A02_SOW.pdf

DFAS LIMESTONE

CHILLER MAINTENANCE SCOPE OF WORK

1. SCOPE OF WORK. The contractor shall provide all personnel, equipment, materials, tools, supervision, and transportation necessary to provide spring start-up, preventive maintenance, emergency repairs and system winterization on two Direct Expansion McQuay 80 ton Chillers and associated equipment as defined in this Scope of Work(SOW) for DFAS Limestone. All Technicians performing maintenance on DFAS Chillers must be certified as a Type III, EPA 608 technician in refrigerant handling.

SPECIFIC TASK

2. GENERAL REQUIREMENTS

All preventive maintenance services shall be performed in accordance with the manufacturer specifications and all applicable Municipal, State, and Federal Regulations. The intent and purpose of this SOW is to outline, in general, the services, but are not all inclusive, required to keep the preventive maintenance equipment clean, functional and fully operational.

The contractor shall not be required under this contract to perform and/or furnish parts necessitated by reason of negligence or misuse of equipment by persons other than the contractor, his representatives, and employees, or by reason of any other cause beyond the control of the contractor. The contractor shall take all necessary precautions to ensure against damage to equipment and existing structures. Damage caused by the Contractor shall be repaired or replaced, as approved by the Contracting officer, at no additional cost to the government.

2.a. Facility All work under this contract is located at DFAS Limestone, 27 Arkansas Rd., Limestone Maine, 04751-1500. This facility is at the Loring Commerce Center.

2.b. Working Hours

1. Preventive maintenance shall be performed during normal working hours the first week of each month, between 7 a.m.

and 3 p.m. Monday through Friday, except federal holidays. Due to various work schedules in effect at DFAS, the contractor shall coordinate all work times and areas of work with the Contracting Officer Representative (COR)at least two days in advance. The mission at DFAS may require the contractor to adjust their schedule for any equipment shutdowns. All changes to the schedule shall be approved by the COR prior to start of service.

2. Emergencies, or for completion of emergency work initiated during normal working hours (see 2.b.1.), the contractor will be required to work outside normal working hours.

Emergency repair service shall be performed on an on-call basis, 24 hours a day, 7 days a week, including Holidays.

2.c. Equipment: Contractor will be responsible for maintaining the following equipment and are encouraged to perform a site visit prior submitting bids.

1.Packaged, Direct Expansion Air-Cooled Water Chillers, Model ALR150EY27. (2) Operating charge using HCFC-22.

2.Condenser pumps (2)

3.Chilled water pumps (3)

4.All piping, connections, valves, fittings, gauges, pumps, expansion tanks, sensors, and controls required to operate and monitor the above equipment.

SPECIFIC RESPONSIBILITIES

3. Prior to working on or making adjustments to chiller equipment the Contractor shall perform a service examination of all equipment and review and enter current conditions into the DFAS daily air-conditioning log (located on site). The following description of Contractor responsibilities shall be used as guidance only and shall not be construed as a complete detailed list of all the operations to be performed. Sound industry practices, environmental and manufactures requirements are also required to perform this contract properly.

3.a. Preventive Maintenance: This line item provides only for the preventive maintenance of monthly examinations, spring start-up, and fall shutdown.

1. The Contractor shall inspect and, if warranted, adjust all operating controls and safety control circuits.

The Contractor shall record before and after set points on the back of the daily air conditioning log provided by DFAS at site.

2. The Contractor shall inspect all mechanical equipment and make adjustments as necessary for proper operating conditions.

3. The Contractor shall verify that all electrical and electronic equipment is working properly by visual, audio, and the proper use of electrical test equipment. The contractor shall adjust as necessary to insure proper operating conditions. It shall be the responsibility of the contractor to prevent the operation, or attempted operation, of electrical equipment or combinations of equipment, which exceed power capacity. All operating condition adjustments such as temperature, voltage, resistance, and amperage readings shall be annotated and given to the COR.

4. The Contractor shall inspect, and if warranted, adjust and verify proper operating conditions of condenser and chilled water loops, to include evaporator, exchanger, and all associated piping controls and sensors.

5. The Contractor shall inspect all compressors and associated equipment for proper working conditions. The contractor shall inspect and service all refrigerant systems, according to manufacturer specifications, with leak detection devices. The contractor shall collect and contain all lubrication material and/or refrigerants.

Disposal of this material shall be the responsibility of the contractor and shall be in accordance with current State and Federal EPA regulations. The contractor shall provide and install the type and required quantities of refrigerant according to manufacture's specifications.

6. The Contractor shall start-up and shut-down the entire air-conditioning system per the directions of the manufacture as provided in the Chiller Attachment.

3.b. Emergency Maintenance: This line item provides for emergency maintenance and repairs not covered in the preventive maintenance section(3.a.1-6).

1. Emergency service shall be performed after notification by the COR that the equipment is inoperative or requires repair. During normal working hours(7:00a.m. to 3:00p.m.), maintenance representative(s) responding to emergency calls shall report to the COR when arriving on site before starting repairs. The Contractor shall report to a designated DFAS representative outside normal working hours.

2. Costs for Emergency services begin once DFAS is notified in person that the Contractor is on site and ends prior to the Contractor leaving the DFAS facility. All services have to be approved by the COR prior to work being performed.

3. Emergency repair services shall be performed on an “on-call” basis. All repair services shall be charged an hourly flat rate per call regardless of the time and day.

Contractor shall provide services to restore the equipment to an operational condition. The contractor is required to respond to the job site within six (6) working hours after notification and work shall be complete within twenty-four working hours (three days) to restore the unit (s) to operational condition. Upon notification, the contractor shall provide the COR with a designated point of contact and make arrangements for the maintenance representative(s) to receive such notification.

3.c. Parts: This line item provides for all parts and equipment approved for replacement during the life of the contract.

Written approval has to come from DFAS and the Contracting Officer prior to purchase. Cost of installation, adjustments, and repair of parts and equipment are included in Preventive and Emergency Maintenance line items.

1. The Contractor shall identify all parts that need replacing and submit an itemized list, with justification, to the COR. The COR and DFAS representatives will review the list and forward the request to the contracting office for approval. The Contractor, once written approval has been granted, shall purchase, repair, and replace all parts.

All replacement parts shall be those of the original manufacturer or equal, and shall fit the equipment without modification. The contractor shall have and maintain on hand locally, a supply of the repair parts sufficient for the normal maintenance and repair.

2. Should it be necessary for the contractor to ship any item of equipment to a factory or shop for repairs, all expenses connected with such a shipment shall be included in the cost of parts. The contractor shall be responsible for return of the equipment expeditiously and in good operating condition. The contractor shall provide the COR with a written request for such a shipment. The contractor shall not proceed with shipment without written approval from the

COR.

4. Payment: The contractor shall provide an equipment orientation to DFAS operators on all equipment after each visit.

Orientation shall include areas of concern, sequence of events, proper operation, equipment working parameters, and limits.

Upon completion of preventive maintenance or emergency services, the Contractor shall provide the COR with a service ticket for certification and inspection of service performed, and an itemized list of parts to be forwarded to the Contracting Office.

Payment of preventive maintenance, emergency services, and parts, shall not be made without a signed service ticket by the COR or a designated DFAS employee.

5. Warranties: Parts, materials, and equipment on which the vendor or manufacturer normally provides warranties shall be supplied to the Contracting officer before final payment is made to the Contractor. Warranties will reflect a description of the product, the serial number of the product, if applicable, the date and location where the product was incorporated into the work, the conditions of the warranty, the name of the supplying vendor, the name of the purchaser, and his purchase order number and date. Warranties for installed equipment shall include a list of required maintenance necessary to ensure the warranty is kept valid. The list shall clearly identify the maintenance item and state whether the government or the contractor is responsible for the maintenance. These warranties are in addition to the statutory one-year warranty for workmanship. All vendor or manufacturer warranties that exceed the statutory one-year requirement shall be passed on to the government in full.

6. Cleanup: Rubbish and debris shall be removed from the DFAS- Limestone property daily. Materials that cannot be removed daily shall be stored in areas specified by the COR. The amount of dust resulting from this work shall be controlled to prevent its spread to occupied areas of the building.

a. The contractor shall use only State and Federal Environmental Protection Agency (EPA) approved chemicals and materials. The contractor shall provide material safety data sheets for all chemicals and materials to be used.

Disposal of chemicals and materials shall be in accordance with State and Federal EPA regulations. The contractor shall not use any chemical and material until receiving approval from the COR.

b. The contractor shall collect and contain all oil which may be comprised of or contain Chlorofluorocarbons during pump down of compressor(s) according to manufactures specifications. Disposal of contaminated material shall be the responsibility of the contractor and shall be in accordance with current State and Federal EPA regulations.

7. FACILITY AREA PASS/BADGE: The contractor will be required to wear, in plain view, a DFAS badge at all times within the facility. The contractor shall provide the COR with the names of all personnel working within DFAS-LI during the contract period.