PWS HVAC maintenane service Maltz-DRAFT.pdf

HVAC Systems Maintenance and Repair Performance Work Statement

Joint Base San Antonio Lackland-Chapman Annex

Building 98 – Aquatic Training Center

27 MAY 2026

1. DESCRIPTION OF SERVICES

This Performance Work Statement (PWS) outlines the requirements for a comprehensive preventative and corrective maintenance program for the Heating, Ventilation, and Air Conditioning (HVAC) systems located at Building 98, an aquatic training facility. The contractor shall provide all necessary labor, tools, materials, parts, and supervision to maintain the equipment listed in Appendix A in a reliable, safe, and efficient operational state. The objective is to ensure optimal environmental conditions, protect facility assets from humidity and corrosion, and guarantee air quality for personnel.

1.1 REQUIREMENTS

The contractor shall perform the following scheduled PM tasks for all equipment listed in Appendix A. All activities shall be documented and submitted to the Contracting Officer’s Representative (COR).

1.1.1 Project Manager

The Contractor shall designate a project manager who shall execute day-to-day operation, provide overall supervision of the entire HVAC maintenance services effort and shall act as liaison with the COR as the focal point for the Contractor. The project manager must have HVAC experience, related to the equipment in Appendix A, and must have sufficient English language skill and knowledge, to be able to communicate with the COR and Contracting Officer (CO).

1.1.2 HVAC Mechanic

The mechanic shall be responsible for all the work being performed at the site under the contract. The mechanic must have a minimum of 3 years’ proven experience in the trade of HVAC maintenance, related to the equipment in Appendix A.

1.1.3 Electronics Technician

The mechanic shall be responsible for all the work being performed at the site under the contract. The technician must have a minimum of 3 years’ proven experience in the trade of HVAC electrical maintenance, related to the equipment in Appendix A.

1.1.4 Workforce

The Contractor shall provide the proper number of employees per work location to properly and in a timely manner fulfill all work requirements. The minimum number of employees present will coincide with the approved plan submitted at the start of each year.

1.1.5 Hazardous and Toxic Substances

It is the Contractor's responsibility to ensure the safe handling, application, removal and environmentally sound disposal of all hazardous or potentially hazardous chemicals used under this contract. The Contractor assumes all liability for damage and/or injury for use of chemical products or equipment. All chemicals shall be purchased and applied by properly licensed personnel.

1.1.6 Environmental Protection

The Contractor shall provide a Spill Plan in the event cleanup efforts are required to protect rivers and drainage ditches from chemical contamination, sediment run-off, construction debris, and other damage. Soil erosion and sediment control provisions and maintenance in accordance with local requirements are required. In the case of a spill or release of any sort, the Contractor shall immediately notify the COR.

Environmental Protection Plan (EPP). Contractor shall provide an EPP as a component of their technical proposal package. The written plan must outline strict procedures for managing refrigerants, handling hazardous waste, preventing spills, and ensuring compliance with federal environmental regulations such as EPA (Environmental Protection Agency) Section 608.

1.2 Quarterly PM Tasks

For PoolPak Dehumidifiers, RTUs, and Mini-Splits, the contractor shall inspect and replace air filters as specified in the filter schedule, clean condensate drain pans, and flush drain lines to prevent blockages. The contractor must also calibrate thermostats, humidity sensors, and CO2 sensors against a certified reference, and inspect fan belts for wear, fraying, and proper tension, adjusting as necessary. For Exhaust Fans, quarterly maintenance includes lubricating fan and motor bearings, cleaning fan blades and housings of dust and debris, and verifying the operation of motorized dampers and louvers.

For Boilers and Water Heaters, the contractor shall visually inspect for water, gas, and flue leaks, check system water pressure, verify the operation of the pressure relief valve, and document any operational error codes. For Boiler Circulating and Glycol Pumps, tasks include lubricating pump and motor bearings, visually inspecting for seal leaks, and checking for unusual noise or vibration during operation.

1.3 Semi-Annual PM Tasks

Semi-annual tasks for PoolPak Dehumidifiers, RTUs, and Mini-Splits require the contractor to thoroughly clean evaporator and condenser coils with a manufacturer-approved, non-acidic cleaning solution. The contractor shall also check operating refrigerant pressures and temperatures, verify proper refrigerant charge, inspect compressor oil levels where applicable, and test all system safety controls and electrical safeties. For Exhaust Fans, the contractor must measure and record motor amperage and compare it to the nameplate rating. For Boilers and Water Heaters, the contractor shall perform a complete combustion analysis using a calibrated analyzer to adjust gas pressure and airflow for optimal efficiency and safety. This includes cleaning and inspecting burners, pilot assemblies, and flame sensors, and testing all safety controls such as high-limit, rollout, and spill switches.

Heat exchangers must be inspected, cleaned, and descaled if necessary based on water quality and performance. For Boiler Circulating and Glycol Pumps, the contractor shall measure and record motor amperage and voltage.

1.4 Annual PM Tasks

Annually, for all systems, the contractor shall conduct a comprehensive structural corrosion audit, inspecting all unit casings, ductwork, fasteners, and support hangers for rust and chemical degradation, documenting findings, and applying protective coatings where needed. The contractor must also tighten all electrical connections, terminals, and lugs in control panels, disconnects, and at equipment, and perform a full operational check to test all sequences of operation, including heating, cooling, dehumidification, and control system interlocks. Specifically for PoolPak Dehumidifiers, the integrity of the heat exchangers must be inspected for any signs of leaks or degradation. For Boiler Circulating and Glycol Pumps, the contractor shall verify pump-to-motor alignment to prevent premature wear on bearings and seals.

1.5 FILTER REPLACEMENT SCHEDULE

The contractor shall furnish and install new filters as part of the preventative maintenance schedule. MERV ratings should be confirmed based on equipment specifications. Filter sizes listed in Appendix B are based on common specifications for the equipment types and should be field-verified by the contractor before the first replacement cycle.

1.6 UNSCHEDULED MAINTENANCE & EMERGENCY SERVICE

1.6.1 Unscheduled/Corrective Maintenance

This Contract Line Item Number (CLIN) covers labor for maintenance tasks required outside of the scheduled PM visits, such as component failures or system alarms. The government will issue a work order against this CLIN on an as-needed basis. All work must be approved by the COR prior to commencement.

1.6.2 Emergency Service

The contractor shall provide 24/7/365 emergency response capability for failures that pose an immediate threat to personnel safety, building structure, or mission-critical operations (e.g., a complete loss of dehumidification). The contractor must have a qualified technician on-site within 4 hours of the initial call.

1.6.3 REIMBURSABLE PARTS CLIN

This CLIN is a Not-to-Exceed (NTE) amount established for the procurement of parts and materials required for unscheduled and corrective maintenance tasks. The contractor shall obtain at least two quotes for any part exceeding $500. All part and material purchases must be approved in writing by the COR before the order is placed. Reimbursement will be at actual cost, requiring the contractor to submit original supplier invoices with each request for payment, and no markup is authorized on parts.

1.7 SCHEDULE

The Contractor shall be responsible for coordinating all work to be performed under this project with the CO and the COR. The Contractor shall maintain work schedules. If one employee is absent, the Contractor is responsible to provide replacement staff that have passed the Government’s security screening process. Prior to performing the contract, the Contractor shall provide to the COR a written annual overview of all maintenance objectives. Additionally, the Contractor shall provide a monthly schedule specifying the exact dates on which work will be performed. This monthly schedule must be submitted to the COR for review and approval no later than five (5) calendar days prior to the start of the scheduled work. This advance notification is required to allow the COR to coordinate with facility access and ensure minimal disruption to daily operations.

1.8 ACTIVITY REPORTING

The contractor shall, on a monthly basis, provide to the government COR a monthly status report, which highlights the events of the previous month’s efforts, and which details the previous month’s activities. Monthly reports shall be delivered to the government within five (5) working days after the end of the previous reporting period.

2.0 SERVICE SUMMARY

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

SS #

Element Evaluated

PWS

Paragraph

Performance Objective

Performance Threshold

1 Maintenance 1.1 – 1.5 Maintain Equipment

No more than 1 defect per month.

2 Emergency MX 1.6.2 Respond within 4 hours

No more than 1 defect per month.

3 Activity Reporting 1.8

Document delivered on schedule and accurate

No more than 1 defect per month.

4 Environmental Protection 1.1.6 Utilize Spill Plan

No more than 0 defects per month.

NOTE: Valid Defect – A service that does not meet the requirements of the PWS, which may be found during a government inspection or reported on a valid customer complaint form or a combination of the two for each category.

Multiple defects may be found during one inspection or reported on one valid complaint.

2.1 QUALITY CONTROL

The contractor shall develop and maintain a quality program to ensure the maintenance and training performed are in accordance with commonly accepted commercial practices.

QUALITY CONTROL PLAN (QCP). A written QCP shall be submitted as part of the contractor’s proposal package. The QCP shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required. Any changes after initial QCP submission need to be accepted by the CO prior to implementation.

2.2 QUALITY ASSURANCE.

The government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR shall inspect by validating actual work performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether performance meets the standards contained in this PWS.

Any unsatisfactory inspection (defect) result shall be recorded on a Surveillance Checklist and the Contractor shall re-perform the service at no additional cost to the government within 2 hours after notification by the CO or COR. The Contractor shall return the signed/dated Surveillance Checklist within 3 business days of receipt annotating what actions were taken to correct the discrepancy and what action will be taken to ensure no repeat discrepancies. In the case of issued Corrective Action Reports (CARs), the CO shall take appropriate measures according to the inspection of services clause in the contract.

2.3 PERFORMANCE ASSESSMENT.

2.3.1 PERIODIC INSPECTIONS. This method requires the COR to employ a “spot check” style of evaluation based on the contractor’s incorporated Cleaning Frequency Schedule (CFS) IAW PWS paragraph 4.18. Periodic validations will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. The CFS shall be used as the basis for the COR to schedule inspections. Any unsatisfactory inspection (defect) result shall be recorded on a locally developed inspection report, and the contractor shall re-perform the service after notification within two hours.

2.3.2 CUSTOMER COMPLAINTS. The COR will receive and investigate complaints. The COR shall be responsible for initially validating customer complaints. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement between the COR and the contractor. Validated customer complaints shall be re-performed within two hours of notification.

2.3.3 REMEDY FOR EXCEEDING PERFORMANCE THRESHOLD. When a performance threshold has not been met, the contractor will be issued a Contract Discrepancy Report

(CDR). The contractor shall respond to the CDR in accordance with instruction provided and return in to the CO within 10 calendar days of receipt. Exceeding the performance threshold for performance objective for any two, or more consecutive or non-consecutive months during a contract period may constitute an immediate Progress Meeting with the Multi-functional Team. When services are re-performed by the contractor it allows for acceptance of the service, however, it does not invalidate the customer complaint or inspection/surveillance by the COR.

2.3.4 PERIODIC PROGRESS MEETINGS. The CO, COR, other Government personnel as appropriate, and the contractor shall meet periodically to discuss the contractor’s performance. The following issues shall be discussed: opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and valid customer complaints against each performance objective observed, and steps taken by the contractor to prevent occurrences in the future. The contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends. The minutes of these meetings will be prepared by the Contract Administrator, signed by the CO with appropriate coordination, distributed to the Functional Director, COR and the contractor. Should the contractor not concur with the minutes, the contractor will provide a written notification to the CO within 2 calendar days of receipt identifying areas of non-concurrence for resolution.

2.4 GOVERNMENT REMEDIES

The CO shall follow RFO 52.212-4, Contract Terms and Conditions-Commercial Items, for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1 EQUIPMENT. All tools and vehicles will be supplied by the contractor.

4 GENERAL INFORMATION.

4.1 HOURS OF OPERATION

The contractor shall perform services for 8 hours a day between the hours of 0630 – 1700 Monday through Friday. The contractor may not be required to provide all services on the following approved holidays:

New Year’s Day 1 January Martin Luther King’s Birthday 3d Monday in January President’s Day 3d Monday in February

Memorial Day Last Monday in May Juneteenth 19 June Independence Day 4 July Labor Day 1st Monday in September Columbus Day 2d Monday in October Veteran’s Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December

4.2 SECURITY REQUIREMENTS. Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes. The Contractor shall comply with all requirements and procedures in accordance with Contractor Access to Department of the Air Force Installations. All documentation shall be submitted at the pre-performance conference and as changes occur.

4.2.1 Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes. The contractor shall comply with the following requirements:

a. The contractor shall obtain base identification, and vehicle passes for all contractor personnel who make frequent visits to or perform work on the Joint Base installation(s) cited in the contract.

b. No later than three (3) days prior to start of contract work (can take up to ten (10) days to obtain a base pass), the contractor shall submit a written request on company letterhead (or e-mail correspondence) to the CO with copy to contract administrator listing the following: project title, project number, contract number, location of work site, contract start and stop dates, work schedule, and names of contractor employees needing access to the base, including full legal name, date of birth, Social Security Number (SSN), state issued I.D. Card/Driver’s License #, and name of sub-contractor if not employed directly by contractor (Government will provide template to be used in submitting visitor pass request). The authorized CO will endorse the request and forward it to the issuing base pass and registration office or security forces for processing. Contractors will present government (state or federal) issued ID, and INS Form 9 (I9), before being issued a pass to enter the installation. A Wants and Warrants check is conducted for every person before a pass is issued. Personnel employed by the contractor must get a pass for their privately owned vehicles with proof of following:

(1) Liability Insurance

(2) Current License Plates

(3) Current State Inspection Sticker (If Required)

(4) Valid State Driver License

(5) A phone number for sponsor on base

General Liability. The CO shall require bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

Property Damage Liability. The Contractor shall, at its own expense, procure and maintain during the entire performance period of this contract, all required insurance applicable to the performance of this work. The Contractor shall ensure that any subcontractors utilized also maintain appropriate insurance levels. The minimum coverage limits shall be $1,000,000 per occurrence and a minimum of $2,000,000 general aggregate.

Automobile Liability. The CO shall require automobile liability insurance written on the comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims.

c. Vehicles owned by the contractor with the company name permanently printed on them are not required to obtain a pass as long as a current work order is presented at the time of entry. However, current liability insurance, state inspection sticker, and registration is required. The person driving the vehicle must have a valid operator license for the type of vehicle.

d. The contractor is responsible for ensuring employees present their Form I-9 (Employment Eligibility Verification).

e. Upon completion or termination of the contract or expiration of the identification passes, the contractor shall ensure that all base identification passes issued to contractor employees are returned to the issuing office. If a contractor employee has been terminated, the pass will need to be retrieved and returned to Security Forces (SF) so that employee does not have base access. If the pass is not retrieved, then SF will need to be notified so base access is not allowed. Upon completion of the contract return all issued installation access passes to the issuing authority.

f. Failure to comply with these requirements may result in withholding of final payment.

g. The base pass may need to be renewed every six (6) months.

4.3 CO AND COR (QUALITY ASSURANCE PERSONNEL)

The CO will appoint a primary and alternate representative for management of the day-to-day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the contractor after contact award.

4.4 SAFETY REQUIREMENTS AND REPORTS

The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal report to the COR and CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the CO and COR within five (5) calendar days of each occurrence.

Work Safety Plan. As a part of the technical proposal package, Contractor shall provide a Work Safety Plan to include general safety procedures such as risk assessments, lockout/tagout (LOTO), and arc flash protection. The plan must address the unique physical, chemical, and electrical hazards associated with HVAC systems, and establish strict compliance with OSHA standards to protect technicians/mechanics, facility occupants, and government property.

4.5 DAMAGE TO GOVERNMENT/PRIVATE PROPERTY. Damage to Government buildings, equipment or vegetation is addressed in clause RFO 52.237-2 – “Protection of Government Buildings, Equipment, and Vegetation.” Contractor shall be liable for repair/replacement/cost for any government or private property at no additional cost to the Government when damaged by contractor personnel, vehicles, equipment or negligence.

Contract manager shall immediately advise the COR of damages and provide action plan for repair. Provide a completed copy of the Accident/Incident Investigation Reports to the CO and COR within five (5) calendar days of each occurrence. Damage to safety or security items shall be immediately repaired by the government and the contractor shall be billed for the repair, to include labor costs.

4.6 ENVIRONMENTAL REQUIREMENTS. The contractor shall comply with all federal, state, city and base environmental laws and regulations. Personnel from the Base Environmental Office and other base offices will conduct periodic inspections as required to determine compliance with base and state environmental laws and regulations. The contractor shall immediately notify the Base Environmental Office at area code 210- (LAK 671-4844, FSH 221-1142, RND 652-4668 and Camp B. 295-8339 of contractor hazardous material spills and take immediate action to control the spread of the spill.

ELIMINATION OF USE OF CLASS I OZONE DEPLETING SUBSTANCES (ODS). Contractors shall not: Provide any service or product with any specification, standard, drawing, or other document that requires the use of a Class I ODS in the test, operation, or maintenance of any system, subsystem, item, component, or process; or Provide any specification, standard, drawing, or other document that establishes a test, operation, or maintenance requirement that can only be met by use of a Class I ODS as part of this contract/order.

For the purposes of Department of the Air Force policy, the following products that are pure (i.e., they meet the relevant product specification identified in AFI 32-7086[AR2] ) are Class I ODSs: Halons: 1011, 1202, 1211, 1301, and 2402; Chlorofluorocarbons (CFCs): CFC-11, CFC-12, CFC-13, CFC-111, CFC-112, CFC-113, CFC-114, CFC-115, CFC-211, CFC-212, CFC-213, CFC-214, CFC-215, CFC-216, and CFC-217, and the blends R-500, R-501, R- 502, and R-503; and Carbon Tetrachloride, Methyl Chloroform, and Methyl Bromide.

5.0 Appendices

A. Equipment List

Pool Pak Model Serial PoolPak #1 PPK-190-VT-X-A4FT2453G2E3ADOH 21074032

PoolPak #2 PPK-190-VT-X-A4FT2453G2E3ADOH 21074033

PoolPak #3 PPK-190-VT-X-A4FT2453G2E3ADOH 21074035

PoolPak #4 PPK-190-VT-X-A4FT2453G2E3ADOH 21074034

PoolPak Condenser #1 PPK-190-VT-X-A4FT2453G2E3ADOH 21074033A

PoolPak Condenser #2 PPK-190-VT-X-A4FT2453G2E3ADOH 21074035A

PoolPak Condenser #3 PPK-190-VT-X-A4FT2453G2E3ADOH 21074032A

PoolPak Condenser #4 PPK-190-VT-X-A4FT2453G2E3ADOH 21074034A

Mini Splits Units Model Serial

CU-R001 LSU181HSV5 302HAUJAT710

CU-R002 LSU181HSV5 302HAXCAT642

CU-R101 LSU181HSV5 302HAYEAT674

CU-R203 LSU090HSV5 305HACQ8F659

CU-R202 LSU181HSV5 302HARDAT718

CU-R201 LSU120HSV5 304HAFM7R131

CU-R102 LSU181HSV5 302HAWSAT713

CU-R003 LSU181HSV5 303HAALFK256

Exhaust Fans Model Serial

Exhaust# 1 135 ACRU 135R17D VF 060SK30968-00/0000701

Exhaust# 2 136 ACRU 135R17D VF 060SK30968-00/0000702

Exhaust# 3 S9-99-V6-X 28831736

Exhaust# 4 S9-99-V6-X 28831737

RTU Model Serial

RTU-R01 DPS020AHMG4DW-4 FBOU220700255

RTU-R02 DPS010AHMG4DW-4 FBOU220701147

RTU-R03 DPS016AHMG4DW-4 FBOU220700254

Boilers Model Serial

Boiler #1 OFN1501 2201 127668975 Boiler #2 OFN1751 2210 128538217 Boiler #3 OFN1501 2201 127668989 Boiler #4 OFN1751 2210 128538216

Boilers Circulating

Pumps Model Cust Part No. Frame HP RPM VOLTS PH

Circulating Pump# 1 C63CXFDC-1253 SM2061 56J 1/2 1725 115/208-

Circulating Pump# 2 C63CXFDC-1253 SM2061 56J 1/2 1725 115/208-

Circulating Pump# 3 C63CXFDC-1253 SM2061 56J 1/2 1725 115/208-

Circulating Pump# 4 C63CXFDC-1253 SM2061 56J 1/2 1725 115/208-

Glycol Pump Motor Model Serial Frame HP RPM VOLTS PH

Glycol Pump Motor #

5KH36MNA445AX G21J120665 48Y 1/2 1725/1425 110-

120/200-

Glycol Pump Motor #

5KH36MNA445AX F21J110608 48Y 1/2 1725/1425 110-

120/200-

Glycol Pump Motor #

5KH36MNA445AX J21J130633 48Y 1/2 1725/1425 110-

120/200-

Glycol Pump Motor #

5KH36MNA445AX F21J110610 48Y 1/2 1725/1425 110-

120/200-

B. Filter List

Water Heaters Model Serial

GWH-1 BTH-400A 300 2204127953760

GWH-2 BTH-X-119A 350 2231130474117

Equipment Type Filter Size Filter Type Quantity Frequency

PoolPak Units (4) 20x20x2 16x20x2

MERV-8

MERV-8

Quarterly

RTU-R01

20x25x2 18x24x2 20x25x4 18x24x4

MERV-8

MERV-8

MERV-8

MERV-13

Quarterly

RTU-R02

18x24x2 18x24x4

MERV-8

MERV-13

Quarterly

RTU-R03

18x24x2 18x24x4

MERV-8

MERV-13

Quarterly

Mini-Split Units Varies Washable 16 Quarterly (Clean)

(Note: Filter sizes are based on common specifications for the listed equipment types and should be field-verified by the contractor before the first replacement cycle.)