DRAFT PERFORMANCE WORK STATEMENT.docx

DRAFT Chiller Preventative Maintenance Performance Work Statement and QASP

1. Scope The contractor shall provide all labor, materials, tools, equipment, supervision, and transportation necessary to perform preventative maintenance, inspections, testing, and cleaning on three York chillers and one Trane chiller. All work shall comply with manufacturer requirements, OSHA requirements, Environmental Protection Agency requirements, and all applicable federal, state, and local laws.

2. Place of Performance Overton Brooks VA Medical Center 510 East Stoner Avenue Shreveport Louisiana

3. Period of Performance Base Year: October 1 2026 through September 30 2027 Option Year 1: October 1 2027 through September 30 2028 Option Year 2: October 1 2028 through September 30 2029 Option Year 3: October 1 2029 through September 30 2030 Option Year 4: October 1 2030 through September 30 2031

4. Normal Working Hours Normal work hours are Monday through Friday, 8:00 a.m. to 4:30 p.m., except federal holidays.

5. Federal Holidays New Years Day Martin Luther King Jr Day Presidents Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

6. Emergency and Urgent Response Emergency response is required within four hours for full system outages or failures affecting patient care areas.

Urgent response is required within twenty four hours for non critical issues affecting efficiency or performance.

7. Applicable Equipment York Chiller 1 Model YKLGLLH9 EVHS Serial SKKM088520 York Chiller 2 Model YKLGLLH9 EVHS Serial SKKM088530 York Chiller 3 Model YKLGLLH9 EVHS Serial SKKM088540 Trane Chiller 4 Model CVHE 1N 3B Serial L03F05451 seasonal Evapco Cooling Tower Model AXS14-16024 Serial 21P111885 Evapco Cooling Tower Model AXS14-16024 Serial 21P111884 Evapco Cooling Tower Model AXS14-16024 Serial 21P111883 Evapco Cooling Tower Model AT19-3L14 Serial 22P129656

8. Contractor Qualifications EPA 608 Universal Certification State of Louisiana HVAC license if required by state law OSHA ten hour minimum safety training Training on lockout and tagout procedures Training on VA Medical Center safety protocols

9. OEM Specific Maintenance Intervals York YK Series Requirements Monthly leak testing and electrical tightening Quarterly leak testing Annual megohm motor testing, filter and drier replacement, oil analysis, vibration analysis, tube cleaning Eddy current tube inspection every two to five years Trane CVHE Requirements Quarterly cleaning of water strainers Semiannual lubrication of linkage bearings and purge maintenance Annual inspection of controls, safety devices, and system components

10. Monthly Preventative Maintenance Requirements Check oil return system operation Inspect motor starter operation Test sump heater and thermostat Check three phase voltage and current balance Verify condenser and evaporator water flow Verify and calibrate all chiller safety controls Inspect for leaks and conduct refrigerant leak testing Check purge unit on Trane chiller Check oil and refrigerant levels Record all operating conditions

11. Annual Maintenance Requirements Tighten electrical connections Perform megohm testing on motor windings Replace oil filters and oil return filter driers Clean or back flush heat exchangers Replace starter coolant if applicable Clean or replace air filters Clean tubes Verify motor lubrication Perform oil analysis Perform vibration analysis

12. Annual Cooling Tower Maintenance Clean upper and lower decks Clean fill material Clean tower sumps Clean tower strainers Inspect all mechanical components Check motor voltage and meg windings Change gearbox oil every five years Inspect and test all controls and drives Verify condenser water bypass valve operation

13. Safety Requirements Contractor personnel shall comply with OSHA requirements, VA Safety Office procedures, and all site specific safety rules. Contractor must maintain an accident reporting program.

14. Security and Access Requirements All contractor employees shall undergo background checks as required by VA policy and shall obtain temporary or permanent badges before starting work.

15. Deliverables Monthly preventative maintenance report submitted within forty eight hours Annual maintenance report submitted within five business days Cooling tower inspection report submitted within five business days Oil and vibration analysis reports Emergency repair findings if applicable

16. Incentive Program The Government may award incentives for exceptional performance as measured under the QASP. Incentives do not change the contract type or price ceiling.

Eligible Incentives Include Quarterly performance bonus of up to three percent of quarterly invoice for full compliance Annual excellence award of up to five percent of annual invoice for zero deficiencies and zero liquidated damages One percent monthly bonus for zero unplanned outages and full completion of all PMI tasks Incentive for predictive maintenance when contractor identifies and prevents a failure at least fourteen days in advance Incentive for validated cost saving recommendations approved by the COR

17. Remedies and Liquidated Damages Liquidated Damages Structure Monthly report late: zero point two five percent deduction per day up to five percent Annual maintenance late: zero point five percent per day up to ten percent Emergency response beyond four hours: one percent per hour up to twenty percent of service visit invoice Preventable break fix event: five percent of repair cost or time and materials invoice Repeat deficiency: one percent deduction per recurrence up to five percent

18. Records Management Requirements Contractor shall comply with all federal and VA records management policies. Records may not be removed, destroyed, altered, or disposed of without written approval from the Contracting Officer.

19. Invoicing Requirements Invoices shall be submitted through the Tungsten system and must include the contract number, dates of service, and confirmation of completed deliverables.

Quality Assurance Surveillance Plan This QASP establishes methods for the Government to assess contractor performance in compliance with the PWS.

Performance Objectives and Acceptable Levels Monthly Maintenance: 100 percent compliance Annual Maintenance: 100 percent compliance Cooling Tower Maintenance: Ninety five percent pass on first inspection Emergency Response: Arrival within four hours Urgent Response: Arrival within twenty four hours Reporting: Ninety five percent submitted on time Records Management: Zero violations OEM Compliance: All OEM intervals met with supporting documentation Surveillance Methods Inspection of work and reports Random sampling Customer feedback Review of communication logs COR oversight Incentive Assessment Incentives are awarded only if no liquidated damages are assessed during the same evaluation period.

Remedies Unsatisfactory performance may result in deductions, cure notice, or termination if required by the circumstances.