Draft PWS for Sources Sought PM Chillers and AHUs 30 April 2026.docx

PERFORMANCE WORK STATEMENT (PWS)

PREVENTIVE MAINTENANCE AND REPAIR SERVICES FOR HVAC WATER CHILLERS AND AIR HANDLING UNITS AT THE VA CARIBBEAN HEALTHCARE SYSTEM

1.0 Introduction. This is a non-personal services contract to provide Preventive Maintenance and Repair Services for HVAC Water Chillers and Air Handling Units (AHUs) at the VA Caribbean Healthcare System (VACHS). The government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn, is responsible to the government. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the required service at VACHS as defined in this Performance Work Statement (PWS), section three (3.0), except for those items specified as Government-furnished property and services. The contractor shall perform to the standards of this PWS.

1.1 Scope. The Contractor shall perform all services in accordance with this PWS, Original Equipment Manufacturer (OEM) requirements, manufacturer manuals, and all applicable local, state, and federal laws and regulations, including Department of Veterans Affairs (VA) requirements. In the event of a conflict between regulatory guidance, the most stringent requirement shall apply. The scope includes, but is not limited to, providing preventive maintenance, inspections, adjustments, testing, and repair services for HVAC water chillers and air handling units (AHUs). See performance requirements in Section 3.0.

2.0 General Requirements. This section defines the general performance, administrative, and compliance requirements the Contractor shall follow throughout the performance of this contract. These requirements apply to all tasks described in this Performance Work Statement (PWS) unless otherwise specified.

2.1 Non-Personal Services. The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer (CO) immediately.

2.1.1 Type of Contract. The Government will award a firm-fixed price requirements type contract.

2.1.2 Period of Performance. The period of performance for this effort will be an ordering period of five (5) years. In addition, the resulting contract will have an additional option to extend the services for up to six (6) months at the government’s discretion.

2.1.3 Location and Hours of Work. The contractor shall perform services at VACHS during the core hours of operation, 7:00 AM to 4:00 PM, Monday through Friday, excluding Federal Holidays and any period when the facility is closed due to local or national emergencies, administrative directives, or other government‑ordered closures. The contractor shall maintain an adequate workforce to ensure uninterrupted performance of all tasks within this PWS during core hours, except when the facility is officially closed as noted above.

2.1.3.1 Certain tasks under this contract shall be performed during non‑core hours when required to avoid interference with patient care, clinical operations, or critical hospital functions. See Section 3.0 for additional requirements governing non‑core or after‑hours work.

2.1.4 Recognized Government Holidays. The Contractor may not be required to work on the legal public holidays listed below. Holidays occurring on weekends will be observed as directed by the published United States Office of Personnel Management (OPM) calendar.

2.2 Business Relations. The contractor shall successfully integrate and coordinate all activities needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, submittals, timely identification of issues, and effective management of subcontractors, if any. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel. Within the bounds of acquisition policy, the VACHS intends to work to find solutions that will be beneficial to both the Government and its Contractors.

2.3 Contract Administration and Management

2.3.1 Post Award Conference/Performance Evaluation Meetings. Post Award Conference / Performance Evaluation Meetings. The Contractor may be required to attend a post‑award conference held by the contracting activity in accordance with RFO Part 42. This meeting may occur virtually or in writing.

2.3.1.1 Performance/Progress Meetings. Performance or progress meetings will be held as needed. Either party may request additional meetings to reconfirm expectations or address any Quality Control (QC) deficiencies that require corrective action. The Contractor Representative shall meet with the PPOC and/or Contracting Officer as required. Both parties will work together to resolve identified issues. The Contractor shall record, prepare, and distribute meeting minutes within three (3) business days after each meeting.

2.3.1.2 Contracting Officer (CO). The CO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely in the CO. In the event the contractor effects any such change at the direction of any person other than the CO, the change will be considered to have been made without authority and solely at the risk of the contractor. All contract administration will be effected by the CO. Communications pertaining to contractual administrative matters shall be addressed to the CO. No changes in or deviation from the terms and conditions shall be effected without a written modification to the contract, executed by the CO authorizing such changes.

2.3.1.3 Program Point of Contact (PPOC). The Program Point of Contact (PPOC) is the Government’s primary representative responsible for day‑to‑day program oversight and coordination for this contract. The PPOC serves as the functional equivalent of a COR and also fulfills the duties of the Government Program Manager. The PPOC monitors and assesses contractor performance, verifies that services are delivered in accordance with contract requirements, facilitates the exchange of technical information, and provides program‑level guidance to support successful contract execution. The PPOC is not authorized to change the terms or conditions of the contract. One or more Alternate PPOCs may be designated to perform these duties in the PPOC’s absence.

2.3.2 Contractor Employees. The contractor shall accomplish the assigned work by employing and utilizing qualified and certified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work specified herein. The contractor shall ensure the labor categories/occupation code as defined by the Department of Labor are aligned with those tasks delineated in this PWS. The contractor shall comply with the minimum rates established in the applicable wage determination for this service. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.3.2.1 Contractor Identification. All contract personnel shall be clearly identified as Contractor personnel (e.g., badge, company logo, or uniform). Contract personnel must identify themselves in a manner that prevents any impression that they are Government employees. All correspondence, documents, emails, and reports produced by the Contractor shall be appropriately labeled as Contractor products or shall clearly disclose Contractor participation.

2.3.2.2 Contractor personnel performing work under this contract may be issued a PIV card, Non‑PIV badge, and/or Flash badge as required by the VA Caribbean Healthcare System (VACHS). These identification credentials are Government property and shall be worn and visibly displayed at all times while performing work within VACHS facilities. The Contractor shall ensure that all issued badges are returned immediately to the issuing office when no longer required, upon contract completion, or whenever a change in affiliation occurs.

2.3.2.3 The Contractor shall immediately notify the assigned VA sponsor and the VACHS Badging Office if any PIV, Non‑PIV, or Flash badge is lost, stolen, or damaged.

2.3.2.4 Contractor and subcontractor personnel may be required to complete mandatory VA training, including but not limited to information security, privacy, and facility‑specific safety or security courses. Mandatory annual training shall be completed as directed by VACHS, and all required online training will be provided at no cost to the contractor.

2.3.3 Key Personnel. The contractor shall provide a single point of contact to administer this contract. All key personnel shall have means of verbal and e-mail communication with the PPOC. Key personnel and alternates must be able to communicate fluently in English both verbally and in writing.

2.3.4 Contractor Qualifications. The Contractor shall have at least five (5) years of experience in the maintenance of centrifugal, screw, scroll chillers, and AHUs.

2.3.5 Personnel Qualification:

2.3.5.1 Qualified Healthcare HVAC/Refrigeration Technician Lead. The Contractor shall designate a qualified healthcare HVAC/Refrigeration technician lead responsible for implementing ANSI/ASHRAE/ACCA Standard 180 maintenance procedures and ensuring alignment with the facility’s Ventilation Management Program in accordance with ASHRAE/ASHE Guideline 43. The lead shall oversee and verify completion of all HVAC and refrigeration tasks required under this PWS. The lead shall be present whenever the Contractor is performing services, except for call‑back services.

2.3.5.2 Mechanical Engineer. A licensed Mechanical Engineer (PE) is not required for routine, daily, or standard preventive maintenance tasks performed under this contract. Oversight by a Mechanical Engineer is required only when the proposed work:

a. Involves engineering calculations, design changes, or modifications that may affect ventilation parameters governed by ANSI/ASHRAE/ASHE Standard 170 (e.g., pressure differentials, air changes per hour, filtration levels); or

b. Constitutes overhaul work or a major repair activity that may impact chiller capacity, AHU performance, system balance, or any HVAC parameter affecting clinical environmental conditions; or

c. Requires system shutdowns, reconfigurations, or controls changes that may influence compliance with regulatory requirements or Joint Commission Environment of Care standards; or

d. Involves a new installation or major modification that, by VA policy or applicable codes, must be reviewed, stamped, or supervised by a licensed Mechanical Engineer.

e. Routine preventive maintenance (PM), minor repairs, and daily operational HVAC tasks do not require a mechanical engineer's involvement

2.3.5.2.1 The Contractor shall ensure that a Mechanical Engineer provides technical oversight, documentation, and professional certification only for the activities listed in 2.3.5.2.

2.3.5.3 Qualified Healthcare HVAC/Refrigeration Technicians. Personnel providing services to the HVAC systems shall be licensed by the “Colegio de Técnicos de Refrigeración y Aire Acondicionado de Puerto Rico (CTRAPR)” or hold a refrigeration and air‑conditioning technician license formally recognized for practice within Puerto Rico. Contractor personnel responsible for dismantling, repairing, relocating, modifying, maintaining, aligning, adjusting, lubricating, welding, or performing preventive maintenance and repair services on equipment covered under this contract shall possess a technical degree in Air Conditioning and Refrigeration and shall be experienced in the maintenance and repair of centrifugal, screw, scroll water chillers, and AHUs, as well as healthcare-specific HVAC components.

2.3.5.3.1 Technicians shall also be knowledgeable of ventilation requirements applicable to healthcare facilities, including those related to infection control, pressure relationships, and environmental support for clinically sensitive spaces.

2.3.5.4 Electricians. Contractor personnel responsible for the electrical installation, maintenance, troubleshooting, or repair of any electrical or electronic components associated with the equipment covered under this contract shall possess a technical degree in electrical or electromechanical technology and shall be licensed by the Colegio de Peritos Electricistas de Puerto Rico (CPEPR). A license issued by another U.S. jurisdiction is acceptable only if formally recognized for practice in Puerto Rico under applicable reciprocity provisions. All electrical work shall be performed exclusively by licensed electricians.

2.3.5.5 Sheet Metal / Duct Mechanic. The Contractor shall provide personnel qualified to perform installation, maintenance, modification, and repair of ductwork and sheet‑metal components associated with the HVAC systems covered under this contract. Personnel performing ductwork services shall possess documented training and experience in commercial or institutional sheet‑metal fabrication and installation, including work on air‑handling units, supply and return air ducts, plenums, access panels, and related components. Duct mechanics shall be capable of installing and sealing duct sections, fabricating transitions, repairing or replacing damaged sheet‑metal assemblies, and verifying proper airflow integrity in accordance with applicable mechanical codes, SMACNA standards, and VA Medical Center requirements. All ductwork modifications shall be performed in a manner that maintains required pressure relationships and supports infection control measures in healthcare environments.

2.3.5.6 OSHA Training. The contractor’s Qualified Healthcare HVAC/Refrigeration Technician Lead shall have a valid 30 Hrs. OSHA training course in Construction Safety & Health. All other personnel shall have OSHA 10 Training for General Industry & Construction.

2.3.6 Standards of Conduct. Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure that personnel present a professional appearance. The Contractor's employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substances. The Contractor is responsible for ensuring that any contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The contractor shall remove, from the job site, any employee for reasons of misconduct or security. The contractor shall ensure employee conduct complies with 41 U.S.C. 423, Procurement Integrity. The contractor shall also ensure that no contractor employees conduct politically related activities or events on VACHS facilities.

2.3.7 Contractor personnel and property shall be subject to search and seizure upon entering and leaving the confines of VACHS facilities. The Contractor shall be responsible for assuring that all personnel authorized to perform work under this contract obtain facilities’ access as required. The Contractor shall provide a personnel roster listing all employees who will work under this contract. The roster listing shall be provided within 14 days of contract award. Access to the VACHS facilities will be exclusively for work in connection with this contract.

2.3.8 The contractor is responsible for the supervision of all their employees while on government property. It is the Contractor's responsibility to ensure compliance with this PWS and the requirements referenced in this contract. Provisions provided in the PWS are not intended to relieve the Contractor of this responsibility.

2.4 Equipment Condition and Acceptance “as is”. The Contractor acknowledges that all Government‑owned HVAC equipment covered under this contract, including chillers, air‑handling units, pumps, controls, and associated components, is accepted “as is” at the start of the contract. The Contractor shall not claim additional compensation for pre‑existing conditions, age, deterioration, or prior maintenance history of the equipment. Any deficiencies discovered during initial inspection shall be reported to the Contracting Officer; however, such reporting does not relieve the Contractor of its responsibility to perform all preventive maintenance and repair services required under this PWS.

2.5 Vehicles. The contractor's vehicles shall be utilized solely for their designated purpose, maintained in operable condition, and comply with all local, state, and federal safety regulations. The vehicles shall be operated in accordance with all medical center traffic regulations and identified with the company name and logo. The contractor may have a maximum of two (2) vehicles at any given time on VACHS premises due to limited space.

2.6 Health and Safety. The Contractor and its subcontractors shall comply with Public Law 91‑596 (OSHA) and 29 CFR 1910 and 29 CFR 1926, and all applicable federal, state, and local regulations protecting employees, building occupants, and the environment. The Contractor shall provide, within 14 calendar days of contract award, a job‑specific written Health and Safety Plan that includes:

a. A Hazard Communication (HAZCOM) Program, compliant with 29 CFR 1910.1200, including chemical inventory, labeling, SDS access, and employee training.

b. Lockout/Tagout (Energy Control) Program in accordance with 29 CFR 1910.147.

c. Confined Space Entry Program, if applicable under 29 CFR 1910.146.

d. Any additional written safety programs required by OSHA for the performance of this contract.

2.6.1 The plan shall be tailored to the specific HVAC tasks performed under this contract. The Government reserves the right to review and reject the plan if it is not compliant with applicable safety codes and regulations.

2.6.2 Occupants' Safety. The contractor shall take all safety precautions and safety measurements necessary to protect the lives and health of occupants of the building and users of the equipment. No process or materials shall be employed in such a manner that they will introduce additional hazards into occupied space. In addition, shall have in place and be responsible for enforcing it, a safety program/procedure, which shall be followed by their employees in the performance of their duties. The contractor shall maintain the premises in a safe and healthful condition according to applicable OSHA standards and all other requirements of this contract, including standards governing indoor air quality, the existence of mold and other biological hazards, and the presence of hazardous materials.

2.6.3 The Contractor shall comply with all applicable safety standards and codes for HVAC chiller and AHU maintenance and repairs, including:

a. NFPA 70, National Electrical Code for fire and electrical safety in equipment design, installation, and inspection

b. NFPA 99, Health Care Facilities Code to ensure safety of HVAC systems in a medical environment

c. NFPA 101, Life Safety Code for fire protection measures and means of egress during emergencies

d. OSHA standards covering electrical hazards, confined spaces, lockout/tagout, PPE, and fall protection relevant to HVAC work

e. The Joint Commission’s Environment of Care criteria, ensuring safe utility systems, fire barriers, and HVAC safety procedures in healthcare facilities

2.6.4 In the performance of this contract, the Contractor shall follow Veterans Affairs Central Office (VACO) Directive 7710, Occupational Safety and Health, for safe work practices and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VACHS smoking policy, which designates all spaces as non-smoking areas.

2.6.5 The Contractor is responsible for identifying, providing, and maintaining, if required, all personal protective equipment (PPE) needed to perform the duties outlined in the contract. In addition, the contractor is responsible for identifying and providing all applicable safety programs (i.e., lockout/tag out, universal precautions, etc.) required to perform the work. Training on required safety programs and the proper use of PPE shall be provided, and documentation shall be maintained by the contractor.

2.6.6 Hot Work Permit. The Contractor shall obtain a Hot Work Permit from the Safety Office whenever soldering, welding, using a cutting torch, or other open flame, spark, or heat-producing equipment. The contractor is required to follow ALL requirements outlined for the issuance of the Hot Work Permit.

2.7 Injury or Accident Reporting. The Contractor shall maintain an accurate record of accidents resulting in injury or death and accidents resulting in damage to government property, supplies, and equipment.

2.7.1 As defined by OSHA, EPA, ANSI, and all other regulatory requirements, any incident of a major malfunction, accident, or injury, a written report shall be submitted by the Contractor to VACHS within five (5) working days following the incident. The report shall state the cause, what, where, and when, and why the incident happened, and the repairs and tests that were or are to be made to correct the cause of the incident.

2.7.2 Environmental Compliance. The contractor shall comply with all environmental regulations and refrigerant‑handling requirements applicable to HVAC chiller and air‑handling unit services, including:

a. EPA Section 608 of the Clean Air Act, including technician certification, refrigerant leak detection, recovery, recycling, reclamation, and required recordkeeping.

b. ANSI standards applicable to environmental performance, refrigerant safety, and equipment integrity.

c. VA environmental and HVAC design guidance, including requirements relating to refrigerant containment, disposal, and system integrity.

d. All other federal, state, local, and facility environmental laws, regulations, rules, and environmental management plans that apply to HVAC operation, refrigerant handling, waste disposal, and environmental protection on VA property.

2.7.2.1 Safety Data Sheet. The Contractor shall submit to the government, prior to the start of the contract, Safety Data Sheets (SDS) for all potentially hazardous materials (including but not limited to lubricants, cleaners, refrigerants, solvents, working fluids, and chemicals) that will be brought into the facility under this contract. No chemical or hazardous material may be introduced into the facility without prior approval by the government. SDS for any new materials introduced after contract start shall be submitted concurrently with the material’s arrival on site. The Contractor shall maintain a copy of all SDS at the chemical storage location in an area accessible to government personnel, ensuring compliance with all federal, state, local, and facility “Right‑to‑Know” requirements.

2.7.2.2 Storm Drain System. Mechanical cleaning products can be drained through the sanitary piping by separating the solid material. Materials that may clog or affect the sanitary piping shall not be discharged through the sanitary pipe system. The contractor is responsible for discharges affecting the facility’s sanitary piping system. The contractor will not discard, direct or indirect, any material as a result of the maintenance and repair of any equipment through the storm drain system. The contractor is responsible for any illegal discharge through the storm drain system that may reach any natural water body. Failure to comply will render the contractor fully and solely liable for any resulting penalties, including fines or imprisonment, as imposed by local or federal environmental regulatory authorities.

2.7.2.3 Odor and Vapor Control. The Contractor shall implement measures to control odors, mist, vapors, and airborne irritants generated during maintenance, cleaning, repairs, or other work activities performed under this contract. Such measures shall be coordinated with VACHS to avoid disruption to patient care, ensure acceptable indoor air quality, and comply with facility infection control and safety requirements. When required, the Contractor shall use containment methods, local exhaust ventilation, filtration, or scheduling during non‑core hours to minimize exposure to building occupants.

2.8 Physical Security. The Contractor shall protect existing buildings, facilities, utilities, and equipment during the working period and will be responsible for any damages resulting from the operation and/or execution of this contract. The Contractor shall conduct his operations to cause the least possible interference with the normal operations of the government because the facilities will remain in operation during the entire maintenance period.

2.8.1 Key Control. The contractor shall be responsible for receiving, securing, issuing, and accounting for any keys issued for access to buildings, offices, equipment, gates, or other areas, for the purposes of this contract. Keys shall not be duplicated without the approval of the PPOC. If the contractor or its agents duplicate a key without permission of the PPOC, the contractor shall remove the individual(s) responsible from performing work under the contract. In the event that the contractor has lost any such keys, the contractor shall promptly notify the PPOC. In either case, the contractor shall reimburse the Government for the cost of rekeying that portion of the system so compromised. The contractor shall strictly prohibit contractor employees from opening locked areas to permit entrance of persons other than contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the PPOC. Any occurrences of lost keys shall be immediately reported to the PPOC by the contractor.

2.9 Liability and Responsibility for Damaged Property.

2.9.1 Damage to Government Property. The contractor shall be held responsible for cleaning up all spillage and/or leakage at no additional cost to the government. The contractor shall be held liable for damage or destruction of Government property (e.g., buildings, vehicles, sidewalks, fences, etc.) caused by the contractor, contractor personnel, or representatives of the contractor in the performance of services on this contract. The contractor shall submit their damage report to the PPOC within 24 hours of damage and shall include the repairs and corrective action plan, as applicable. If the contractor fails to take the required corrective action, the government retains the right to exercise other rights or remedies available to the CO.

2.9.2 Damage to Privately-Owned Property. The Contractor shall be held liable for damage or destruction of privately owned property (e.g., privately owned vehicles), as defined in this PWS, caused by the contractor, contractor personnel, or representatives of the contractor in the performance of services in this contract. The contractor shall take corrective action within 5 working days to repair damages or replace destroyed property. The contractor shall purchase and maintain at all times a general third-party liability insurance policy of not less than $500,000 per event coverage (See FAR Clause 52.228-5).

2.9.3 Damage Reports. The contractor shall submit a damage report to the CO and designated representative within 24 hours of damage or destruction to government property or privately owned property caused by the contractor, contractor personnel or representatives of the contractor. The damage report shall detail the facts and the extent of damages or destruction, and the corrective action taken by the contractor to repair damages or replace destroyed property.

2.10 Fraud, waste, and abuse. The Contractor shall be responsible for maintaining proper conduct and good discipline within the contractor occupied work area(s). Contractor personnel shall be encouraged to be alert to, and report suspected situations of fraud, waste, and abuse, or other intentionally dishonest conduct against the government observed during or in the performance of this contract. The contractor lines of communication are with the PPOC and the CO.

2.11 Influenza vaccine. “Flu Shot” is mandatory for all VHA employees and contractors as per VHA Directive 1192.0. Contractor shall provide a list of employees under contract performance with their vaccination compliance. This requirement is to be submitted annually, on or before November 30. Employees and Contractors who are not vaccinated as per authorized exclusions on VHA Directive are to be documented as such and always required to wear healthcare face mask while on VHA premises.

2.12 Addition and/or removal of equipment, facilities (locations), work areas, and services. The Government reserves the right to add and/or remove equipment, facilities, work areas, and services under this contract. Due to ongoing construction projects, replacement of obsolete equipment, and other initiatives, which are affecting all equipment and facilities at VA locations (including leased facilities) within Puerto Rico and the U.S. Virgin Islands, adjustments to the contract terms and conditions, including adding/removing quantities, new equipment, and locations, may be necessary. All changes, if required, will be executed through a written supplemental agreement in accordance with FAR 52.212-4(c). Any contract modification and task order must be within the general scope of this contract and will not fundamentally alter the nature of the contract.

3.0 Performance Requirements. This section specifies the Performance Objectives and Performance Elements for this contract. The Contractor shall maintain chiller plant and AHU system availability at ≥98.5% overall, excluding Government‑directed shutdowns and Government‑approved planned maintenance outages. All other downtime, including contractor‑initiated or preventable equipment failures, shall be included in availability calculations. The Contractor shall use and install parts, including consumables, that are appropriate to the equipment, its operating conditions, and required performance levels. Substandard components shall not be used in Government equipment. All parts, materials, components, and replaceable inserts used in the maintenance and repair of equipment and systems in Federally controlled space shall be new, suitable for the type and severity of service, and shall meet applicable safety and performance codes and standards. Aftermarket parts are not permitted unless approved by the Government. The Contractor shall not manipulate valves, controls, automatic devices, lock‑out controls, or heat‑load transfer systems unless they have been released or secured by the Operations Control Center (OCC). The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non‑personal services necessary to perform Preventive Maintenance (PM), Corrective Maintenance (CM), and Repair Services for the following systems:

3.1 Preventive Maintenance (PM) and Repair Service to the Heating, Ventilation, and Air Conditioning (HVAC) Water Chillers. The contractor shall perform all preventive maintenance and repair services necessary to keep the HVAC water chillers operating safely, efficiently, and in accordance with OEM instructions and applicable industry standards. Work includes maintaining and repairing major chiller components such as compressors, evaporators, expansion valves, condenser and evaporator coils, motors, fans, blowers, pumps, refrigerant piping and valves, control panels, sensors, strainers, safety devices, chilled‑water and condenser‑water piping, and vibration‑isolation components. For chiller units that have operational redundancy, preventive maintenance and repair services under this section may be performed during core hours. See Technical Exhibit 1 (TE‑1) for the complete list of covered equipment.

3.1.1 Equipment Condition and Maintenance Requirements. The contractor shall maintain all chiller equipment in reliable, first-class operating condition. Maintenance shall follow the OEM’s recommended procedures and frequencies, as well as applicable industry standards such as ASHRAE 15, ASHRAE 34, ASHRAE 180, Joint Commission EC.02.05.01. If a unit requires additional maintenance to remain safe, reliable, or compliant, the contractor shall perform that maintenance within this contract’s scope. The contractor is responsible for all covered equipment's operational condition throughout the contract period.

3.1.2 Replacement of Damaged or Defective Components. The contractor shall replace any damaged or defective mechanical or electrical components associated with the chiller system, up to the main electrical power disconnect. Replacement may include, but is not limited to, motors, condenser panels, purge system components, valves, heat exchangers, belts, gear assemblies, structural components, fan assemblies, strainers, piping, hangers, catwalk elements, filtration components, and lightning arresters. All components shall be maintained clean and fully operational per OEM instructions and industry best practices.

3.1.3 Chillers’ Scheduled Maintenance Program

3.1.3.1 Program Overview and Approval. The Contractor shall implement a scheduled maintenance program that ensures chiller plant reliability, energy efficiency, and compliance with hospital infection-control and safety standards. The program shall be approved by PPOC before implementation. Maintenance shall meet or exceed OEM recommendations and applicable standards (e.g., ASHRAE 170, ASHRAE 180, Joint Commission EC.02.05.01, etc.). The Contractor shall provide a written preventive maintenance program detailing methods, frequencies, and performance verification procedures.

3.1.3.2 Preventive Maintenance Tasks. The Contractor shall perform inspections, preventive maintenance (PM), and repairs in accordance with all OEM specifications and shall submit PM checklists for PPOC approval before work begins. PM tasks include, but are not limited to:

a. Maintaining condenser and evaporator performance per OEM guidance; verifying approach temperature and cleaning when required.

b. Monitoring refrigerant integrity monthly; repairing leaks promptly and maintaining EPA-compliant records.

c. Cleaning each unit’s interior and exterior monthly and maintaining a minimum ten (10) foot radius around each unit free of debris, vegetation, trash, and any obstructions, including keeping all exposed piping, conduits, and associated lines clear of vegetation.

d. Performing annual oil analysis; changing oil only when analysis indicates or as per the OEM recommended interval.

e. Replacing oil filters and dryers in accordance with oil analysis results or OEM recommendations.

f. Providing 24/7 emergency support.

g. Performing repairs directly related to chiller operation.

h. Providing crane services when required for major component handling.

i. Maintaining and repairing pipe and chiller insulation up to 50 feet from the unit: Ensure no leaks and maintain insulation integrity.

j. Verifying purge system operation as needed, but at least monthly.

k. Following OEM maintenance manuals for all units listed in the agreement.

l. Calibrating pressure gauges and thermometers annually and replacing damaged or out-of-tolerance instruments.

m. Containing and properly disposing of debris generated during maintenance.

n. Inspecting, adjusting, painting, and repairing guard rails, catwalks, ladders, piping, lightning arresters, and structural supports as needed.

o. Performing all inspections and PM for chilled‑water pumps, condenser‑water pumps, and their motors on a monthly basis in accordance with manufacturer recommendations, including but not limited to bearings, couplings, seals, and pressure gauges.

p. Daily Inspections. The Contractor shall conduct daily operational rounds of all chillers and document key operating parameters to verify continued performance in accordance with manufacturers’ standards and applicable industry requirements.

3.1.3.3 Specific Component Maintenance.

3.1.3.3.1 Condensers. The condensers shall be mechanically cleaned at least twice a year for water-cooled chillers and monthly for air-cooled chillers. The contractor shall dispose of all debris removed from the condenser outside the facility. After completion of each mechanical cleaning, the contractor shall clean the pump strainer associated with the unit serviced, the condenser, and the evaporator side. In addition, the Contractor shall provide monthly service to the pump strainer to ensure proper flow and system performance.

3.1.3.3.2 Evaporators. The evaporators shall be mechanically cleaned at least once a year.

3.1.3.3.3 Chiller Repairs Identified During Preventive Maintenance. The Contractor shall identify, diagnose, and correct defective, worn, or failing parts and components discovered during the performance of scheduled preventive maintenance whenever practicable. Components subject to repair or replacement during preventive maintenance include, but are not limited to, belts, bearings, valves, sensors, purge system components, panels, and structural elements required to maintain proper chiller operation. Repairs discovered during preventive maintenance shall be completed during that same preventive maintenance service unless system shutdown constraints or safety conditions require rescheduling, in which case the Contractor shall notify the PPOC for coordination. All routine repairs included as part of preventive maintenance, including labor and standard parts, are covered under the firm‑fixed‑price PM/Repair CLIN and shall not incur additional labor charges.

3.1.3.3.4 Diagnostic Testing. When a component is determined through diagnostic testing, performance trending, or OEM evaluation to be beyond economical repair, the Contractor shall replace the component and restore the system to full operational performance as specified under this contract. All repair and replacement work shall be completed in a manner that minimizes downtime, maintains environmental and safety compliance, and supports continuous hospital operations.

3.1.3.3.5 Call‑Back Services. The Contractor shall provide 24/7 emergency call‑back response. All labor, materials, diagnostic efforts, overtime, travel, tools, and parts required to resolve call‑back issues shall be included in the firm-fixed price of the PM/Repair service. Call‑back service includes correction of failures, alarms, leaks, abnormal operation, and any condition that places the chiller system or associated equipment at risk of failure.

3.1.3.3.5.1 Emergency Contact Requirements. The Contractor shall provide the government with pertinent emergency telephone numbers in order to contact the contractor in case an emergency develops. At least one of the emergency telephone numbers shall be staffed and manned twenty-four (24) hours per day. This information shall be provided in writing to the government before the effective contract start date.

3.1.3.3.5.2 Call‑Back and Response Time. Upon notification by the Government of an abnormal condition, alarm, failure, or emergency with chiller equipment, the Contractor shall:

a. Acknowledge the notification by telephone within thirty (30) minutes and initiate remote troubleshooting or guidance if possible.

b. If the issue cannot be resolved remotely, the Contractor shall dispatch onsite personnel within two (2) hours of notification.

c. All telephone call-backs, diagnostic efforts, and on-site responses shall be included in the provided at no additional cost to the Government and are included in the firm-fixed price of the PM/Repair service.

3.1.4 Major Overhaul of Centrifugal Compressors’ Assembly (task order-based work). The contractor shall perform major overhaul of the centrifugal compressors’ assembly. The overhaul shall include compressor teardown, bearing replacement, gasket/seal replacement, tube cleaning, leak testing, refrigerant recharge, alignment, and post‑overhaul performance testing per OEM specifications.

3.1.5 Chillers Repair Work Beyond Standard PM Tasks. All repairs beyond the standard preventive maintenance tasks identified in this PWS shall be ordered and funded separately by the Government via task order. Repairs beyond PM may include, but are not limited to, replacement of motors, bearings, coils, valves, fans, electrical components, sensors, and other mechanical or control elements. Such repairs shall not be included in the firm‑fixed‑price PM/Repair CLIN and may only be performed with prior written authorization from the Contracting Officer, issued in the form of a task order or a modification to an existing task order. In emergencies where immediate action is required to protect life, safety, property, or critical hospital operations, the Contracting Officer may authorize the contractor to proceed verbally; however, a task order or modification shall be issued by the Contracting Officer as soon as practicable thereafter.

3.2 PM and Repair Service to Air Handling Units (AHUs). The Contractor shall ensure all Air Handling Units (AHUs) operate safely, reliably, and at optimal efficiency by providing all required preventive maintenance and repair services. The Contractor is responsible for performing inspections, preventive maintenance, and repairs in full compliance with all OEM specifications, industry standards, and applicable regulations. Prior to initiating any preventive maintenance, the Contractor shall submit PM checklists to the PPOC for approval. Required PM tasks include, but are not limited to, all actions necessary to maintain AHUs performance, safety, and environmental compliance. All preventive maintenance and repair services for AHUs shall be performed outside the core hours of operation identified in paragraph 2.1.3, unless otherwise approved by the Government. See Technical Exhibit 2 (TE 2) for the complete list of AHUs equipment.

3.2.1 Equipment Condition and Maintenance Requirements. The contractor shall maintain all AHUs equipment in reliable, first-class operating condition. Maintenance shall follow the OEM’s recommended procedures and frequencies, as well as applicable industry standards such as ASHRAE 170, ASHRAE 180, and any other applicable code(s). If a unit requires additional maintenance to remain safe, reliable, or compliant, the contractor shall perform that maintenance within this contract’s scope. The contractor is responsible for all covered equipment's operational condition throughout the contract period.

3.2.2 Replacement of Damaged or Defective Components. The contractor shall replace any damaged or defective mechanical or electrical components associated with the AHU system, up to the main electrical power disconnect. Replacement may include, but is not limited to, motors, belts, pulleys, bearings, fans, dampers, linkages, seals, filtration media, and structural components. All components shall be maintained clean and fully operational per OEM instructions and industry best practices.

3.2.3 AHUs Scheduled Maintenance Program.

3.2.3.1 Program Overview and Approval. The Contractor shall implement a scheduled maintenance program that ensures AHUs reliability, ventilation performance, and compliance with hospital infection-control and safety standards. The program shall be approved by the PPOC prior to implementation and shall meet or exceed the stricter of OEM recommendations and applicable standards (e.g., ASHRAE 180, ASHRAE 170, Joint Commission EC.02.05.01).

3.2.3.2 Preventive Maintenance Tasks. The Contractor shall perform inspections, PM, and repairs in accordance with all OEM specifications and shall submit PM checklists for PPOC approval before work begins. PM tasks include, but are not limited to:

a. Maintaining AHUs performance per OEM guidance; verifying airflow, pressure relationships, and cleaning as required.

b. Monitoring filtration media monthly; repairing leaks promptly and maintaining EPA-compliant records.

c. Cleaning each unit’s interior and exterior monthly and maintaining a minimum five (5) foot radius around each unit free of debris, vegetation, trash, and any obstructions, including keeping all exposed piping, conduits, and associated lines clear of vegetation.

d. Performing lubrication tasks for bearings.

e. Replacing belts as needed.

f. Providing 24/7 emergency support.

g. Performing repairs directly related to AHU operation.

h. Providing crane services when required for major component handling.

i. Maintaining and repairing AHUs insulation.

j. Verifying damper operation monthly and removing non-condensable issues as required.

k. Following OEM maintenance manuals for all units listed in the agreement.

l. Calibrating pressure gauges and thermometers as needed, but at least annually, and replacing damaged or out-of-tolerance instruments.

m. Containing and properly disposing of debris generated during maintenance.

n. Inspecting, adjusting, painting, and repairing guard rails, catwalks, ladders, piping, lightning arresters, and structural supports as needed.

o. Performing all inspections and PM for fan assemblies and drive components as needed, but at least on a monthly basis in accordance with manufacturer recommendations, including bearings, couplings, seals, and other related items.

3.2.3.3 Specific Component Maintenance

3.2.3.3.1 Filtration Media. The Contractor shall maintain filtration media in accordance with the stricter of the filter manufacturer’s or the AHU manufacturer's recommendations, using filtration media that is OEM or OEM-approved equivalent meeting safety and performance codes. The Contractor shall ensure that filtration media meets required airflow, pressure-drop, and indoor air quality standards. Filters must be replaced whenever their condition fails to support the required system performance, reaches the maximum pressure differential specified by the OEM, or as per the stricter of the filter manufacturer’s or the AHU manufacturer's recommendations. If nearby construction or other environmental factors adversely affect filter performance, the Contractor shall increase the replacement frequency to ensure the filtration media continues to meet the required performance standards.

3.2.3.3.2 Lubrication. The Contractor shall perform and document pillow block bearing lubrication in accordance with the bearing manufacturer’s specifications and recommendations. Lubrication activities shall be included in the scheduled maintenance plan and completed at intervals necessary to ensure the bearings operate within required performance parameters.

3.2.3.3.3 Belt Maintenance. The Contractor shall maintain belt performance in accordance with the stricter of the belt manufacturer's or the AHU manufacturer's recommendations, using a belt that is equal to or better than what is recommended by the manufacturer. The Contractor shall ensure that belts meet system operational requirements and the equipment manufacturer's recommended procedures. Belts must be replaced whenever their condition fails to support the required system performance, or as per the stricter of the belt manufacturer's or the AHU manufacturer's recommendations.

3.2.3.3.4 Fan Assembly. The Contractor shall maintain fan assembly pulley performance in accordance with the equipment manufacturer's manuals and system design requirements. Pulley assemblies shall be inspected at least annually for wear, bearing degradation, alignment, and functionality. Pulley units shall be replaced when inspection or performance testing indicates they no longer support required system operation.

3.2.3.3.5 Cooling Coils. Cooling coils shall be maintained in accordance with equipment manufacturer requirements and system performance needs. Coils shall be cleaned at least once each month, or more frequently if inspection or performance testing indicates reduced airflow or heat‑transfer capability. If pressure washing is used, the Contractor shall ensure that water pressure does not exceed 800 PSI. The use of chemical cleaning agents is prohibited unless prior discussion and written approval are obtained from the PPOC. Any cooling coil determined to be unserviceable on the air‑side shall be replaced by the Contractor.

3.2.3.3.6 Replacement of Supply/Return Fan Assemblies (task order-based work). Under individual task orders, the Contractor shall replace supply fan assemblies and return fan assemblies for designated AHUs to ensure the required system performance. Replacement fan assemblies must match existing AHU configurations and performance requirements or meet approved equivalent standards. The Contractor shall properly remove, transport, and dispose of old fan assemblies in an environmentally compliant manner.