Preventative Maintenance SOW.pdf

STATEMENT OF WORK

HVAC Preventative Maintenance

Southeastern Fruit and Tree Nut Research Laboratory

21 Dunbar Rd, Byron, GA 31008

A. BACKGROUND:

The Southeastern Fruit and Tree Nut Research Laboratory of the USDA-ARS has a mission to enhance the production, value, and safety of pecan, peach, nectarine, and plum crops; to enhance economic competitiveness of farm operations engaged in the production of these crops; and to ensure the successful contribution of these crops to the American economy.

The mission of the Fruit and Tree-Nut Research Unit is to meet agriculture sector needs (both small and large farms) for a) stone fruit (peach nectarine, plum) scion and rootstock cultivars, and b) production and management strategies and tools to enable economic production and protection of pecan and stone fruit crops. Production related research efforts will produce cultural strategies and tools to mitigate irregular bearing of pecan and increase production efficiency.

B. SCOPE OF WORK

Synopsis. The Southeastern Fruit and Tree Nut Research Laboratory is located at 21 Dunbar Rd., Byron, GA. 31008. The main building (Bldg. 1) has been equipped with a recently installed HVAC system. The contractor shall provide regular inspections, maintenance, and adjustments to the system to maintain its efficiency and reliability. This includes the performance of regular scheduled preventive maintenance, Replace filters Check belts Replace belts if necessary Clean condensate drains Grease bearings Check electrical connections Clean condenser coils on chiller bi-yearly Check refrigerant levels Check capacitors Clean evaporator coils Clean boiler burner yearly Clean boiler flame sensor and ignitor bi-yearly Clean boiler rock box bi-yearly Check units for proper operation

The main components of the HVAC system include:

One Trane Ascend Air-Cooled Chiller One Lochinvar Crest Condensing Boiler Model FBN7001 Four Air Handling Units: York AHU-1 Model XTl-051X078-JAKA017A; York AHU-2 Model XTI- 048X075-JALA017A; York AHU-3 Model AHXXX/8ESR22-0804-H 2.2-16EP; York AHU-4 Model

XTO-045X048-EAJA017A

Two Exhaust Fans: Greenheck Vektor Model VK-H-24-A100-X Hot Water Circulating Pumps

C. DELIVERABLES

The HVAC maintenance service will be performed at the Southeastern Fruit and Tree Nut Research Laboratory located at 21 Dunbar Rd., Byron, GA. 31008 The maintenance of the HVAC system shall commence 1st week of September 2022.

D. DETAILED REQUIREMENTS

1. The Contractor shall perform preventive maintenance (PM) inspection and services on the HV AC equipment. Within 15 days after the award of the contract the contractor will develop a HV AC PM schedule and present it to the Contracting Officer Representative (COR) for approval. The COR can adjust the PM schedule at his/her discretion.

2. The contractor will perform four PM inspections of the HVAC equipment each year. The activities included in each inspection will vary depending upon the equipment being inspected and the nature of the inspection (annual, quarterly, etc.). The dates of these inspections will be determined in a meeting with the COR.

3. Each year there will be an annual maintenance inspection of the HVAC system boilers. This inspection will include the following:

a. Inspect the boilers for any abnormal conditions or exterior leaks.

b. Drain the boilers and disassemble as required for inspections based on the manufacturer's recommendations.

c. Perform slow-drain tests of the low water cut-offs and confirm their proper operation.

d. Inspect the boiler firesides for deficiencies and report any abnormalities to the COR.

e. Reassemble and re-fill the boilers.

f. Perform a complete leak test inspection of all gas train components.

g. Inspect and tighten boiler electrical connections.

h. Start-up the boilers.

i. Test all boiler operational and safety controls and confirm they operate properly.

j. Clean and test the flame safety controls.

k. Measure and record temperatures and pressures.

l. Inspect the safety relief valves for any leakage. Perform an operational test.

m. Inspect the combustion air dampers for proper operation as applicable. Lubricate them as required. Inspect the stack, breaching and barometric dampers. Report any deficiencies noted to the COR.

4. Perform combustion analyses and provide a report to the COR. Perform burner adjustment(s) for maximum efficiency based on the combustion during the year. There will be three operational inspections of the boiler. The activities performed during these inspections include the following:

a. The overall condition of the boilers will be inspected, and any abnormal conditions will be reported to the COR.

b. The boilers will be inspected for water leakage.

c. The operational and safety controls will be tested to confirm their proper operation.

d. The boilers operational conditions (including temperatures, pressures, etc.) will be inspected and recorded.

e. Combustion analysis results.

5. The air handling units, condensing units and Chiller unit will have an annual maintenance inspection.

This inspection will include the following:

a. The overall condition of each unit will be noted, and any abnormal conditions or vibrations reported to the COR.

b. Each unit will be inspected for any indications of leaks.

c. MERV 10 pleated air filters will be provided and installed.

d. Each condensate pan and condensate drain piping will be inspected and verified for proper drainage. The condensate pans and drainpipes will be cleaned as required.

e. The coils of each unit will be inspected for cleanliness, visual damage, and overall condition.

f. Coil cleaner will be provided, and the outdoor condenser coils cleaned annually.

g. All direct cold-water coils/refrigerant circuits will be inspected for proper refrigerant charge.

Report any deficiencies to the COR.

h. The fan assemblies will be inspected to determine if they are operating correctly. The bearings will be lubricated as applicable.

i. The fan belts will be checked for wear and proper tension.

j. The motors will be inspected, and bearings lubricated as applicable.

k. The motor amperages will be inspected and recorded.

l. The electrical components will be inspected for signs of wear and/or overheating and tightened as needed.

m. The operating and safety controls of each unit will be inspected, and their proper operation confirmed.

n. The operation of the outside air dampers will be inspected, and their proper operation confirmed. They will be lubricated and adjusted as required.

6. During the year there will be three operational inspections of the air handlers, condensing units and the Chiller unit. The activities performed during these inspections include the following:

a. Inspection of the overall condition of the equipment and report of any abnormal conditions to the COR.

b. Inspection of the units for any indication of water leakage.

c. Providing and installing replacement MERV 10 pleated air filters.

d. Testing the operational and safety controls of each unit and confirming the proper operation of each.

e. Inspecting and recording the operational conditions of each piece of equipment (including temperatures, pressures, etc.)

f. During the year there will be four operational inspections of the Trane variable refrigerant flow (VRF) system.

7. The activities performed during these inspections include the following:

a. Inspecting the overall condition of the equipment and report any abnormal conditions to the

COR.

b. Inspecting the equipment for any indications of water leakage.

c. Inspecting for any indications of refrigerant leakage.

d. Removing the existing washable air filters, cleaning them per Trane recommendations and replacing in the units.

e. Providing and installing any disposable air filters where required.

f. Using the Trane Service Tool, inspecting the equipment operational and safety controls to confirm they work properly.

g. Providing condenser coil cleaner and clean condenser coils once a year, the time to be dete1mined by the COR.

h. Inspecting and recording the systems operational conditions (including temperatures, pressures, etc.).

8. During the year there will be four operational inspections of the system pumps. The activities performed during these inspections include the following:

a. Inspecting the overall condition of each unit and repo1ting any abnormal conditions or vibrations to the COR.

b. Inspecting each unit for indications of water leakage.

c. Inspecting the hold-down bolts/pump supports for any deficiencies and tightening them as required.

d. Inspecting the electrical connections for signs of wear, arcing, and overheating.

e. Measuring and recording the motor amperage for each pump.

f. Lubricating the bearings based on the manufacturer recommendations.

g. Inspecting and cleaning the pump strainers as needed.

h. During the year there will be four operational inspections of the variable frequency drives

(VFD). The activities performed during these inspections include the following:

i. Inspecting the overall condition of the units and reporting any abnormal conditions to the

COR.

j. Inspecting the electrical connections for signs of wear, arcing and overheating.

k. Cleaning the contacts and tightening the connections.

l. Inspecting the controls to determine if they are operating properly.

m. Cleaning the inside of the VFD enclosure.

n. During the year there will be four operational inspections of the exhaust fans. The activities performed during these inspections include the following:

o. Inspecting the overall condition of the units and reporting any abnormal conditions to the

COR.

p. Inspecting the electrical connections for signs of wear, arcing and overheating. Tightening connections.

q. Inspecting the controls to ensure they operate properly.

r. Removing old belts and providing and installing new fan belts.

s. Inspecting fan pulleys for signs of war or damage.

9. During the year there will be four operational inspections of the automatic temperature controls (ATC). The activities performed during these inspections include the following.

a. Inspecting the ATC system performance via a computer interface.

b. Inspecting the control panels and components for signs of wear, overheating or damage.

c. Tightening terminals as required.

d. Vacuum cleaning control cabinets/panels.

e. Backing-up software data and providing this information to the COR.

10. After each inspection the contractor will meet with the COR and review the results of the inspections.

At this meeting the contractor will provide a written se1vice report including any identified deficiencies and recommended actions. After each inspection is completed, the contractor will clean up their work area.

E. MANAGEMENT

The Contractor shall manage the total work effort associated with the maintenance services required herein to ensure fully adequate and timely completion of these services. Such management includes, but is not limited to, planning, scheduling, report preparation, establishing and maintaining records and inventories, warranty enforcement, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the required work.

1. Work Control: The Contractor shall implement all necessary work control procedures to ensure fully adequate and timely completion of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in confo1mance with the quality standards established herein. Verbal scheduling and status rep01ts shall be provided when requested by the Contracting Officer or the COR. The status of any item of work must be provided within four (4) hours of the inqui1y during regular working hours, and within eight (8) hours after regular working hours.

2. Allowable Work Hours: Except as may othe1wise be specified, all work shall be perfo1med from 9:00 am to 4:30 pm Monday through Friday. If the Contractor desires to cany on work on Saturday, Sunday, holidays, or outside regular working hours, he/she must obtain the written approval of the Contracting Officer or the COR.

3. Work Schedule: The Contractor shall schedule and manage work that will cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference is unavoidable, the Contractor shall make eve1y effo1t to minimize the impact of the interference and its effects.

4. Records and Repo1ts: The Contractor shall maintain management, operation, and maintenance records and prepare management, operation, and maintenance reports. All records and copies of rep01ts shall be turned over to the Contracting Officer or the COR within five (5) calendar days after contract completion.

5. Building Managers: Within ten (10) calendar days following award of this contract, the Contracting Officer or the COR will provide the Contractor with the name of the Deputy Region Director for Operations. The Contractor shall notify the Deputy Region Director for Operations of any work to be performed in a building under his/her control that would tend to disrupt the conduct of normal Government business, at least two (2) working days in advance of such work. Notification shall include the type of work to be done and the estimated completion date. The Contractor shall reschedule any work that the Contracting Officer or the COR deems necessary to avoid unacceptable disruptions in the Government's business.

F. GENERAL REQUIREMENTS AND PROCEDURES.

1. Standards: All work shall meet the standards specified herein and shall be accomplished in conformance with approved and accepted standards of the industry; equipment manufacturers; all applicable activity, local, state, and federal standards; and all applicable building and safety codes.

a. When the Contractor completes an inspection on a system or piece of equipment, that system or equipment shall be free of missing components or defects which would prevent it from functioning as originally intended and/or designed. Maintenance work shall be carried to completion including operational checks and cleanup of the job site. Except where othe1wise noted, replacements shall match existing in din1ensions, finish, color, and design.

b. During and at completion of inspection, debris shall not be allowed to spread unnecessarily into adjacent areas nor accumulate in the work area itself. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and/or at the end of each day work is in progress.

2. Replacement, Modernization. Renovation: During the term of the contract, the Government may replace, renovate, or improve equipment, systems, facilities, components, and fixtures at the Government’s expense and by means not associated with this contract. All replaced, improved, updated, modernized, or renovated equipment, fixtures, facilities, components, and systems shall be maintained by the Contractor at no additional cost to the Government unless such changes result in an increase or decrease in contract requirements. Changes, replacements, or deletions, which result in an increase or decrease in contract requirements, will result in adjustments to the contract price, in accordance with the FAR 52.243-1, Changes-Fixed-Price clause.

3. Equipment under Manufacturer's or Installer's Warranty: Equipment, components, and parts, other than that installed under this contract, shall not be removed or replaced or deficiencies corrected while still under warranty of the manufacturer or the installer without prior approval of the Contracting Officer or the COR. All defects in material or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the Contracting Officer or the COR so that necessary action may be taken.

4. Completed Calls; With the invoice the Contractor shall add the following info1mation to the work authorization form and deliver one completed copy to the Contracting Officer or the COR:

a. Description of work completed.

b. Brief description of material and parts used, including quantities.

c. Date and time work began.

d. Date and time work was completed.

e. Signature or initials of the Contractor's maintenance staff performing the work ( or supervisor), indicating that the work has been completed.

5. Access to Buildings:

a. It shall be the Contractor's responsibility, through the Contracting Officer or the COR, to obtain access to buildings and facilities and arrange for them to be opened and closed.

b. The Contractor shall be responsible for the cost of replacing any keys that are furnished to and lost by his employees. If the Contracting Officer or the COR decides that a lock must be replaced because of the loss of a key by the Contractor's employees, the Contractor shall pay the cost of that replacement. Similarly, the Contractor shall pay the cost of changing a combination if the Contracting Officer or the COR has reasonable cause to believe that the combination has been compromised.

6. Identification of Contractor Employees:

a. The Contractor shall provide to the Contracting Officer or the COR the name or names of the responsible supervis01y person or persons authorized to act for the Contractor.

b. The Contractor shall furnish sufficient personnel to perform all work specified within the contract.

c. Contractor employees shall conduct themselves in a proper, efficient, comteous and businesslike manner.

d. The Contractor shall remove from the site any individual whose continued employment is deemed by the Contracting Officer or the COR to be contra1y to the public interest or inconsistent with the best interests of National Security.

e. No employee or representative of the Contractor will be admitted to the site of work unless he furnishes satisfact01y proof that he is a citizen of the United States, or, if an alien, his residence within the United States is legal.

f. All contractor/subcontractor employees working under this contract shall be identified by a distinctive name plate, emblem, or patch attached in a prominent place on an outer garment.

Employee identification shall not be substituted for station required passes or badges.

7. Identification of Contractor Vehicles: The company name shall be displayed on each of the Contractor's vehicles in a manner and size that is clearly visible. All vehicles shall display a valid state license plate and safety inspection sticker, if applicable, and shall be maintained in good repair.

8. Permits: The Contractor shall, without additional expense to the Government, obtain all appointments, licenses, and permits required for the prosecution of the work. The Contractor shall comply with all applicable federal, state, and local laws. Evidence of such pe1mits and licenses shall be provided to the Contracting Officer or the COR before work commences.

G. CONTRACTOR FURNISHED ITEMS

The contractor shall provide the equipment, tools and services to perform the requirements of this contract. The contractor will also provide maintenance material including pleated air filter, fan belts, lubricants, coil cleaner, condensate pan chemical and other miscellaneous materials.

H. GOVERNMENT QUALITY ASSURANCE (QA)

In accordance with the FAR 52.246-4, each phase of the services rendered under this contract is subject to Government inspection, during the Contractor's operations and after completion of the tasks. If the Government determines that any of the services performed do not conform to the contract requirements the Contractor may be required to perfo1m the se1vices again in confo1mity of the contract requirements.

All costs associated with rework are the responsibility of the Contractor. The Government reserves the right to choose the inspection methods to be used in implementing its Quality Assurance Program and to verify the inspection methods utilized during the work, without notice to the Contractor.

I. PERIOD OF PERFORMANCE

This contract shall have one (1) base year, with four (4) option years for the dates below Base Year:

Year 1: Option Year 2: Option Year 3: Option Year 4: Option

September 01, 2022- August 31, 2023 September 01, 2023- August 31, 2024 September 01, 2024- August 31, 2025 September 01, 2025- August 31, 2026 September 01, 2026- August 31, 2027

J. CONTRACT MODIFICATIONS

From time to time and as the need arises, work may be added or deleted due to expansion and reduction of existing activities and activation of new activities.