Amendment_0002-HE1260-14-R-0007.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to:

1. Provide answ ers to the questions received by 17 November 2014 from vendors.

2. Add and incorporate minor changes to the Performance Work Statement (PWS) based on the questions received and Government answ ers.

3. Update the SF1449 Addendum Information to Offerors Section F. Formal Communication to extend the due date of questions to 3:00 pm local Japan Standard Time on 21 November 2014.

4. Remove the Note to Offerors listed at the bottom of Section B, as the contract is an IDIQ w ith minimum and maximum amounts included, not estimates.

5. Correct the labeling of tw o technical exhibits. Technical Exhibit 5 should be the Maintenance Monthly Log and Technical Exhibit 6 is the Okinaw a Map of school and office locations.

6. Post Technical Exhibit 6 - Okinaw a Map to the Federal Business Opperations (FedBizOpps)

7. Post the pre-proposal conference briefing slides to FedBizOpps for information and reference.

Reference summary of changes herein.

1. CONTRACT ID CODE PAGE OF PAGES

Z 1 43

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 19-Nov-2014

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X HE1260-14-R-0007

X 9B. DATED (SEE ITEM 11)

04-Nov-2014

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

19-Nov-2014

CODE

DODEA-PACIFIC - PROCUREMENT DIVISION

MS. GEORGETTE HENDRICKSEN, UNIT 35007

APO AP 96376-5007

HE1260 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

HE1260-14-R-0007

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION A - SOLICITATION/CONTRACT FORM

The following have been modified:

GENERAL INFORMATION

SECTION B - SUPPLIES OR SERVICES AND PRICES

The following have been deleted:

NOTE TO OFFERORS

SECTION C - DESCRIPTIONS AND SPECIFICATIONS

The following have been modified:

PWS

Department of Defense Education Activity (DoDEA) Pacific Okinawa District

HVAC, Facility and Sports Field Maintenance Services and Project Repairs Performance Work Statement (PWS)

ACRONYMS and ABBREVIATIONS

• AAFES – U.S. Army and Air Force Exchange Service

• ACM – Asbestos Containing Material

• BCE – Base Civil Engineer (US Air Force)

• CFR – U.S. Code of Federal Regulations

• COR – Contracting Officer’s Representative

• CPSC – U.S. Consumer Product Safety Commission

• DPW – Department of Public Works

• DSO – District Superintendent’s Office

• FAR – U.S. Federal Acquisition Regulation

• GFCI – Ground Fault Circuit Interrupter

• GFE – Government-furnished equipment

• GFP – Government-furnished property

• HEPA – High Efficiency Particulate Arresting

• HVAC – Heating, Ventilating and Air Conditioning

• IAW – In Accordance With

• IDIQ – Indefinite Delivery / Indefinite Quantity

• KO – U.S. Government Contracting Officer

• NEC – U.S. National Electric Code

• NFPA – U.S. National Fire Protection Association

• NTP – Notice to Proceed

• PAP – Performance Assessment Plan

• PM – Preventive Maintenance

• PW – Public Works (Marine Corps FE or Air Force CE )

• PWS – Performance Work Statement

• RCMP – Reliability Centered Maintenance Program

• RFP – Request for Proposal

• RFQ – Request for Quotation

• RM – Routine Maintenance

• SF – Square Foot

• TO – Task Order

• Work Management System - Schooldude.com® or other automated tracking system

• WO – Work Order(s)

DEFINITION of TERMS

Addition: A change to a real property facility that adds to its overall external dimension or footprint.

Alteration: A change to interior or exterior facility arrangements or components to improve current use. This includes installed equipment made a part of an existing facility. Additions, expansions or extensions are not alterations.

Asbestos Hazard Abatement: activity is defined as any activity involving the removal, renovation, enclosure, repair or encapsulation of any asbestos containing materials in any amount.

Breakdown: The stoppage or collapse of equipment, of a facility, or a component thereof, which requires immediate corrective action to restore it to an operating condition.

Contract Discrepancy Report (CDR): A formal, written documentation of contractor poor performance or lack of performance for contracted work.

Contract employee: any prime or subcontractor employee assigned full time or regular part time to this contract.

Contracting Officer (KO): The individual with the authority to enter into, administer, and/or terminate contracts. The Contracting Officer is the exclusive Government official authorized to execute changes and authorize deviations or variations from this contract.

Contracting Officer’s Representative (COR): An authorized designee of the Contracting Officer.

Critical Equipment and Facilities: Equipment or facilities that must operate continuously or throughout the respective season in order to support school operations. Failure of equipment or facilities to meet design output requirements may affect the health and welfare of personnel or damage Government equipment or properties. Emergency or urgent services calls are often required to restore critical equipment to optimum operating condition and provide the output required, e.g., fire prevention and protection systems, electrical systems, and utility systems, etc.

Department of Defense Education Activity Pacific (DoDEA Pacific): The Area Headquarters for DoDEA schools within the Pacific.

District Superintendent’s Office (DSO): The District Headquarters responsible for the operations of all schools located within their respective District. District Offices are charged with providing the professional architectural and engineering services required to manage the maintenance, repair, and improvements of all District school facilities.

EM-385-1-1, USA Corp of Engineers, Safety and Health: This manual prescribes the safety and health requirements for all Corps of Engineers activities and operations.

Emergency Work/Emergency Maintenance: Work required during or after normal duty hours to correct an emergency situation that threatens health, safety, property, or mission. An emergency includes, but is not limited to; utility failure, elevator failure, fire hazards, environmental hazards, air conditioning failure, broken locks, broken windows, broken water lines, or sewer backups. It also includes elimination of fire, health, or safety hazards, or any other hazard deemed detrimental to the mission or operational effectiveness.

Equipment-in-Place (EIP): EIP is a special category of personal property. It consists of capital equipment and other nonexpendable supplies of a movable nature that are not affixed as an integral part of the facility and may be removed without destroying or reducing the usefulness of the facility.

Facilities: Any interest in land, structures or complex of structures, supporting road and utility improvements necessary to support the functions of an activity or mission.

Inspection: Procedures for the evaluation and determination of the actual condition of facilities, mechanical operation and technical components of systems are operating IAW manufacturer specifications and intended use.

Installed Equipment: Equipment and furnishings required to make the facility usable and attached as a permanent part of the structure.

Major Components: Roof structures, exterior walls, interior walls, heating systems, plumbing systems, chimneys, stairwells, interior and exterior caulking, interior ceiling tiles, floor coverings, wall covering, duct insulation, electrical service panels, transformers, exterior landscaping, site grading.

Major Equipment: A piece of equipment that is separate and distinct as well as critical and necessary to a system's functioning. An example of major equipment related to “Vertical Transportation Systems” is the elevator cars and the hoist mechanism. Floor indicator lights would not be considered major pieces of equipment.

Personal Property: Any property not considered real property. This includes property book items.

Performance Assessment: Those actions taken by the Government to assure services meet the requirements of the performance work statement (PWS).

Performance Assessment Plan (PAP): A written Government plan detailing how Contractor performance and Quality Control will be monitored and assessed by the Government to ensure receipt of quality services and facilitate payment in accordance with the contract’s terms and conditions.

Project Repairs: Project Repairs are a form of Work Order that requires more in depth technical knowledge to correct, repair or replace equipment, systems or property. The

Contractor will provide project details and the necessary labor and equipment cost estimates to complete the project.

Quality Control Plan (QCP): The contractor's system for controlling quality of performance to ensure quality services are provided to the government in accordance with the contract’s terms and conditions.

Real Property: All land and interest in lands. Includes buildings, warehouses, right-of-way, basements, utility systems, and all other improvements permanently attached and ordinarily regarded as real estate. Does not include machinery, equipment, or fixed signal communication systems that may be removed without harming the usefulness of the structure.

Repair: The application of maintenance services or other maintenance action to restore serviceability to an item by correcting specific damage, fault, malfunction, or failure in a part, subassembly, module (component or assembly), end item, or system.

Repair Parts and Materials: Parts, materials, supplies, and equipment provided by the Contractor to support all routine maintenance, sustainment, and minor construction services.

Response: To have personnel on site at the school facility pursuing a solution to the stated problem.

Restoration and Modernization – Alterations of facilities to implement new or higher standards or to accommodate new functions. This does not include recurring sustainment or grounds or waste disposal services.

Routine Maintenance: Maintenance of buildings and all outlying physical appurtenances as defined in this PWS. Frequencies stated are minimum frequencies unless manufactures recommendations or industry standards dictate a more frequent interval between inspections, at which case the more frequent interval shall be followed.

Supplies and Materials: Materials, supplies, and equipment provided by the Contractor to support all routine services.

Sustainment: Repair services necessary to ensure optimal condition of facility components and operations over its life-cycle duration. Such work includes the full spectrum of immediate or scheduled repair and or replacement services and any services to be provided on an emergency basis.

Urgent: Work required during normal duty hours to correct a situation that threatens health, safety, property, or mission. Urgent work includes, but is not limited to; utility failure, elevator failure, fire hazards, environmental hazards, fire alarm system failure, heating failure, broken locks, broken windows, broken water lines, or sewer backups. It also includes elimination of fire, health, or safety hazards, or any other hazard deemed detrimental to the mission or operational effectiveness.

Work Management System (WMS): The Work Managements System currently utilized by the Okinawa District is SchoolDude at: https://login.schooldude.com. As required by DoDEA or District leadership, the WMS will be utilized to track all work order requests, provide the necessary feedback to the customer on work order status, track customer feedback, provide documented estimates for Repair Projects and provide work order reports.

Work Order (WO): A work order is a request for general labor support, HVAC, facility or sport field maintenance and project repairs. Work Orders are identified in three priority levels;

(Priority 1) Unscheduled emergency, (Priority 2) Scheduled urgent, and (Priority 3) Scheduled routine.

1.0 DESCRIPTION OF SERVICES AND BACKGROUND

1.1 Introduction. Maintenance services are required to maintain a safe, healthy, and sanitary school environment for faculty and students within the Okinawa school district. The contractor shall provide all management, tools, equipment, labor, and transportation necessary to ensure that maintenance services are performed in accordance with the objectives and standards outlined within this PWS. This requirement calls for the continuous efforts on the part of the contractor to ensure appropriate safety and functionality of facilities are maintained throughout the life of the contract.

1.2 Background. The Department of Defense Education Activity (DoDEA) Pacific, Okinawa District is composed of thirteen schools, the District Superintendent’s Office (DSO) and the Student Transportation Office (STO). DoDEA instructional program provides a comprehensive prekindergarten through 12th grade curriculum that is dedicated to attaining the highest student achievement for children of active duty military and eligible civilian employees.

1.3 Scope. The contractor shall be required to provide and manage a full service HVAC, Facility and Sports Field Maintenance program for the Okinawa District. The major elements of the services required include: (1) Heating, Ventilating and Air Conditioning (HVAC) Maintenance, (2) Facility Maintenance, (3) Sports Field Maintenance and (4) Project Repairs.

1.4 Applicable Documents.

A. EM-385-1-1, USA Corp of Engineers, Safety and Health http://www.usace.army.mil/SafetyandOccupationalHealth/SafetyandHealthRequirem entsManual.aspx

B. NFPA 101 (Life Safety Code) http://www.nfpa.org/catalog/product.asp?title=Code-101-2009-Life-Safety- Code&category%5Fname=&pid=10109&target%5Fpid=10109&src%5Fpid=&link% 5Ftype=search

C. NFPA Standard Number 72, National Fire Alarm and Signaling Code http://www.nfpa.org/catalog/product.asp?title=Code-72-2007-National-Fire-Alarm- Code&category%5Fname=&pid=7210&target%5Fpid=7210&src%5Fpid=&link%5 Ftype=search

D. DoDEA Regulation 4210.01, Playground Management Program http://www.dodea.edu/Offices/Regulations/loader.cfm?csModule=security/getfile&pa geID=185433

2. PERFORMANCE REQUIREMENTS.

2.1 Contract Management. Provide management, oversight, direction and supervision for all work under the contract, to include all matters pertaining to work identification, performance of services and delivery of data; employee hiring, orientation and training, utilization, payment and administration; purchasing and subcontracts; and establishment and maintenance of records.

2.2 Hours of Operation. Provide services during normal weekday operations, Monday through Friday, except U.S. Federal holidays identified in the PWS and at such other times as required by the nature of the work and/or Task Orders issued. Normal weekday operations are typically from 0700 to 1630, see section 7.3.1 for specific school operating hours. Standby contact shall be provided to handle emergency services outside the normal hours of operation.

2.3 US Federal Holidays. The following is a list of US Federal Holidays applicable to this contract:

New Year's Day January 1 Independence Day July 4 Veterans Day November 11 Christmas Day December 25 Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November

2.4 Rosters. Maintain a roster of employee name, telephone number, email address and assigned work area for each contract employee. Provide this information to the COR and update as changes occur.

2.5 Emergency Contact. Provide a roster with home telephone, cellular telephone number of key emergency and on-call personnel to the COR and update as changes occur.

2.6 Phase-In Services. Phase-in needs to be done by the beginning of the period of performance of the contract. All personnel actions, acquisition of supplies, equipment, and other required resources and other activities required for maintenance activities shall be completed in time to begin performance on the first day of the period of performance of the contract.

2.7 Initial Survey of Facility Condition. Survey all critical systems and components, such as;

boilers, AC systems, fire suppression systems and doors, structures, etc., and critical system components at each facility, conducting a preliminary assessment of operating status and/or integrity. Take photographs as appropriate and as permitted by security considerations. Initial Survey identifies critical deferred maintenance and forms the basis for establishment of priorities within the District. Review priorities with Government as required.

2.7.1 Routine Facility Inspections. Monthly facility inspections are identified as part of the routine preventative maintenance and will be conducted by certified craftsman qualified to identify facility and equipment deficiencies as outlined within this PWS. Facility inspections will be coordinated with the facility manager at least 48 hours prior to conducting the inspection.

The Contractor provided inspector or accompanying representative shall understand and speak English to communicate concerns at each facility with the onsite Government representative(s).

The Contractor will identify and record deficiencies and recommended corrective action for all areas identified in this PWS in the Work Management System. The inspection will result in contractor created work orders that will be prioritized and accomplished to ensure appropriate safety and functionality of facilities are maintained throughout the life of the contract.

2.8 Phase-out. Any necessary phase-out effort shall occur within the performance period of this contract. Services provided under this contract shall be maintained at a level consistent with the requirements of this PWS without interruption until the expiration of this contract (See FAR 52.237-3, “Continuity of Services”).

2.9 Contract Management Plan. Provide a Contract Management Plan covering performance of this contract with respect to Maintenance and Service, Partnering, Management, Staffing/Recruitment Plan, and Subcontractor support services.

2.9.1 Certification Requirements. The contractor shall have sufficient staffing with technical experience and certified craftsmen to meet the requirements outlined in this PWS, which would include but not limited to:

a. HVAC Operation and Maintenance Class 1 Certification

b. HVAC Technical Repairs and Troubleshooting Class 2 Certification

c. Refrigerant Gas Recovery Certification

d. Gas Pipe Welding Class 2 Certification

e. Electrical Troubleshooting Class 2 Certification

f. Structural Licensing Class 2 Certification in Steel, Concrete and Wood

g. Plumbing Licensing Class 2 Certification in utilities, piping, sewer and water treatment

2.10 Quality Control Plan. Provide a Quality Control Plan (QCP) System covering all aspects of contract operations that complies with the standard, “ISO 9001:2008 Quality System – Requirements.” The QCP should be reviewed by the Contractor and COR semi-annually to validate effectiveness and update as necessary.

2.11 Hazardous Waste Management Plan. Provide a written plan for effective management of hazardous materials and waste generated during contract performance.

2.12 Refrigerant Management Plan. The Contractor shall submit a preapproved refrigerant evacuation and storage plan that meets environmental protection agencies CFC/HSFC Refrigerant Processing requirements. The Contractor shall keep on file all employees universal CFC/HCFC refrigerant processing certificate.

2.12 Asset Management. Manage DoDEA Pacific assets during contract performance using the Work Management System. Contractor shall maintain inventory of equipment and reflect additions, deletions and replacement of any installed equipment items.

2.13 Warranty Database. Input all existing active warranty data provided by the Government into Work Management System database. Warranty data shall be input in accordance with the established Work Management System format.

2.13.1 Maintain the database, archive expired warranties and input new warranties for equipment and services acquired during the contract period.

2.13.2 The Contractor shall consult the warranty database before repairs or other work are performed on potentially warranted items to determine whether a warranty exists and whether it is feasible to invoke the terms of the warranty for the required work. The results of this research shall be cited on all applicable Work Requests.

2.14 Work Orders (WO). A work order is a request for general labor support, HVAC, facility or sport field maintenance and project repair work that may be initiated by the Contractor, COR, District leadership or facility managers. The Contractor shall advise the customer through the Work Management System of receipt of the work order request, the status of the work order according to priority levels and when work orders have been completed.

2.14.1 WO Priority. WOs are identified in three priority levels; (Priority 1) Unscheduled emergency, (Priority 2) Scheduled urgent, and (Priority 3) Scheduled routine. The Contractor shall provide a monthly report generated from the Work Management System for all work accomplished and a priority listing of work orders that require further action.

2.14.2 WO Labor Classification. The Contractor shall assign a priority to each Work Order within the Work Management System, which will also include one of three technical labor classifications, which are identified as; (Technical 3) General Labor, (Technical 2) Craftsman, and (Technical 1) Master Craftsman. The assigned priority is subject to change at the COR’s discretion according to educational goals and District leadership priorities.

a. Technical Level 3: Entry Level Journeyman with 0-5 years of experience in the subject matter trade/field or in a related area. Has knowledge of commonly-used concepts, practices, procedures, and tools within a particular trade/field.

b. Technical Level 2: Intermediate Level Technician with 5-12 years of experience in the subject matter trade/field or in a related area. Familiar with and demonstrates practical knowledge, skills and abilities in a variety of specialized field’s concepts, practices, procedures and troubleshooting methods. Relies on extensive experience and judgment to plan and accomplish goals. May require a technical degree or Class II license.

c. Technical Level 1: Master Level Craftsman with at least 12 years of experience in the field or in a related area. Extremely familiar with and demonstrates practical knowledge, skills and abilities in a variety of specialized field’s concepts, practices, procedures and troubleshooting methods. Relies on extensive experience and judgment to plan and accomplish goals and independently performs a wide variety of complicated tasks. May provide consultation on complex projects and is considered to be the top level contributor/specialist. May require a master technical degree or Class I license.

2.14.3 Unscheduled Emergency Work Orders. (Priority 1). Emergency WOs includes immediate action that is required to eliminate life threatening or serious injury hazards to personnel, prevent significant loss or damage to government property, ensure security of sensitive government property, restore essential services or respond to organizational priorities.

The contractor will respond to emergency requests within two (2) hours and sufficiently arrest the emergency situation within one calendar day of notification. Emergency requests may be generated by the Contracting Officer, COR, Okinawa District leadership, facility managers, installation emergency services personnel or environmental personnel.

2.14.4 Scheduled Urgent Work Orders. (Priority 2). Urgent WOs is routine work that includes those requests when work is required to correct a situation that would become an emergency if unattended, would seriously affect morale, or has been the subject of organizational emphasis. Normal response time is the following business day after the WO has been initiated.

2.14.5 Scheduled Routine Work Orders. (Priority 3). Routine WOs cover work that if deferred would result in minor disruption to daily activities, continued inconvenience or unsightly conditions. Normal response time is two business days or within 48 hours after the WO has been initiated.

2.15 Service Interruptions in Connection with Facility Maintenance. The Contractor shall obtain prior written approval of the COR before shutting down any facility system or component that affects classroom / office operations or safety, unless there is an immediate threat to the safety of the building occupants, or threat of damage to equipment or the building.

3.0 HEATING, VENTILATING AND AIR CONDITIONING (HVAC).

3.1 Routine HVAC Maintenance. The Contractor shall provide routine preventive maintenance on all Okinawa District HVAC systems regarding electrical, mechanical, civil and structural disciplines in accordance with equipment and systems manufacturer recommendation via vigilant routine inspections. The Contractor shall perform minor work, typically minor repairs, such minor work is defined as work that the Contractor will expend $200 or less in material costs, and includes inspection, periodic and preventive maintenance, operation of utilities, and minor repairs incidental to schedule. Any repairs exceeding $200 in material cost shall be identified as a Project Repair Work Order subject to COR approval. The Contractor shall identify, record, and take the necessary corrective action to ensure equipment and systems meet all current facility and life safety codes and record it in the Work Management System. The Contractor shall also trace system and equipment malfunctions to the cause and take the corrective action as required. Causes identified that are outside Okinawa District facilities and school boundaries that are not within DoDEA Pacific jurisdiction or control will be coordinated with the installation or local DPW to ensure the problem is corrected. The Contractor shall notify the school administration and COR of any temporary disruptions in service that could impact the educational mission and obtain written permission from the COR for any scheduled utility interruption.

3.1.1 General Requirements. The following general requirements are applicable to and amplify the Maintenance and Service (M&S) requirements within the Contract Management Plan.

Regular Adjustments: Regular adjustments are required for efficient, economical and safe performance of equipment will be made at the time of each scheduled preventative maintenance and service visit.

a. Lubrication: The Contractor will verify the manufacturer’s lubrication instructions to insure each piece of equipment has the proper amount of oil and add or remove as required. Lubricate if a grease dispenser or oil cup is less than half full of manufactures recommendations; change oil when it becomes dirty and clean all clogged oil lines.

b. Compressor oil will be changed every time housing is “broken” for any reason. The contractor shall clean, check and repack all bearings in accordance with the manufactures instructions.

c. Periodic Cleaning and Sanitation: Cleaning of work areas and mechanical equipment rooms, systems, drains, drain piping, blow downs, traps, strainers, and pans, condenser coils, oil filters, applicable air filters, air vents, grills, diffusers, screens, ducts, dampers, registers, ERV’s, cooling and/or heating coils, blower shields and fans, electric contacts, switch boxes, motors, gauges, pressure and electric sensors, thermostatic devices, actuators, louvers, safety controls, and any other applicable equipment will be accomplished as a part of the regular scheduled preventive maintenance visit, or more frequently, if required, to maintain clean, sanitary and operating conditions.

d. Replacement and Cleaning of Air Filters: The servicing of air filters, a minimum of once a month, will include: check for dirt, grease and other deposits and for missing or improperly fitted filters, replace dirty throw-away type filters and those having improper fit, wash permanent type filters in soap solution or solvent, rinse with water and restore viscous coating in accordance with the manufacturer’s instructions. Permanent washable filters will be replaced, by the contractor at no additional cost to the Government, when cleaning is no longer an effective solution to airflow problems. Blowers will not be in operation when cleaning or changing filters.

e. Rust and Corrosion: The Contractor shall remove all rust from all metal surfaces of all air conditioning units, ERV’s, roof and wall support stands, air handlers, ventilators, exposed duct, condensation pans, pump casings, water tanks, exposed piping, boilers and electric water heaters. Replace metal sections having advanced corrosion. Apply one (1) coat of rust inhibiting primer followed by two (2) finish coats matching the existing paint color and type. These procedures will be performed any time during the year when the contractor, and COR notes rust and corrosion.

f. Coils: Check for obstructions to airflow through all coils. Check for dust, dirt, foreign material accumulation, unusual noises, vibrations, and loose, missing or damaged parts.

On direct expansion systems, check for frosting or icing of coils; proper operation of expansion valves, capillary tubes, and proper spacing of spider distributors; proper operation of automatic temperature controls and check superheat across evaporator coils.

Check all coils for leaks. On water cooling/heating coils, correct any deficiencies not allowing for proper operation. Check damaged bent or corroded coil fins on all coils.

Clean, adjust, service, repair or replace items found to be deficient.

g. Condensation Drains, Pans, Piping and Traps: Check all condensation drain pans for algae growth, sedimentation, damaged coatings, damaged insulation, rust, corrosion and leaks. Check condensation drainpipes and traps to insure they are open and water flow is not restricted. Clean, adjust, service, repair and/or replace items found to be deficient.

h. Piping-Water, Oil, Refrigerant and Air: Check for leaks, rust, corrosion, deformation and material defects of all applicable piping and tubing. Check for vibrations, looseness and rubbing against objects that can cause damage to the equipment; proper support for the piping and tubing; and vibration absorbers, expansion joints and rupture discs. Piping, tubing and fittings being replaced will be compatible with existing materials. Clean, adjust, service, repair and/or replace all items found to be deficient.

i. Wiring and Electrical Control Circuits: Check for loose, charred, broken, or damaged wiring and insulation; short circuits, loose or weak contact springs; worn or pitted contacts; proper sizing of fuses; defective operation of parts and components; and any other deficiencies. All wire splice connections will be properly insulated. All electrical wiring, splice connections, circuits, boards, and like components will be properly insulated and in accordance with the National Electrical Code (NEC) for the particular application in which used. Clean, adjust, service repair, and/or replace items found to be deficient.

j. Insulation: Check for wet, damaged missing and deteriorated insulation and vapor barriers; broken tie wires, loose or missing bindings and torn canvas jackets, etc. The insulation on all applicable system components shall be repaired or replaced as needed, with insulation materials having a vapor barrier and insulation value equal to or better than the original or existing materials. Insulated surfaces having moisture condensing on the surfaces shall be considered damaged and shall be replaced. Clean, adjust, service repair, and/or replace items found to be deficient.

k. Exhaust Air and Ventilation Systems: Check for dust, dirt, grease and oil accumulations;

air flow and weather/elements integrity; suction pressures at air intake; operation of dampers, baffles, solenoids, protective guards, insect and bird screens; and caulking around flashing, ducts, collectors, smoke pipes, cowlings, hoods, caps and covers. Clean or replace filters as applicable. Check for clogging, broken or separated joints and seams in ducts, stacks, couplings, sheaves, belts, fan blades, blowers, etc. Check thermal insulation, protective coverings, vapor, barriers and loose or missing fasteners and hardware. Check for material defects and improper operation of moveable parts and components in relation to the controlling device. Check for loose, missing or poor fitting flashing, fire and safety hazards, warnings, alarms, etc. Clean, adjust, service repair, and/or replace items found to be deficient.

l. Valves: Check all associated valves for operation, leakage, linkages travel, range limitations, rust, dust, dirt, corrosion, scale, seizing, bending, mounting, clogging, broken, damaged or missing parts and material defects. Check source of valve operation (e.g. power pneumatic, electrical, mechanical, pneumatic/electric, etc.) for required pressures, electrical power voltages, etc. Clean, adjust, service repair, and/or replace any parts, materials, components or combinations thereof found to be deficient as a result of these inspections, and restore valve to a standard operating condition.

m. Cabinets, Cases, Doors, Panels, Gaskets, Latches, Handles and Hardware: Check for cracks, scrapes, gouges, separations, missing, broken or damaged parts and components, bad insulation, bad gaskets, leaks, fitting of doors, etc. Clean, adjust, service repair, and/or replace items found to be deficient.

n. Motor’s, Drives, Sheaves, Shafts, Couplings, Blowers, Fans, Hubs, Belts, Bearings, Gearboxes, Frequency Drives and Guards: Check for accumulations of dust, dirt, grease, and oil. Clean, adjust, service, repair and/or replace items as necessary to correct deficiencies such as: worn, loose, missing, or damaged parts, guards, connections and connectors, bent blades, worn, loose, broken or missing belts, unbalanced moving parts, shafts, bad bearings, ineffective isolators, vibration absorbers, etc. Check full load and run load amps of each electric motor, other than fractional H.P. motors and compare with manufacturer’s data plate ratings. Check condition of motor windings rotors, and bushings.

o. Thermostats, Thermometer, Pressure gauge, Sub-bases, Guards, covers, Ambient stats, Sub and Master Controllers, Sensors, Timers, Transmitters, Temperature and Pressure Controls, DDC software, etc. Check for improper settings, defective operation, calibration and cleanliness, proper input and out put voltages, pneumatic air operating pressures. Check for deficiencies in wiring, tubing, piping, switches, relays, coils, solenoids, transformers, controls, sensors, thermostats and protective covers and guards, ambient stats, aqua stats, pressure switches, reversing relays, timing devices, master and sub-master controllers.

p. Outdoor authority override controllers, night set back settings, trending devices, etc.

Clean, adjust, service repair, and/or replace items found to be deficient.

q. Air Handling Units (AHU), Ducts, Plenums, Stacks, Grilles, Register, Diffusers, Screens, Dampers, Vanes Mixing Boxes, VAV Boxes and Balancing of Systems: Check plenum chambers, supply and return air ducts, branch ducts, mixing boxes, VAV boxes, dampers, registers, grills, diffusers, louvers and insect/bird screens. Check for dirt, dust and trash, air leaks, broken, ripped or torn insulation and disconnected ducts, loose or broken connections, brackets, hangers, supports and other parts, excessive vibrations or other movements, defects in metal, fiber, glass, and other materials, proper operation of movable parts such as dampers, louvers, and vanes in relation to the controlling device, and inadequate air flow and/or distribution in main and branch duct circuits. Check air handler unit systems for proper operation and correct CFM air flow. Balance air distribution systems to meet designed airflow to all areas being serviced by the systems.

Check temperature and static pressures. Check turning vanes, fire dampers, access openings, doors, panels, outside air make-up systems and ducts. Clean by sweeping, brushing, dusting, vacuuming, washing, hosing with water, detergents, solvents, chemicals, air pressure, stem or other methods as are applicable to the nature of the items being cleaned and as may be required to obtain the desired results. Clean, adjust, service, repair and/or replace all items found to be deficient.

r. Structures, Casings, Hangers, Supports, Beams, Platforms, Slabs, Pads, Vibration

Absorbers and Sound Isolators: Check mounting bolts; loose, broken or missing parts, connection and hardware; improper leveling of equipment; and defective sound cushion isolators and vibration absorbers. Check for dirt, dust, trash and other debris accumulated on or around the equipment. Check the security of all mounting and attaching points.

Check for vibration and other unusual movements. Clean, adjust, service, repair and/or replace all items found to be deficient.

s. Compressors: Check for dust, dirt, oil and grease deposits and accumulation, leakage of refrigerant and oil, cracked/clear sight glasses and gauges, dampers fittings, piping, valves, etc. Check for loose connection, excessive or unusual noise and vibration, proper suction and discharge temperatures and pressures and indication of excessive heat. Check oil levels and unloaders for proper operation and change out dirty/ contaminated oil and filters. Check compressor full load and run load amps, compare against manufacturer’s data plate rating and record the findings. Check all electrical wiring and related components. Record the suction and discharge pressures and type and amount of refrigerant and oil/or oil added to the system on the log sheet (as applicable) for air conditioning and compressed air compressors. Meg the motor windings on all compressor motors 15 H.P. and larger once each year and record the readings. Clean, adjust, service, repair and/or replace all items found to be deficient.

t. Air Cooled Condensers: Check for dust, dirt, foreign materials, oil and grease accumulation, leaks, excessive or unusual noise and vibration and loose, missing or damaged parts. Check motors, sheaves, belts bearings, shafts, supports, brackets, hardware, etc. Check operation and calibration of fan cycling controls, low ambient switch controls and dampers, head pressure control louvers, actuators and regulators, as applicable. Check for proper airflow through the condenser coil; and bent damaged or corroded coil fins and fan blades. Remove all weeds, bushes and other obstructions within three (3) feet of air-cooled condensers. Clean, adjust, service, repair and/or replace all items found to be deficient. Wash coil fins with water under pressure at least monthly or more often as needed.

u. Pump Units: Check for dust, dirt, and other foreign deposits; leaks, excessive or unusual noise and vibrations, and loose, broken or missing parts and connections. Check for correct rotation and prime. Check seals, gaskets, packing, bearings mounting base and hardware, couplings, guards, and inlet and discharge pressures and overall operations.

Clean, adjust, service, repair and/or replace all items found to be deficient.

v. Temperature and Humidity Controls, Tending equipment: Check all control, once a month, for improper settings, loose connections, worn, dirty, pitted or misaligned contacts and any other defective parts by observing the operation through a complete cycle. Inaccuracy of thermostats may be found by comparing them with a mercury thermometer (dry-bulb type) and inaccuracy of humidistat are found by comparing them with a sling psychrometer or psychometric chart. For problem areas identified by the QCI, the use of trending sensors will be installed and monitored to help identify the trouble. Settings will be adjusted, connections tightened, contacts cleaned, alignment adjusted and other connections made to insure proper functioning of the system.

w. Replacement of Burned-Out Compressors: When compressors are replaced due to burned-out conditions, the internal refrigeration system will be thoroughly cleaned in accordance with approved and acceptable industry standards for burn-out. Additional precautions and practices will be exercised to further control refrigerant system contamination and prevent damages to replacement compressors and components.

Cleanup methods will include, but are not limited to, the use of clean-up kits, suction and discharge line filters/dryers, moisture indicating sight glasses, acid testing kits, changing or adding of oil filters and system flushing, changing the oil, deep vacuuming of refrigerant system, leak checking etc.

x. Dehumidifiers: Check all electrical heating elements for burned, pitted or dirty contacts in the circuits; lubricate fan bearings, valves and linkages. Clean or change filters as needed, check for leaks and repair/replace as needed. Check desiccant levels at least yearly and replenish as necessary. Check reactivation and absorption airflow for proper operation and clean and paint as necessary.

y. Electric Hot Water Heaters: Check all electrical heating elements for burned, pitted or dirty contacts in the circuits paint as needed. Clean, adjust, service, repair and/or replace all items found to be deficient.

z. HVAC Water Treatment: The Contractor is to implement an approved testing and treatment program for HVAC Water Systems. This includes recordkeeping and report generation in the WOS. Scheduling of site visits to perform this testing and treatment, and the establishment of standards for recordkeeping and report generation, shall be approved in advance through the WOS. The Contractor shall provide additional support services for flushing, cleaning, and internal and external inspections of HVAC Water Systems at these sites as authorized by the QCI. Removal of corrosion coupons (anodes and/or cathodes), testing, and installation of replacement coupons shall be performed by the Contractor as directed by the QCI. Regular meetings between the Contractor and the QCI, recordkeeping, and report generation/submittal are a normal part of the service herein described and will not be considered a separate billable item.

3.1.2 Refrigerant Recovery. The Contractor shall submit a preapproved refrigerant evacuation and storage plan to the COR by the contract start date. The refrigerant Recovery plan shall meet all environmental protection agencies CFC/HCFC Refrigerant Processing requirements. The Contractor shall keep on file all employees universal CFC/HCFC refrigerant processing certificate. CFC/HCFC Refrigerant Processing Regulations:

http://www.epa.gov/Ozone/title6/608/subrecsm.html

a. The following substances have been identified as ozone depleting substances: CFC-11, CFC-12, CFC-113, CFC-114, CFC-115, Halon-1211, Halon-1301, Halon-2402, Carbon Tetrachloride, Methyl Chloroform, HCFC-22 and HCFC123.

b. The Contractor shall identify all equipment using any of the substances identified in paragraph 3.1.2 and mark that equipment with a permanent type tag, prominently displayed, identifying the type of substance and notice of the proper procedures for working with the identified substance.

c. The Contractor shall not allow any of the identified substances to escape into the atmosphere during any phase of maintaining, repairing, servicing, or disposing of air conditioning equipment. The Contractor shall recover/recycle all identified substances for reuse in existing equipment. All recovery equipment will be approved by the QCI prior to beginning work. The Contractor shall provide training to all individuals who deal with or service the equipment at these installations. Proof of training shall be made available to the QCI or his designated representative.

3.2 Recurring Maintenance, Inspection and Testing.

3.2.1 Chiller Units. 50 each (CLIN 0001)

CLIN 0001AA Monthly M&S

a. Inspect and observe operation of the compressors, chillers, condensers and related parts

b. Adjust all controls as needed.

c. Record all gauge readings or incoming and outgoing chilled water temperatures, refrigerant suction temperatures and pressures, refrigerant discharge pressures, oil gauge pressures and adjust as necessary. Submit readings with monthly invoice.

d. Check oil level, refrigerant charge and moisture indicators. Adjust or replace as necessary.

e. Check for leaks in piping, vibrations, unusual noises and check for leaks around pump seal.

f. Check expansion valves for proper operation. Repair as needed.

g. Check operating Thermostat controls and sensors.

h. Check and calibrate all controls. Adjust as needed.

i. Clean all coils and related parts with appropriate clean solution.

j. Remove grass and debris from enclosure.

k. All standby systems will be started to have the above work performed.

CLIN 0001AB Quarterly M&S

a. Check water low temperature cutout. Adjust as needed

b. Check refrigerant low water temperature cutout. Adjust as needed.

c. Check condenser high pressure cutout. Adjust as needed

d. Check oil low-pressure cutout. Adjust as needed

e. Check chilled water flow switch.

f. Check refrigerant system filter dryers.

g. Check bearings for excessive heat or vibration. Lubricate as needed

h. Check fan belts and blades. Adjust as needed

i. Clean condenser coil fins as needed.

j. All standby systems will be started to have the above work performed.

CLIN 0001AC Annual M&S

a. Provide and change oil and filter. (Oil will be of a quality and type recommended by the manufacturer, or better. Open oil pumps inspection covers, check and clean the pump.

Change the dryer/filter.)

b. Inspect and clean out condenser tubes and evaporator tubes.

c. Check casing for evidence of corrosion and insulation damage. Paint and repair as needed.

d. Pressure test the entire machine with method recommended by the manufacture and repair all leaks.

e. Check the unloaders for proper operation.

f. Clean out all strainers.

g. Provide report with recommendations for preventive maintenance.

h. Make all operational checks recommended by the manufacturer

i. Update Work Management System

3.2.2 Air Handling Units: 110 each (CLIN 0002)

CLIN 0002AA Monthly M&S

a. Clean or replace air filters

b. Adjust or replace all belts

c. Adjust motors as needed

d. Take static pressure readings across cooling coils, filters and fans. Clean or adjust to correct airflow.

e. Check electrical heating elements for burned, pitted or dirty contacts in the circuits (Heating Season only)

f. Clean drain pans and check for proper operation.

g. Check piping and valves for leaks and loose connections.

CLIN 0002AB Quarterly M&S

a. Lubricate fan bearings and linkage.

b. Check bearings for excessive heat or vibration.

c. Check fan belts. Adjust/replace as needed.

d. Clean drain pans. Clean and flush drain lines and provide fungus retardant as needed.

CLIN 0002AC Annually M&S

a. Check casing for corrosion or peeling paint and undercoating. Prepare surface and repaint as needed.

b. Clean coil fin surface as necessary to remove accumulation of dirt, lint and other foreign substances.

c. Check fan shaft and linkage motor for evidence of wear and excessive heat.

d. Clean fan wheel and check general condition.

3.2.3 Chilled Water Pumps: 51 each (CLIN 0003)

CLIN 0003 Annual M&S

a. Check…