Performance Work Statement.pdf

CHILLER MAINTENANCE\FULL-SERVICE/WARRANTY AGREEMENT

SOUTHERN PLAINS AGRICULTURAL RESEARCH CENTER

USDA/AGRICULTURAL RESEARCH SERVICE

2881 F&B ROAD

COLLEGE STATION, TEXAS

This contract will provide complete maintenance services and extend the warranties for the chillers identified below at the Southern Plains Agricultural Research Center, located in College Station, Texas. The contract will include all the required preventative maintenance, labor, parts and service for the chillers. The contractor will provide all materials and labor to provide a professional service.

Equipment Covered:

Chiller #1: Trane Centrifugal Chiller; Model # RCVHE050FD03P0M55000A030000: Serial # L18G03284 (Previous #s Mode l# CVHE050FA3P0ACM2375Q9E5NBC; Serial # L02M22965)

Chiller #2: Trane Centrifugal Chiller; Model # RCVHE045FD03Y0M55000A030000; Serial # L18G03283 (Previous #: Model # CVHE045FA3Y0ACM2385Q9E5NBC; Serial # L04K04549)

The service contract will have a performance period of one year with the Government have the option to renew the contract for an additional year. The Government may exercise the option for no more than 4 times. The Contractor will provide pricing for all potential years of service. The requirements remain the same for all years with the exception of some differences for optional services each year (requirements for each year are detailed).

Time Covered:

Base year time frame: 6/1/2021 through 5/31/2022.

Option year #1-time frame: 6/1/2022 to 5/31/2023.

Option year #2-time frame: 6/1/2023 to 5/31/2024.

Option year #3-time frame: 6/1/2024 to 5/31/2025.

Option year #4-time frame: 6/1/2025 to 5/31/2026.

Specific work requirements under this contract are as follows:

1. The Contractor agrees to provide preventative maintenance and repairs for the chillers #1 and #2. The maintenance service will include at a minimum four quarterly inspections (3 routine maintenance inspections and 1 annual inspection). Inspections and maintenance for each chiller may be performed the same day provided a means of cooling for the site is available at all times.

2. The Contractor shall provide all maintenance and/or repairs including all labor and materials necessary for a Comprehensive Service and Extended Warranty Agreement for chiller #1 and #2 (contract will cover all parts and equipment supplied with the original shipment of the chiller, to include all required labor) for the equipment listed above. The minimum maintenance services for each chiller are attached. All replacement parts will be of equivalent or better quality.

3. The Contractor is not responsible for cost of replacing equipment damage due to other than operational conditions, such as natural disasters, fires, misuse or negligence, or improper water treatment.

4. The Contractor is not responsible for damages caused by improper chemistry control of the water system.

5. The Contractor may be employed for replacing damaged components due to other than operational conditions. The Contractor will provide cost proposal for any repair exceeding $500. Contractor will provide billing labor rates for these services. Contractor travel time billing is limited to one hour per day.

Provide billing rates for normal time and after-hours work.

6. The Contractor will not be responsible for the cost of supplying refrigerant for the contract period. Any required refrigerant quantities will be purchased by the Government and supplied to the Contractor.

7. The Contractor will work with the government to assure that work activities will be minimally disruptive to government operations. Work by the Contractor may be conducted during normal working hours or after-hours with approval of Government’s Representative. If the contractor choice is to work after-hours (with Government’s approval) for repairs/maintenance that could have been performed during normal working hours, no additional compensation will be provided to the contractor.

8. The Contractor must be readily available (be able to respond via phone within two hours) and be on site within four hours from time of the reported service call for emergency situations (emergency situation is considered loss of operation of both chillers).

9. Contractor shall be on-site within 3 business days to respond to any problem that causes the failure or unavailability of one chiller. All work will be performed during normal business hours. Repairs to the non-operational chiller will be made within 5 business days after diagnosis of problem (s) subject to availability of repair parts (ever effort will be made to get repair parts on site in the timeliest manner possible). Contractor will provide written notice for any repair expected to take longer than 5 business days to repair and will provide estimated date repairs will be completed. Any service specifically requested by the Government to be performed outside of normal working hours will be compensated to the Contractor at the preferred customer service listed in item #4 with a maximum allowable paid travel time of two hours.

10. Vibrational service will be done in the presence of a Trane representative. Test may be scheduled during routine service or at another time convenient to the Contractor.

11. The Contractor is responsible for repairs to unit insulation caused during maintenance or repairs.

12. The Government reserves the right to employ the services of qualified refrigeration experts in the event the Contractor is unable to meet the time service requirements. The Government will provide written notice to the Contractor prior to taking this action and all service agreements will remain effective. The Contractor will be responsible for any charges as a result of the Contractor not being able to meet obligations.

13. The Contractor is responsible for visiting the site prior to bidding. The Government will provide no compensation for anything that would have been evident during a site visit. Contact the Government’s Representative (Mark Buxkemper, 979-260-9262) to schedule a site visit.

14. The Contractor is responsible for the removal and proper disposal of all waste material. The contractor will maintain the work site clean and neat at all times.

15. All materials will be delivered to the work site in good condition and will be protected from the weather as required. Limited storage area on site is available. The Contractor is responsible for security of all equipment/supplies/tools brought on site.

16. Service Wage Rates apply to all Government contracts. All contractors’ employees must be U.S. citizens or have proper credentials to work in the United States.

17. All contractor employees working on site will adhere to all of the Government requirements to enter the facilities. Any employee not adhering to the requirements will be asked to comply or leave the facility.

The Government is not responsible for any additional cost incurred by the Contractor due to failure to comply.

18. Payment will be provided only for services/materials provided (no advance payment for services).

Payment requests will be submitted via the Government’s Invoice Processing Plan (IPP).

19. The contractor is responsible for paying sales tax for any material/equipment/labor as required. The Government will not issue a tax exemption certificate for the contractor.

20. The Government reserves the right to cancel the contract at any time within the contract period and will provide the contractor written notice 30 days prior to any action. Contractor will be paid for all services provided up to the date of cancellation of the contract.

21. The Contractor MUST register with the System for Award Management before a contract can be awarded. Register online at www.sam.gov. The contractor must also have a DUNS number from Dun & Bradstreet (1-888-705-5711).

Base year time frame: 6/1/2021 to 5/31/2022.

Chiller #1 and #2 This schedule describes the basic Scheduled maintenance procedures that will be performed by the Service Contractor. These procedures must comply with all EPA regulations regarding maintenance and repair of air conditioning/heating equipment and systems.

ANNUAL MAINTENANCE

Inspect, clean and wipe control panels.

Clean and paint touch-up (original manufacturers color) on compressors.

Repair or Replace any damage insulation on the chiller.

Refrigerant System Check purge minutes vs. run time to determine if leak test is required.

Lubrication System Close oil filter isolation valves.

Remove old oil filter and dispose of properly.

Supply and install new oil filter.

Calibrate oil heater thermostat.

Operating Checks Inspect starter operation, voltage and current.

Check refrigerant and oil levels.

Inspect operation of vane positioner.

Complete operating log and record settings.

Inspect operation of hot-gas bypass valve

(if applicable).

Purge Systems Clean purge compressor.

Clean condenser coil.

Inspect and calibrate controls.

Install new cores and gasket (if applicable).

Electrical Systems Inspect condition of contacts for wear and pitting.

Inspect and calibrate safety controls.

Meg compressor motor and oil pump motor.

Record data.

Inspect dash-pot oil in main starter, (if applicable),.

Check-tighten all starter terminals.

Check-tighten control panel terminals.

Check-tighten oil heater leads.

Inspect and calibrate capacity control

(if applicable).

Written Reports (Daily Timesheet) Provided to customer representative following each regular inspections or emergency call.

CHILLER #1 and #2

SCHEDULED MAINTENANCE

Inspect operating and safety controls.

Record settings.

Complete operating log of temperatures, pressures, voltages and amperages (see sample log sheet attached).

Inspect operation of purge circuit.

Inspect operation of control circuit.

Inspect operation of lubrication system including oil pump and oil pressure regulator.

Inspect operation of motor starter.

Report to operator any uncorrected deficiencies noted.

OPTIONAL ANNUAL SERVICES

Remove one condenser head and inspect tube condition.

Remove both condenser heads and inspect tube condition.

Remove one condenser head and brush clean tubes.

Chemically clean condenser tubes.

Remove one evaporator head and inspect tube condition.

Remove both evaporator heads and inspect tube condition.

Remove one evaporator head and brush clean tubes.

Chemically clean evaporator tubes.

Perform non-destructive eddy current testing of condenser tubes and provide written analysis of test.

Perform non-destructive eddy current testing of evaporator tubes.

Change refrigerant filters and clean-up filters, if so equipped.

Perform Goetz bottle test to determine percent oil, to be taken 1 times per year.

Refrigerant sample and analysis for moisture and oil content, to be taken 1 times per year.

Oil analysis report with samples taken 1 times per year.

Perform vibration analysis to include report.

Bring unit to slight positive pressure using hot water and leak check.

Other:

Option year #1-time frame: 6/1/2022 to 5/31/2023.

Chiller #1 and #2 This schedule describes the basic Scheduled maintenance procedures that will be performed by the Service Contractor. These procedures must comply with all EPA regulations regarding maintenance and repair of air conditioning/heating equipment and systems.

ANNUAL MAINTENANCE

Inspect, clean and wipe control panels.

Clean and paint touch-up (original manufacturers color) on compressors.

Repair or Replace any damage insulation on the chiller.

Refrigerant System Check purge minutes vs. run time to determine if leak test is required.

Lubrication System Close oil filter isolation valves.

Remove old oil filter and dispose of properly.

Supply and install new oil filter.

Calibrate oil heater thermostat.

Operating Checks Inspect starter operation, voltage and current.

Check refrigerant and oil levels.

Inspect operation of vane positioner.

Complete operating log and record settings.

Inspect operation of hot-gas bypass valve

(if applicable).

Purge Systems Clean purge compressor.

Clean condenser coil.

Inspect and calibrate controls.

Install new cores and gasket (if applicable).

Electrical Systems Inspect condition of contacts for wear and pitting.

Inspect and calibrate safety controls.

Meg compressor motor and oil pump motor.

Record data.

Inspect dash-pot oil in main starter, (if applicable),.

Check-tighten all starter terminals.

Check-tighten control panel terminals.

Check-tighten oil heater leads.

Inspect and calibrate capacity control

(if applicable).

Written Reports (Daily Timesheet)

SCHEDULED MAINTENANCE

Inspect operating and safety controls.

Record settings.

Complete operating log of temperatures, pressures, voltages and amperages (see sample log sheet attached).

Inspect operation of purge circuit.

Inspect operation of control circuit.

Inspect operation of lubrication system including oil pump and oil pressure regulator.

Inspect operation of motor starter.

Report to operator any uncorrected deficiencies noted.

OPTIONAL ANNUAL SERVICES

Remove one condenser head and inspect tube condition.

Remove both condenser heads and inspect tube condition.

Remove one condenser head and brush clean tubes.

Chemically clean condenser tubes.

Remove one evaporator head and inspect tube condition.

Remove both evaporator heads and inspect tube condition.

Remove one evaporator head and brush clean tubes.

Chemically clean evaporator tubes.

Perform non-destructive eddy current testing of condenser tubes and provide written analysis of test.

Perform non-destructive eddy current testing of evaporator tubes.

Change refrigerant filters and clean-up filters, if so equipped.

Perform Goetz bottle test to determine percent oil, to be taken 1 times per year.

Refrigerant sample and analysis for moisture and oil content, to be taken 1 times per year.

Oil analysis report with samples taken 1 times per year.

Perform vibration analysis to include report.

Bring unit to slight positive pressure using

Option year #2-time frame: 6/1/2023 to 5/31/2024.

Chiller #1 and #2 This schedule describes the basic Scheduled maintenance procedures that will be performed by the Service Contractor. These procedures must comply with all EPA regulations regarding maintenance and repair of air conditioning/heating equipment and systems.

ANNUAL MAINTENANCE

Inspect, clean and wipe control panels.

Clean and paint touch-up (original manufacturers color) on compressors.

Repair or Replace any damage insulation on the chiller.

Refrigerant System Check purge minutes vs. run time to determine if leak test is required.

Lubrication System Close oil filter isolation valves.

Remove old oil filter and dispose of properly.

Supply and install new oil filter.

Calibrate oil heater thermostat.

Operating Checks Inspect starter operation, voltage and current.

Check refrigerant and oil levels.

Inspect operation of vane positioner.

Complete operating log and record settings.

Inspect operation of hot-gas bypass valve

(if applicable).

Purge Systems Clean purge compressor.

Clean condenser coil.

Inspect and calibrate controls.

Install new cores and gasket (if applicable).

Electrical Systems Inspect condition of contacts for wear and pitting.

Inspect and calibrate safety controls.

Meg compressor motor and oil pump motor.

Record data.

Inspect dash-pot oil in main starter, (if applicable),.

Check-tighten all starter terminals.

Check-tighten control panel terminals.

Check-tighten oil heater leads.

Inspect and calibrate capacity control

(if applicable).

Written Reports (Daily Timesheet)

SCHEDULED MAINTENANCE

Inspect operating and safety controls.

Record settings.

Complete operating log of temperatures, pressures, voltages and amperages (see sample log sheet attached).

Inspect operation of purge circuit.

Inspect operation of control circuit.

Inspect operation of lubrication system including oil pump and oil pressure regulator.

Inspect operation of motor starter.

Report to operator any uncorrected deficiencies noted.

OPTIONAL ANNUAL SERVICES

Remove one condenser head and inspect tube condition.

Remove both condenser heads and inspect tube condition.

Remove one condenser head and brush clean tubes.

Chemically clean condenser tubes.

Remove one evaporator head and inspect tube condition.

Remove both evaporator heads and inspect tube condition.

Remove one evaporator head and brush clean tubes.

Chemically clean evaporator tubes.

Perform non-destructive eddy current testing of condenser tubes and provide written analysis of test.

Perform non-destructive eddy current testing of evaporator tubes.

Change refrigerant filters and clean-up filters, if so equipped.

Perform Goetz bottle test to determine percent oil, to be taken 1 times per year.

Refrigerant sample and analysis for moisture and oil content, to be taken 1 times per year.

Oil analysis report with samples taken 1 times per year.

Perform vibration analysis to include report.

Bring unit to slight positive pressure using

Option year #3-time frame: 6/1/2024 to 5/31/2025.

Chiller #1 and #2 This schedule describes the basic Scheduled maintenance procedures that will be performed by the Service Contractor. These procedures must comply with all EPA regulations regarding maintenance and repair of air conditioning/heating equipment and systems.

ANNUAL MAINTENANCE

Inspect, clean and wipe control panels.

Clean and paint touch-up (original manufacturers color) on compressors.

Repair or Replace any damage insulation on the chiller.

Refrigerant System Check purge minutes vs. run time to determine if leak test is required.

Lubrication System Close oil filter isolation valves.

Remove old oil filter and dispose of properly.

Supply and install new oil filter.

Calibrate oil heater thermostat.

Operating Checks Inspect starter operation, voltage and current.

Check refrigerant and oil levels.

Inspect operation of vane positioner.

Complete operating log and record settings.

Inspect operation of hot-gas bypass valve

(if applicable).

Purge Systems Clean purge compressor.

Clean condenser coil.

Inspect and calibrate controls.

Install new cores and gasket (if applicable).

Electrical Systems Inspect condition of contacts for wear and pitting.

Inspect and calibrate safety controls.

Meg compressor motor and oil pump motor.

Record data.

Inspect dash-pot oil in main starter, (if applicable),.

Check-tighten all starter terminals.

Check-tighten control panel terminals.

Check-tighten oil heater leads.

Inspect and calibrate capacity control

(if applicable).

Written Reports (Daily Timesheet)

SCHEDULED MAINTENANCE

Inspect operating and safety controls.

Record settings.

Complete operating log of temperatures, pressures, voltages and amperages (see sample log sheet attached).

Inspect operation of purge circuit.

Inspect operation of control circuit.

Inspect operation of lubrication system including oil pump and oil pressure regulator.

Inspect operation of motor starter.

Report to operator any uncorrected deficiencies noted.

OPTIONAL ANNUAL SERVICES

Remove one condenser head and inspect tube condition.

Remove both condenser heads and inspect tube condition.

Remove one condenser head and brush clean tubes.

Chemically clean condenser tubes.

Remove one evaporator head and inspect tube condition.

Remove both evaporator heads and inspect tube condition.

Remove one evaporator head and brush clean tubes.

Chemically clean evaporator tubes.

Perform non-destructive eddy current testing of condenser tubes and provide written analysis of test.

Perform non-destructive eddy current testing of evaporator tubes.

Change refrigerant filters and clean-up filters, if so equipped.

Perform Goetz bottle test to determine percent oil, to be taken 1 times per year.

Refrigerant sample and analysis for moisture and oil content, to be taken 1 times per year.

Oil analysis report with samples taken 1 times per year.

Perform vibration analysis to include report.

Bring unit to slight positive pressure using

Option year #4-time frame: 6/1/2025 to 5/31/2026.

Chiller #1 and #2 This schedule describes the basic Scheduled maintenance procedures that will be performed by the Service Contractor. These procedures must comply with all EPA regulations regarding maintenance and repair of air conditioning/heating equipment and systems.

ANNUAL MAINTENANCE

Inspect, clean and wipe control panels.

Clean and paint touch-up (original manufacturers color) on compressors.

Repair or Replace any damage insulation on the chiller.

Refrigerant System Check purge minutes vs. run time to determine if leak test is required.

Lubrication System Close oil filter isolation valves.

Remove old oil filter and dispose of properly.

Supply and install new oil filter.

Calibrate oil heater thermostat.

Operating Checks Inspect starter operation, voltage and current.

Check refrigerant and oil levels.

Inspect operation of vane positioner.

Complete operating log and record settings.

Inspect operation of hot-gas bypass valve

(if applicable).

Purge Systems Clean purge compressor.

Clean condenser coil.

Inspect and calibrate controls.

Install new cores and gasket (if applicable).

Electrical Systems Inspect condition of contacts for wear and pitting.

Inspect and calibrate safety controls.

Meg compressor motor and oil pump motor.

Record data.

Inspect dash-pot oil in main starter, (if applicable),.

Check-tighten all starter terminals.

Check-tighten control panel terminals.

Check-tighten oil heater leads.

Inspect and calibrate capacity control

(if applicable).

Written Reports (Daily Timesheet)

SCHEDULED MAINTENANCE

Inspect operating and safety controls.

Record settings.

Complete operating log of temperatures, pressures, voltages and amperages (see sample log sheet attached).

Inspect operation of purge circuit.

Inspect operation of control circuit.

Inspect operation of lubrication system including oil pump and oil pressure regulator.

Inspect operation of motor starter.

Report to operator any uncorrected deficiencies noted.

OPTIONAL ANNUAL SERVICES

Remove one condenser head and inspect tube condition.

Remove both condenser heads and inspect tube condition.

Remove one condenser head and brush clean tubes.

Chemically clean condenser tubes.

Remove one evaporator head and inspect tube condition.

Remove both evaporator heads and inspect tube condition.

Remove one evaporator head and brush clean tubes.

Chemically clean evaporator tubes.

Perform non-destructive eddy current testing of condenser tubes and provide written analysis of test.

Perform non-destructive eddy current testing of evaporator tubes.

Change refrigerant filters and clean-up filters, if so equipped.

Perform Goetz bottle test to determine percent oil, to be taken 1 times per year.

Refrigerant sample and analysis for moisture and oil content, to be taken 1 times per year.

Oil analysis report with samples taken 1 times per year.

Perform vibration analysis to include report.

Bring unit to slight positive pressure using

Other