Statementofwork.pdf

Statement of Work Annual Service for the CCEHBR HVAC/Refrigeration Preventive

Maintenance and Service Calls CCEHBR Laboratory

219 Fort Johnson Road Charleston, SC 29412

General

The Center for Coastal Environmental Health and Biomolecular Research (CCEHBR), located at 219 Fort Johnson Rd., Charleston, SC 29412, has the need to retain a contractor that will provide annual and quarterly inspection, preventative maintenance and repair of the Air Conditioning units and Walk in units. The Contractor will provide preventative maintenance and operations service checks on an annual and quarterly basis, along with trouble shooting and repair parts and labor coverage for the multiple HVAC units and Walk in units listed in Appendix A for the covered period.

The systems are located at the Center for Coastal Environmental Health and Biomolecular Research Laboratory (CCEHBR) and are in daily usage by the scientists and residents of the Laboratory. The selected Contractor will be required to respond within four (4) hours of an emergency call from the client. The company that is retained needs the ability to respond to emergency calls during the Governments normal work day of eight hours.

Objective

The objective is to obtain the services of an Energy Management Contractor to provide technical services related to providing preventative maintenance, corrective maintenance, emergency service located at CCEHBR, 219 Fort Johnson Rd, Charleston SC 29412.

The service required from the Contractor would provide CCEHBR with continuous service and routine maintenance of multiple HVAC units and Walk in refrigeration units that operates with minimal failure while supporting the critical HVAC and Refrigeration operations requirements of the laboratories and the associated research. The CCEHBR Laboratory supports diverse laboratories and in various scientific fields, and the affiliated scientists need their research and experiments fully protected. A failure of these HVAC units and Walk-ins would put a work stoppage on critical science conducted in the laboratories.

Scope of Work: Service and Repair

The contractor will provide CCEHBR Laboratory with the expert maintenance and repair Services for the multiple units and Walk-ins listed in Appendix A, and the associated equipment.

There are approximately 37 split, and one package unit along with one window unit HVAC system located in the building called the beetle barn in back of the CCEHBR Laboratory. There are approximately a total of twenty five (25) stand-alone refrigerators, eight (8) walk-in freezer/coolers, four (4) walk-in Environmental rooms in which one these is a water cooled unit.

Environmental rooms (one of these is water cool).

The service required would be characterized by performance of consistently reliable maintenance and service procedures. Equipment shall be kept in fine tune condition by appropriate repairs, maintenance, calibration and adjustments for peak effectiveness and efficiency, responsiveness on the part of the contractor when any repair or adjustment is needed. In the scope of this work, the contractor must provide a minimum of one year parts and labor warranty for all repairs covered under this agreement at no additional cost to CCEHBR. The contractor must provide a yearly system performance report to the facility maintenance lead engineer at CCEHBR. The contractor must be able to provide qualified, HVAC and Refrigeration system technicians;

factory training shall include small medium and large HVAC units that go from one ton to 10 ton units along with large walking Refrigeration units and Freezer units the reach a -40 degree capacity. The contractor shall be responsible for all emergency unscheduled service calls and must be prepared to begin work to make repairs within four (4) hours of being contacted. The contractor personnel must call back to the CCEHBR representatives within one hour of being notified of an emergency condition and state the technician’s name and estimated time of arrival at site to begin work. The technician must be required to check in and out with the receptionist at the front desk and ask for the CCEHBR maintenance supervisor to have their service ticket signed. A copy of the service ticket with the complete description of work performed must be left with the maintenance supervisor after each visit. If further labor and/or material are required to complete the repair once the condition is under control, the call will be completed as required for a routine call. Each technician will be trained in the following:

1. Lockout – tag out

2. Electrical safety – high voltage

3. Hazardous communications

4. Personal protective equipment

5. Fall protection

6. Passed a respiratory examination and has respiratory equipment available.

Quarterly Maintenance Inspections (December, March, June September)

The contractor shall provide CCEHBR with expert maintenance services. The contractor shall provide labor and material to perform quarterly maintenance inspections utilizing the manufacture’s O/M manual, which include four (4) comprehensive inspections and four (4) operational inspections on the multiple HVAC units and Walk-in Refrigeration units listed in Appendix A. The contractor must furnish all minor and major repair labor for the system including the equipment listed below. The service contractor shall furnish all labor, material, lubricants, filters, piping, electrical devices, travel expense, tools, test equipment, machinery and equipment necessary to complete performance of all aspects of work described in this Statement of Work.

Minimum Required Preventive Maintenance System Checks The annual service for the maintenance of the HVAC units and Walk in Refrigeration units the work should be performed quarterly, using the manufacture’s O/M manual, performed all required quarterly preventative maintenance.

At the minimum the following work that should be performed:

Inspect and clean all condenser and evaporator coils.

Inspect/test proper Walk-in Refrigeration door operation. Adjust assembly if needed.

Oil Condenser and evaporator fans.

Inspect and replace Walk-in Refrigeration door gaskets if needed.

Provide all door gaskets for replacement.

Flush all drains.

Complete operation check of all unit components.

Remove and clean walk-in refrigeration deck strainers.

Check all refrigerant levels. (HVAC/coolers/walk in Freezers).

Check all compressors and motor amperages.

Inspect all pipes, fittings, valves and connections for leaks and corrosion.

Test all defrost timers and heaters.

Inspect all controls and safety switches.

Inspect all wiring and measure voltage drops across contacts.

Provide written reports on all service performed.

Quarterly (December, March, June, September,): Clean replace filters for all units.

Fall (September, October, and November) Check all heat pumps for proper heating and defrost, check refrigerant levels. All condenser coils along the back road in the rear of CCEHBR building will be cleaned.

Spring (April, May, June): Complete operational cooling checks of all HVAC systems.

Verify refrigerant charge using a combination of pressure and temperature readings, super heat, super cooling and using electronic liquid line indicator. All condenser coils along the back road in the rear of the CCEHBR Laboratory Building will be cleaned.

Annual Inspection will include:

1. Clean all condenser and evaporator coils.

2. Oil Condenser and evaporator fans.

3. Flush all drains.

4. Complete operation check of all unit components.

5. Check all refrigerant levels. (HVAC/Coolers/Walk-in Freezers)

6. Check all compressors and motor amperages.

7. Test all defrosts timers and heaters.

8. Inspect all controls and safety switches.

9. Inspect all wiring and measure voltage drops across contacts.

Vendor will supply all bits pieces and parts (filters, condensing fan motors, evaporators fan motors, relays, contactors, (this is to include, capacitors, low voltage transformers, float switches and t-stats). Vendor will supply Freon (R-22, R-410, R-134) when needed to top off equipment levels. All work and materials supplied will meet or exceed industry standards and equipment manufacturer’s specifications.

ITEM DESCRIPTION QUANTITY DUE DATE DELIVER TO

Semi Annual

1. Check all heat pumps for 1 12/1/2016 6/1/2017 Cleve Robinson, Sr proper heating and defrost 12/1/2017 6/1/2018 331 Fort Johnson Rd check refrigerant levels. 12/1/2018 6/1/2019 Charleston, SC 29412

Clean Condenser coils along 12/1/2019 6/1/2020 843‐762‐8808 the back road. 12/1/2020 6/1/2021

Annual

2. Clean or replace filter for 4 12/1/2016 Cleve Robinson, Sr.

all units. 12/1/2017 331 Fort Johnson Rd

12/1/2018 Charleston, SC 29412

12/1/2019 843‐762‐8808

12/1/2020

Annual

3. Written summary report 1 12/1/2016 Cleve Robinson, Sr.

of all inspections. 12/1/2017 331 Fort Johnson Rd

12/1/2018 Charleston, SC 29412

12/1/2019 843‐762‐8808

12/1/2020

4. Complete operational 1 Semi Annual Cleve Robinson, Sr.

cooling checks of all 12/1/2016 6/1/2017 331 Fort Johnson Rd

HVAC systems. Verify 12/1/2017 6/1/2018 Charleston, SC 29412 refrigerant charge using 12/1/2018 6/1/2019 843‐762‐8808 a combination of pressure 12/1/2019 6/1/2020 and temperature 12/1/2020 6/1/2021 readings, superheat, super cooling and using electronic liquid line indicator. Clean condenser coils along the

Back road of CCEHBR laboratory

Annual

5. Written summary report 1 6/1/2017 Cleve Robinson, Sr.

of spring inspection 1 6/1/2018 331 Fort Johnson Rd

1 6/1/2019 Charleston, SC 29412

1 6/1/2020 843‐762‐8808

1 6/1/2021

6. ANNUAL INSPECTION: 1 Cleve Robinson, Sr.

Clean all condenser and 331 Fort Johnson Rd evaporator coils.

Charleston, SC 29412

Oil condenser and evaporator fans. 843‐762‐8808

Flush all drains.

Complete operation check of al unit components.

Check all refrigerant levels

(HVAC/coolers/Walk in Freezers)

Check all compressors and motor amperages.

Test all defrost timers and heaters.

Inspect all controls and safety switches.

Inspect all wiring and measure voltage drops across contacts

7. Written Summary reports as 1 10 days after trouble/ Cleve Robinson, Sr.

required and any trouble/service calls service call 331 Fort Johnson Rd Charleston, SC 29412

843‐762‐8808

Reports

All written reports of completed work will be submitted to Contracting Officers Representative

(COR).

Reports will include refrigerants used and/or recovered, will include the amounts/quantity.

Reports will inform COR of any conditions not considered normal for equipment. The Contractor shall be responsible to log the maintenance readings and information in a timely manner so that maintenance trends and frequencies can be established. The maintenance log shall be a summary of all inspections completed at the site on a per visit basis, records of all periodic inspections and preventive maintenance procedures executed and all completed maintenance to include uncorrected deficiencies.

Training

At the commencement of the first year of the contract the, contractor must provide factory-authorized, training classes on the Primus and Hot Pak systems to CCEHBR maintenance staff for up to Three (3) people at no additional cost.

Personnel

The contractor shall provide proof that all on-site employees are U.S. citizens or legal aliens. The contractor shall not employ personnel with felony convictions, or with a record of narcotics use, for work at the CCEHBR. The contractor is responsible for completing a security investigation on all employees working at the CCEHBR in connection with this contract.

IT Security Requirements

The Assessment and Authorization (A&A) requirements of Clause 48 CFR 1352.239-72 do not apply, and a Security Accreditation Package is not required. The contractor will not be given access to any system components.

Other Considerations Work must be completed by observing all federal, state, and local laws and regulations. In order to comply with the Debt Collection Improvement Act of 1966, all contractors must be registered in the Federal Government www.sam.gov. Vendor needs to include their DUN and Bradstreet number with their bid proposal.

Work Schedules/Shifts

Excluding emergency services that may be required, the Contractor shall accomplish all work for the CCEHBR during the hours of 0630 and 1530 Monday through Friday, excluding Federal Holidays. This allows the flexibility for the contractor to schedule 8 hours of work during a time when CCEHBR staff will be at the facility.

Guarantee of Work

Contractor shall guarantee all work and agree to remedy, at its own expense, any defects caused by poor workmanship or materials.

Conformance with Environmental Management Systems

The Contractor shall perform work under this contract consistent with the relevant policy and objectives identified in the agency, organizational, or facility environmental management system (EMS) applicable for your contract. The Contractor shall perform work in a manner that conforms to all appropriate Environmental Management Programs and Operational Controls identified by the agency, organizational, or facility EMS, and provide monitoring and measurement information as necessary for the organization to address environmental performance relative to the environmental, energy, and transportation management goals.

In the event an environmental nonconformance or noncompliance associated with the contracted services is identified, the contractor shall take corrective and/or preventative actions. In the case of a noncompliance, the Contractor shall respond and take corrective action immediately. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the EMS Site Coordinator. In addition, the Contractor shall ensure that their employees are aware of the roles and responsibilities identified by the environmental management system and how these requirements affect their work performed under this contract.

1. Register at front desk and receive a temporary pass for one day (if needed a door pass card will be provided)

2. The front desk personnel will have you read a brief statement concerning the EMS, the Facility Engineer or designated maintenance staff member will convey to the contractor any other items that need to be done to protect CCEHBR and the environment concerns we have.