PWS_Facility Maitenance AC Duct Cleaning_20250626.pdf

Annex H (Attachment #1)

Facility Maintenance - Vertical

(AC Duct Cleaining Services)

May 2025

Table of Contents

1.0 GENERAL INFORMATION

1.1 Overview ...................................................................... Error! Bookmark not defined.

1.1.1 Workload Requirement .......................................... Error! Bookmark not defined.

1.2 Components ................................................................. Error! Bookmark not defined.

1.3 Work Management and Control

1.3.1 Reporting Requirements

1.3.1.1 Service Plans

1.3.2 Publications and Forms ........................................ Error! Bookmark not defined.

1.3.3 Facilities Maintenance Instruction ........................ Error! Bookmark not defined.

2.0 DESCRIPTION OF SERVICES ............................................... ERROR! BOOKMARK NOT DEFINED.

2.1 Facility Workload

2.3 Heating, Ventilation, and Air Conditioning (HVAC)

2.27.1 Key Control in Contractor Occupied Facilities

3.0 WORK CAPABILITY LEVELS

29.0 Specific Tasks/Requirements……………………………………………………………….22

Appendix A List of Buildings………………………………………………...........………………..…29

Appendix B Technical Specifications………………………………………………...........…………31

General Information.

1.1 Overview. The Directorate of Public Works (DPW) Fort Buchanan, has a require-ment for air conditioning duct cleaning, replacement, installation and maintenance ser-vices at various buildings on Fort Buchanan, PR. The Contractor shall inspect, repair, re-place and maintain all existing building ductwork listed in Appendix A of this document.

The Contractor will coordinate with the DPW-Engineering Division for all the work related to the HVAC ductwork and any fire suppression/detection system tied into the HVAC ductwork system.

1.1.1 Workload Requirement. The following sections outline all aspects of ductwork sys-tem management across the facilities at Fort Buchanan. This includes terminology used to classify maintenance activities, anticipated workload and trade requirements, and pro-cedures for receiving, managing, and documenting tasks. The Contractor shall be re-sponsible for the cleaning, maintenance, repair, replacement, and installation of ductwork systems in various buildings. Work may encompass associated trades such as electrical, masonry, painting, signage, HVAC, minor roofing, metal fabrication, demolition, and other tasks directly related to the upkeep and repair of ductwork within real property facilities.

The Contractor is expected to perform Preventive Maintenance Orders (PMOs), Demand Maintenance Orders (DMOs), and Operational Work Orders (OWOs) as specified in Ap-pendix A.

1.1.2 Installed Building Equipment (IBE). N/A

1.1.3 Diagnosis and Analysis. N/A

1.2 Components. The Contractor shall perform preventive maintenance (PM), installa-tion, replacement, cleaning and repairs of the HVAC ductwork system as required. Facili-ties and components covered under this Common Level of Support (SERVICE) include, but are not limited to, the following:

a. HVAC Duct Systems including insulation, dampers, louvers and VAV’s (excluding any HVAC machines such as evaporators, condesning units and air handling units)

1.3 Work Management and Control.

1.3.1 Reporting Requirements. The Contractor shall prepare and maintain all mainte-nance records, files, and reports dur-ing the contract period for all option years.

1.3.1.1 Service Plans. Within thirty (30) calendar days from the start of the contract, the Contractor shall submit to the KO/COR a comprehensive Service Plan organized by Functional Area. This plan shall include all tasks and frequencies outlined in the Sched-uled Maintenance Task Frequency. It must detail the preventive maintenance services to be performed, their associated frequencies, relevant standard operating procedures or orders, and proposed staffing levels. An updated Service Plan shall be submitted in the same manner at the start of each subsequent option year.

1.3.1.1.1 High Risk Utilities Plan. N/A

1.3.1.1.2 Snow and Ice Removal. N/A

1.3.1.1.3 Freeze Plan. N/A

1.3.1.2 Emergency Operating Plan. The Contractor shall explain in their QC Plan how the Contractor proposes to utilize their personnel, materials, and equipment to respond to and accomplish emergency maintenance or repairs work during all regular duty hours.

The QC Plan shall include a procedure to follow in the event that an applicable HVAC duct system is impacted. The plan shall outline a contingency plan for providing repair, replacement, or backup sources such as spare or temporary ducting during the break-down.

1.3.1.3 Other Emergency Services to include, but not limited to:

a. Emergency work due to a malfunction in duct system.

b. Response to emergency sevices

1.3.2 Publications and Forms. Specific publications and forms required for the accom-plishment of work described in this SERVICE are listed in Annex A item 6- Deliverables.

1.3.3 Facilities Maintenance Instruction. This instruction addresses the Standard Oper-ating Procedure (SOP) for Maintenance and Repair (M&R).

2.0 Description of Services. The Contractor shall provide comprehensive HVAC duct-work services including cleaning, disinfection, repair, replacement, servicing, and preven-tive maintenance for various buildings at Fort Buchanan, as listed in Appendix A. The ob-jective is to ensure optimal indoor air quality, system efficiency, and compliance with all applicable health and safety regulations. The Contractor shall furnish all necessary labor, materials, equipment, travel, and supervision to perform air duct cleaning and system testing and balancing. All work shall be properly insured and executed in accordance with commonly accepted commercial standards and the requirements set forth in this Perfor-mance Work Statement.

2.0.1 Cleaning. Prior to the commencement of any cleaning work, the HVAC system cleaning contractor shall perform a visual inspection of the HVAC system along with a mold and bacteria sampling test to determine appropriate methods, tools, and equipment required to satisfactorily complete cleaning of the HVAC system(s). All chemicals to be used must be submitted to government for the environmental division approval. This in-spection will include air ductwork system and its components excluding any HVAC ma-chine, air handling units and fire suppression systems. This inspection shall be conducted without negatively impacting the indoor environment through excessive disruption of set-tled dust, microbial amplification, or other debris. In cases where contamination is sus-pected and/or in sensitive.

Contractor shall clean all square, round, rigid and soft main and secondary supply and return trunk lines, secondary supply and return lines, registers, grills and antimicrobial treatment. This includes the entire heating, air conditioning, and ventilation system from points where air enters the system to points where air is discharged from the system.

Contractor shall not cut into flexible duct. Flex ducts shall be disconnected at the ends as needed for proper cleaning and inspection. Contractor shall remove dust, debris, mold, and other contaminants using industry-best practices, such as HEPA-filtered vacuum systems and specialized cleaning tools and NADCA standards. To provide before and af-ter photos/videos of cleaned ductwork sections and to dispose of collected waste materi-als according to local regulations. The disposal site must be approved by the Environ-mental division.

The return air grills, return air ducts to the air handling unit (AHU), the interior surfaces of the AHU, mixing box, coil compartment, condensate drain pans, humidifiers and dehu-midifiers, supply air ducts, fans, fan housing, filters, filter housings, reheat coils, and sup-ply diffusers are all considered part of the HVAC duct system. The HVAC system may also include other components such as dedicated exhaust and ventilation components and make–up air systems, excluding dust collection systems. Contractor shall follow strict accordance with National Air Duct Cleaners Association (NADCA) Standard 1992-01, Mechanical Cleaning of Non-Porous Air Conveyance System Components.

2.0.2 Disinfection. Contrator shall apply EPA-registered antimicrobial agents to ductwork surfaces to eliminate bacteria, viruses, and other microorganisms. Utilize application methods that ensure thorough coverage and prevent cross-contamination and provide documentation of the disinfectant used and its application method. Measures shall be taken to control odors and/or mist vapors during the process. All chemicals to be used must be submitted to government for the environmental division approval

2.0.3 Repair. Contractor shall repair damaged or deteriorated ductwork sections and in-sulation, including sealing leaks, patching holes, and reinforcing weakened areas. Use appropriate materials and techniques to ensure the integrity and longevity of the repairs.

2.0.4 Replacement. Contractor shall replace damaged or corroded ductwork sections and insulation as needed. Contractor shall use high-quality materials that meet industry standards and local building codes and ensure proper insulation and sealing of new duct-work sections.

2.0.5 Preventive Maintenance. Contractor shall develop and implement a preventive maintenance schedule to minimize future problems and extend the lifespan of HVAC duct systems. Contractor shall inspect HVAC systems regularly to identify potential issues and ensure proper operation and adjust dampers and other components as needed. This schedule should include regular inspections, cleaning, and component replacement as needed.

2.0.6 Testing and balance reports. Contractor shall take and record readings at all supply and returns distribution diffusers. If readings are not within range, adjustments will be made to system dampers and other components or the system to accomplish the re-quired readings and pressure relationships. Contractor shall perform duct system leak test in accordance with project specifications and applicable standards. Leak test shall be measured and recorded in CFM (cubic feet per minutes) and results will be compared against allowable leakage limits as defined by ASHRAE standard. A written report docu-menting the testing result for the balancing, flow and leakage shall be provided by the contractor.

2.1 Facility Workload. The historical data details the completed inspections, maintenance and repairs. Historical data can be requested to the COR from work orders performed by tenants and contractor being in the past.

2.2 Natural Gas Appliance and Equipment. N/A

2.3 Heating, Ventilation, and Air Conditioning (HVAC). The Contractor shall provide ser-vices including cleaining, maintenance, repair, replacement and installation of all or se-lected ductwork sections and insulation. Components include, but are not limited to: duct work, grills,diffusers, air filters and insulation to ensure sequence of operations is working as designed.

2.3.1 General. The Contractor shall clean, maintain, repair, and replace ventilation equipment and systems for comfort and non-comfort cooling requirements. Personnel shall employ Root Cause Analysis methods of problem solving and deliver workable op-tions to the KO/COR for consideration when work is beyond demand maintenance.

HVAC systems for process conditioning is included, such as exhaust fans (including bathroom exhaust systems) elevator mechanical room HVAC equipment, paint booths, welding hoods, vehicle exhaust venting systems, cold storage systems, etc.

2.3.1.1 Work Area/System Description. Systems and equipment covered under this Sec-tion include, but not limited to, systems and equipment such as:

• Metal (flexible and rigid) and soft ducts, diffusers, grilles, registers, variable air boxes. dampers and insulation.

2.3.1.2 Inventory List. Refer to appendix A for building inventory list.

2.3.1.3 Work Performance. All work shall be performed with a minimum of disruption of occupants and disturbance of other equipment that may be in the same area. Equipment removals shall be done with care and with the intent of reusing the existing ductwork, electrical connections, vents, and other tie-ins so that the costs for re-establishing func-tional operations are minimized. Reuse of tie-ins for ductwork shall be made to facilitate the adaptation of existing hardware and conditions to the new piece of equipment. Ac-cess hatches must be created on sections were no access is facilitated and shall be able to properly open and close. Under no circumstances shall the Contractor leave the condi-tion of the mechanical equipment in an inferior state of repair or code compliance status due to adaptation problems, unforeseen conditions, or difficulties encountered by the

Contractor. Adaptation shall include compliance with current building codes to the great-est extent possible.

2.3.1.4 The Contractor shall respond to repairs as Priority 1. If the repairs cannot be completed in same day the Contractor shall analyze the occupancy, use of facility and ambient temperature and provide temporary heating, cooling and/or ventilation equip-ment when needed or typically when the temperature in the building cannot be main-tained at plus or minus five (+/-5) degrees of the established set-point. Contractor shall provide the COR hourly updates on the status of HVAC failures for critical buildings until temporary cooling/heating has been provided or the HVAC system is operational again.

2.3.2 Seasonal Changeover Requirements. N/A

2.3.2.1 Schedule. The Contractor shall provide an schedule that describes their proce-dures to ensure requirements are met within sixty (30) calendar days of the start of the contract and annually thereafter (Deliverable). Work is to be done between the hours of 7:00a.m. and 4:00p.m. (unless special arrangements are made in advance), Monday through Friday, excluding holidays.

Federal Holidays

New Year’s Day January 1st

Martin Luther King’s Birthday 3rd Monday in January

President’s Day 3rd Monday in February

Memorial Day Last Monday in May

Juneteenth June 19th

Independence Day July 4th

Labor Day 1st Monday in September

Columbus Day 2nd Monday in October

Veteran’s Day November 11th

Thanksgiving Day Last Thursday in November

Christmas Day December 25th

2.3.2.2 Spring Changeover.N/A

2.3.2.3 Fall Changeover. N/A

2.3.2 Chemical Treatment. N/A

2.3.4 Building Operations Control Center (BOCC). N/A

2.3.4.1 System Controls. N/A

2.3.4.1.1 Monitoring Controls. N/A

2.3.4.1.2 Controls Technicians. N/A

2.3.4.1.2 Access Card. N/A

2.3.5 Related Components and Accessories. N/A

2.4 Eye Washes and Safety Showers. N/A

2.5 Roof Gutters, Drains, and Downspouts. N/A

2.6 Automatic Doors. N/A

2.7 Overhead Doors. N/A

2.8 Gates, Fences, Barriers and Dock Levelers. N/A

2.9 Air Compressors/Unfired Pressure Vessels. N/A

2.9.1 Refrigerated Air Dryer. N/A

2.9.2 Compressor Storage Tanks. N/A

2.10 Plumbing. N/A

2.10.1 Components. N/A

2.10.2 Leaks. N/A

2.10.2.1 Gas Leaks. N/A

2.10.3 Sump Pumps and Septic Tanks. N/A

2.10.4 Water Heaters. N/A

2.10.5 Backflow Preventors. N/A

2.10.6 Grease Traps. N/A

2.10.6.1 Blockages. N/A

2.10.6.2 N/A

2.10.6.3 N/A

2.10.6.4 DPW Environmental Division Approval. N/A

2.10.6.5 N/A

2.10.7 Restroom Fixtures. N/A

2.10.8 Wash Facilities/Racks. N/A

2.10.8.1 Central Vehicle Wash Facilities (CVWF) and other Wash Rack Maintenance General. N/A

2.10.8.1.1 Confined Space Entry. When Confined Space Entry, as defined by OSHA is required to clean the ductwork, a Confined Space Entry plan and access permit, shall be obtained from the Installation Safety Officer at least three (3) business days in advance of this work. The Contractor shall provide all personnel training and personal safety equip-ment, including appropriate breathing apparatus, if required at no additional cost to the Government. The Contractor shall not start work until the plan is approved.

2.10.8.1.2 Operating the CVWF. N/A.

2.10.8.1.3 CVWF. N/A

2.10.8.2 N/A

2.10.9 Oil Water Separators. N/A

2.11 Sanitary Wastewater Treatment and Collection System (Septic Tanks). N/A

2.11.1 STP Maintenance. N/A

2.11.2 Components. N/A

2.11.3 Compliance. N/A

2.11.4 Reporting Requirements. N/A

2.12 Industrial Wastewater Treatment Plant (IWTP). N/A

2.12.1 Components. N/A

2.12.2 Compliance. N/A.

2.12.3 Reporting Requirements. N/A

2.13 Heating/Cooling Plants. N/A

2.13.1 Central Boiler Plants. N/A

2.13.1.2 General Maintenance Considerations. N/A

2.13.2 Maintenance of Heating Plants. N/A

2.13.2.1 N/A

2.13.3 Chiller Units. N/A

2.13.4 Air Handlers. N/A

2.13.5 Condensers. N/A

2.13.6 Cooling Towers. N/A

2.13.7 Ventilation Systems. Contractor shall follow the ASHRAE Standard 180-2018 Practice for Inspection and Maintenance of Commercial Building HVAC Systems for mini-mum HVAC inspection and maintenance requirements that preserve a systems ability to achieve acceptable thermal comfort, energy efficiency, and indoor air quality in commer-cial buildings.

2.13.8 Fan Coil Units. N/A

2.13.9 HVAC Controls. N/A

2.13.10 Scheduled System Outages. The Contractor shall coordinate all scheduled out-ages with the COR. Outages shall be coordinated at least fourteen (14) working days in advance. The Contractor shall notify affected Installation Agencies of the scheduled out-age. The Contractor shall attend, as applicable, planning meetings that may affect the air conditioning systems the Contractor operates and maintains. The COR will notify the Contractor at least forty-eight (48) hours in advance of planned meetings.

2.13.11 Perform Seasonal Start-up and Shutdown of AC Plants and Systems. N/A

2.13.12 Freeze Protection. N/A

2.14 Winterization and De-Winterization (Mothballed Buildings). N/A

2.14.1 N/A

2.14.1.1 N/A

Marrero, Felix R CIV USARMY ACC MICC (USA) All these “N/A”s are confusing. I recommend removal if not applicable.

2.14.2 N/A.

2.14.3 Specific tasks related to systems. N/A

2.15 Reserved.

2.16 Lift Stations. N/A

2.17 Sedimentation Tanks Maintenance. N/A

2.18 Electrical. N/A

2.18.1 Emergency Fixtures. N/A

2.19 Auxiliary Generators. N/A

2.19.1 Perform PM of Auxiliary Generators. N/A

2.19.1.1 Temporary Generator. N/A

2.20 Grounding Points, Lightning Protection, and Cathodic Protection Maintenance.

N/A

2.20.4 Lightning Protection System (LPS). N/A

2.20.5 Cathodic Protection System (CPS). N/A

2.20.6 N/A

2.21 Security Systems. N/A

2.22 Fire Alarm, Fire Suppression and building Mass Notification Systems. N/A

2.22.1 Fire Alarm Systems. N/A

2.22.1.1 Turnover/Fire Testing Schedule. N/A

2.22.1.2 Preventive Maintenance Requirements. N/A

2.22.2 Sprinkler and Hood Suppression Systems. N/A

2.22.3 N/A

2.23 Reserved.

2.24 PM for Barracks Buildings. N/A

This is a whole page of N/As. Lets remove and re-number

2.24.1 Unscheduled Tasks. N/A

2.24.1.1 Between Occupancy Maintenance (BOM).

1. The Government will inspect components prior to change of occupancy to ensure a safe and habitable environment for new residents. Coordinating Unit POCs will provide the Contractor a checklist identifying needed repairs. Unaccompanied housing business practice is to have access to the rooms available the day after submitting the checklist. Day one (1) of the four (4) day performance period for the BOM starts when access is made available.

a. Between Occupancy Documentation. The Contractor shall document each be-tween occupancy maintenance activities performed, and shall provide a quar-terly BOM report of deliverables to the KO/COR/UH by the last day of each quarter. The Contractor shall document the following information the same working day that the change of occupancy maintenance is performed:

• UH facility and room number

• Date(s) that Between Occupancy Maintenance was performed

• Verification that all checklist items were repaired

• Listing of DMOs submitted for additional repairs that were initiated by the

Contractor. A copy shall be given to UH

• The Contractor shall submit the completed checklist of tasks to the coordi-nating Brigade POC

• Record any additional work performed to the checklist, and maintain the original BOM Checklist on file.

b. Maintenance Tasks. If during the course of performing the repairs the Contrac-tor discovers additional items (not identified on the checklist) that require DMO level of repairs, the Contractor shall make these additional repairs during the BOM period and shall make a note on the checklist. If it is not possible to per-form the additional repairs in this period, the Contractor shall initiate a DMO(s) to make repairs. In no case shall the items on the original checklist be deferred.

2. Priority 1 Follow up Issues: The Contractor will notify KO/COR/UH and provide a status of all follow up items related to barracks within forty-eight (48) hours.

a. Electrical Systems Maintenance. N/A

b. Plumbing Maintenance. N/A

c. Insulating Materials Maintenance. N/A

d. Interior Maintenance. N/A

e. Painting. N/A

f. Smoke Detectors and Carbon Monoxide Detectors. N/A

g. Fire Suppression Hoods. N/A

3. Completion Time. N/A

Numbering not consistent. You go from 2.24.1.1 to 1. Shouldn’t it be 2.24.1.1.1 for that matter?

4. Cleanliness. N/A

2.24.1.2 Interior Structure and Surfaces N/A

2.24.1.3 Interior Building Accessories.

a. Interior Window Treatments. N/A

b. Bathroom Fixtures and Accessories. N/A

c. Cabinets. N/A

2.24.1.4 Building Systems and Equipment.

a. Heating, Ventilation, and Air Conditioning (HVAC) Systems. If the Contractor cre-ates a DMO for HVAC repair, the Contractor shall provide DMO to UH for tracking purposes.

2.24.1.5 Quality Assurance. DMOs will be inspected by DPW on scheduled, random inci-dental inspection basis and by validation of Customer complaints. Work deemed unac-ceptable in accordance with this PWS shall be reworked at Contractors' expense by the Contractor within three (3) days of notification to the Contractor.

2.24.2 Scheduled Tasks/Scheduled Inspections. N/A

2.24.2.1 Key Card Systems. N/A

2.24.2.2 Reports. N/A

2.25 Elevator Maintenance. N/A

2.25.1 Elevator Inspection and Certification. N/A

2.26 Swimming Pools and Hot Tubs. N/A

2.26.1 Circulation, Heating, and Filtration Systems. N/A.

2.27 Keys and Locks. N/A

2.27.1 Key Control in Contractor Occupied Facilities. The COR will provide the Contrac-tor with a set of keys to areas not open and accessible. The Contractor shall establish and implement methods to ensure keys are not used by unauthorized persons. The Con-tractor shall develop procedures covering key control in the Quality Control Plan. The Contractor shall immediately report any occurrences of lost or duplicate keys to the COR.

All references to keys include key cards.

Are we?

2.27.2 Lost keys shall immediately be reported by written correspondence to the KO/COR/UH. In the event keys (other than master keys) are lost or duplicated, the Con-tractor shall, upon approval of the KO/COR, re-key or replace the affected lock or locks.

In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced at the Contractor’s expense.

2.27.2.1 The Contractor shall prohibit the use of Government issued keys by any per-sons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contrac-tor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the KO/COR.

2.27.3 Lock Combinations. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Con-tractor shall ensure lock combinations are changed when personnel no longer require ac-cess.

2.28 Food Service Equipment (FSE). N/A

2.29 Dining Facility (DFAC) Maintenance. N/A

2.30 Crane and Load Scales Maintenance and Load Testing. N/A

2.31 Glass and Glazing. N/A

3.0 Work Capability Levels.

4.0 Self-Help Program. N/A

4.1 Scope of Services. N/A

4.2 Operation of Self-Help Supply Stores. N/A

4.2.1 Hours of Operation. N/A

4.2.2 Location and Set up. N/A

4.3 Self-Help Training Plan. N/A

4.3.1 Scheduled Training. N/A

4.3.2 Training Certification. N/A

4.3.3 Additional Training Courses. N/A

4.4 Work Management and Control. N/A

4.5 Self-Help Center Warehousing. N/A

4.5.1 Labeling of Supplies. N/A

4.5.2 Supplies and Materials Inventory. N/A

4.6 Customer Identification and Record Keeping. N/A

4.7 Display Area. N/A

4.8 Issue of Items. N/A

4.8.1 Supplies and Materials. N/A

4.8.2 Tools and Equipment. N/A

5.0 Operation and Maintenance of Energy Conservation Systems. N/A

5.2 Preventive Maintenance Requirements. N/A

5.2.1 Monthly Inspections and Maintenance PV. N/A

5.2.2 Washing of Photo Voltaic Systems. N/A

5.2.3 Solar Day Lighting Electrical Systems. N/A

5.2.4 Sensor Adjustment. N/A

5.2.5 Efficient Upgrade. N/A

6.0 Sign Shop Operations. N/A

7.0 Utility Systems. N/A

8.0 Uninterruptible Power Supply (UPS) Systems. N/A

9.0 Area Lighting. N/A

9.1 Traffic Controls General. N/A

9.2 Repair and Maintain Traffic Signals and Flashers. N/A

9.3 Preventive Maintenance Requirements. N/A

9.4 School Flashing Lights. N/A

9.5 Airfield Lights. N/A

10.0 Utility Marking. N/A

11.0 Pumps and Pumping Stations. N/A

12.0 Natural Gas and Propane Distribution System. N/A

13.0 Propane Tanks and Distribution Systems. N/A

14.0 Water Distribution Systems. N/A

14.1 Secondary System. N/A

14.2 Water Lines. N/A

14.3 Backflow Prevention Program. N/A

14.4 Wastewater Collection System. N/A

14.5 Mains and Service Lines. N/A

14.6 Replacing Pipe. N/A

14.7 Sewage Lift Station for Septic Systems. N/A

14.8 Manholes. N/A

14.9 Sanitary System Maintenance. N/A

14.10 Ordinances. N/A

15.0 Storm Water Collection System. N/A

16.0 Preventive Maintenance of Storm Water Systems. N/A

17.0 Reporting Requirements of Storm Water Systems. N/A

18.0 Training. N/A

19.0 Certification. N/A

20.0 Other Utility Systems. N/A

21.0 Fuel Storage and Distribution Systems. N/A

22.0 Fuel-Powered Pump Maintenance. N/A

23.0 Emergency/Backup Generators (not attached to building). N/A

24.0 Other Water Distribution Systems. N/A

25.0 Water Standpipes. N/A

26.0 Other Sanitary Wastewater Collection Systems. N/A

27.0 Fire Loop System Hydrants. N/A

27.1 Flow Testing. N/A

27.2 Backflow Preventers. N/A

28.0 Training of Personnel. Annually

PART 29 – SPECIFIC TASKS

29. SPECIFIC TASKS/REQUIREMENTS:

29.1. Basic Services. The contractor shall provide services for all inspection, cleaining, preventive maintenance, repair/replacement and attend services calls required to support and ensure operational integrity of Fort Buchanan HVAC duct systems listed in technical Appendix A. Trained and qualified personnel shall perform inspection, testing, mainte-nance and repair tasks. At no time shall apprentice-level crafts persons be allowed to ex-ecute the tasks in this service contract without a qualified supervisor on site.

29.2 Service Agreement: This service Agreement shall cover, at a minimum, all labor and parts required to perform including, but not limited to, preventive maintenance inspections a minimum of one (1) time per year (annually) , equipment covered, work covered, descrip-tion of responsibilities, repairs, etc. All maintenance and repairs shall be per the manufac-tures operations and maintenance recommendations such as, but not limited to: clean, adjust, repair or replace worn components as required and necessary.

29.3 Safety inspections: During the annual P.M. inspections, the Contractor shall conduct safety inspections to ensure compliance with all standards and current life and safety build-ing codes. The Contractor must also provide cost estimate prior to performance of the work in case works related supersedes the contract tresshold of $2,500. The Contractor shall provide DPW cost break down proposal for any and all upgrading, as required by the latest life safety building codes.

29.4 Additional Preventive Maintenance Inspections: If required for O&M work as refer-enced in 29.2 above, the Contractor shall be required to perform reinspection at no addi-tional cost to the Government.

29.5 Routine Maintenance Services: The Contractor shall provide all personnel, equip-ment, tools, materials, repair parts, supervision, and other items and non-personal services necessary to provide routine maintenance for the ductwork located in various buildings at Fort Buchanan, Puerto Rico as mentioned on Appendix A.

29.5.1 Scheduled Maintenance: The Contractor shall provide an inspection, preventive maintenance program, which shall ensure that all ductwork systems standards are met.

The Contractor's work and services shall be accomplished IAW applicable Army Technical Manuals, manufacturer's instruction and recommendations, and the Contractor's sched-ules. Upon completion of any maintenance work, the ductwork system and its com-ponents shall be clean, and kept in safe place. All components and parts shall be tight fitted.

29.5.2 Maintenance Tracking Log. The Contractor shall provide the COR a written month-ly Log (Excel spreadsheet), to be attached to the report item 29.5.3, with comments for each ductwork maintained. The monthly report shall be submitted via email (Excel spread-sheet) by the second working day of the next month (for the previous month work).

29.5.3 Maintenance Report. Each buildings listed in Appendix A will have only one annual maintenance report that will document and identify in remarks each building number with finding/corrections (if no finding or corrections were found will include :”no finding or cor-rection required for that specific building number”).

29.5.4 During scheduled maintenance, if a repair is required, contractor will perform those at the moment if less than $2,500. The contractor shall provide all invoices evidences at-tached to the report. If required repairs are over the contract tresshold of $2,500 then pro-posal needs to be submitted to the COR for proper approval.

29.5.5 Maintenance Log Sheet Requirements. The Contractor shall affix a log sheet to the wall in a protective sleeve on the right hand interior side of the door that will list the following information: the Building Number, Name of the Company performing the maintenance, company telephone number, Department of Public Works (DPW) COR, Demand Mainte-nance Orders (DMO), DPW Desk telephone number, date of next scheduled perormance, technician’s name performing service, date service was performed and an area for re-marks. This form should be designed so that multiple inspections can be noted. Each build-ing within shall have a separate log and protective sleeve.

29.6. Service Calls. The Contractor shall pick up routine Demand Maintenance Or-ders (DMOs) from the Service Contract COR or alternate for work to be performed. Emer-gency DMOs shall be picked up upon notification. The Contractor will inform the COR immediately by telephone when a DMO is completed regardless of its priority. The con-tractor shall accurately complete all the required information on the Government fur-nished DMO form or from a call, text or email made by the COR or alternate. All materials and costs shall be accurately listed separately on the report. Additional sheets may be used for listing mate-rials if there is insufficient room. The Contractor shall furnish the completed original DMO to the COR, one additional copy to the responsible individual at the facility which signed the DMO at time of completion, and maintain one copy for contractor records. In addition, all documentation shall be submitted within 5 working days prior to submitting invoices to the COR.

A service call shall be defined as: duct will not properly flow, duct leaking, broken insulation, broken duct, and loss of balance. The contractor shall provide on-site service within the time established for routine or emergency calls.

29.6.1. ROUTINE SERVICE Priority 2 Routine DMO. The Contractor shall respond to Pri-ority 2 DMOs within the next working day after receipt of notification, which will only be given during business hours 7:30 a.m. to 4:30 p.m. Monday through Friday. (NOTE: No overtime (OT) or compensatory time (CT) is authorized. Contractor personnel shall not exceed a 40 hour work week; flexible work schedule may be considered).

All service calls will be accomplished during regular working hours Monday thru Friday 7am-4pm. If abnormal condition occurs, it will be managed and attended for each particu-lar scenario as a modification to the contract.

29.6.1.2 Routines Tracking Log. The Contractor shall provide the COR a written monthly Log (Excel spreadsheet), to be attached to the report item 29.6.1.3, with comments for each ductwork repaired, plus a log of routine DMOs for each ductwork. The monthly report shall be submitted via email (Excel spreadsheet) by the second working day of the next month (for the previous month work).

29.6.1.3 Routine Report. N/A

29.6.2 Emergency Service: Two (2) Hour Emergency Service- Provide responses to a ser-vice calls when an unsafe condition exists. Contractor must be able to provide emergency support during regular working hours 0700-1600 (should the need arise). For emergency situations during non-duty hours the contract manager may receive a call, email or text of the situation by the COR or alternate and shall coordinate to be attended NLT the first (1) hour of the next working day.

29.6.2.1 Priority 1 Emergency DMO Protocol. The contractor shall respond to Priority 1 DMOs immediately and must be on the job site and working within 2 hours after receipt of an emergency service call during regular working hours. If the emergency is out of regular working hours or weekends the contractor must be on the job site and working the first hour of the next working day. Contractor shall work continuously without inter-ruption and shall arrest the emergency condition before departing the job site (e.g., safety issue, secu-rity, vulnerability, stability, or service interruption, etc.). If further labor and ma-terial (follow up work) are required to complete the repair, and the total cost is above tresshold ($2,500), contractor will provide proposal on the same day. Purchase order shall be done the same day of proposal approval and evidence shall be provided to the COR. Contractor will also provide daily status update and evidence on parts purchase arrival and/or corrections re-pairs. Such follow up work shall be considered part of the original service emergency call.

**A specific CLIN called “Emergency Service Calls” will be provided for this type of services response.

29.6.2.2 Emergencies Tracking Log. The Contractor shall provide the COR a written monthly Log (Excel spreadsheet), to be attached to the report item 29.6.2.3, with com-ments for each ductwork repaired, plus a log of routine DMOs for each building. The monthly report shall be submitted via email (Excel spreadsheet) by the second working day of the next month (for the previous month work).

Need to discuss. Emergency Service Calls may happen but do not constitute a Bonafide need.

29.6.2.3 Emergencies Report. In addition to the tracking log report the contractor shall submit an emergency report as part of the required documentation.

29.7 During service calls, if a repair is required and the estimated cost is less than $2,500, the Contractor shall proceed with the repair immediately. All associated invoices and sup-porting documentation must be submitted with the corresponding service report. For any repairs exceeding the $2,500 contractual threshold, the Contractor shall prepare and sub-mit a formal proposal to the COR for review and approval prior to initiating the work.

29.8. The Government reserves the right to give the Contractor multiple DMOs. When mul-tiple work orders are issued, the Contractor shall report directly to the next work site.

29.9. Repairs. The Contractor shall acquire the parts and materials required for the per-formance of this contract, all parts and materials shall be standard products of manufac-turers regularly engaged in the production of such parts and materials. These repairs may occur during any inspection, maintenance or routine or emergency service provided. The Contractor shall maintain original supplier's invoice, tickets, sales slip(s), warranties, or other documents identifying items purchased under this contract. All documents shall be available for the Contracting Officer's review and audit. The Contractor shall keep a running cost of the ODC CLIN for the contract with supporting documen-tation. The Contractor will attach to the DMO a listing and cost of all parts, materials and man hours used on a repair, this information will be supplied to the COR within the first 2 working days of the next month. Contractor will be required to complete repairs NLT 7 days after visit for repairs under tresshold which not requires approval (only invoicing ev-idence) and 15 days, after approval, for repairs above the tresshold which requires gov-ernment approval.

29.9.1. Under threshold Repairs Definition: Part or equipment to be repair or repaired by replacement because they are damaged and/or not functional. The total cost for these re-pairs shall be less than $2,500, including the cost of the equipment or part. In these case contractor shall work continuously without interruption and shall arrest the situation con-dition before departing the job site (e.g., safety issue, security, vulnerability, stability, or service interruption, etc.) and continuos the very next working day.

29.9.2. Over threshold Repairs: If a part or piece of equipment is found to be damaged or non-functional and requires repair or replacement, and the total cost of the repair—includ-ing equipment or part—is expected to exceed $2,500, the Contractor shall submit a de-tailed proposal to the COR for review and approval, in accordance with the procedures outlined in PWS Annex A, Item 2.1.14.3.

29.9.2.1. Over threshold Repairs proposal. In case there is a required repair which cost is above the established tresshold of $2,500, the contractor shall submit a proposal for repairs NLT three (3) working days after the site visit. These repairs must be completed within fifteen (15) days excluding when parts are ordered or delay is authorized by COR.

29.9.3. Work Delays. For any repair work delay, not caused by the contractor, it will be required to provide evidence as emails with manufacturer, purchase orders, shipping sta-tus, etc. to prove that the reason of the delay was caused by third parties.

We need to discuss...we may not have a ODC CLIN

29.9.4. Invoices. All cost related to repairs will be detailed and all invoices, of items pur-chased, will be included in the reports submitted. All these repairs are covered by the con-tract. If invoice are not included, contractor will not be able to be reimbursed.

29.9.5 Repairs Reports. Contractor shall provide detailed reports NLT the 2nd working day of next month.

29.9.6 When required only labor (no parts) for repair a duct out of maintenance scope.

Contractor will submit a proposal for proper approval of government.

29.9.7 Unidentified Parts/Materials Budget Limit- During each year of contract a certain amount of money.

29.6. The Contractor shall be responsible for securing duct openings if repairs cannot be accomplished during the workday. The Contractor shall not perform any major repairs with-out the prior written approval of the COR. (see see PWS Annex A item 2.1.14.3).

29.7. The Contractor shall not take more than one primary duct out of service in the same facility at any one time without prior written approval of the COR. Contractor shall annotate work orders as (NFWT).

29.8. Non-Fair Wear and Tear (NFWT) Damages, Identification, and Processing.

29.8.1. Identification of NFWT by the COR. Request for repairs may be called in to the DPW DMO Reception Desk by unit/activities. If there are indications that damages are a result of NFWT, the COR will conduct an investigation. If the damages are determined to be NFWT, the COR will notify the unit point of contact (POC) of the NFWT determination for further action.

29.8.2. At no time will the Contractor proceed with NFWT repair on this requirement.

29.9. Upon completion of work, the Contractor will inform the COR immediately by tele-phone that the DMO is completed regardless of its priority and obtain a signature from the point of contact of the using activity (Tenant) on the DMO indicating the work has been completed and that the duct in need of repair is operational. The COR will make the final determination regarding the acceptance or rejection of the work completed.

29.10. The Contractor shall clean work areas after service and/or repairs have been com-pleted.

29.11. The Contractor shall provide barricades and/or warning signs in areas where work is being performed, IAW OSHA regulation 29 CFR, Part 1910.

29.12. Schedule of Repairs/Preventative Maintenance. The Contractor shall furnish to the COR a weekly schedule of ducts under repair by email no later than 4:00 p.m. of Friday prior to the week the work is scheduled to be performed.

We do not reimburse...it will be part of the total price FFP. Recommend removal

Marrero, Felix R CIV USARMY ACC MICC (USA) Need to discuss this as well. These are not Cost reimbursement contracts and therefore the work need to be better defined.

Same

29.12.1. Contractor must follow the original work plan as closely as possible but in case that the initial annual preventive maintenance plan change provide an updated maintenance schedule. This shall only happens for a justificable reason.

29.12.1.2. The Contractor shall report immediately to the COR if they cannot gain access to buildings listed on the schedule for preventative maintenance. The scheduled preven-tative maintenance will then be rescheduled for a specific date and time in which access is granted.

29.13. Performance Evaluation Meetings. To minimize schedule risks and evaluate work performance, the contract’s Project Manager may be required to meet monthly with the Government. Further, meeting time shall be used to identify work scheduled for perfor-mance during the following week, as well as work previously accomplished and its impact on the schedule. The COR, as applicable, will prepare and distribute minutes of each meet-ing.

29.14. Other Systems Attached to The Ductwork of This service Contract. Contrcator will contact COR to coordinate for any work related to ohter systems attached to the duct sys-tem, for example, smoke detectors and other fire suppression systems.

Appendix A: List of Buildings

List of Buildings:

• 611 – Exchange Warehouse

• 541 – ARNG Armony

• 233 – 1st MSC - USAR Center

• 689 – Exchange Main Store

• 357 – 1st MSC - USAR Center

• 228 – Health Clinic

• 353 – 1st MSC USAR Center

• 212 – Police/MP STA

• 552 – PRNG Readiness Center

• 390 – Garrisson HQ Admin Gen Purp

• 353 – 1st MSC USAR Center

• 511 – DPTMS Training Center - ORG Classroom

• 219 – DES Training - Live Fire Shoot

• 170 – Physical Fitness Center

• 528 – 1st MSC - USAR Veh Maint

• 354 – 1st MSC - USAR Center

• 518 – MWR Library Main

• 171 – Golf Course Sports Pro Shop

• 376 – Info Sys Fac (NEC)

• 540 – ARNG Armory

• 295 – WK Animal Bldg

• 608 – Storage GP Inst

• 193 – CPAC - Admin Gen Purp

• 172 – Golf Course Snack Bar

• 504 – LRC Admin Gen Purp

• 512 – 1st MSC Admin Gen Purp

• 606 – Exch Ser Outlet

• 608 – Storage GP Inst

• 660 – Consol Open Din

• 136 – MWR - Admin Gen Purp

• 183 – Chapel

• 1110 – CDC/CYS Youth Center

• 37 – O&M DPW

• 548 – SIM Center

• 527 – NEC Info sys Fac

• 21 – Health Clinic

• 214 – 1st MSC USAR Center

• 206 – DES Supply

• 630 – Visitors Control Center (VCC)

• 546 – ARNG / Armory

• 34 – DPW / Housing

• 509 – SSMO/Storage

• 545 – ARNG Armory

• 231 – 1st MSC USAR Center

• 613 – Fuel Point

• 168 – Bowling Center

• 399 – DES Police / MP STA

• 514 – Admin Gen Purp

• 202 – 1st MSC USAR Center

• 225 – ACS CTR

• 553 – JFHQ - ORG STR Bldg

Appendix B: Technical Specifications

SECTION 01 33 00

SUBMITTAL PROCEDURES

08/18

PART 1 GENERAL

1.1 SUMMARY

1.1.1 Submittal Information

The Contracting Officer may request submittals in addition to those specified when deemed necessary to adequately describe the work covered in the respective sections. Each submittal is to be complete and in sufficient detail to allow ready determination of compliance with contract requirements.

Units of weights and measures used on all submittals are to be the same as those used in the contract drawings.

1.1.2 NOT USED

1.1.3 Submission of Submittals

Schedule and provide submittals requiring Government approval before acquiring the material or equipment covered thereby. Pick up and dispose of samples not incorporated into the work in accordance with manufacturer's Safety Data Sheets (SDS) and in compliance with existing laws and regulations. Normal processing timeframe of each sub-mittal is 14 days from the date received by the Government. Please, ensure you received confirmation from the Gov-ernment of the receipt date.

Contractor is responsible to include the updated completed Submittal Register (form shall be provided to Contractor upon award) with each Submittal to be process with the appropriate.

1.2 DEFINITIONS

1.2.1 Submittal Descriptions (SD)

Submittal requirements are specified in the technical sections. Examples and descriptions of submittals identified by the Submittal Description (SD) numbers and titles follow:

SD-01 Preconstruction Submittals

Submittals that are required prior to or at the start of construction (work) or the next major phase of the construction on a multiphase contract.

Preconstruction Submittals include schedules and a tabular list of locations, features, and other pertinent information regarding products, materials, equipment, or components to be used in the work.

Certificates of Insurance

Surety Bonds

List of Proposed Subcontractors

List of Proposed Products

Baseline Network Analysis Schedule (NAS)

Submittal Register

Schedule of Prices

Accident Prevention Plan

Work Plan

Quality Control (QC) Plan

Environmental Protection Plan

SD-02 Shop Drawings

Drawings, diagrams and schedules specifically prepared to illustrate some portion of the work.

Diagrams and instructions from a manufacturer or fabricator for use in producing the product and as aids to the Con-tractor for integrating the product or system into the project.

Drawings prepared by or for the Contractor to show how multiple systems and interdisciplinary work will be coordi-nated.

SD-03 Product Data

Catalog cuts, illustrations, schedules, diagrams, performance charts, instructions and brochures illustrating size, physi-cal appearance and other characteristics of materials, systems or equipment for some portion of the work.

Samples of warranty language when the contract requires extended product warranties.

SD-04 Samples

Fabricated or unfabricated physical examples of materials, equipment or workmanship that illustrate functional and aesthetic characteristics of a material or product and establish standards by which the work can be judged.

Color samples from the manufacturer's standard line (or custom color samples if specified) to be used in selecting or approving colors for the project.

Field samples and mock-ups constructed on the project site establish standards ensuring work can be judged. Includes assemblies or portions of assemblies that are to be incorporated into the project and those that will be removed at con-clusion of the work.

SD-06 Test Reports

Report signed by authorized official of testing laboratory that a material, product or system identical to the material, product or system to be provided has been tested in accord with specified requirements. Unless specified in another section, testing must have been within three years of date of contract award for the project.

Report that includes findings of a test required to be performed on an actual portion of the work or prototype prepared for the project before shipment to job site.

Report that includes finding of a test made at the job site or on sample taken from the job site, on portion of work dur-ing or after installation.

Investigation reports

Daily logs and checklists

Final acceptance test and operational test procedure

SD-07 Certificates

Statements printed on the manufacturer's letterhead and signed by responsible officials of manufacturer of product, system or material attesting that the product, system, or material meets specification requirements. Must be dated af-ter award of project contract and clearly name the project.

Document required of Contractor, or of a manufacturer, supplier, installer or Subcontractor through Contractor. The document purpose is to further promote the orderly progression of a portion of the work by documenting procedures, acceptability of methods, or personnel qualifications.

Confined space entry permits

Text of posted operating instructions

SD-08 Manufacturer's Instructions

Preprinted material describing installation of a product, system or material, including special notices and (SDS) con-cerning impedances, hazards and safety precautions.

SD-10 Operation and Maintenance Data

Data provided by the manufacturer, or the system provider, including manufacturer's help and product line documen-tation, necessary to maintain and install equipment, for operating and maintenance use by facility personnel.

Data required by operating and maintenance personnel for the safe and efficient operation, maintenance and repair of the item.

Data incorporated in an operations and maintenance manual or control system.

SD-11 Closeout Submittals

Documentation to record compliance with technical or administrative requirements or to establish an administrative mechanism.

Submittals required for Guiding Principle Validation (GPV) or Third Party Certification (TPC).

Special requirements necessary to properly close out a construction contract. For example, Record Drawings and as-built drawings. Also, submittal requirements necessary to properly close out a major phase of construction on a multi-phase contract.

1.2.2 Approving Authority

Office or designated person authorized to approve the submittal.

1.2.3 Work

As used in this section, on-site and off-site construction required by contract documents, including labor necessary to produce submittals, construction, materials, products, equipment, and systems incorporated or to be incorporated in such construction. In exception, excludes work to produce SD-01 submittals.

1.3 SUBMITTALS

Government approval is required for all submittals.