Chiller_Mtx_PWS_03Jan19_-_RIKO_Comments.doc

PERFORMANCE WORK STATEMENT

FOR

MAINTENANCE AND INSPECTION OF CHILLERS

AT

AIR FORCE RESEARCH LABORATORY

ROME RESEARCH SITE

ROME, NEW YORK 13441

Solicitation No.

FA8751-19-Q-0225

ULDF#: 19-0515

DATED: 03 JAN 2019

11.

OBJECTIVE

11.1.

DESCRIPTION OF SERVICES

22.

GOVERNMENT FURNISHED PROPERTY AND SERVICES

22.1.

No Government Property shall be furnished.

23.

GENERAL INFORMATION

23.1.

DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT OR VEGETATION

23.2.

ENVIRONMENTAL REQUIREMENTS

33.3.

PERMITS, LICENSES AND CERTIFICATIONS (RESERVED)

33.4.

HOURS OF OPERATION

33.5.

RECOGNIZED HOLIDAYS

43.6.

SITE CLOSURES

43.7.

SECURITY

63.8.

TRAFFIC LAWS

63.9.

WEAPONS, FIREARMS, AND AMMUNITION

63.10.

PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED SECURITY

63.11.

GOVERNMENT INTERFACE

63.12.

CONTRACTING OFFICER AND CONTRACTING OFFICER REPRESENTATIVE

63.13.

SAFETY

73.14.

EQUIPMENT OPERATORS

73.15.

WORKMANSHIP

73.16.

TOOLS

73.17.

TEST EQUIPMENT

73.18.

SANITARY FACILITIES

73.19.

FOR OFFICIAL USE ONLY (FOUO)

83.20.

CONTRACT MANAGER

83.21.

PERSONNEL

83.22.

KEY CONTROL

8LIST OF APPENDICES: A, B, AND C

9APPENDIX A: SCHEDULE OF EQUIPMENT/SYSTEMS TO BE MAINTAINED

APPENDIX B: ANNUAL WINTER MAINTENANCE PROCEDURES _________________________10

APPENDIX C: ANNUAL SPRING START-UP MAINTENANCE PROCEDURES_________________11

PERFORMANCE WORK STATEMENT

1. OBJECTIVE

The Contractor shall provide all personnel, labor, equipment, tools, materials (except refrigerant), instruments, meters, gauges, test equipment, transportation, supervision, and other items and services necessary to perform scheduled inspections, preventative maintenance, annual winter maintenance, seasonal chiller start-up, plus routine and emergency repair services necessary to keep all installed Chilled Water Generation equipment operational. The equipment is listed in Appendix A and is located at Buildings 2, 3, and 106 at the Air Force Research Laboratory (AFRL) Rome Research Site (RRS), Rome, NY. Services shall include an annual oil/refrigerant analysis, condenser tube cleaning (if required), written reports and operator’s training.

1.1. DESCRIPTION OF SERVICES

1.1.1. SCHEDULED PREVENTATIVE MAINTENANCE

The Contractor shall perform scheduled preventative maintenance/inspections on the Chillers identified in the Equipment List in Appendix A, once per fiscal quarter, during the first month of each quarter (March in the Base contract year, April, July, and October). The scheduled maintenance/inspection procedures shall include the following, where applicable, inclusive of the requirements in 1.1.2 and 1.1.3:

- Adjust operating and safety controls. Record settings.

- Complete operating log of temperatures, pressures, voltages and amperages. Check amperage at full load if possible.

- Change oil in purge vacuum pumps when required.

- Check operation of purge system.

- Check operation of control circuit.

- Check operation of lubrication system including oil pump and oil pressure regulator.

- Check operation of motor and starter.

- Report to operator any existing deficiencies noted.

- Provide variable speed drive service, where applicable.

- The Contractor shall also perform any other periodic service recommended by the manufacturer, not included above.

1.1.2. ANNUAL WINTER Maintenance

Once a year, during the month of January (March for the base year of the contract), provide thorough preventive maintenance services in accordance with Appendix B, Annual Winter Maintenance Procedures.

1.1.3. SEASONAL CHILLER START-UP

Once a year, during the month of April, provide additional preventive maintenance services in accordance with Appendix C, Annual Spring Start-up Maintenance Procedures.

1.1.4. ROUTINE Repair

Routine repair services shall be provided by the contractor and will usually result from the operational deficiencies identified during Scheduled Preventative Maintenance and that have been determined to not be emergency in nature. Parts and labor incurred for all routine repairs will be reimbursed to the contractor by the Government.

1.1.5. EMERGENCY REPAIR

Emergency services shall be provided by the contractor for the purpose of emergency diagnosis and repair. Parts and labor for all emergency calls will be reimbursed to the contractor by the Government, provided that advance approval from the Contracting Officer (CO) or the Contracting Officers Representative (COR) is obtained. The contractor shall provide an emergency response telephone number for contact purposes in the event of emergency service requirements. Contractor shall respond to emergency repair requirements within twelve (12) hours from the time of initial contact.

2. GOVERNMENT FURNISHED PROPERTY AND SERVICES

2.1. The Government will furnish all reasonable amounts of electricity, steam and water required to perform the work, as well as refrigerants.

3. GENERAL INFORMATION

3.1. DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT OR VEGETATION

Damages to Government buildings, equipment, or vegetation are addressed in clause 52.237-2 – Protection of Government Buildings, Equipment, and Vegetation. The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. If the Contractor's failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the Contracting Officer directs. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price.

3.2. ENVIRONMENTAL REQUIREMENTS

In addition to all applicable Federal, State and local environmental codes and regulations, the following specific guidance is provided:

3.2.1. HAZARDOUS MATERIALS

The CO shall approve all hazardous materials brought on-site by the contractor prior to use. The contractor shall obtain approval using the application requirements of the AF Form 3952. Once the process is implemented and contractor is trained, the contractor may submit the AF Form 3952 electronically. The CO has the right to prohibit the use of hazardous materials it deems to be especially hazardous to human health and environment. In the event the CO does not approve a hazardous material for use, the CO may provide the contractor a list of suitable substitutes; however, the contractor shall retain responsibility for finding an acceptable substitute. The contractor shall take appropriate actions to comply with waste minimization and pollution prevention practices and policies.

3.2.2. SPILL RESPONSE

The contractor shall maintain spill control material on hand at all times sufficient to contain a worse case spill, both volume and hazard level. Care will be taken to minimize or avoid fuel spills when refueling equipment. If a fuel spill does occur, it shall be reported immediately to the Environmental Safety and Occupational Health Office (RIOCV) at 315-330-2098. The fuel spill will be contained and cleaned up immediately upon notification. If the fuel is spilled after regular working hours security police will be called at 315-330-2961.

3.2.3. PESTICIDES (RESERVED)

3.2.4. HAZARDOUS MATERIALS INVENTORY

The contractor shall maintain an up-to-date hazardous material inventory with copies of SDS(s) for all materials used on the job site. The contractor shall maintain a complete copy of all approved SDS and AF Form 3952s.

3.2.5. HAZARDOUS MATERIALS MANAGEMENT

The contractor shall remove all hazardous materials by the end of each workday.

3.2.6. INTERIM AND FINAL REPORT

The contractor shall submit an interim inventory report, not later than ten working days following each contract year, of all hazardous materials used since the last hazardous usage report to the CO or COR. In addition, the final inventory report will list all hazardous materials used, total amount of each used, and a description of the disposition of any remaining hazardous material over the duration of the contract.

3.3. PERMITS, LICENSES AND CERTIFICATIONS

EPA Refrigerant Certifications are required.

3.4. HOURS OF OPERATION

The contractor shall perform services during normal duty hours which are 0800-1600 Monday – Friday, excluding Federal Holidays. The contractor may work weekends and holidays if approved in advance at his convenience. Work required outside of the standard work hours shall be coordinated with RIOC and RRS Security forces.

3.5. RECOGNIZED HOLIDAYS

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

New Year’s Day - 1 January

Martin Luther King Day - 3rd Monday in January

Washington’s Birthday - 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

If these holidays fall on Saturday, the preceding Friday will be the observed holiday. If these holidays fall on Sunday, the following Monday will be the observed holiday. If a holiday falls on a scheduled service day, the Contractor will be responsible for rescheduling services for the first day post the holiday observance.

3.6. SITE CLOSURES

In addition to the federal holidays identified above, the RRS Site Director may limit access due to emergency conditions. These conditions may include inclement weather conditions, power outages, and/or other unexpected emergency situations. The Director will announce through public channels, either delayed reporting or closure of RRS facilities due to emergency conditions. This announcement is made solely for safety and security purposes and to inform all personnel (Government and Contractor) of site closure/delayed reporting. The Director is not authorizing time off for contractor employees and is not authorizing payment for work not performed. Contractors shall take all appropriate actions to notify their employees of closure/delayed reporting and make alternate work/schedule arrangements, if necessary.

The above applies to emergency situations only. Facilities will remain open for contractor personnel during unscheduled federal closures (e.g., National Day of Mourning) or other instances where Government employees are granted administrative leave in non-emergency situations. Work scheduled but not accomplished because of site closure will be accomplished as soon as possible after reopening the site.

3.7. SECURITY

3.7.1. ACCESS CONTROL

The work to be done under this contract is located in and around areas that are under the scrutiny of the USAF Civilian Police assigned to RRS. To gain access to the area(s) to examine the work to be done for job estimation purposes, arrangements must be made through the Contracting Office. Contractor personnel will be escorted into the area(s) for the purpose of project estimation.

3.7.2. VISIT REQUESTS

The Visit Request can be done via RRS Visit Request Form 31 or a simple Company Letterhead letter identifying all personnel who will be employed during the work will be necessary prior to work commencement. The Visit Request Form 31 or Visit Request letter shall be signed by the Company President or Director of Human Resources. The Contractor will supply the Visit Request to the Security Office (RIOF) and Contracting Office (RIKO). The request will contain the full name of each individual, to include a middle initial, date of birth, state of driver’s license issuance and city and state of birth. If the individual is not a US citizen they will not be allowed within the complex or facilities. If the individual is not a US citizen but has a Green Card, Form I-551 or has the I-551 stamp on their passport, the Security Office will need to see either one. No foreign national workers are allowed on the Rome Research Site.

3.7.3. CONTRACTOR POINT OF CONTACT (POC)

The Contractors phone number and a Project Leader or Supervisor/Foreman contact number is necessary for use by the Law Enforcement Desk Sergeant. The 24 hour Desk Sergeant can be reached at 315-330-2961.

3.7.4. BUILDING ACCESS

All facilities are entered using a proximity entry badge. Any personnel such as Supervisor/Foreman or Project Leaders who may need building access for meetings etc., during the contract period, can acquire a Local Contractor Entry Badge from the Security Office located in the lobby of Building 3, West Wing with a valid visit request. This badge will be worn at all times and will be returned to the Contracting Officer’s Technical Representative upon completion of the final inspection and acceptance of work. Any badges lost during the period of work will be reported to the Security Office as soon as possible.

3.7.5. ROME RESEARCH SITE (rRS) COMPLEX ACCESS CONTROL

Access to the RRS Complex is controlled by a main gate on Brooks Road, located just west of the Otis Street & Brooks Road intersection. Identification for the Contractor to enter with a vehicle will be on an access list supported by the magnetic media entry badge issued.

3.7.6. NEWPORT AND STOCKBRIDGE SITES ACCESS CONTROL

Access to either site will follow the same visit request requirements and site access will be coordinated through RIO Facility Managers.

3.7.7. COMMERCIAL VEHICLES

All commercial vehicles are searched prior to entry into the RRS complex. Vehicle operators will be aware of the vehicle search pull-off area prior to approaching the main gate. A search of the vehicle will be conducted prior to its entry. All vehicles not needed for delivery of equipment or tools will be parked in the visitor parking area unless cleared through the Security Office. No vehicles (other than mowers) are allowed within 25 meters (80 ft.) of the RRS facilities. One-time deliveries can be escorted from the gate to delivery point by project personnel.

3.7.8. POSTED SIGNAGE

All contractor personnel will be aware that the RRS complex is property of the United States Air Force and they will follow all posted signage.

3.7.9. EMERGENCIES REQUIRING EVACUATION

Contractor personnel will be notified by RRS Police of any emergencies which would require an evacuation or work stoppage, such as an increase in the Force Protection Condition.

3.7.10. PHOTOGRAPHY AND VIDEOGRAPHY

Photography and videography of RRS facilities and surroundings is strictly prohibited.

3.7.11. CONTRACTOR/EMPLOYEE SITE PASS AND IDENTIFICATION

The contractor shall comply with all requirements and procedures IAW AFFAR 5352.242-9000, Contractor Access to Air Force Installations. All required documentation shall be submitted at the pre-performance conference.

3.8. TRAFFIC LAWS

The Contractor and its employees shall comply with all site traffic regulations.

3.9. 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 the AFRL/Rome Research Site.

3.10. PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED SECURITY

Services requirements under this PWS are not essential to be performed during a declared crisis.

3.11. GOVERNMENT INTERFACE

Do not unduly interfere with regularly scheduled Government operational activities in the performance of contract requirements. In the event a Government supervisor so requests, temporarily cease work in the area and report the instructions, to include name of the Government person involved, to the CO immediately by the most expedient means. Notify the CO verbally of disputes with customers or other base contractors and follow-up in writing.

3.12. CONTRACTING OFFICER AND CONTRACTING OFFICER REPRESENTATIVE

The Contracting Officer 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.

3.13. SAFETY

Comply with all safety and health requirements necessary for the protection of personnel, facilities and equipment including, but not limited to, the Occupational Safety and Health Administration (OSHA) standards, while performing this contract at the Air Force Research Laboratory (AFRL), Rome Research Site (RRS), Rome NY. It is the contractor’s sole responsibility to make certain that all safety requirements are met.

3.13.1

Maintain a written safety program for compliance with the applicable OSHA standards, and make said program available for review by the Government upon request by the Contracting Officer.

3.13.2

In the event of a mishap, or a “near miss”, during the performance of this contract at AFRL RRS, notify the Contracting Officer or the DET 4 Safety Office in an expeditious manner. Written notification shall be provided to the Contracting Officer (who will forward a copy to the DET 4 Safety Office) within 72 hours and shall include the following information (Air Force Form 978 Supervisors Mishap Report may be used):

a. Contract, Contract number, Name and Title of Person(s) Reporting

b. Date, Time and exact location of accident/incident

c. Detailed narrative of accident/incident (events leading to accident/incident, answer who, what, when, where, and how)

d. Cause of accident/incident (if known)

e. Type of injuries resulting from the accident/incident and estimated cost of accident/incident (material and labor to replace/repair)

f. Nomenclature of equipment involved in accident/incident

g. Personnel involved in accident/incident

h. Corrective Actions (taken or proposed)

i. Other pertinent information

3.13.3

AFRL RRS uses a Safety and Health Management System to implement and manage its safety programs. A SHMS is a systematic approach to managing safety and health activities by integrating occupational safety and health programs, policies, and objectives into organizational policies and procedures. Simply stated, a SHMS is a set of safety and health program components that interact in an organized way. An effective SHMS consists of five critical elements that apply safety and health management practices of employers who have been successful in protecting the safety and health of their employees. All contractors are required to familiarize themselves with the requirements of a SHMS. An example of a SHMS is OSHA’s Voluntary Protection Program (VPP). Detailed information on VPP is available at the OSHA website at http://www.osha.gov/dcsp/vpp/index.html. On-site contractors are required to attend a Local Conditions Course as part of in-processing at AFRL RRS.

3.14. EQUIPMENT OPERATORS

Equipment operators must possess current and appropriate operator license or certificate for the equipment utilized.

3.15. WORKMANSHIP

All work shall be performed by qualified, experienced contractor personnel.

3.16. TOOLS

All tools shall be furnished by the Contractor.

3.17. TEST EQUIPMENT

The Contractor shall furnish his own test equipment.

3.18. SANITARY FACILITIES

The contractor's workmen may use the existing facilities, subject to the regulations governing their use by Government personnel in the buildings in which the work is being accomplished.

3.19. FOR OFFICIAL USE ONLY (FOUO)

The Contractor shall comply with DOD 5400-7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

3.20. 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 (within 1 hour) during normal duty hours to meet on the site with the government personnel designated by the CO to discuss problem areas. The Contractor shall provide the CO with telephone number(s) where validation results and complaints can be reported. The Contractor shall also provide to the CO the names and phone 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.

3.21. 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 well-being, or operational mission of the installation and its population.

3.22. KEY CONTROL

The Contractor shall establish and implement methods of making sure all keys/combinations issued to the Contractor by the government are not lost or misplaced and are not used by unauthorized persons. The Contractor shall not duplicate any keys issued by the government. The Contractor shall immediately report to the COR or CO any occurrences of lost or duplicated keys. In the event that keys, other than master keys, are lost or duplicated, the Contractor may be required, upon written direction of the CO, to re-key or replace the affected lock or locks without cost to the government. The Government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the Contractor. In the event that a master key is lost or duplicated, the government shall replace all locks and keys for that system, and the total cost will be deducted from the monthly payment due the Contractor.

LIST OF APPENDICES: A – Schedule of Equipment/Systems to be maintained

B – ANNUAL WINTER MAINTENANCE PROCEDURES

C – ANNUAL SPRING START-UP MAINTENANCE PROCEDURES

APPENDIX A

SCHEDULE OF EQUIPMENT/SYSTEMS TO BE MAINTAINED

Manufacturers of currently installed Chilled Water Generation equipment are Trane and York.

The following equipment, as listed, shall be included in the work to be performed by this Performance Work Statement (PWS). In addition, all accessories/components pertaining to the listed equipment, but not specifically itemized, shall be included. The Contractor will assume maintenance responsibility for the equipment at the frequencies indicated on the schedule.

EQUIPMENT LIST

Building 2

· TRANE Screw chiller, 225 ton, Model number: THC1CFOHOE1L3F1LFOQUOD, Serial number: U02G05745

· TRANE Screw chiller, 225 ton, Model number: THC1CFOHOE1L3F1LFOQUOD, Serial number: U02G05746

Building 3

· TRANE Centrifugal chiller, 500 ton, Model number: CVHF485, Serial number: L03C03324

· TRANE Screw chiller, 300 ton, Model number: TRHF-SVX01C-EN, Serial number: U07G05018

· YORK Centrifugal chiller, 500 ton, Model number: YK606SQ6-EPH, Serial number: SNDM713780

Building 106

· YORK Centrifugal chiller, 300 ton, Model number: YKCPCSQ4-CMGS, Serial number: SKVM-379370

· YORK Centrifugal chiller, 300 ton, Model number: YKCPCSQ4-CMGS, Serial number: SKVM-379520 Appendix B Annual Winter Maintenance Procedures

The following winter maintenance tasks will be provided, for each chiller, during the month of January of each contract year:

1) OIL AND REFRIGERANT ANALYSIS

a. Change compressor oil, and replace oil filter and gaskets, when either indicated by analysis or the manufacturers recommended schedule.

b. Clean filter strainer

2) CONDENSER TUBE ANALYSIS AND CLEANING (cleaning if required)

3) SYSTEM PRESSURE TEST

4) PURGE SYSTEM INSPECTION AND CLEANING TO INCLUDE:

a. Purge Compressor

b. Purge Oil Separator

c. Purge Drum, and;

d. Change purge oil (if required)

5) CHECK AND CALIBRATE SAFETY CONTROLS

6) CHECK AND TIGHTEN ALL ELECTRICAL TERMINALS AND COMPONENTS

7) MEGOHM COMPRESSOR MOTOR, RECORD READINGS

8) PERFORM ANY AND ALL OTHER SERVICE REQUIREMENTS, RECOMMENDED BY THE MANUFACTURER, NOT SPECIFICALLY IDENTIFIED IN THIS APPENDIX

9) RECORD ALL READINGS AND SETTINGS, PROVIDE RECOMMENDATIONS AND WRITTEN REPORT TO THE GOVERNMENT

Appendix C Annual Spring Start-up Maintenance Procedures

The following spring start-up maintenance tasks will be provided, for each chiller, during the month of April of each contract year:

1) ENGAGE START MODE, CHECK AND CALIBRATE ALL CONTROLS

2) CHECK REFRIGERANT, CHARGE AS NECESSARY (with Government furnished refrigerant)

3) CHECK OIL LEVELS, FILL TO RECOMMEDED LEVELS AS NECESSARY (with contractor provided oil)

4) PROVIDE SYSTEM CHECKS FOR:

a. Purge operation

b. Starter operation

c. System voltage and current

5) PERFORM ANY AND ALL OTHER SERVICE REQUIREMENTS, RECOMMENDED BY THE MANUFACTURER, NOT SPECIFICALLY IDENTIFIED IN THIS APPENDIX

6) RECORD ALL READINGS AND SETTINGS, PROVIDE RECOMMENDATIONS AND WRITTEN REPORT TO THE GOVERNMENT

�Necessary?

�Don’t need a COR – however do we still leave this?