Statement_of_Work.pdf

National Institutes of Allergy and Infectious Diseases 5601 Fishers Lane Rockville, MD 20852

RDCF Chiller Full Service Planned Preventative Maintenance

Scope of Work

1. Introduction/Background:

NIH/NIAID, Office of Science Management (OSMO), Office of Workforce Solutions (OWS) is the focal point for the institute's cyber infrastructures facilities, advising the NIH/NIAID Director and the Deputy

Director for Science Management and Operations on such matters within NIH/NIAID‐occupied locations. The OWS works within the overall guidance and framework of the processes within the

National Institutes of Health (NIH), the parent agency for NIH/NIAID. OWS acts as a single point organization supporting the program and project management, strategic and operational planning, reengineering, reconfiguration, operations and maintenance, and analytical decision support for all of

NIH/NIAID’s cyber infrastructure facilities, bio‐hazard, and clinical laboratories.

NIAID’s Office of Workplace Solutions (OWS), Office of High Risk Facilities (OHRF) is requesting Full

Service Planned Preventative Maintenance (PPM) services to support the 99.9% uptime requirements of their Research Development Computing Facility (RDCF) mechanical, electrical and plumbing (MEP) systems; along with all LAN and security closet MEP systems, for two Boland Trane 600‐ton Chillers #3

& #4 per manufacturer requirements.

2. Objective:

NIAID’s Office of Workplace Solutions (OWS), Office of High Risk Facilities (OHRF) has a requirement to maintain two Boland Trane 600‐ton Chillers per the manufacturer’s specifications with Original

Equipment Manufacturer (OEM) parts.

3. Scope:

The scope includes maintenance and repair of Boland Trane 600‐ton Chillers at 99.9% uptime. Vendor shall supply all parts, labor, and services necessary to ensure the generators operate at optimal levels.

4. Requirements:

Vendor shall provide all service, labor, materials, and parts necessary to maintain and repair two Boland

Trane 600‐ton Chillers at 99.9% uptime rate. Chiller information is as follows:

Chiller manufacturer is Trane, Model is CVHF058, Serial Numbers: L12H03305 and L12H03306.

In addition, Vendor shall maintain and repair Chillers per the manufacturer’s specifications with Original

Equipment Manufacturer (OEM) parts. This services shall include project management planning and logistics; full service planned preventative maintenance; and liability. Specific requirements are as follows:

5. Project Management Planning and Logistics

5.1. Kickoff meeting to discuss the layout of the work spaces and survey requirements.

5.2. Prepare for and plan so that all efforts are coordinated between ongoing NIAID RDCF operations and NIAID (Contracting Officers Representative (COR) or assigned PO. These efforts must not interfere with NIAID Staff or daily NIAID RDCF activities within the facilities.

5.3. Provide monthly detailed planned preventative maintenance schedule and related efforts corresponding to the period of performance.

5.4. Provide clear communication to the NIAID COR or assigned Project Officer (PO), as to scheduled events, access, safety and security concerns, and other issues which may arise;

and plan courses of action.

5.5. Organize and conduct monthly progress meetings as necessary with the NIAID PO, NIAID Staff and service providers; includes developing, organizing, and distributing handout materials.

5.6. Organize, maintain and distribute an emergency contact list to the NIAID PO and NIAID

Staff.

5.7. Method of Procedure documentation will be completed by the PPM contractor and be presented to the NIAID Facility Manager (FM) and/or NIAID PO prior to scheduling every new maintenance tasks using the NIAID supplied form.

5.8. The NIAID FM and/or NIAID PO will determine if a “Dry Run” of new maintenance tasks will be required, to determine the level or risk, prior to allowing the task to be scheduled.

5.9. If deemed necessary, the PPM contractor will schedule the Dry Run with the necessary sub‐ contractors and the NIAID Project Manager.

5.10. Meet monthly or as required with the NIAID FM and/or NIAID PO to review contractor scope of work and activities to be scheduled.

5.11. Notify the NIAID FM and/or NIAID PO for acceptance of work completion.

6. Full Service Planned Preventative Maintenance:

6.1. Provide one annual winter inspection maintenance service visit on two Boland Trane 600‐ ton Chillers for the base period and each of the option years.

6.1.1. Check purge pump‐out time to determine if leak test is required. Recover refrigerant and leak test.

6.1.2. Clean purge condenser.

6.1.3. Replace purge drier cores.

6.1.4. Replace purge sight glass.

6.1.5. Check purge pump‐out compressor and orifice.

6.1.6. Perform leak test on entire purge unit.

6.1.7. Operate purge unit and check for proper pump‐out operations.

6.1.8. Check and calibrate all safety controls.

6.1.9. Check Meg Chiller motor and oil pump motor.

6.1.10. Lubricate open drive motor bearings with manufacturer required grease.

6.1.11. Check and tighten all starter terminals and check contacts for wear and tear.

6.1.12. Clean heat exchanger on solid state or VFD starts and change cooling fluid.

6.1.13. Change oil in chiller.

6.1.14. Tighten motor terminals.

6.1.15. Change oil filter.

6.1.16. Tighten oil heater leads and check amperage.

6.1.17. Check vane linkages for wear and tear, proper adjustment, lubricate bearings, and seals.

6.1.18. Take oil sample and have it analyzed for acid and metal contents. Report findings to

NIAID COR and/or assigned NIAID Building Engineer staff.

6.1.19. Report any uncorrected deficiencies note to NIAID COR and/or assigned NIAID Building Engineer staff.

6.2. Provide (12) monthly planned maintenance inspections on (2) Boland Trane 600‐ton Chillers per year.

6.2.1. Check and record operating temperatures, pressures, and amperages.

6.2.2. Visually inspect starter for overheated terminals.

6.2.3. Check operating controls.

6.2.4. Check operation of purge.

6.2.5. Review operating log with NIAID COR or assigned NIAID Building Engineer Staff.

6.2.6. Report any uncorrected deficiencies with NIAID COR and/or assigned NIAID Building

Engineer Staff.

6.2.7. Advise NIAID COR and/or assigned NIAID Building Engineer staff on cooling tower operations.

6.3. Provide start up and shutdown on two Boland Trane 600‐ton Chillers each Spring and Fall.

Check the flow switches for proper operation at start up. Set up operations log with the

NIAID COR and/or assigned NIAID Building Engineer staff.

6.4. Provide all repair parts and materials per manufacturer requirements for this full‐service agreement.

6.5. Provide refrigerant up to 100 lbs. per chiller per year.

6.6. Inspect condenser tubes and brushes once a year. Provide machine is flanged so that the heads can be readily removed, and values are in good operation condition. Only one end of the condenser will be removed for cleaning. Chemical cleaning will be completed as necessary and included in the full‐service agreement.

6.7. Provide technicians who are Boland Trane Factory Direct Certified utilizing factory authorized parts and materials that are specific to our chillers under standby use. All waste materials will be disposed of in accordance with EPA/ DEP regulations. Reports will need to be submitted upon completion.

6.8. Provide planned preventative maintenance coverage two Boland Trane 600‐ton Chillers for a base year plus four option years as described below.

6.9. Contractor to provide emergency service response time within (4) hours to be onsite after emergency call is placed.

6.10. Perform Eddy Current Testing on evaporator and condenser tubes one time in option year #3 of the contract. Eddy Current Testing establishes tube integrity. Tube failure causes acidic degradation of the chiller which leads to catastrophic failure. Eddy Current

Testing uses an electronic sensor to detect tube wall thickness. Technicians observe wave forms to identify defects before failures occur.

7. Liability:

7.1. Work performed by the contractor shall be in the strictest accordance with all applicable plans, general conditions, specifications and addenda listed on the face as applicable thereto, and contractor is bound by all provisions of these documents and for all other documents to which the Contractor is bound. Where his specific work as set forth in the plans, specifications and addenda is not described in this order, contractor shall perform all work normally constructed to come within the scope of his activities.

7.2. The contractor hereby assumes entire responsibility and liability for any and all damage and injury of any kind or nature whatsoever to all persons, whether employees or otherwise, and to all property, growing out of, or resulting from the labor or material or both used in the performance of this contract or occurring in connection therewith. The contractor shall indemnify and hold harmless Government, their other subcontractors from all claims that may arise from the performance of the contract work.

7.3. The contractor shall clean up and remove from the premises all debris caused by execution of the work or furnishing material. Upon failure to remove its debris, Government may remove it and charge the cost to the contractor.

8. Work Location: 5601 Fisher Lane, Rockville, MD

9. Business Hours: Business hours are 7:00 a.m. to 5:00 p.m. on Monday – Friday, excluding holidays, unless otherwise specified.

10. Period of Performance: : 5601 Fisher Lane, Rockville, MD

Base of 6 months ‐ September 28, 2018 – March 31, 2019 Option year 1 – April 1, 2019 – March 31, 2020 Option year 2 – April 1, 2020 – March 31, 2021 Option year 3 – April 1, 2021 – March 31, 2022 Option year 4 – April 1, 2022 – March 31, 2023

11. Inspection and Acceptance Requirements:

11.1. All work will be inspected and approved by a Government approving official at the completion of the job.

11.2. All work shall be completed in accordance with industry standards.