FINAL - Saratoga HVAC Services SOW (FY-26).doc

Description / Specifications / Work Statement

A.1 SCOPE

This is a full-service maintenance contract. The Contractor shall furnish all labor, equipment, parts, materials, supplies, and transportation necessary to perform Scheduled Preventive Maintenance Services and "As-needed / As-requested" repairs on Government owned HVAC System located at the Saratoga National Cemetery, 200 Duell Road, Schuylerville NY 12871-1721.

A.2 GENERAL REQUIREMENTS

The Contractor shall provide all resources required for the provision of Preventive Maintenance Services program including labor, parts, materials, lubricants, refrigerants, cleaning fluids, equipment, tools and travel. Contractors are responsible for determining the nature & extent of any work required to restore equipment to satisfactory condition and operation.

A.2.1 Preventive Maintenance Service is defined as "services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated with minimal incidence of malfunction or inoperative conditions". This contract also provides for General & Emergency Repair Services not covered under Scheduled Preventive Maintenance Services.

A.2.2 General & Emergency Repair Services: On an as needed / as requested basis, the Contractor shall provide general and emergency equipment repair services on all equipment listed in A.3.2 and A.3.3 below. Prior to commencement of any general or emergency repair work, the Contractor shall obtain written approval from the COR or designee.

Note: Base and Option Year Labor Rates & Parts Discount for Modifications to the HVAC System are not purchased by this contract. Contractors are advised to provide their best hourly rates and parts discount percentage when submitting their offer for any additional services not covered by this contract. VA reserves the right to purchase repair services from sources other than the contract awardee when determined to be in the best interest of the Government.

A.2.3 Scheduled Preventive Maintenance Services: The HVAC System shall be checked two (2) times per year to include the following:

(a) Replace filters, lubricate motors & bearings;

(b) Check refrigerant operation pressures;

(c) Check electrical components and unit efficiency; and

(d) Check heating operations.

A.2.3 (a) REPLACE FILTERS, LUBRICATE MOTORS, AND BEARINGS

Remove and replace all existing filters. Lubricate all drive bearings, clean debris from evaporator and condenser coils. Chemically clean all coils one (1) time annually.

A.2.3 (b) CHECK REFRIGERANT OPERATION PRESSURES

Connect gauge manifold to refrigeration circuit, read pressures of high side and low side, ensuring that they correspond with conditioned space temperature, outside temperature and humidity.

A.2.3 (c) CHECK ELECTRICAL COMPONENTS AND UNIT EFFICIENCY

Visually inspect conductors, relays, contacts and wiring. Take amperage readings of motors and compressors at maximum load to determine their efficiency. Check and replace belts as needed.

A.2.3 (d) CHECK HEATING OPERATIONS

Inspect and clean heat exchanger assemblies, gas valve operation, start-up, shut down cycles, and gas pressures.

A.2.3 (e) MAINTAIN AN ON-SITE LOGBOOK After completion of service maintenance, technicians shall record and report to cemetery representative a list of deficiencies or potential problems which may occur.

A.3 EQUIPMENT

A.3.1 SYSTEMS TO BE SERVICED

Maintenance shall be provided on the following systems and/or individual components as follows:

Main Building Model SN

AO Smith Water Heater FCG75 301 1039AO12291

Trane XR95 4TXCB003DS3HCAA 181015FP5G

Trane XR95 Same 18183MHM5G

Trane XR95 Same 181013LM5G

Trane XR95 Same 18183L2E5G

Trane XR 4TTR6030J1000AA 181735RP5F

Trane XR Same 18152HM84F

Trane XR 4TTR7024A1000BA 181557SL2F

Trane XR Same 18152J5P2F

Visitor Center Model SN

AO Smith Water Heater Den30 102 MA99-0803660-102

Carrier CNPVP6024ALAAAAA 0913X22415

Carrier a/c 24ABB360A520 1113E11689

Maintenance Garage Model SN

F4 Reznor PG400MV XJ6549L21489MV6

F3 Reznor PDH0001019 BSJ3053081436

F5 Carrier 587AV096-16 2898A18073

F2 Reznor HXE3008MVE AXJ65U9L2149MVI Water Chlorination Room Model SN

Dectron Dry-O- Tron DA4-007-203 15030

A.3.2 On each inspection, Contractor shall perform the following services:

· Check all operating and safety controls

· Check all electrical connections

· Check refrigerant charge and oil level in compressor if sight glass is installed

· Check belts and adjust; replace as needed

· Inspect and Clean heat exchanger assemblies, gas valve operation, start up/shutdown cycles, and gas pressures

· Check amp reading on compressors to determine efficiency

· Grease motors and bearings as necessary

· Check for refrigerant leaks

· Clean condensate drain

· Check overall system performance

· Maintain an on-site logbook

A.4 FEDERAL HOLIDAYS

All work under this contract shall be done during normal business days and daylight hours unless otherwise required. Work is normally not conducted on Federal holidays. The following is a list of Federal holidays:

New Year's Day

Martin Luther King's Birthday

President's Day

Memorial Day Juneteenth Fourth of July Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

A.5 CONTRACT MANAGEMENT

A.5.1 REPRESENTATIVES OF THE CONTRACTING OFFICER

(a) The Contracting Officer reserves the right to designate representatives to act for him/her in providing technical guidance and advice or generally supervises the work to be performed under this contract. Such designation shall be in writing and shall define the scope and limitations of the designee's authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.

(b) The VA Contracting Officer shall delegate one (or more) representatives to serve as the Contracting Officer’s Representative (COR). The COR may direct and arrange the Contractor’s work schedule in specific areas of the cemetery to coordinate with daily cemetery activities and operations. Duties and responsibilities of the COR include, but are not limited to, the following:

(i) Provides contract oversight and technical guidance to the Contractor.

(ii) Acts as technical liaison between the National Cemetery and the Contractor and between the cemetery and the Contracting Officer.

(iii) Placing orders for services.

(iv) Determining whether contract deliverables meet functional, technical and performance specifications.

(v) Verification / certification of payments to the Contractor for services rendered.

(vi) Assuring that any changes affecting work involved, price, terms and/or conditions under the contract are not implemented before written authorization is issued by the Contracting Officer.

(vii) The COR may not modify the intent or the terms and conditions of the contract.

(c) Contracting Officer: All administrative functions remain with the VA Contracting Officer. Any modifications to the contract, including those involving no-cost changes, increases and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Government Contracting Officer.

A.5.2 Communication & Coordination of Work with COR: Communication with the COR (or designee) is strongly encouraged. Burial activities at NCA shall take precedence over contract work activities. Work activity and noise cannot disturb Burial Services. Trucks and workmen are prohibited from passing through the service area during this period.

A.5.3 Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract shall require maximum coordination between the Government and the Contractor. The Government shall provide, at the time of contract award, with a list of Government personnel authorized to act as Contracting Officer's Technical Representatives.

A.6 RESPONSIBILITIES

A.6.1 INSURANCE, LICENSES & PERMITS

(a) The Contractor shall obtain all necessary licenses and permits necessary to perform the work involved and shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor is responsible for any injury or damage during the performance of this contract including injury to himself/herself, his/her employees, or others.

(b) Contractor shall be liable for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employee's fault or negligence.

(c) The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the State of New York.

A.6.2 LIABILITY & INDEMNIFICATION

(a) The Contractor shall take all necessary precautions to prevent damage to cemetery structures and Government property. The Contractor shall be charged current replacement costs for any property damaged because of actions by Contractor personnel.

(b) It is agreed and understood that there is no limitation on the Contractor’s liability. In no event shall the Government indemnify and hold harmless the Contractor from all damages, expenses or harm incurred by the Contractor, or from all damages, expenses, or claims, which may arise from third party claims.

(c) The Department of Veterans Affairs shall indemnify and hold harmless the Contractor from and against any and all claims, demands, damages, liabilities or causes of action resulting from the negligent acts or omissions of the Department, its agents, and employees, acting within the scope of their Federal employment, arising from the performance of this contract.

A.6.3 MISCELLANEOUS

(a) The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance.

(b) The Contractor shall also be responsible for training and safety precautions for contractor employees performing work under these specifications. OSHA standards shall be observed by the Contractor in all work performed. Appropriate safety equipment shall be furnished by the Contractor to contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices.

(End of Work Statement)