HVAC Statement of Work.pdf

PREVENTATIVE MAINTENANCE AND INSPECTION CONTRACT FOR HVAC

CONTROL SYSTEM, HEATING PLANT AND AIR CONDITIONING SYSTEMS

AT THE CHEYENNE HEALTH CENTER

STATEMENT OF WORK

A. Minimum Requirements to be Considered a Qualified Bidder

1. The Maintenance Contract firm must have a minimum of 3 years’ experience history in the field and present documentation substantiating such.

2. Contractor personnel that will be working on the HVAC systems of the Indian Health Service (IHS) sites must have a minimum of three (3) years of experience and have attended appropriate training to be qualified and proficient in working with automated HVAC control systems. Training must be such that the technician is fully capable of programming with software and troubleshooting the HVAC equipment and the automated control system. Documentation substantiating that these capabilities must be submitted at the time of bidder qualification evaluation.

3. The contracting firm must be a firm with at least 5 years of heat pump maintenance experience or provide documentation showing access to a qualified firm for the repair and alteration of ground source heat pumps and their components.

4. The contracting firm must directly employ formally trained, qualified and experienced technicians in the following disciplines: Boiler and burner maintenance and repair, cooling system (chillers, condensing units, and associated equipment) maintenance and repair, ventilation and heating equipment maintenance and repair, and maintenance and repair of direct digital control systems for HVAC systems.

5. Contractor personnel must have at least one (1) year of experience working in Health Care facilities and provide documentation of past experience.

B. Effective Dates of Coverage

The performance period for this contract shall be 365 days (one year) starting from the date of award. The contract can be extended utilizing four (4), one year option extensions, for a total of five (5) years if determined to be in the best interest of the government.

C. Scope of Work

The work under this procurement shall be accomplished at the Cheyenne River Heath Center, Eagle Butte, South Dakota.

The contractor shall perform all tasks under preventative maintenance tasks that are pertinent to the equipment located at the site during the first year of contract. As the IHS maintenance staff, under the tutelage of the contractor personnel, becomes more proficient in the care and maintenance of the HVAC equipment, it is assumed that the services required of the contractor in subsequent years could be diminished.

The contractor will make a minimum of six scheduled site visits during the contract year. These site visits will be to perform inspection and testing utilizing the existing DDC system, seasonal start-up, shutdown and lay-up of the heating and cooling systems and maintenance as required. Two days prior to making one of the scheduled visits, the contractor shall contact the Facility Manager at the site to schedule the visit.

The contractor shall respond to emergency service calls within four (4) hours after the call is initiated. The contractor shall respond to non-emergency service calls that are required outside the scheduled site visits, during normal working hours. After each scheduled site visit or service call, the contractor shall prepare a written report of the activities, findings and recommendations. One copy of the report shall be delivered to the Facility Manager at the site and a second copy shall be delivered to the Project Officer’s Representative (POR). The contractor shall bid on the listed amount of emergency visits per year on the bid schedule. In the event any additional visits are required, they shall be billed to the Cheyenne River Health Center as an additional cost.

The contractor shall employ only experienced and qualified service personnel that are directly employed or supervised by the contractor.

The contractor shall provide a planned preventative maintenance program schedule that has been developed specifically for the HVAC and building automation system at this location.

D. Site Information

EQUIPMENT LIST:

Boiler (1 each) Circulation Pump (15 each) Mechanical Room (14) EMS Mechanical Room (1) Water Heater (3) Air Handler Unit (10 each) Make Up Air Unit (1 each) Multi-stack Chiller (1) Trash Compactor (1)

Split System Air Conditioner (2 each) Air Compressors (3) Aire Compressor (1) Medical Air (2) Heat Pump Unit (6 each) Lower Level (5) EMS Addition (1) VAV Boxes (318) Power Roof Ventilator (18 total) Cabinet Unit Heater (19 total) Exhaust Fan (8 total) S&B: SQB, SQD – belts, lubrication (2x/annual) S&B: DB – belts, lubrication (2x/annual) S&B: TXB, TXB-W, TXB-RHUL – belts, lubrication (2x/annual) Power Roof Ventilators PRV (1 each) Unit Heater (12) Heat Exchanger (plate) Humidification System (4 total)

AHU 3, 6, 9 and 10 Snow Melt Sensor (1)

The bid schedule indicates the estimated quantities of various equipment at the site covered by this statement of work.

E. Services

1. Start-Up: The contractor shall perform heating equipment and controls inspection and start-up prior to the heating season. The contractor shall perform cooling equipment and controls inspection and start-up prior to the cooling season and one mid-season cooling check on all cooling equipment and controls.

2. Repair and Replacement: The contractor shall provide labor to replace worn equipment as requested by the Facility Manager at the site. No work shall be done or parts installed without prior authorization.

3. Reports and Recommendations: After each visit to the site, the contractor shall provide a service report and review it with the Facility Manager of the site. Any recommendations the contractor may have to improve the efficiency and/or performance of the current operations at the site shall be submitted in writing to the Facility Manager and the

COR.

F. Preventative Maintenance Tasks

1. Boiler

• Check safety relief valve.

• Check temperature controls

• Inspect piping and connections.

• Check and inspect low water cutoffs.

• Check make-up water system.

• Check combustion air intake system.

• Inspect valves.

• Inspect water level gauge glass and controls.

• Check contacts on all controls.

• Check make-up water, clean and adjust as needed.

• Check fire-side of boiler and stack, clean as needed.

• Inspect refractory.

• Blowdown mud legs.

• Blowdown gauge glass.

• Blowdown main.

• Blowdown all low-water cutoffs.

• Check burner operation, pull and clean as needed.

• Check combustion blower, clean as needed.

• Check combustion controls.

• Check gas regulator.

• Check gas pressure safety controls.

• Check for gas leaks at all valves and connections.

• Check gas vents.

• Check gas meter.

• Check burner control system.

• Check linkages.

• Check for proper ignition.

• Check pilot for proper operation.

• Check flame detection safety controls for proper operation.

• Perform combustion analysis and make adjustments as needed.

2. Pumps

• Lubricate pump and motor bearings per manufacturer’s recommendations.

• Tighten all nuts and bolts. Check motor mounts and vibration pads for wear and deterioration. Replace or adjust as needed.

• Visually check pump alignment and coupling.

• Check motor operation and condition.

• Inspect electrical connections and contactors.

• Inspect and clean strainers, check hand valves.

• Inspect mechanical seals or pump packing. Replace or adjust as needed.

• Verify accuracy of gauges.

• Clean external surfaces as needed.

• Check suction and discharge pressures.

3. Water Heaters

• Check safety relief valve

• Check temperature and safety controls including pilot and main gas controls.

• Inspect piping and connections.

• Check gas pressure, gas regulator and gas valve.

• Check pilot, main gas ignition and operation.

• Check combustion room air intake system.

• Inspect valves and blowdown or flush main tank drain.

• Check contacts and connections on all controls and tighten as needed.

• Check water connections, tighten as needed.

• Clean fire-side, burner and pilot as needed.

• Check pilot tubing, replace as needed.

• Check ignition wiring, replace as needed.

• Check electrodes, clean and adjust or replace as needed.

• Check venting.

4. Air Handling Units

• Inspect and clean fan/blower assembly as needed.

• Lubricate fan and motor bearings per manufacturer’s recommendations.

• Inspect belts and sheaves. Adjust or replace as needed.

• Tighten all nuts and bolts.

• Inspect motor mounts and vibration pads. Adjust or replace as needed.

• Check motor operation.

• Inspect electrical connections and contractors.

• Lubricate and adjust associated dampers and linkage.

• Check fan operation.

• Clean outside air intake screen.

• Inspect and clean drains and drain pans.

• Inspect and clean strainers, check steam traps and hand valves.

• Check filter advancing mechanism. Lubricate and adjust as required.

• Inspect filters.

• Check heating and cooling coils.

• Inspect humidifier on AHU #3, 6, 9 & 10.

• Clean external surfaces as required.

5. Multi Stacks

• Inspect for visibly loose or damaged components

• Inspect thermal insulation for integrity

• Clean external surfaces as needed.

• Check terminals for tightness, tighten as necessary

• Clean control panel interior as needed.

• Visually inspect components for signs of overheating

• Verify compressor heater operation

• Test and calibrate equipment protection and operating controls

• Inspect for leaks

• Perform compressor vibration test

• Acid test oil sample

• Clean condenser coils

• Review manufacturer’s recommendations for start-up

• Check auxiliary equipment operation.

• Log all operating conditions after unit stabilizes

• Review operating procedures

• Review chiller operation

• Annual cleaning of the heat exchangers conducted in non-cooling season while shut down.

o Isolate chiller (both condenser and chiller water circuits) o Drain chiller o Black flush chiller with water to remove foreign material o Fill chiller with clean water o Make sure that any chemical used is compatible with copper and stainless steel.

o DO NOT use hydrochloric acid or sulfuric acid to clean Multi

Stacks o If there is a rise in discharge pressure, reduction in evaporation heat transfer, low suction pressure or low chiller water temps, a cleaning needs to be done more than annually.

• Water should be tested for chloride annually. Concentrations cannot be above 300 ppm.

• Inspect for water impurities

• Inspect for system impurities

• Inspect for cooling tower impurities

• Clean strainers at the end of every cooling season

• Clean chilled water filter strainers when evaporator is operating at

52 psig or 10-12 psig below normal

6. Trash Compactor

• Check control panel indicator lights

• Check panel switches

• Check that limit switches are operational.

• Inspect motor starter contacts

• Ensue relays are well seated

• Tighten electrical connections in control panel when needed.

• Inspect overloads and heaters

• Inspect cords, conduit, and sealties

• Check unit cycle time: extend time in seconds and retract time in seconds.

• Check incoming voltage

• Inspect for leaks in hoses and fittings

• Check oil level and quality

• Check system pressure

• Check system PSI

• Inspect hoses for wear and abrasion

• Check directional valve

• Check and oil shredder gear box

• Tighten anchor bolts when needed

• Inspect wiper blade

• Inspect cylinder mount and pin

• Inspect loading door linkage, cables or chains

• Inspect container attachment points

• Inspect bale ejection system

• Inspect turnbuckles

• Clear top of presshead

• Check safety gates, doors, and latches

• Check shredder chain tension

• Check shredder sprockets for wear

• Remove access covers and clean debris behind compactor ram

• Grease turnbuckles

• Grease chamber door latch

• Grease presshead guides

• Grease casters/rollers

• Grease door hinges

• Grease shredder bearings

7. Duct Free Condensing Units

• Check oil pressure and charge when needed.

• Check coils for dirt and debris and clean as needed.

• Check for leaks.

• Check drain pans and drain as necessary.

• Check fan.

• Check pressure relief valve.

• Check high pressure switch.

• Check refrigerant levels and add and charge as needed.

• Remove all debris from within and around unit.

• Inspect belts, pulleys, and mounts, adjust as needed.

• Lubricate fan and motor bearings per manufacturer’s recommendations.

• Inspect electrical connections, contactors, relays, and operating/safety controls.

• Check motor operation.

• Inspect and clean fan blades as required.

• Check operation. Adjust as needed.

8. Air Compressor

• Drain tank and check traps

• Change oil and check oil pressure

• Check belt and sheaves.

• Check suction filter.

• Check and inspect unloader and check-valve.

• Check high pressure safety valve.

• Check motor operating conditions and lubricate

• Check PE switch, starter and alternator.

• Record compressor run time.

9. Heat Pumps

• Inspect for any visibly loose or damaged components

• Inspect filters, blower, and indoor coil for dirt and other obstructions

• Verify correct electric control

• Verify correct thermostat operation

• Inspect electrical terminals, and, if necessary, clean and tighten connections, and apply nonconductive coating.

• Check compressor

• Lubricate motors, and inspect belts for tightness and wear

• Check above ground pipes and connectors

• Check for leaks

• Check anti-freeze/coolant fluid levels and concentrations

• Check radiators and bleed system

10. VAV Boxes

• Inspect hot water coil

• Clean fins via the access panel upstream of the water coil

11. Power Roof Ventilators - Annual

• Check that motor turns freely

• Inspect belt for radial cracks, ply separation, irregular wear and proper fit, neither too tight nor too loose

• Check sheave set screws to ensure tightness

• Apply lubricant if necessary

• Inspect rotating wheel or propeller for damage

12. Cabinet Unit Heaters

• Check for Unusual Noise and Vibration

• Inspect inside components and surfaces

• Apply lubricant to bearings if necessary

• Check Filters

• Verify Heating/Cooling Operations

13. Exhaust Fans

• Inspect belt for radial cracks, ply separation, irregular wear and proper fit, neither too tight nor too loose

• Lubricate Bearings

• Check Return Air Fan (Remove if for exhaust only)

• Check Filters

• Clean Inside Surfaces

14. Unit Heaters

• Drain Drop Legs and Traps for Air

• Clean Coils

• Clean Entire Unit

• Verify Operation

15. Heat Exchanger

• Inspect/Clean head assembly and water side components

• Clean flanges

• Reassemble

• Check for system leaks

16. Humidification AHU# 3,6,9 &10

• Check for leaks

• Clean annually

• Check filter and replace as needed

• Check for hard water build up

17. Snow Melt System - Annual

• Check for leaks by pressure testing

• Check sensor contacts and clean