Draft Statement of Work NW-WN9712-22-00265.pdf

PREVENTIVE MAINTENANCE SERVICE CONTRACT

for

HEATING VENTILATION AND AIR CONDITIONING SYSTEMS (HVAC)

and

HUMIDIFICATION SYSTEMS, FIRE DETECTION, ALARM AND CONTROL SYSTEMS

STATEMENT OF WORK

LOCATIONS

1. NATIONAL WEATHER FORECAST OFFICE (WFO CARIBOU)

810 Main Street, Caribou, Maine 04736

2. NATIONAL WEATHER SERVICE

RADAR DATA ACQUISITION SITE (RDA) SITE

185 Barton Road, Hodgdon, Maine 04730

I. GENERAL

The Contractor shall provide all labor, tools, material, equipment, supervision, insurance and incidentals to provide Preventive Maintenance and Service for the Geothermal Well system, HVAC mechanical systems, and HVAC Control System/Components. This includes all equipment and controls required to ensure the equipment operates efficiently and cost effectively at all times and under all conditions. The Contractor shall coordinate routine service visits with local office point of contact prior to each visit, with 48 hours advance notice.

The Direct Digital Control (DDC) system is a proprietary software system. Contractor must be able to upgrade all software changes at no cost to the government or subcontract as needed. The Electronic System Analyst is to have all system admin rights.

The contractor shall provide a Preventative Maintenance schedule to COR and local point of contact, within 10 days after receipt of award.

The contractor must be able to respond with a technician on site within two hours in an emergency situation. The contractor shall not subcontract more than 10% of the preventive maintenance work.

II. EQUIPMENT

The NWS intends to award a Preventive Maintenance Program Contract for all equipment associated with the HVAC, Fire Alarm, Smoke, Heat and Carbon Dioxide Detectors, and Humidification Controls. All HVAC equipment will be inspected, serviced and maintained under this agreement including, but not limited to, the following: Air Handler Units, Electronic Duct Heaters, all Condensing Units and water controls, Humidifier System, Heat Pumps and controls, Variable Air Volume (VAV) Boxes, Dampers and Louvers to include Generator building fresh air damper closure, all Exhaust Fans and controls, Control System including sensors, transmitters, Differential Pressure Switches and all other Components, and Package Units located in the Forecast Office and/or the Radar and Transition Power Maintenance Shelter (TPMS) Buildings at the above addresses.

III. DESCRIPTION OF WORK

A. HEAT PUMPS AND A/C CONDENSING UNITS ROUTINE OPERATING

INSPECTION AND MAINTENANCE (To be performed Quarterly, or as described)

1. Install gauges and check refrigerant pressures.

2. Check and tighten all electrical connections.

3. Check bearings and compressor for proper lubrication.

4. Check compressor voltage and running amps.

5. Check all safety/operating controls; calibrate as necessary.

6. Check thermostats; calibrate as necessary.

7. Check superheat temperature.

8. Check the subcooling temperature.

9. Check condition of condenser coils; clean twice per year.

10. Check condition of blower wheels and drive belts; re-tension and clean. Supply and replace belts annually or sooner if required.

11. Check temperature differences across the condenser and evaporator coils.

12. Leak test refrigerant circuits.

13. Clean and check all strainers on heat pumps.

14. Inform COR and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

B. FANS AND AIR HANDLING UNITS ROUTINE OPERATING INSPECTION

AND MAINTENANCE (To be performed Quarterly, or as described)

1. Check belts and sheaves.

2. Tighten all nuts and bolts.

3. Check motor mounts and vibration pads; check for excessive vibration or noise.

Check motor operating conditions.

4. Inspect electrical connections and conductors annually.

5. Lubricate and adjust associated dampers, motors and linkage annually.

6. Check all fan operations.

7. Inspect condensate drains pans and piping to ensure proper drainage; clean drains and drain pans annually or as needed.

8. Supply and replace pleated filters semi-annually or sooner if necessary; change bag filters annually or sooner if necessary.

9. Check heating and cooling coils.

10. Clean external surfaces as required.

11. Inspect for leaks.

12. Check belts. Supply and replace as necessary. Check fan belt tension and adjust as required.

13. Lubricate fan and motor bearings per manufacturer’s recommendation. Also check and tighten locking collars and bolts.

14. Inspect operating and safety controls.

15. Check motor operating conditions, verify within manufacturers tolerances.

16. Check and clean fan blades as required and as needed.

17. Check duct heating coils.

18. Check all operating conditions and adjust as required.

19. Inform COR and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

C. SELF-CONTAINED PACKAGE UNITS ROUTINE OPERATING INSPECTION

AND MAINTENANCE (To be performed Semi-Annually, or as described)

1. Check operating controls for proper functioning; calibrate as necessary.

2. Check safety controls for proper operation; adjust as necessary.

3. Inspect condition of evaporator coils.

4. Check the condition of unit air filters. Supply and replace.

5. Inspect fan belts and supply/replace as necessary. Check fan belt tension and adjust as required.

6. Check fan motor bearings for proper lubrication per manufacturer’s recommendations. Also check and tighten locking collar bolts.

7. Inspect condensate drain pans and piping to ensure proper drainage; clean annually or as necessary.

8. Check compressor oil pressure and level. Also check the compressor amperage draw with ammeter.

9. Check compressor motor windings with Meg ohm meter annually.

10. Install pressure gauges and check refrigerant pressures.

11. Inspect refrigerant piping and fittings for leaks. Correct leaks.

12. In the beginning of the heating season check the operation of the heating section.

13. Inform COR and local point of contact of any deficiencies noted during the above

(To be performed Annually)

1. Check vessel connections for leaks.

2. Check condenser and receiver relief valves for leaks.

3. Check refrigeration systems and piping for problems.

4. Calibrate pressure gauges and thermometers.

5. Check safety controls for proper settings and operation.

6. Check and tighten electrical connections.

7. Change oil filters and clean strainers when required.

8. Take oil samples for laboratory analysis when required.

9. Check oil heaters and controls.

10. Remove condenser heads and brush/clean tubes when required.

11. Inspect condensers for signs of corrosion.

12. Check evaporator coils, clean as required.

13. Clean inlet vanes/linkage and IGV ring.

14. Verify proper operation of inlet vane assembly.

15. Inspect fan motor control.

16. Clean condensate pans.

17. Tighten set screws on fan assembly locking collar; torque locking collar per manufacturer’s specifications.

18. Inform COR and local point of contact of any deficiencies noted during the above

D. HUMIDIFIRST HUMIDIFIER

The contractor shall provide and replenish Distilled (DI) water, and replace bottles (tanks) every (30 days) the months of September, October, April and May. Change out and replace every (20) days November, December, January, February and March on all units. Shut down and clean in the second week of May and restart in the first week of September.

Contractor shall provide material history of the DI Bottles/System performance upon each DI bottle change out, as described. This may cause changes in the frequency of the DI bottle replacements, and subject to a modification of this contract.

Frequency as described within this section E.

1. Check unit operation and maintain/service per manufacturer’s specifications.

2. Check the drain pan for leaks.

3. Check piping for leaks.

4. Each year, prior to start up, replace all equipment parts per manufacturer’s runtime hour requirements that will be exceeded during peak demand of equipment (e.i.

December through March).

5. Supply and replace DI canisters every thirty days, October, November March and April.

6. Supply and replace DI canisters every 20 days, November, December, January and February.

7. Start system during the first week of September.

8. Shut down system during second week of May, and place system per the Manufacturer’s requirements for an extended shut down mode.

9. Inform COR and local point of contact of any deficiencies noted during the above

E. AERMEC and SANYO HEAT PUMPS, and GEOTHERMAL WELL and

ASSOCIATED EQUIPMENT ROUTINE OPERATING INSPECTION

AND MAINTENANCE

1. Contractor must be certified by Aermec as an authorized Aermec service company.

2. Contractor shall flush the geothermal well once every year. Contractor shall inspect the well pump in conjunction with yearly flushing. The well pump shall remain out of well during flushing. Contractor shall comply with all FAA rules and regulations, coordinate with the Caribou airport director, and display all required flags and beacons. Contractor shall coordinate all work with the Caribou water district for use and costs of the city water to flush the Geothermal Well and disposal of the contaminated water from the well during flushing. Work shall be performed by a contractor who is qualified in geothermal well installation, operation and service.

This servicing shall be performed in the timeframe of late spring or early summer.

3. Contractor shall flush the Alfa Laval plate and frame heat exchanger twice per year, once in the spring and once in the fall. Contractor shall take a water sample and have it analyzed for contaminants and metals.

4. Contractor shall disassemble and visually inspect the strainer basket in the Miller Leaman strainer twice per year, once in the spring and once in the fall. Replacement strainer baskets shall be installed of the same mesh size and material as the existing basket when the existing basket shows signs of corrosion.

5. Contractor shall check the operation of all diverting and balancing valves on a quarterly basis.

6. Contractor shall check the glycol concentration in the piping loop annually and maintain at -50oF burst temperature.

7. All Variable Frequency Drives (VFD’s) shall be checked for correct operation on a quarterly basis.

8. Contractor shall maintain all pipe insulation, including pipe markings. Contractor shall replace any damaged pipe insulation.

9. All motors shall be lubricated as per manufacturer’s specifications. Voltage and amperages shall be recorded on a quarterly basis.

10. All pumps shall be maintained as per the manufacturer’s recommendations.

11. Contractor shall strictly adhere to the Aermec maintenance procedures and schedules.

12. Inform COR and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

(To be performed Monthly)

1. Check and record the following parameters: Water IN, Water Out, temperature and flow, High pressure, Low pressure, Input Current, Input Voltage.

2. Check the mechanical filter at the evaporator inlet and if necessary clean it.

3. Check and record the correct operation of the compressor heaters. The heater shall operate even if the compressors have been turned off.

4. Check and record the oil level in the compressors.

5. Check and record the refrigerant charge through the liquid sight glass.

6. Check and record the overheating and subcooling values.

7. Inform COR and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

(To be performed Quarterly)

1. Check and verify all the safety and operating control devices, including all remote panels, according to the Aermec start up procedure form.

2. Check the cable connections and ensure good electrical contact of all cables. Tighten all bolts and terminal screws and check the insulation of the cables.

(To be performed Semi-Annually)

1. Check and verify the unit frame paying attention to any corroded parts. If necessary clean and paint any corroded parts.

2. Check the condenser coils and clean. The coil surface must be cleaned and free from dirt at all times. Clean the coil surface with high pressure air paying particular attention not to twist, bend or damage the fins.

3. Check and verify the fins are secure and tighten all bolts.

4. Check the sight glass in the refrigerant circuit. If the indicator is yellow, an indication of humidity in the circuit, supply and replace the dehydrator filter.

5. Check operation of the units four way valve.

6. Inform COR and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

F. FLUID COOLERS ROUTINE OPERATING INSPECTION AND MAINTENANCE

(To be performed Monthly)

1. Check and record the following parameters: Water IN, Water Out, temperature, flow, Motor Current, and Voltage.

2. Check static pressure across the coils.

3. Inform COR and local point of contact of any deficiencies noted during the above

(To be performed Quarterly)

1. Check and verify all the safety and operating control devices.

2. Check the electrical connections of all cables. Tighten all bolts and screws of the electrical terminals and check the wire insulation.

1. Check and verify the unit frame, investigating any corroded parts. If necessary, clean and paint any corroded parts.

2. Check the water coils and clean as required. The coil surface must be cleaned and free from dirt at all times. Clean the coils surface with high pressure air. CAUTION, do not twist, bend or damage the fins.

3. Check and verify the fins are secure and tighten all bolts.

4. Inform COR and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

G. SANYO HEAT PUMP ROUTINE OPERATING INSPECTION AND MAINTENANCE

(To be performed Monthly)

1. Clean the air filter. Vacuum the air filter, wash in lukewarm soapy water, rinse in clean water and dry before reinstalling.

2. Check the operation of the indoor unit.

3. Check drain line is free and clear of any obstructions.

4. Check the operation of the outdoor unit.

5. Perform preventive maintenance on the outdoor unit as specified by Sanyo.

6. Inform COR and local point of contact of any deficiencies noted during the above

(To be performed Quarterly)

1. Clean the air intake and outlet side of the indoor unit with a vacuum cleaner brush, and wipe with a clean dry cotton cloth.

2. Check all electrical connections.

3. Clean the coil with high pressure air on a quarterly basis. CAUTION, do not damage any components.

4. Inform COR and local point of contact of any deficiencies noted during the above

5. Remove any stains.

1. Check the unit for corrosion, clean and paint any corroded areas on a semi-annual basis.

2. Check the correct operation of the Sanyo communication LON card on a semi-annual basis.

3. Inform COR and local point of contact of any deficiencies noted during the above

4. Check the operation of the remote control. Provide and replace battery as required.

H. FIRE ALARM MAINTENANCE ROUTINE OPERATING INSPECTION AND

MAINTENANCE (To be performed Quarterly, or as described)

1. Contractor shall test all smoke, heat and Carbon Dioxide.

2. Contractor shall check the emergency battery.

3. Contractor shall check all wiring in the Fire Alarm box.

4. Contractor shall test all horn strobes.

5. Contractor shall test all HVAC ductwork smoke and verify interlocks actuate.

6. Contractor shall once (1) per year hold a Fire Evacuation test scheduled with the

Meteorologist In Charge, (MIC), COR shall be informed.

7. Contractor shall verify the Fire Alarm Control Panel (FACP) operates per the manufacturers specifications.

8. Inform COR and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

I. CONTROL SYSTEM MAINTENANCE ROUTINE OPERATING INSPECTION

AND MAINTENANCE (To be performed Monthly, or as described)

1. Contractor shall verify via modem that the sequence of operation and programming is performing within specifications. All work shall be coordinating this test so they are performed on different days of the week and times between (8:00 am to 4:00 pm

EST).

2. Contractor must have in their direct employment at a minimum two Schneider Electric/TAC, IA Series, R2 engineering certified technicians.

3. Contractor must be authorized by Schneider Electric as an authorized representative in Maine able to service and provide replacement parts for the TAC/IA building energy management system.

4. Contractor must analyze the energy management system programming on a quarterly basis to ensure that the building energy management system is selecting the most efficient means to heat and cool the WFO. Reports shall be provided to the COR and local point of contact of deficiencies noted, recommendations as to corrective actions required and time lines required for corrective actions. The contractor shall make any changes required to enable the system to operate in the most energy efficient manner, and subsequently notify the local point of contact.

The contractor shall at a minimum perform the following tasks:

Temperature Control Preventive Maintenance services are to be recorded in a log form and made available to the COR and the local point of contact.

(To be performed Annually)

1. Check and calibrate sensors as required.

2. Review control loops and adjust as necessary.

3. Evaluate all input/output points for proper operation and report any deficiencies.

4. Inspect interior surfaces and components of the panel enclosures and associated field equipment and clean as required for proper operation. Ensure all monitoring devices and plug-in components are securely in place, note any deficiency for review.

5. Meet with local Point of Contact to discuss system needs, operational deficiencies and system enhancements.

J. TAC I/AMaintenance Support (To be performed Semi-Annually)

1. Enterprise server / UNC panel communications check.

2. Enterprise server alarm log check.

3. Enterprise server trend log check.

4. Enterprise server facility schedule check

5. Confirmation and check of communications between UNC and local controllers.

6. Operational check and calibration (calibration shall be performed at the sensor with a traceable NIST primary standard device) of all local controller input devices, to include the following:

• temperature sensors / switches

• humidity sensors / switches

• current sensors / switches

• pressure sensors / switches

• light sensors / switches

• flow sensors / switches

• Co2 sensors / switches

• Co & No sensors / switches

• Occupancy sensors / switches

• Operational check and calibration of all local controller output devices, to include the following:

• damper actuators

• valve actuators

• fan / pump start relays

• fan / pump speed control

• humidifier control

• heat pump control

• electric heat control

• alarm control

• Inspection of controller hardware condition

7. Check and tighten all electrical connections at the point of start and finish.

8. Controller and device terminations.

9. Software sequence of operations check.

10. Software control operation check.

Database backup of Enterprise / UNC / Local controllers. A copy of any revised programming/software must be kept at the NWS Caribou office; a separate copy shall be kept in a fireproof enclosure by the contractor.

IV. PASSWORD ACCESS

Password access to the system will at all times be available to the local Point of Contact.

V. ADDITIONAL REQUIREMENTS

A. MAINTENANCE RECORDS

1. The contractor shall supply and maintain written records of maintenance and repairs on site.

2. Note and report any mechanical, electrical or control system discrepancies that would affect equipment operations.

3. Document all preventive maintenance work done, all pertinent pressures, temperatures, voltages, fluid levels and test results, etc.

4. The report shall contain any uncorrected deficiencies noted at inspection.

B. ON CALL SYSTEM EMERGENCIES AND UNSCHEDULED SERVICE/

REPAIRS

1. The Contractor shall provide qualified service personnel and parts to provide repairs as necessary to sustain continuous operation of this facility.

2. The Contractor shall provide a 24-hour telephone number and respond within two hours of any call for service, including Travel Time.

3. The normal working hours of 8:00 am to 5:00 pm Monday thru Friday will incur no charges for travel time, vehicle mileage or technicians while performing any part of this scheduled maintenance contract. All federal holidays will be treated as off hours and can be invoiced as an emergency service call and charged.

4. Unscheduled service including labor, parts and components required to troubleshoot, diagnose or repair the above equipment are not covered under this contract.

5. All unscheduled service and repair will be handled through separate contracts.

C. QUALIFICATIONS AND STANDARDS

1. The technicians and personnel tasked with service and repairs shall be licensed, certified and skilled to repair and service the specific mechanical and automated environmental control systems, software and equipment on site.

2. All work and materials supplied shall meet or exceed industry standards and equipment Manufacturer’s specifications.

D. MATERIAL SAFETY DATA SHEETS (MSDS)

The Contractor shall furnish five copies of each MSDS, on all materials, supplies, any training certification requirements 10 days after contract award date, to the COR for approval prior to usage. Once the MSDS have been approved, the contractor shall maintain a complete copy on site at all times.

E. SAFETY - LOCK OUT/TAG OUT

1. Advise local point of contact prior to starting maintenance or repair procedures.

2. Contractors shall comply with all Lockout/Tag out requirements as per OSHA regulations.

F. NON COMPLIANCE STATEMENT

1. The Contracting Officer may cancel this contract with a thirty (30) day written notice of cancellation for noncompliance of all or part of this agreement.

2. The contractor will have five (5) working days to correct any/all deficiencies or the agreement is canceled.

G. HEALTH AND SAFETY REGULATIONS

1. It is the responsibility of the Contractor to comply with all applicable Local, State and Federal laws governing the Health and Safety of its employees including all regulations promulgated under the Occupational Safety and Health Act (OSHA.)

2. Such compliance shall include but not be limited to ensuring that all employees are properly trained for the work to be performed and have been supplied with all necessary protective and safety equipment.

H. CONTRACTOR SIGN-IN

1. All contractors must sign in/sign out at the Reception Desk when arriving/leaving.

2. All contractors shall wear company branded/labeled attire.

3. All contractors shall display a NWS visitor badge at all times.

I. SITE EXAMINATION

Before submitting a bid, the Contractor shall examine all existing and associated equipment conditions under which they shall be obliged to perform work under this Contract. The maintenance manuals may be located at the NWS Caribou office. If the maintenance manuals are not available, then the Contractor shall contact the equipment manufacturer for their Preventive Maintenance Program requirements and maintain a copy at the NWS Caribou office.

J. LABOR

All labor performed on the DDC Controls and HVAC units shall be performed by Manufacturer certified technicians.

Certification documentation shall be presented when work starts. All labor shall be licensed for the craft/or trade involved and shall be to the best standards of workmanship for respective equipment to meet the requirements of the Manufacturer’s Preventive Maintenance Plan.

K. MATERIALS

All miscellaneous materials and preventive maintenance parts necessary to complete the preventive maintenance activities specified herein shall be new, of good quality and warranties according to the manufacturer. Materials requiring a Material Safety Data Sheet, (MSDS) shall be reviewed by the COR and local point of contact prior to usage, at least five working days prior to usage.

Products found to have certain health hazards to employees shall not be used.

L. Equipment located at RDA, 185 Barton Road, Hodgdon, Maine

MARVAIR S/N CM71855

BARD S/N 154F950922463-02

BARD S/N 154C950914475-02

M. Equipment located at NWS office at Caribou, 810 Main Street, Caribou, Maine

Florida Heat pumps; MODEL

EV-018-3

MODEL EV-024-3

MODEL EV-030-3

MODEL EV-036-3

MODEL EV-070-3

MODEL EV-096-3

FIRE ALARM Simplex/Time Recorder #4005 Serial #H805160802W4 Aermec 10 ton heat pump, Model AN1517HA Aermec 20 ton heat pump Model AN3007HA Bohn Fluid Cooler Model DFT016-21 Bohn Fluid Cooler Model DFT026-32 Sanyo Heat pump CH3672R 36 MBtu heat pump condenser Sanyo Heat pump KHS3672 36 MBtu heat pump evaporator. Alfa Laval AQ2-FG-59 plate and frame heat exchanger.

(2) each TACO KV 1509 pumps with 3 hp motors. (2) each TACO MPV-030 multipurpose valves. TACO AC-3F air separator.

(2) each TACO KV1506 VIL pumps with 1 hp motors. Miller Leaman MLS-3 Thompson sea strainer Automatic flush system Miller Leaman

Veris H904 Current Sensor Schneider Electric P20000GTE-06 Condensing Water System Pressure Transmitter\Gauge Bader Data Industrial 3000 Series Flow Monitor

(2) each TS 8201 Balco Temperature Sensor

(12) each Schneider Electric TS 6721 Thermistor Well Temperature Sensors Schneider Electric AIS-24A Alarm Indication Station

(3) each Schneider Electric MNL-800 TAC Control Panels Schneider Electric VA-7323-576-4-11 2” 3-Way Valve Schneider Electric VA-8303-576-5-12 2.5” 3- Way Valve Schneider Electric VS-7323-576-4-11 2” 3- Way Valve Schneider Electric VS-8303-576-5-12 2.5” 3-Way Valve (2) each Schneider Electric MA40-7173 Actuator

(2) each Schneider Electric MS40-7173 Actuator Sanyo LN16UAB ECO 1 Lon Card

(6) each Kele Liquid Differential Pressure Switches Veris VER-PWXX035 Differential Pressure Transducer

(2) each Square D Altivar 61 3 HP Variable Frequency Drives Square D Altivar 61 5 HP Variable Frequency Drives

N. IT Security

The C&A requirements of clause 73 do not apply, and a Security Accreditation Package is not required.