DRAFT PWS - Troubleshoot_ Repair of Portable Chillers.docx

PERFORMANCE WORK STATEMENT (PWS)

TROUBLESHOOT AND REPAIR 8 EA PORTABLE CHILLERS

JBSA LACKLAND AND FORT SAM HOUSTON

16 June 2026

1. PROJECT OBJECTIVE

This Performance Work Statement (PWS) defines the requirements to troubleshoot, repair, and restore eight (8) portable chiller units to full operational capability at 1555 Gott Street, JBSA Lackland and 2199 Storage Street, JBSA Fort Sam Houston. Work shall encompass comprehensive system diagnostics, pressure and leak detection, targeted component replacement, and post-repair performance validation. Critical technical objectives include verifying refrigerant charge integrity, descaling and cleaning condenser coils, testing and calibrating electrical control systems, and validating proper fluid flow rates.

1.1. PROJECT SCOPE & OBJECTIVE.

The contractor shall provide all labor, materials, tools, and technical expertise to diagnose, repair, and test portable chiller units to restore them to original manufacturer specifications.

1.2. TROUBLESHOOTING & DIAGNOSIS.

· Initial Inspection: Perform visual inspection for damage, loose connections, oil leaks, or abnormal noises.

· System Diagnostics: Troubleshoot operational failures (e.g., compressor not starting, low cooling capacity).

· Data Analysis: Record operating pressures (suction/discharge), temperatures (in/out), and refrigerant levels.

· Leak Detection: Inspect for refrigerant and oil leaks using electronic detectors or soap solutions.

1.3. REPAIR & MAINTENANCE TASKS

· Refrigerant System: Repair detected leaks, evacuate the system to remove moisture, and recharge with specified refrigerant.

· Component Replacement: Replace defective parts including, but not limited to, compressors, condenser fans, evaporator, filter driers, solenoid valves, and expansion valves.

· Electrical System: Inspect and tighten electrical contacts, test contactors, check motor starters, and test safety controls (high/low-pressure switches). Water System: Clean strainer screens, check water pumps for leaks, and inspect flexible hoses.

· Cleaning: Clean condenser coils using approved chemicals and water pressure.

1.4. TESTING & COMMISSIONING

· Performance Testing: Run the chiller under load to verify operating temperatures.

· Calibration: Calibrate operating and safety controls to factory specifications.

· Final Inspection: Ensure no leaks are present after repair and verify proper flow rates.

1.5. DELIVERABLES & REPORTING

· Service Report: Provide a detailed report of findings, work performed, and parts replaced.

· Material Safety Data Sheet (MSDS): Submit for all chemicals used (if required).

· Final Documentation: Provide log sheet of final operational data (voltages, amperages, pressures).

1.6. SAFETY & ENVIRONMENTAL

All work must comply with EPA standards for refrigerant handling. Contractor to provide lockout/tagout of electrical power before servicing.

1.7. CLEANUP & SITE RESTORATION:

The contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation. Contractor shall clean-up worksite at the end of each workday. Contractors shall clean up debris and restore site to its original condition.

1.7.1. CONTRACTOR FURNISHED EQUIPMENT/VEHICLES. The contractor shall provide and maintain all equipment and vehicles necessary to fulfil the requirements of this contract. Contractor vehicles shall be used solely for the intended purpose of performing services in this performance work STATEMENT DURING NORMAL HOURS OF OPERATION.

1.7.2. EQUIPMENT CONDITIONS. All equipment used in the performance of this contract shall be in good operable condition and carry a U/L (Underwriters Laboratory) listing. Equipment found to be unsafe and unable to function as designed shall not be used for the performance of this contract. The Contracting Officer (CO) or Contracting Officer’s Representative (COR) may inspect the contractor’s equipment and vehicles at any time and direct the removal of any unsafe or unusable equipment or vehicle from the installation.

1.7.3. EQUIPMENT QUANTITIES. The contractor shall provide adequate numbers of equipment and vehicles to effectively fulfill the scope of this contract. In addition, the contractor shall maintain or have backup capability to provide continued service in the event primary equipment or vehicles are down for extended maintenance or repairs. Equipment failure shall not alleviate the contractor from fulfilling any requirement contained in this contract.

1.8. REPLACEMENT/REPAIR PARTS:

1.8.1. INITIAL ASSESSMENT. The Contractor shall provide all labor, parts, and materials required for minor repairs identified during initial troubleshooting and diagnosis at no cost to the Government for the initial assessment.

1.8.2. WORK ORDER AND QUOTE. The Contractor shall submit a written price quote and a completed work order using the Government‑provided form to the CO for all required repairs. Each work order must identify the exact work location, and the accompanying quote must itemize all parts, materials, and labor hours.

Parts and materials will be funded under CLIN 0003 as a Not‑to‑Exceed (NTE) line item. Labor shall be priced using the hourly rates established under CLIN 0002.

The Contractor must provide the quote and work order to the COR within two (2) days of discovering or assessing the issue. Upon CO approval, all repair work must be completed within ten (10) days. If additional time is required for parts procurement or complex installation, the Contractor must justify the extension on the work order quote.

The Contractor is prohibited from ordering parts or beginning repairs until receiving formal written authorization and a signed work order from the CO.

1.8.3. DIAGNOSTIC SERVICES AND REPORTING REQUIREMENTS. Troubleshooting and diagnostic services shall be billed at the firm-fixed hourly labor rate established under CLIN 0001. The Contractor shall provide a single hourly rate for all diagnostic labor. Diagnostic labor shall cover all efforts required to inspect, isolate, and identify issues or deficiencies within each chiller unit. Upon completing troubleshooting, the Contractor shall document all findings in a written diagnostic report and submit it to the CO through the COR. For each deficiency identified in the diagnostic report, the Contractor shall submit a separate work order and repair quote in accordance with (IAW) the work order procedures.

2.0. SERVICE SUMMARY (SS).

The following Service Summary outlines the defined objectives for this acquisition with the corresponding goal performance threshold: The performance threshold briefly describes the minimally acceptable levels of service required for each requirement.

PARAGRAPH

SS-1

Perform Troubleshooting and Diagnosis of 8 chillers to identify damage, loose connections, abnormal noises IAW requirements of PWS. Provide assessment reports IAW required timelines.

SS-2

Perform Repair and Maintenance Tasks IAW requirements of the PWS.

SS-3

Perform Testing and Commissioning Tasks IAW requirements of the PWS.

SS-4

Deliverables and Reporting: Provide a detailed report of findings, work performed, and parts replaced IAW requirements of the PWS.

NOTE: Valid Defect – A service that does not meet the requirements of the PWS, which may be found during a Government inspection. Multiple defects may be found during one inspection.

2.1. QUALITY CONTROL.

The contractor shall develop and maintain a quality control program to ensure services are performed by IAW commonly accepted commercial practices and services identified in this PWS. Develop and implement procedures to identify and prevent non-performance and continual repeat of defective service. Contractors shall develop quality control procedures addressing the areas.

2.1.1. QUALITY CONTROL PLAN (QCP). A written QCP shall be submitted as part of the contractor’s proposal package. The QCP shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required. Any changes after initial QCP submission need to be accepted by the COR prior to implementation.

2.1.2. QUALITY ASSURANCE. The COR shall inspect and evaluate the contractor’s performance to ensure services are IAW requirements set forth in this contract. The COR will use a locally developed inspection report to record validation results. Results of the validation then become the official Air Force record of the contractor’s performance. The COR shall be responsible for initially receiving, validating and recording customer complaints. When the contractor’s performance has not been acceptable, the COR will annotate the inspection report and notify the contractor’s Quality Control Inspector (QCI). The contractor QCI shall sign the inspection report, annotate corrective action and return to the COR within 24 hours.

2.1.3. FRAUD, WASTE, AND ABUSE. The Contractor shall make sure their employees practice utilities conservation. The Contractor shall be responsible for operating under conditions that prevent the waste of any utilities used. 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 alerted to report any suspected situations of fraud, waste, and abuse, or other intentionally dishonest conduct against the Government observed during, or in the performance of this contract.

2.2. PERFORMANCE ASSESSMENT.

2.2.1. PERIODIC INSPECTION. This method requires the COR to employ a “spot check”. Periodic validations will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. The CFS shall be used as the basis for the COR to schedule inspections. Any unsatisfactory inspection (defect) result shall be recorded on a locally developed inspection report, and the contractor shall re-perform the service after notification within two (2) hours.

2.2.2. REMEDY FOR EXCEEDING PERFORMANCE THRESHOLDS. When a performance threshold has not been met, the contractor will be issued a Contract Discrepancy Report (CDR). The contractor shall respond to the CDR IAW instruction provided and return it to the CO within 10-days of receipt. Exceeding the performance threshold for performance objectives for any two or more consecutive or non-consecutive months during a contract period may constitute an immediate Progress Meeting with the Multi-functional Team.

2.3. PERIODIC PROGRESS MEETINGS.

The CO reserves the right to schedule periodic meetings with the MFT as appropriate, and the contractor to discuss the Contractor’s performance. These meetings shall address opportunities for contract improvement, required contract modifications, unsatisfactory inspections, performance trends, valid customer complaints, positive performance, and corrective actions taken to prevent recurrence. The Contractor shall provide a synopsis of all unsatisfactory inspections and complaints, including any identified trends. Meeting minutes will be prepared by the Contract Administrator, coordinated as appropriate, and signed by the CO before distribution to the Functional Director, COR, and the Contractor. If the Contractor does not concur with the minutes, they shall submit written notification to the CO within two (2) days of receipt identifying the areas of non‑concurrence for resolution.

2.4. GOVERNMENT REMEDIES.

The CO will act on IAW terms and conditions established in the resultant contract for contractor’s failure to perform satisfactory services or to correct non-conforming services.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. GOVERNMENT FURNISHED PROPERTY (GFP).

No GFP will be provided for performance of this contract. Contractor shall provide their own facility/office off the premises of this installation and within the metropolitan area to conduct business, store supplies and equipment.

3.2. SECURITY, FIRE AND MEDICAL SERVICES.

The Government will provide police and fire protection. In the event of a medical emergency, base ambulance service for transporting an injured employee to a local hospital is available on a cost reimbursement basis.

4.0. GENERAL INFORMATION

4.1. HOURS OF OPERATIONS.

All work shall be performed during the normal duty hours, 7:30 A.M. to 4;30 P.M., Monday thru Friday, except for Federal holidays and unforeseen requirements. When access to a facility permits, service may begin earlier, upon approval of authorized GPOC. The contractor is not required to provide routine services on the following approved holidays

4.2. FEDERAL HOLIDAYS.

New Year’s Day - 1 January Martin Luther King Jr. Day - 3rd Monday in January Washington’s Birthday - 3rd Monday in February Memorial Day - last Monday in May Juneteenth Day 19 June Independence - Day July 4 Labor Day - 1st Monday September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday November Christmas Day - 25 December NOTE: Any of the above holidays falling on a Saturday will be observed on the preceding Friday. Holidays falling on a Sunday will be observed on the following Monday.

4.3. BASE CLOSURES.

Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening the base.

4.4. TRAFFIC LAWS.

The contractor and its employees shall comply with base traffic regulations.

4.5. WEAPONS, FIREARMS AND AMMUNITION.

Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned or privately owned vehicle while on JBSA installation.

4.6. REPORTING REQUIREMENTS.

Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information.

4.7. PHYSICAL SECURITY.

The contractor shall be responsible for safeguarding all Government property and controlled forms provided for contractor use. At the end of each work period, all Government facilities, equipment, and materials shall be secured.

4.8. CONTRACT MANAGER.

The contractor shall establish and maintain an office through which the contract manager or alternate(s) can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to meet on the installation within 1 hour with the Government personnel designated by the CO to discuss problem areas. The contractor shall provide the COR/CO telephone number(s) where validation results and complaints can be reported. The contractor shall also provide to the COR/CO the names and phone/pager numbers of contractor POCs for after business hours including nights, weekends, and holidays. This information will be kept updated by the contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract.

4.9. CONTRACTOR PERSONNEL.

Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection. The Government is authorized to restrict the employment under the contract of any contractor employee or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general wellbeing, or operational mission of the installation and its population.

4.10. SCHEDULE.

The contractor shall stay within timeframe of schedule that was submitted with proposal. Changes to the schedule shall be immediately identified and reported to the 502d CES inspector. All work shall be completed and must be accepted by the Government before closing out of the contract.

4.11. ENVIRONMENTAL COMPLIANCE.

The contractor shall comply with all applicable federal, state, and local environmental laws and regulations.

4.12. CONTRACTING OFFICER (CO) AND CONTRACTING OFFICER REPRESENTATIVE (COR).

The CO will appoint a primary and alternate representative for management of the day-to-day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the contractor after contact award.

4.13. HEALTH AND SAFETY ON GOVERNMENT INSTALLATION.

In performing work under this contract on a Government installation, the contractor shall:

· Take all reasonable steps and precautions to prevent accidents and preserve the health and safety of contractors and Government personnel performing or in any way coming in contact with the performance of this contract; and

· Take such additional immediate precautions as the CO may reasonably require for health and safety purposes The CO may, by written order, direct Department of the Air Force Occupational Safety and Health (AFOSH) Standards and/or health/safety standards as may be required in the performance of this contract and any adjustments resulting from such direction will be IAW the Changes clause of this contract.

Any violation of these health and safety rules and requirements, unless promptly corrected as directed by the CO, shall be grounds for termination of this contract IAW the Default clause of this contract.

4.14. CONTRACTOR ACCESS TO INSTALLATION.

The contractor shall obtain base identification, and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Department of the Air Force installations cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished contractor identification badges while visiting or performing work on the installation.

The contractor shall submit a written request on company letterhead to the Government POC listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign a request for base identification credentials or vehicle passes. The Government POC will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver’s license, current vehicle registration, valid vehicle insurance certificate, and any other to obtain a vehicle pass.

During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with DAFI 31-101, Integrated Defense, and DODMAN5200.02_ DAFMAN 16-1405, Air Force Personnel Security Program.

Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

The contractor shall provide an after-hours contact number or after-hours email in the Emergency Mass Notification System (EMNS) for each of their personnel, whose normal place of duty is on a DoD installation or within a DoD facility. The contractor shall comply with any additional requirements in DAFMAN 10-206 for emergency operational reporting. Foreign Nationals may participate and may remove themselves from the Emergency Mass Notification System at any time. To update information, personnel can access the globe icon on their system desktop screens and choose the “Access Self-Service” option.

Failure to comply with these requirements may result in withholding of final payment.

4.15. OPERATIONS AND MAINTENANCE. Contractor shall provide operation and maintenance Manuals and assembly drawings.

4.16. WARRANTY. The contractor shall provide documentation for any manufacturer warranties extending beyond the one-year period, and include the manufacturer’s contact name, phone number, and address where warranty claims can be submitted.

5.0. APPENDICES.

The Government will make all publications, forms, references and report formats listed available. Publications can be accessed on-line at http://www.e-publishing.af.mil .

Supplements or amendments to listed publications from any organizational level may be issued during the life of the contract. The contractor shall immediately implement those changes in publications.

APPENDICES A: Serial Numbers and Locations

SERIAL NUMBERS FOR THE PORTABLE CHILLERS AND THEIR LOCATIONS

LACKLAND LOCATION

(1555 GOTT STREET)

FORT SAM LOCATION

(2199 STORAGE STREET)

U16M06897

U13G06951