PWS Chiller Maintenance.pdf

US Department of Homeland Security (DHS) Federal Law Enforcement Training Centers (FLETC)

1131 Chapel Crossing Rd Glynco, GA 31524

Chiller Maintenance and Repair Services

Performance Work Statement (PWS)

1.0 Scope of Work

The Department of Homeland Security, Federal Law Enforcement Training Center has a requirement for to provide a high level of technical and mechanical support. Contractor to have a minimum of two (2) certified centrifugal chiller technicians on staff. Provide and maintain license for Trane Tracer TU and Trane Tech View Software required for system evaluations. Technical support available for after hours, weekend, nights and holiday for required repair at additional cost to be broken down in submittal. At the following location: Federal Law Enforcement Training Center, 1131 Chapel Crossing Rd. Glynco, GA 31524

2.0 GENERAL

The Contractor shall provide all personnel, supervision, professional expertise, vehicles, tools, materials, services, equipment and quality control to perform chiller preventative maintenance, emergency repairs. Preventative maintenance will be accomplished annually. Contractor shall inspect, test, calibrate and service the equipment, as required, in accordance with manufacturer, industry and statutory requirements in order to prevent premature equipment failures and to extend equipment life in accordance with the Performance Work Statement (PWS)

3.0 PREVENTIVE MAINTENANCE

The Contractor shall provide preventative maintenance service at quarterly intervals on all equipment listed on the equipment list, Appendix “A”, as per schedule. The Contractor shall inspect, test, calibrate, repair and service the equipment as required by the manufacturer, industry or statutory requirements to prevent premature equipment failures and to extend equipment life. This service may be performed separate from or in conjunction with other services.

The Contractor shall furnish all necessary parts, tools, data tags, and materials to conduct the preventive maintenance in an efficient manner. The Contractor shall provide qualified repair crews in order to meet the downtime requirements contained herein.

The Contractor shall, during the first effective week of the contract, supply to FLETC for approval by the COR a proposed preventative maintenance checklist which will be used by the Contractor's personnel.

Preventive maintenance shall be accomplished during normal business hours of 7:00am to 4:30pm, Monday thru Friday, except Federal Holidays. The Contractor shall provide to the COR a complete copy of the preventive maintenance checklist after each completed preventive maintenance.

3.1 GENERAL MAINTENANCE REQUIREMENTS

• Customer Notification.

• Initial Site Inspection.

• Review Diagnostics.

• Lock Out Tag Out (Standard).

• Oil Level Check Per Circuit.

• Compressor And Oil Separator Heater Check.

• Oil Analysis Per Circuit.

• Leak Test Inspection.

• Control Panel Electrical Inspection.

• Condenser Tube Brushing Including Head Removal.

• Annual Oil Analysis on Chiller, with written Report.

• Replace oil filters, purge filter, condenser head gaskets if needed, refrigerant driers, and refrigerant strainers on applicable chillers annually.

• Check cooling tower gear reducer oil levels, grease motors if applicable, check shaft and couplings.

• Verify proper water level in the basin.

• Verify proper operation of the water level control device.

• Verify smooth operation of the fan(s).

• Check oil level in gear box.

• Verify the condition and operation of the basin fill valve system.

• Inspect drive and coupling for condition and security. Check all bolts and set screws for proper tightness.

• Inspect fan assembly for condition, security, and clearances (e.g. blade tip clearance).

• Inspect wiring and connections for tightness and signs of overheating and discoloration.

• Verify full water system.

• Verify full refrigerant circuits. (Quote to add refrigerant if needed.)

• Check sight glass if applicable.

• Verify Line Voltage.

• Control Panel Electrical Inspection.

• Check Crank Case Heater Operation.

• Flow Switch Check.

• Check Oil Pressure Drop.

• Verify Proper Operation.

• Provide reports of all finding including any recommendations with quote for repairs.

4.0 EMERGENCY REPAIR SERVICE CALLS

The contractor’s representative must be able to visit the FLETC facilities within (6) hours of receiving a call for emergency assistance. The contractor will provide a telephone number where the representative can be reached in an emergency.

If circumstances beyond the Contractor's control preclude resolution of the problem that day, the Contractor shall notify the COR with an explanation of the delay and an assessment of the problem and a plan of action to effect repairs.

Emergency service or repairs authorized by the COR are accomplished at the emergency repair service rate as specified in the pricing schedule. All service calls shall be handled by only one mechanic, unless approved in advance by the

COR.

5.0 ADDITIONAL GUIDANCE DURING MAINTENANCE AND REPAIRS

a. Additional Work

The Contractor shall notify the COR to determine the appropriate action if any work or repairs required are above and beyond the routine preventive maintenance and repair covered by this contract.

b. Hot Work

The Contractor shall coordinate all hot work required for preventive maintenance and repairs with the COR and comply with all DHS, FLETC policies and procedures as well as obtain permit from the FLETC Safety Office.

c. Tag Out

The Contractor shall tag out any equipment that is being worked on if needed. The contractor shall make tags in accordance with FLETC local station policy. The Contractor shall follow lock-out tag-out procedures to meet OSHA and FLETC requirements.

d. Incidental Charges

The government will not be responsible for incidental charges including, but not limited to parking, tolls, mileage, phone, etc.

6.0 INSPECTIONS

a. The Contractor shall document all discrepancies and submit the discrepancy report to the COR not later than 5 calendar days after inspection/test. The Contractor shall coordinate with the COR concerning time frame for repairs.

7.0 SERVICE MANUALS I TOOLS I EQUIPMENT

The Contractor shall provide all tools, equipment, lubricants, cleaning supplies necessary to perform the required work included in this contract. DHS, FLETC will not be responsible for providing tools, equipment, test equipment, laptops, service manuals or service diagnostic software to the Contractor. The Contractor shall provide all operational and technical documentation (such as:

operational and service manuals, schematics, and parts lists) and diagnostic equipment which are necessary to meet the performance requirements of this contract.

Existing wire diagrams will be provided to the Contractor upon request. All existing wiring diagrams provided to the Contractor by FLETC shall remain as FLETC property.

8.0 PREVENTIVE MAINTENANCE PARTS

The Contractor shall provide all parts required during routine preventive maintenance under the price of the contract. Parts that are replaced shall be new or equivalent and are to be warranted against defects in material and workmanship for at least 90 days. Al1 parts and materials shall be of the original manufacturer's design and specification, or equal thereto. All lubricants shall be as recommended by the manufacturer. Parts replaced shall be itemized as quarterly no-charge items on the Contractor's invoice and shall be identified by part number listed on the manufacturer's schematics or parts list.

8.1 REPAIR PARTS

The Contractor shall provide all parts required for repairs at a cost mutually agreed to between the Contracting Officer or COR and the Contractor. Parts that are replaced shall be new or equivalent and are to be warranted against defects in material and workmanship for at least 90 days. Major components replaced shall be warranted against defects in material and workmanship for at least one (1) year. Should parts not be available immediately, the Contractor will notify the Contracting Officer or COR and provide an estimated time of receipt of the part(s). Parts removed during replacement shall become the property of the government. All parts and materials shall be of the original manufacturer's design and specification, or equal thereto. All lubricants shall be as recommended by the manufacturer.

9.0 ENGINEERING UPDATES

The Contractor shall incorporate any and all engineering updates from manufacturers for each piece of equipment under the price of this contract. All engineering updates shall be performed during the specified periods of coverage and shall normally occur during routine preventive maintenance.

10.0 WORK SCHEDULE AND FEDERAL HOLIDAYS

All preventive maintenance shall be conducted during normal business hours Monday thru Friday from 8:00am to 4:30pm excluding Federal Holidays.

New Year's Day Martin Luther King Jr's Birthday President's Day

Memorial Day Independence Day Labor Day

Columbus Day Veterans Day Thanksgiving Day

Christmas Day Juneteenth

11.0 QUALITY ASSURANCE SURVEYANCE PLAN

The COR will evaluate the Contractor's performance against performance standards established in this PWS. Evaluations will be to the extent practical to assure the contractor provides quality services for the requirements of the contract. Evaluations could be validation of contractor supplied performance data. In addition, evaluations can be used as analysis of Customer feedback for performance trends and validation that customer concerns are resolved in a timely manner.

If at any time the COR receives indicators (e.g., valid customer complaints or notes performance standards are not being met) that the Contractor's performance is less than acceptable, the COR will investigate to determine if this is a onetime issue that has been promptly corrected, or if the discrepancy is systemic in nature. If the issue is determined to be an isolated occurrence, the COR will continue with quarterly evaluations. If the issue is recurring and systemic in nature, the COR will notify the Contract Employee to have the issue corrected and the COR will perform more frequent evaluations.

If a systematic problem cannot be corrected between the COR and the Contract Employee, the COR will notify the Contracting Officer to contact the Contractor to correct the problem. The COR will submit to the Contracting Officer the specific deficiency to the requirement, the date and time it was discovered. The Contractor will be given two (2) working days after notification from the Contracting Officer to correct the deficiency in accordance with requirements of the contract. Deficiencies that cannot be corrected within two working days will be reported to the Contracting Officer.

11.0 SURVEILLANCE STANDARD

The Performance Standard set forth in this PWS is the standard the Contractor must meet for services to be deemed acceptable. The Government may require re performance of nonconforming services at no additional cost to the government. The Government reserves the right to refuse acceptance of nonconforming services. In no case shall the Government's right to inspect services under the inspection provisions of the contract be prejudiced.

12.0 BADGES AND PARKING

All Contractor personnel are required to wear identification (I. D.) badges issued by the DHS, FLETC during the entire time they are on the FLETC Facilities and grounds: The process includes a background check. Failure of the background check may result in specific personnel not being allowed to work on FLETC premises and the Contractor will need to provide replacement personnel. FLETC will not be charged for time required to get through the vehicle inspection area during entrance to the facility.

It is the responsibility of the Contractor's personnel to park in the appropriate designated parking areas. Parking may be available on a limited basis on FLETC campus. FLETC will not validate or make reimbursement for parking violations of the Contractor's personnel under any circumstance.

13.0 ACCESS TO TECHNICAL SUPPORT

In order to limit/reduce the downtime of the chillers, the Contractor's mechanic shall have direct unlimited access to manufacturer's technical support for the equipment, at no additional cost to the Government. The assigned mechanic shall have direct unlimited access to manufacturer's technical support throughout the life of the contract. This requirement shall apply to any additional equipment that may be added to this contract by modification.

14.0 TECHNICIAN/RESIDENT MECHANIC QUALIFICATIONS

All technicians trained in the field of HVAC/Refrigeration/Controls with maintenance and repair preferably factory trained. (Carrier/Trane) Contractor to have a minimum of two (2) certified centrifugal chiller technicians on staff. Provide and maintain license for Trane Tracer TU and Trane Tech View Software required for system evaluations. Technicians must have a Universal 608 EPA certification.

15.0 PLACE OF PERFORMANCE

US Department of Homeland Security Federal Law Enforcement Training Centers 1131 Chapel Crossing Rd Glynco, GA 31524

16.0 INVOICE SUBMISSION

Submit all monthly invoices to the Contracting Officer at Gretchen.Lovell@fletc.dhs.gov.

mailto:Gretchen.Lovell@fletc.dhs.gov

APPENDIX “A”

CHILLER TYPES AND LOCATIONS

(3) Trane Centrifugal Chiller at Bldg. 103

(1) Carrier Centrifugal Chiller at Bldg.103

(6) Evapco Cooling Towers at Bldg. 103

(2) Carrier Screw Chillers at Bldg. 272

(1) Trane Centrifugal Chiller at Bldg. 272

(3) Evapco Cooling Towers at Bldg. 272

(2) Carrier Aquasnap chiller at Bldg. 91

(1) Carrier Aquasnap chiller at Bldg. 830

(1) Carrier Aquasnap chiller at Bldg. 890

(1) Carrier Aquasnap chiller at Bldg. 2200

(2) Carrier Aquasnap chiller at Bldg. 912

(1) Trane RTAC chiller at Bldg. 109

(1) Trane chiller at Bldg. 99

(1) McQuay chiller at Bldg. 811