractor personnel safety shall be always maintained. The Contractor is responsible for the safety and health of his/her employees. The Contractor shall replace all safety guards, equipment, devices, etc. removed to service or repair the chillers immediately after completion of work or when leaving the job unattended.

12.1.7. The Contractor shall submit to the Contracting Officer, prior to the start of the Contract, the Safety Data Sheets (SDS) for potentially hazardous materials (lubricants, cleaners, fluids, etc.) to be used in the facility during performance of the Contract and will not use materials which have not been approved in advance by the Government. SDS for new chemicals shall be furnished prior to the arrival of the chemical on site. The Contractor shall maintain a copy of all SDS in each elevator machine room to assure compliance with laws and requirements regarding the Right to Know law (OSHA Hazard Communication Standard (29 CFR 1910.1200).

12.1.8. Contractor is responsible to identify, provide and maintain personal protective equipment (PPE) required to perform the duties outlined in the Contract. In addition, the Contractor is responsible for identifying and providing applicable safety programs required to perform the work i.e., lockout/tag out, confined space entry, universal precautions, etc. Training required for safety programs and proper use of PPE shall be provided by employer, and documentation maintained by the Contractor.

12.1.9. The Contractor shall obtain a Hot Work Permit from the Government (VAPAHCS Safety Staff) or the CO/COR in advance whenever soldering, welding, grinding, and using a cutting torch, or other open flame, spark or heat producing equipment is used. The Contractor is required to follow requirements outlined for the issuance of the Hot Work Permit.

12.1.10. Contractor shall be notified of any non-compliance with safety regulations. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the Contracting Officer in writing that the condition has been corrected. If, in the opinion of the CO/COR or the Government’s Safety Officer, the condition is life threatening he/she shall instruct the Contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order halting all or any part of the work. The Contractor bears all costs of stop-work time and correcting safety hazards.

12.1.11. Contractor shall reinstall guards or equipment panels, removed to perform maintenance, on the equipment before putting it back into service.

13. QUALITY CONTROL

13.1. Contractor shall establish a Quality Control Program to assure the requirements of the Contract are provided as specified. The Contractor shall submit this program to the CO/COR, for acceptance within ten (10) days of Notice to Proceed. The program shall include the following:

13.1.1. An inspection system covering the services described in the Contract. A checklist used for inspecting Contract performance during scheduled or unscheduled inspections and the name(s) of the individual(s) who will perform the inspection.

13.1.2. The checklist shall include every area of the Contractor’s operation as well as every task required to be performed.

13.1.3. A system for identifying and correcting deficiencies before the level of performance becomes unacceptable and/or the Government inspectors point out deficiencies.

13.1.4. A file of inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the CO/COR upon request, at any time during the term of the Contract.

13.2. Site Investigation and Conditions Affecting the Work:

13.2.1. The Government assumes no responsibility for any conclusions or interpretations made by the Contractor based on the information made available by the Government. Nor does the Government assume responsibility for any understanding reached or representation made concerning conditions which can affect the work by any of its officers or agents before the execution of this contract, unless that understanding, or representation is expressly stated in this contract.

13.2.2. Contract has the responsibility to make the determination and request a site walk. Failure to perform a site walk shall not relieve the contractor to complete the contract on time and within budget.

14. PAYMENT

14.1. PAYMENT FOR VERIFIABLE WORK COVERED UNDER THE CONTRACT

14.1.1. Payment for work covered under this Contract shall be billed monthly.

14.1.2. Payment will be made in areas of the specified billing period after receipt of a properly prepared invoice, provided all required work, including preventative maintenance, submission of reports and all other requirements for the period in question have been performed in accordance with contract stipulations, and can be verified with service reports signed by the COR or COR designee.

14.1.3. The Contractors failure to schedule and perform a PM within the specified time interval shall be considered non-compliance with terms of contract, and Government will take corrective action as defined the Federal Acquisition Regulations (FAR). Payment withholding will be in compliance with the FAR. Criticality of VTE in a medical facility requires that continued Contractor failure to perform will necessitate holding Contractor in default and the Government obtaining suitable service via separate means.

14.2. PAYMENT FOR WORK NOT COVERED UNDER THHE CONTRACT

14.2.1. Unless otherwise directed by the CO or unless acting in a good faith effort to perform emergency work (i.e., life, safety, entrapment, etc.), the Contractor shall not perform any work outside of the Scope of this Contract without authorization from the CO/COR and the issuance of a separate Purchase Order. Failure to receive prior approval for out-of-scope work will most likely result in the denial of compensation.

15. ATTACHMENT A – INVENTORY

16. Chiller Photos available upon request.

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