SOW_HVAC_Water_Testing_21_Mar19.docx

Statement of Work For Closed Water Loop Treatment Scott AFB, IL 21 March 2019

1. DESCRIPTION OF SERVICES

1.1 The Contractor shall provide all labor, tools and equipment necessary to perform closed loop capacity verification and water/chemical testing for the Heating, Ventilation and Air Conditioning (HVAC) systems on 125 closed loop systems in various facilities, and coupon rack testing for 14 racks in nine facilities on Scott AFB, IL. There are 68 hot water closed loop and 57 cold water closed loop systems.

1.2 Without limiting the generality of the foregoing, the Contractor shall be required to conduct chemical testing and provide reports to verify chemical mixture percentages within the closed loop systems meet the parameters identified in paragraph 3.4. Initial testing and treatments shall be completed within the first 60 days from the Notice-to-proceed and quarterly thereafter. Systems shall be tested four times per year.

1.3 Without limiting the generality of the foregoing, the Contractor shall be required to conduct pipe coupon testing and provide reports to evaluate the corrosiveness condition of the system piping on the systems identified in paragraph 5.1. Initial coupons shall be placed within 10 days from the Notice-to-proceed and tested quarterly thereafter. Systems shall be tested four times per year.

1.4 Contractor shall calculate the capacity for the 125 closed loop systems identified in attachment A. This task shall only be performed once, and prior to adding any chemicals to the system.

1.5 The contractor shall brief 375th Civil Engineer Squadron (CES) HVAC or COR personnel at the end of each day of services, and provide a written report within ten business days after completing services.

1.6 The contractor shall abide by Scott AFB, local, county, state and federal laws under this contract. The Contractor shall use innovative industry/commercial standards/procedures and equipment to minimize the expenditure or time and funds while ensuring the highest of quality work.

2. CLOSED LOOP CAPACITIES:

2.1 The contractor shall calculate and report the capacity of each of the 125 closed loop systems identified in Attachment A. Each loop shall have the capacity calculated just one time.

2.2 The contractor shall develop and submit a schedule to complete capacity calculations and method of how capacities will be calculated within 10 days after receipt of the NTP. This shall be a one-time task.

2.3 Unless otherwise agreed upon by the government, the contractor shall provide a report identifying the capacity of all loops within 10 business days after completing system calculations identified in attachment A.

2.4 Calculating a system’s capacity must be completed prior to adding any chemicals to a system. Therefore, if a system requires chemicals added prior to the scheduled date of the capacity calculations, the contractor shall perform an out of schedule calculation first.

3. LOOP TESTING:

3.1 The Contractor shall provide all labor, tools and equipment necessary to perform water/chemical testing and treatment for the facilities identified in attachment B. Initial testing and treatments shall be completed within the first 60 days from the Notice-to-proceed and quarterly thereafter. Systems shall be tested four times per year.

NOTE: All Testing and Reports Must BE Completed and Submitted Prior to Contract Expiration Date.

3.2 Unless otherwise agreed upon by the government, the contractor shall develop and submit a schedule to complete water/chemical testing and method of how water/chemical testing will be performed within 10 days after receipt of the NTP.

3.3 The contractor shall test all 125 closed loop systems on a quarterly basis for the following; inhibitor, pH, conductivity, propylene glycol, nitrite levels and microbiological growth.

3.4 All 125 closed loop systems shall be maintained to meet the following parameters:

PH: Maintain a level between 8 to 10.3 Nitrite (steel protection): maintain a level 600-1000 PPM (1200 PPM if system is off) Propylene glycol: maintain a level between 25% to 30%.

Microbiological Activity: -0- check for the presence of any microbiological activity

3.5 When testing the systems, should the contractor find systems that do not meet the chemical parameters identified in paragraph 3.4, the contractor shall calculate the appropriate amount of chemicals required to bring the system to within the parameters. Prior to adding chemicals, the contractor shall notify 375th Civil Engineer Squadron (CES) HVAC or COR personnel for approval to add chemicals. Upon completion of adding chemicals, the contractor shall retest the system to verify parameter compliance.

NOTE: The government representative shall verify funds are available BEFORE granting approval to add chemicals.

4. Chemicals:

4.1 The contractor shall minimize the amount of chemicals stored on base to an as needed basis. Chemicals shall be delivered as needed to meet the parameters specified in paragraph 3.4.

4.2 The contractor shall not store empty containers on base, unless otherwise agreed upon by the government, and shall properly dispose of containers at an off base facility at no cost to the government.

4.3 The contractor shall monitor chemical inventory levels in feeder systems, if applicable, for each system and resupply as needed. If applicable, at no time shall chemical feeder levels run empty unless otherwise agreed upon by the government.

4.5 Unless otherwise agreed upon by the government, systems identified by the contractor that do not meet the system parameters, the contractor shall add the calculated amount of chemicals within 3 business days after obtaining government approval.

NOTE: R-4700 has been used in past years to raise the nitrite levels in the closed loops systems.

4.6 The contractor shall monitor each system closely after applying chemical treatments to ensure strainers are not plugged.

NOTE: If cleanliness of the strainers are in question, the contractor shall notify the appropriate government representative for inspection and corrective actions. The contractor shall NOT be responsible to clean strainers.

4.7 When chemical(s) water is drained from the systems, the Contractor shall be responsible for proper containment and disposal of these chemicals at an off base facility unless agreed upon by the government. The government will not be charged for any disposal that is authorized on base.

4.8 It shall be the contractor’s responsibility to provide chemical feed installations. If required, the contractor shall provide a portable pot feeder or pump when permanent pot feeders are not installed on the existing equipment. All systems shall be cleaned and flushed prior to adding inhibitor to any system. Systems must be flushed clear prior to any addition of chemicals. The Contractor is responsible for type and concentration of chemicals.

5. Coupon testing:

5.1 The Contractor shall provide all labor, tools and equipment necessary to perform coupon rack testing in the following facilities:

Table 5.1

Color Code Condition

5.2 Corrosion coupons arc strips of metal that are pre-weighed, attached to non-metallic holders to avoid galvanic effects, and are installed in specially designed coupon racks in the system. After exposure, the coupons are cleaned and weighed. Corrosion rates are calculated from the weight loss (in mpy / mils per year).

5.3 The contractor shall develop and submit a schedule to complete capacity verifications and method of how capacities will be calculated within 10 days after receipt of the NTP

5.4 All work shall be accomplished in accordance with base, state and federal safety and pollution laws and regulations.

5.5 The contractor shall inspect the coupon rack system for leaks prior to starting any work. The contractor shall notify the 375th Civil Engineer Squadron (CES) HVAC or COR personnel if leaks are identified prior to the start of any work.

5.6 Upon completion of work, the contractor shall be responsible to repair any leaks that may occur in the immediate work area of where the coupon testing was taking place to the satisfaction of the government.

6. Service Schedules and Reports:

6.1 The Contractor shall provide the 375th Civil Engineer Squadron (CES) HVAC or COR personnel, within 10 calendar days of the NTP a proposed schedule of dates/days they will perform system capacities, water/chemical testing and coupon rack testing services. The schedule shall be updated and provided to the 375th Civil Engineer Squadron (CES) HVAC or COR personnel quarterly, as needed or as requested by the government.

6.2 The Contractor shall notify the 375th Civil Engineer Squadron (CES) HVAC or COR personnel before arrival onto the base. The Contractor shall adhere to the schedule to the best of their ability. If changes to the schedule are required, the Contractor shall provide, in writing, to the 375th Civil Engineer Squadron (CES) HVAC or COR personnel the new date and time at least three (3) days prior to the originally scheduled date unless otherwise agreed upon by the government.

6.3 The contractor shall brief the 375th Civil Engineer Squadron (CES) HVAC or COR personnel of the system status and daily activities each day prior to leaving the base.

6.4 Written reports shall be provided to the 375th Civil Engineer Squadron (CES) HVAC or COR personnel within five working days after the first of each month. Reports shall be submitted in PDF and Microsoft Word and/or Excel.

6.4.1 System Capacity reports are not limited to but must have at least the base name, building number, system type, capacity in gallons, method used to calculate the capacity and the date of service. Reports shall be submitted in PDF and Microsoft Word and/or Excel.

6.4.2 Water/chemical reports are not limited to but must have at least the base name, building number, system type, required parameters and actual findings and the date of service. Reports shall be submitted in PDF and Microsoft Word and/or Excel.

6.4.3 Coupon Rack Testing reports are not limited to but must have at least the base name, building number, date of service, condition chart, analyzed results and condition description (Good, poor, etc…). Reports shall be submitted in PDF and Microsoft Word and/or Excel.

Description

5.2 Contractor personnel performing testing shall be a member of the Association of Water Technologies (AWT) and have an ISO 9001:2015 certification.

5.3 Initial coupons shall be placed within 10 days from the Notice-to-proceed and quarterly thereafter. Systems shall be tested four times per year.

5.4 Unless otherwise agreed upon by the government, coupon condition reports shall be submitted within 10 business days after being analyzed. Reports shall include at a minimum: building #, date, type of system, analyzed results (results are calculated from the weight loss in mils per year), and Color Code Condition. See table 5.1 above.

6. GENERAL INFORMATION

6.1. Upon the first visit, the contractor shall provide instructions to the 375th Civil Engineer Squadron (CES) HVAC or COR personnel regarding procedures for capacity calculations, water testing/treatments, coupon rack testing procedures and the interpretation of test results and methods for corrective actions.

6.2 If the Contractor is flushing and draining systems, they need to measure the amount of water they are discharging and meter the water they are adding to ensure the proper amount is placed back into the loop system. Man hours spent by CES due to under-filling the loop systems shall result in a negative report against the Contractor. Under-filling the loop systems results in air in the system, the system becomes air-locked or the pump run dry.

6.3 Customer Service/Complaints. The Contractor shall have a process to log or maintain a physical record of valid complaint(s), the action taken to satisfy the complaint(s) and have available to the Government any open or closed complaint(s) throughout the life of this contract. Contractor shall respond to the (CES) HVAC or COR personnel by phone or in person within 2 hours of valid complaint(s).

NOTE: When is question, the government shall determine what constitutes valid and non-valid complaints.

6.4 Some of the systems have pot feeders which may be used to add chemicals. The contractor shall be responsible for alternate way of feeding the chemical into the systems without pot feeders.

6.5 The contractor shall be responsible to keep the work area clean and free of all debris.

7. QUALITY INFORMATION:

7.1. Quality Control. The Contractor shall develop and maintain a quality control program to ensure services are performed in accordance with applicable standards and industry standards.

7.2. Quality Assurance. The government representative shall evaluate the contractor's performance by periodic site inspections, receipt of valid complaints from base personnel and compliance with the SOW. The Contractor's performance may be based on test reports and possible independent lab tests from a third party. The government shall inspect and evaluate the contractor's performance to ensure services are received in accordance with requirements set forth in this contract. The CO or COR shall inspect by validating actual work performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this SOW. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the Contracting Officer a DD Form 2772, Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR in accordance with instructions provided and return it to the Contracting Officer within 10 calendar days of receipt.

8. GOVERNMENT FURNISHED UTILITIES

8.1. The Contractor may have use of government electrical and water supplies that, in nearly all cases, are available at each site. If the Contractor needs additional utilities, special connectors, etc., the Contractor will need to provide these at their own expense.

9. GOVERNMENT FURNISHED EQUIPMENT

9.1. There are no government furnished equipment provided for this SOW. The Contractor is responsible for all tools, training, supplies, materials, labor, vehicles, etc.

10. ENVIRONMENTAL AND SAFETY CONTROLS

10.1. Environment Management System (EMS) Policy. Scott Air Force Base (AFB) is committed to excellence in all aspects of environmental stewardship activities using the Air Force Environmental Management System (EMS). This commitment and use of EMS applies to all activities, products and services associated with Scott AFB partner units and contractors.

10.2 Contractors personnel shall work under this contract in a manner that is consistent with Scott AFB EMS and conforms to all applicable environmental laws, regulations and policies. Upon awarding of the contract, the Contractor shall review the Scott AFB, EMS Environmental Policy Letter.

10.3 Hazardous Waste Management.

10.3.1 The contractor is responsible for the analysis, characterization, proper handling and disposal of hazardous waste generated by their operation. Management shall be in accordance with Title 22 of the Illinois Code of Regulations and the Scott AFB Hazardous Waste Management Plan. If hazardous wastes are generated, the contractor shall not store wastes on Scott AFB, and properly dispose of any wastes at an approved off-base location. The contractor shall anticipate 375 CES/CEI audits to ensure their hazardous waste program is compliant with requirements.

10.3.2 Under no circumstances shall the contractor remove any hazardous waste from Scott Air Force Base without ensuring complete and full compliance with all applicable existing environmental laws and regulations. A.II shipments must be prepared in accordance with Department of Transportation Regulations (40 CFR 172).

10.3.3 Prior to removing, transporting or disposing of any hazardous waste from the base, the contractor shall forward hazardous waste manifests, land disposal restrictions, waste profiles, laboratory analyses, and material safety data sheets to 375th CES/CEI to obtain a review and/or signature as required. Hazardous waste treatment is .not permitted on Scott .AFB unless approved and monitored by 375th CES/CEI.

10.4 Notification of Environmental Spills.

10.4.1 If the contractor spills or releases any hazardous substance that contacts or has the potential to contact water, soil or any drain (sanitary or storm) the contractor shall call 911 (256-4911 utilizing telephone on base) then the CO immediately. The contractor shall be liable for reimbursement of containment and environmental clean-up of the spill or release of such substance.

10.4.2 Spill Response. The contractor shall be responsible for the clean-up and disposal of all spilled materials. This includes all materials used to contain and absorb the spill. Spilled material must be cleaned-up promptly and reported to the CO. If any amount of spilled material contacts or has the potential to contact water, soil or any drain (sanitary or storm), the contractor shall call 911 (256-4911 if utilizing telephone on base) immediately. Spills of HAZMA.T or hazardous waste shall be managed in accordance with the current 375 CES Wing Integrated Contingency Plan for Oil and Hazardous Substances Spill Prevention and Response for Scott .AFB. Disposal of wastes generated from spill clean-up shall be the contractor's responsibility. The contractor shall be liable for reimbursement of containment and environmental clean-up of the spills.

10.4.3 Training. The contractor is responsible to train their employees regarding Environmental and Hazardous Materials Handling. The contractor is also required to have and maintain Material Safety Data Sheets (MSDS) for all materials used by the contractor in accordance with but not and/or regulations limited to federal and state laws.

10.5 Fire Safety. The contractor shall obtain a burning permit from the Scott AFB Fire Department building 460, (256-5130) prior to welding, burning or cutting operations each day they anticipate performing this type of work. A.II welding and burning operations necessary for the completion of the OWS shall be accomplished in strict compliance with fire safety and applicable standards. The contractor shall provide and maintain fire extinguishers in accordance with NFPA standards during all welding and burning operations.

10.6 Performance of Service during a Crisis (Declared by the Secretary of Defense or Overseas Combatant Commander).

All services to be performed under this contract have been determined to be nonessential for performance during a crisis according to Department of Defense Instruction (DODI) 3020.37 and Air Force implementation thereof, unless otherwise directed by the CO.

11. SECURITY REQUIREMENTS:

11.1. Contractor Responsibilities. The contractor will be responsible for the conduct of all employees working their control for this contract. This includes any subcontractors they have to fulfill contract requirements.

11.2 Contractor Consent to Background Checks: The contractor and, as applicable, subcontractor shall not employ persons for work on this contract if such employee is identified as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population, nor shall the contractor or subcontractor employ persons under this contract who have an outstanding criminal warrant as identified by Law Enforcement Agency Data System (LEADS) through the National Crime Information Center. LEADS checks will verify if a person is wanted by local, state, and federal agencies. All contractor and subcontractor personnel must consent to LEADS background checks. Contractor and subcontractor personnel who do not consent to an LEADS check will be denied access to the installation. Information required to conduct an LEADS check includes: full name, driver’s license number, and/or social security number, date of birth of the person entering the installation, and completion of a background check questionnaire. The contractor shall provide this information using the Scott AFB Form 21, Contractors Consent for Background Check, and shall submit it in conjunction with the contractor’s request for either base or vehicle passes. Completion of a successful LEADS check does not invalidate the requirement for an escort when contractor or subcontractor personnel are working within controlled or restricted areas. All identifying credentials will be compliant with the REAL ID Act.

11.3 Contractors shall ensure their employees and those of their subcontracts have the proper credentials allowing them to work in the United States. Persons later found to be undocumented or illegal aliens will be remanded to the proper authorities. The contractor shall not be entitled to any compensation for delays or expenses associated with complying with the provisions of this clause. Furthermore, nothing in this clause shall excuse the contractor from proceeding with the contract as required.

11.4 Badges: The contractor is required to provide identification badges for their employees. All contractor personnel shall wear these badges while on duty on the government site. Badges are required to identify the individual, company name, and be clearly and distinctly marked as contractor. Size, color, style, etc. are to be mutually agreed to by contractor and government. The contractor’s identification badge will not be used as an entry requirement for installation entry or into any government designated controlled or restricted area.

NOTE: All DBIDS cards/passes will be turned in to the Dixon Visitor Control Center upon expiration of pass and/or completion of contract.

11.5 Contractor Registration of Vehicles on Scott AFB: All contractor or contractor employees’ vehicles used for the performance of this contract shall comply with all local, state and federal regulations. Additionally any pass shall be surrendered to Security Forces upon demand to positively identify a person’s need to be on Scott AFB.

11.6 Access to Installation during Force Protection Conditions (FPCONs):

Contractors will be assigned a mission essential designation IAW requirements contained in SAFBI 31-101/Installation Security Instruction. Only the installation commander or the unit commander requesting contract support will assign the mission essential designation.

11.7 Property Protection: Property protection for facility where the contractors’ primary work center is located will be the responsibility of the local facility manager and local Government Security Manager, or their duly authorized representative IAW AFI 31-101, Integrated Defense and command/local directives. The contractor shall safeguard all government-owned equipment and materials in his/her possession or use.

11.8 Safeguarding Classified or Unclassified Information: The contractor shall meet Air Force standards for storing, processing, and handling classified information and systems. Additionally, all resources (e.g. maps, publication/instructions, photos) provided by the government to assist the contractor in the performance of their contract will be surrendered upon termination of employment or the end of the contract performance period.

11.9 Contractors Working in Controlled or Restricted Areas. The unit requesting contract support will provide escort (s) for contractors’ at all times when within a controlled area. Contractors shall not escort other contractor employees within controlled or restricted areas. In addition, contractors shall fulfill, maintain, and comply with all security requirements IAW AFI 31-101, Integrated Defense, and command/local directives.

11.10 Contractors Working in Controlled or Restricted Areas

The unit requesting contract support will provide escort (s) for contractors’ at all times when within a controlled area. Contractors shall not escort other contractor employees within controlled or restricted areas. In addition, contractors shall fulfill, maintain, and comply with all security requirements IAW AFI 31-101, Integrated Defense, and command/local directives.

11.11 Access to Government Facilities with Controlled or Restricted Areas The contractor shall comply with security regulations imposed by the installation commander and/or the agency responsible for the project location. Due to specific mission requirements inherent in the nature of controlled or restricted areas on Scott AFB, the government may direct the contractor to leave the controlled or restricted areas at any given time.

11.12 Contractors Responsibilities while Working within Controlled or Restricted Areas Only contractor personnel with proper authority and qualifications shall enter a controlled or restricted area. Certain facilities require the issuance of an AF Form 1199CD. The government, at any time, may revoke the AF Form 1199CD. The procedures for the issuance of an AF Form 1199CD are contained in SABFI 31-1 Integrated Defense/Antiterrorism Plan. Contractors shall not escort other contractor employees within controlled or restricted areas. Upon completion of the contract, all 1199CDs will be turned into the sponsor and in turn delivered to 375th SFS/S5B, Line Badges. In addition, contractors shall fulfill, maintain, and comply with all security requirements contained in SABFI 31-1 Integrated Defense / Antiterrorism Plan.

11.13 Access to Government Facilities with Controlled or Restricted Areas for Replacement Contractors The unit requesting contract support will continuously escort replacement contractors, not initially possessing the proper clearances and requiring entry to controlled or restricted areas. Replacement contractors shall submit paperwork within 30 days of being assigned to obtain an approved security clearance or favorable review. Replacement contractor personnel shall obtain a security clearance prior to working with, or having direct access to, classified material. In addition, replacement contractor personnel shall obtain a “Favorable review” prior to having access to a Controlled Area. The above information shall be submitted to 375 AMW/IP

12. NON-PERSONAL SERVICES AND/OR INHERENTLY GOVERNMENTAL SERVICES:

12.1 The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. 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 feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the PCO immediately. These services shall not be used to perform work of a policy/decision making or management nature, (e.g., inherently governmental functions). All decisions relative to programs supported by the contractor shall be the sole responsibility of the Government.

13. ADMINISTRATION

13.1 The total amount of this order shall be a “not-to-exceed” amount and the services shall not exceed the dollar limitations specified on the contract without prior approval from the Government Contracting Officer. Services provided in excess of the “not-to-exceed” amount without prior approval from the Contracting Officer are done at the contractor’s risk and subject to non-payment. 14.2 The government reserves the right to add additional funds to each CLIN if the situation or conditions warrant such a need.

13.3 The Government reserves the right to purchase urgently required services from another source should the contractor be unable to provide the services to meet the accelerated delivery requirement.

13.5 The contractor is not required to provide service on weekends or federal holidays, except in emergency situations. Federal holidays are as follows:

New Year's Day - 1 January Martin Luther King Day - 3rd Monday in January President’s Day - 3rd Monday in February Memorial Day - Last Monday in May Independence Day - 4 July Labor Day -1st Monday in September Columbus Day - 2nd Monday in October Veteran's Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

Attachment A, Loop Capacity: Each building loop, hot and cold, identified as “Required” shall have the capacity of that loop calculated.

Attachment B, Loop Sampling/Testing: Each building loop, hot and cold, identified as “Required” shall be tested on a quarterly basis, four times over the contract period.

Required

N/A

Required

Required

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