PWS Air Handling Unit Services.docx

A.3 PERORMANCE WORK STATEMENT (PWS)

A) This firm fixed requirement for quarterly, semi-annual and annual preventative maintenance services on the air handling units, air conditioners and filtered exhaust systems (non-filtered exhaust systems are not included in this scope of work) located at the Orange Campus of the New Jersey VA Healthcare System 385 Tremont Avenue, East Orange NJ 07018 and the Lyons Campus of the New Jersey VA Healthcare System 151 Knollcroft Rd, Lyons, NJ 07939 from 10/01/2020 through 09/30/2021 to include four option years.

B) Contractor shall possess a license to service HVAC equipment in the State of New Jersey and shall only use qualified technicians as defined by the State of New Jersey to service equipment at either location.

C) All technicians shall at the minimum have completed the OSHA 10hr safety course.

D) Contractor shall submit SDS documents for all chemicals to be used in this service agreement to the Contracting Officer’s Representative before the commencement of any work.

A.3.1 PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS LOCATED AT THE EAST ORANGE CAMPUS OF THE NEW JERSEY VA HEALTHCARE SYSTEM A.3.1.1 General

A) The contractor shall provide all labor, personnel, supervision, equipment, tools, and all materials (filters and belts) necessary to perform preventative maintenance on the air handling units, air conditioners and filtered exhaust systems (non-filtered exhaust systems are not included in this scope of work) as defined in this Performance Work Statement (PWS).

B) All work shall be performed during the hours of 7:00 AM to 3:30 PM, Monday thru Saturday excluding Federal Holidays (defined as: New Year's Day, Birthday of Martin Luther King, Jr., Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day) unless noted within PM procedures below.

C) Preventative maintenance services shall follow the following schedule:

1. Quarterly services shall occur in the months of October, January, April and July

2. Semi-Annual services shall occur in the months of October and April

3. Annual services shall occur in the month of October.

D) Upon arrival to the East Orange VA Medical Campus, HVAC Technicians shall report to Air Conditioning Equipment Mechanic Supervisor in Bldg. 1, B-level, Room 128, Ext. 2099 .the Boiler Plant Foreman in Bldg. 8, 973-676-1000 Ext. 1882.

E) Upon completion of tasks described under section A.3.1 PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS LOCATED AT THE EAST ORANGE CAMPUS OF THE NEW JERSEY VA HEALTHCARE SYSTEM the contractor shall provide a copy of service report to the COR. Service reports shall be signed by both the contractor and COR at completion of work. An electronic version of same shall be sent to the COR. Service reports shall include tasks completed to include areas worked on, number of workers involved and hours worked.

F) Equipment to be serviced under this contract are listed in Table 1. Below.

Table 1

Penthouse Roof East Side

Penthouse Roof West Side

Building 5A:

Building 6:

Lower Roof

Upper Roof

Penthouse

Building 11:

Building 15:

Building 15A:

Building 15B:

Building 18:

Building 24:

Most air handlers will use UL Class 2 standard capacity merv-7 or 8 pleated air filters. Air handlers 33, 34, 35, SPS, Endoscopy and Dental will use High capacity Merv-11 pleated air filters. Rigid cell box filters will be UL class 2 merv-11 air filters. HEPA filters will be UL class 1, hospital grade air filters.

COR-kept air filters will be UL class 2, merv-13 air filters.

A.3.1.2 QUARTERLY PREVENTATIVE MAINTENANCE SERVICES

A) The contractor shall provide the facility with a schedule detailing which pieces of equipment shall be serviced on what days at least one week before commencing quarterly preventative maintenance services. Changes to the schedules shall coordinated with the facility at least one business day in advance.

B) Before commencing work on a given day, VA personnel shall turn of the power to units being serviced using proper lock-out and tag-out procedures of the power supply will apply for V.A. and contractor personnel in accordance with NFPA 70E Standard for Electrical Safety in the Workplace.

C) The contractor shall perform the following tasks on the equipment listed in Table 1

1. Remove and dispose of all pre-filters on all Air Handling Units, Package Units, Air conditioning units and HEPA exhaust units.

2. Remove, wash, air dry and re-install washable air filters when applicable.

3. Remove and dispose of after-filters where applicable excluding HEPA Filters.

4. Inspect coils for cleanliness.

5. Wash or vacuum coils as needed.

6. Install new pre filters.

7. Install new after filters.

8. Lubricate bearings on motors and squirrel cage shaft bearings.

9. Clean grease fittings.

10. Inspect condition of belts and replace or adjust belts as necessary.

11. Install drain pan treatment and conditioner (Anti clog ATC or equivalent, Anti clog FTC or equivalent, Neutronic deodorant or equivalent and Slime Buster or equivalent)

12. Coordinate with VA personnel to remove lock-out tag-out and turn equipment back on.

D) The following Air Handlers (AHU-34, 35, SPS and AHU-1D) cannot be serviced during normal working hours. Special arrangements through the COR/Utility Shop Foreman shall be made to service these units after normal working hours or on weekends.

A.3.1.2 SEMI-ANNUAL PREVENTATIVE MAINTENANCE SERVICES

A) The Contractor shall replace belts on AHU #34, 35, SPS and Endoscopy Units – Regardless of condition.

A.3.1.3 ANNUAL PREVENTATIVE MAINTENANCE SERVICES

A) Provide all services listed in section A.3.1.2 QUARTERLY PREVENTATIVE MAINTENANCE SERVICES in addition to the following tasks:

1. Remove and dispose of all HEPA filters on the third quarter of the government fiscal year.

2. Install new HEPA filters.

3. Winterize all water filled chill water coils. The COR will determine the timing for the winterization based on the weather forecast and also which coils will be exempt from winterizing. To winterize coils, the following guideline will generally apply:

a. Close chilled water supply and return valves to the coil.

b. Open drain line and vent and drain the water to the nearest drain.

c. Connect hoses to drain line, vent, container of glycol and a pump in order to circulate Propylene Glycol throughout the coil. Freeze protection of glycol must be at least -20° F. Circulate the glycol through the coil for at least ten minutes to ensure all areas of the coil are saturated.

d. When circulation of the glycol is completed, drain the coil by reclaiming the glycol for use on the next coil.

e. Leave drain and vent valves in the open position.

f. Test the reclaimed glycol before using on the next coil to ensure protection against freezing to at least -40 F. Adjust concentration of glycol as necessary.

g. Clean up any spill that occurred during winterization.

h. Report to COR/Utility Shop Foreman if any valve does not positively stop the flow of chilled water to the coil being winterized.

1) Utility shop personnel shall reactivate the coil if and when needed and re-winterize if necessary

i. Replace all belts, regardless of condition.

B) The air handling units to be winterized shall be listed below in Table 2.

Table 2.

Units to be Serviced

AHU-1

AHU-2

AHU-3

AHU-4

AHU-5

AHU-6

AHU-7

AHU-8

AHU-9

AHU-10

AHU-10A

AHU-11

AHU-11A

AHU-12

AHU-13

AHU-Linen Room

AHU-A-level Lab

AHU-17

AHU-33

AHU-34

AHU-35

AHU-Director

AHU-2D

AHU-Museum

AHU-Endoscopy

AHU-Audiology

AHU-5C

AHU-Echo-Lab

AHU-SPS

AHU-Chaplin

AHU-Dental

C) In the month of July, unless instructed otherwise by COR, the contractor shall drain all glycol heating systems into containers for reuse. Inspect glycol for reusability and replace if necessary. Chemically clean each system following manufactures recommendations. Drain chemically treated water and refill using saved or new propylene glycol. Add glycol as necessary to maintain a 30% glycol and 70% water mix. Strainers that are affected on the air handlers of each glycol heating system shall be removed, cleaned and reinstalled.

D) The Glycol systems and their related air handler that shall be cleaned are listed in Table 3. below.

Table 3

Building 15:

AHU-1…bldg. 15 machine room

AHU-2…bldg. 15 machine room

Building 18:

AHU-1…bldg. 18 ceiling

AHU-2…bldg. 18 ceiling

AHU-3…bldg. 18 ceiling

AHU-4…bldg. 18 ceiling

AHU-5…bldg. 18 ceiling

E) Building 15 and 18 glycol cooling systems shall to be done in January. These units are co-located with the air handling units listed in table 3 above.

A.3.2 PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS LOCATED AT Lyons CAMPUS OF THE NEW JERSEY VA HEALTHCARE SYSTEM A.3.2.1 General A) The contractor shall provide all labor, personnel, supervision, equipment, tools, and all materials (filters and belts) necessary to perform preventative maintenance on the air handling units, air conditioners and filtered exhaust systems (non-filtered exhaust systems are not included in this scope of work) as defined in this Performance Work Statement (PWS).

B) All work shall be performed during the hours of 8:00 AM to 4:00 PM, Monday thru Saturday excluding Federal Holidays (defined as: New Year's Day, Birthday of Martin Luther King, Jr., Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day) unless noted within PM procedures below.

C) Preventative maintenance services shall follow the following schedule:

1. Quarterly services shall occur in the months of November, February, May and August

2. Annual services shall occur in the month of May.

D) Upon arrival to the Lyons VA Medical Campus, HVAC Technicians shall report to HVAC Shop Foreman, Bldg. 136, Ext. 4845.

E) Upon completion of tasks described under section A.3.2 PREVENTATIVE MAINTENANCE SERVICES FOR AIR HANDLING UNITS LOCATED AT THE LYONS CAMPUS OF THE NEW JERSEY VA HEALTHCARE SYSTEM the contractor shall provide a copy of service report to the COR. Service reports shall be signed by both the contractor and COR at completion of work. An electronic version of same shall be sent to the COR. Service reports shall include tasks completed to include areas worked on, number of workers involved and hours worked.

F) Equipment to be serviced under this contract are listed in Table 4. Below.

Table 4.

Blood Bank Package Unit

A.3.2.2 QUARTERLY PREVENTATIVE MAINTENANCE SERVICES

A) The contractor shall provide the facility with a schedule detailing which pieces of equipment shall be serviced on what days at least one week before commencing quarterly preventative maintenance services. Changes to the schedules shall coordinated with the facility at least one business day in advance.

B) Before commencing work on a given day, VA personnel shall turn of the power to units being serviced using proper lock-out and tag-out procedures of the power supply will apply for V.A. and contractor personnel in accordance with NFPA 70E Standard for Electrical Safety in the Workplace.

C) The contractor shall perform the following tasks on the equipment listed in Table 4.

1. Remove and dispose of all pre-filters on all Air Handling Units, Package Units, Air conditioning units and HEPA exhaust units.

2. Remove, wash, air dry and re-install washable air filters when applicable.

3. Remove and dispose of after-filters where applicable excluding HEPA Filters.

4. Inspect coils for cleanliness.

5. Wash or vacuum coils as needed.

6. Install new pre filters.

7. Install new after filters.

8. Lubricate bearings on motors and squirrel cage shaft bearings.

9. Clean grease fittings.

10. Inspect condition of belts and replace or adjust belts as necessary.

11. Install drain pan treatment and conditioner (Anti clog ATC or equivalent, Anti clog FTC or equivalent, Neutronic deodorant or equivalent and Slime Buster or equivalent)

12. Coordinate with VA personnel to remove lock-out tag-out and turn equipment back on.

D) The following Air Handlers (AHU-34, 35, SPS and AHU-1D) cannot be serviced during normal working hours. Special arrangements through the COR/Utility Shop Foreman shall be made to service these units after normal working hours or on weekends.

A.3.2.2 ANNUAL PREVENTATIVE MAINTENANCE SERVICES

A) Provide all services listed in section A.3.1.2 QUARTERLY PREVENTATIVE MAINTENANCE SERVICES in addition to the following tasks:

1. Remove and dispose of all HEPA filters on the third quarter of the government fiscal year.

2. Install new HEPA filters.

3. Winterize all water filled chill water coils. The COR will determine the timing for the winterization based on the weather forecast and also which coils will be exempt from winterizing. To winterize coils, the following guideline will generally apply:

a. Close chilled water supply and return valves to the coil.

b. Open drain line and vent and drain the water to the nearest drain.

c. Connect hoses to drain line, vent, container of glycol and a pump in order to circulate Propylene Glycol throughout the coil. Freeze protection of glycol must be at least -20° F. Circulate the glycol through the coil for at least ten minutes to ensure all areas of the coil are saturated.

d. When circulation of the glycol is completed, drain the coil by reclaiming the glycol for use on the next coil.

e. Leave drain and vent valves in the open position.

f. Test the reclaimed glycol before using on the next coil to ensure protection against freezing to at least -40 F. Adjust concentration of glycol as necessary.

g. Clean up any spill that occurred during winterization.

h. Report to COR/Utility Shop Foreman if any valve does not positively stop the flow of chilled water to the coil being winterized.

1) Utility shop personnel shall reactivate the coil if and when needed and re-winterize if necessary

i. Replace all belts, regardless of condition.