Statement_of_Work__Trane_Chiller_3820_VFD.pdf

STATEMENT OF WORK (SOW)

CHILLER 3820 TROUBLESHOOTING & VFD SERVICES

JOINT BASE SAN ANTONIO (JBSA) FORT SAM HOUSTON BLDG. 3820

1. Project Overview & Objective The objective of this project is to perform comprehensive diagnostic troubleshooting and repairs on the Trane Chiller system located at Building 3820, 2850 Garden Ave, JBSA Fort Sam Houston. The primary focus of this service call is to isolate, diagnose, and resolve operational issues associated with the system's Variable Frequency Drive (VFD).

Work will be performed by a Contractor acting as/or in coordination with qualified Trane service technicians, ensuring that the system is restored to 100% operational capability in accordance with manufacturer standards.

2. Project Deliverables & Key Milestones The project is structured around key performance milestones and deliverables to ensure timely execution, proper reporting, and structured decision-making— particularly regarding the replacement of parts. The timeline is based on a 3-day service window utilizing up to 17 hours of diagnostic labor.

Milestone Key Deliverable Description Required Timing

M1: On-Site Mobilization & Access

Arrive on-site at Building 3820, complete security check-in, and review safety and access protocols with JBSA POCs (Leo Garcia/ Victor Reyna).

Day 1: Hours 0 – 2

M2: Technical Diagnostics

Execute up to 17 hours of targeted electrical, control, and mechanical diagnostics on the Trane Chiller VFD.

Days 1 – 2 (Diagnostic Phase)

DRAFT

M3: Diagnostic Report & Escalation Gate

Submit a detailed verbal and written summary of diagnostic findings to the CE 502d Project Manager. If components other than the VFD are failed, work pauses on those items to await authorization.

Day 2:

Immediately upon completion of diagnostics

M4: Core Defect Resolution

Proceed with immediate replacement of the VFD (if diagnosed as defective).

Days 2 – 3 (Conditional on diagnosis and parts)

M5: Operational Testing & Verification

Power up the system, test Chiller performance under load, and verify 100% operational capability in the presence of JBSA representatives.

Day 3: Prior to site departure

M6: Project Closeout & Acceptance

Deliver final service ticket, diagnostic report sheetShop Planner for certification.

Within 5 business days of service completion

3. Detailed Scope of Work The Contractor shall provide all necessary technician labor, tools, diagnostic equipment, and travel to complete the following tasks:

Phase I: Site Arrival & Diagnostic Setup

1. Site Check-In: Arrive on-site at Building 3820 and check in with the designated

JBSA customer contacts (Leo Garcia/ Victor Reyna) prior to initiating any work.

2. Safety Protocols: Adhere to all standard military base safety, environmental, and security requirements while on-site.

Phase II: VFD Troubleshooting & Diagnostics

3. Targeted VFD Diagnostics: Conduct rigorous electrical and mechanical troubleshooting on the Trane Chiller's Variable Frequency Drive (VFD).

4. System Evaluation: Diagnose operational parameters, fault histories, and component performance to isolate the root cause of the chiller malfunction. The diagnostic period is capped at up to 17 hours of dedicated technician labor.

Phase III: Conditional VFD Replacement & Repair Workflow To ensure minimal operational downtime, the repair workflow shall proceed under the following conditional logic:

• Authorization for VFD Replacement: If diagnostic testing concludes that the VFD is defective and requires replacement, is fully authorized to proceed immediately with the replacement of the VFD to restore chiller operations.

• Material Lead Time & Contract Modifications: If a replacement VFD or any authorized components are subject to shipping, manufacturing, or material lead times that extend beyond the approved 3-day window, the Contractor MUST immediately communicate this lead-time information to the 502d Project Manager and the Contracting Officer (CO). This vital step ensures the government can document the delay and potentially execute a modification to the contract/purchase order to reflect the additional days required.

• Escalation Protocol for Other Components: If diagnostics reveal that components other than or in addition to the VFD require replacement:

• The contractor MUST NOT proceed with any other replacements.

• The contractor MUST immediately notify the CE 502d Project Manager

(Leo Garcia/ Victor Reyna) with a detailed description of the defective parts, the diagnostic findings, and a cost/labor estimate for the additional work.

• No additional parts (outside of the VFD) shall be replaced without prior written authorization from the CE 502d Project Manager or designated Authorizing Official.

• Testing, Commissioning, and Start-Up Procedures: Upon successful installation of the replacement VFD, the Contractor must conduct a formalized start-up sequence, including:

• Pre-Power Inspections: Verification of incoming voltage, wire terminations, torque specs, phase sequence, and insulation resistance.

• Parameter Configuration: Programming and parameterization of the new VFD controller settings to align with the specific compressor ramp rates, frequency limits, and overload protections dictated by the Trane OEM specifications.

• Functional Commissioning: Staged activation of the VFD and monitoring of Chiller operations under stepping loads. Ensure communication loops (BAS integration/Modbus) and safety limits (high pressure, freeze protection, oil pressure) are fully operational and active.

4. Health, Safety, and Environment (HSE)

• The Contractor shall strictly adhere to all federal, state, and local safety regulations, as well as Joint Base San Antonio (JBSA) safety protocols. Due to the high-voltage and pressurized nature of industrial Chiller and VFD systems, the following guidelines are mandatory:

• 4.1 Electrical Safety & Lockout/Tagout (LOTO)

• Energy Control: The Contractor must implement standard Lockout/Tagout procedures in strict compliance with OSHA standard 29 CFR 1910.147 prior to commencing work on any electrical or mechanical energy source.

• Arc Flash Protection: Only qualified technicians carrying active certifications may work on live electrical enclosures. Technicians must wear appropriate Personal Protective Equipment (PPE) matching arc flash safety boundaries in accordance with NFPA 70E.

• 4.2 Environmental Protection & Spill Prevention

• EPA Refrigerant Standards: Any handling, recovery, containment, or charging of refrigerants must be performed by EPA Section 608 certified technicians.

Intentional venting of any ozone-depleting or greenhouse gas substances is strictly prohibited.

• Spill Containment: The Contractor must maintain a zero-spill environment.

Any hazardous fluids (including compressor oils, glycols, or specialized cleaning agents) must be fully captured, documented, and disposed of off-base in strict accordance with local and state environmental guidelines.

• 4.3 General On-Site Safety

• Personal Protective Equipment (PPE): Standard personal protective equipment, including safety glasses, steel-toed boots, and high-visibility clothing, must be worn at all times while in the mechanical equipment rooms.

• Emergency Reporting: Any safety incident, near-miss, injury, or chemical spill must be reported immediately to the JBSA safety officer and the CE 502d Project Manager.

5. Warranty and Support

• The services performed, parts installed, and subsequent operational support are backed by the following warranty provisions, aligned with the contractor's standard terms:

• 5.1 Service & Labor Warranty

• 1 Year Workmanship Guarantee: The Contractor warrants that all troubleshooting, diagnostics, and repair labor performed on the Trane Chiller VFD shall meet established industry standards for a period of 1 Year from the date of service completion.

• Defect Resolution: Any workmanship defects identified within this 1 Year window will be re-evaluated and corrected by the Contractor at no additional labor cost to JBSA.

• 5.2 Parts and Materials Warranty

• Manufacturer's Warranty Pass-Through: The Contractor extends all original manufacturer (OEM) warranties on replacement parts and materials installed during this project (specifically including the replacement Trane VFD, if installed).

• Procurement Sourcing: All parts provided under this service call will be brand new OEM parts to preserve existing equipment warranties and ensure long-term reliability.

• 5.3 Warranty Exclusions & Limits

• Scope Limitation: This warranty strictly covers only the specific components and systems that receive service from the Contractor (i.e., the VFD system and targeted Chiller electrical connections).

• Excluded Conditions: The warranty does not cover any Chiller components or electrical systems that have been modified, repaired, or altered by JBSA personnel or third-party contractors, or that have been subjected to operational abuse, neglect, electrical grid fluctuations, or lack of proper system maintenance.

6. Hours of Work

• Normal Duty Hours: All work under this Statement of Work shall be performed during normal duty hours, which are defined as 0700 to 1700 (7:00 AM to 5:00 PM), Monday through Friday, excluding federal holidays.

• Coordination Protocol: All on-site activities, system shutdowns, and diagnostic windows must be coordinated in advance with the 502d CES

Project Manager to ensure secure facility access and minimize operational disruptions.

• Observed Federal Holidays (2026 Calendar Year): Scheduled service will not occur on the following federal holidays unless specifically coordinated and authorized in writing by the 502d CES Project Manager:

• New Year's Day: Thursday, January 1, 2026

• Birthday of Martin Luther King, Jr.: Monday, January 19, 2026

• Washington's Birthday (Presidents' Day): Monday, February 16, 2026

• Memorial Day: Monday, May 25, 2026

• Juneteenth National Independence Day: Friday, June 19, 2026

• Independence Day: Friday, July 3, 2026 (Observed) / Saturday, July 4, 2026

• Labor Day: Monday, September 7, 2026

• Columbus Day: Monday, October 12, 2026

• Veterans Day: Wednesday, November 11, 2026

• Thanksgiving Day: Thursday, November 26, 2026

• Christmas Day: Friday, December 25, 2026