PWS HVAC Systems - Annual Plan.pdf

PERFORMANCE WORK STATEMENT (PWS)

HVAC PREVENTATIVE MAINTENANCE SERVICE

LAND DOMINANCE CENTER, FORT STEWART, GEORGIA

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform HVAC Maintenance Services, as defined in this PWS. Equipment to be maintained is listed in Technical Exhibit 1.

1.2 General Information:

1.2.1 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays.

Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges. The contractors’ operating hours shall be consistent with normal core duty hours of Land Dominance Center unless otherwise directed by the Contracting Officer (KO) or the Contracting Officers Representative (COR).

1.2.2 The contractor’s employees shall become familiar with and obey the regulations of the installation, including fire, traffic, safety and security regulations while on the installation.

Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation, which may affect performance.

The Government reserves the right to direct the removal of an employee from Government property or revoke access to Government systems for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.2.3 Quality Control (QC): Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government (see

FAR 52.246-1).

1.2.4 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.2.5 Installation Access and Security Requirements: The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy (see PWS 6.0). Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.2.6 Awareness Training (AT) Level 1: All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level 1 training within 30 calendar days after contract start date and within 30 calendar days of new employees commencing performance. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee to the COR within 15 calendar days after completion of training by each employee or subcontractor personnel. AT Level 1 awareness training is available at the following website:

https://jko.jten.mil/courses/atl1/launch.html.

1.2.7 iWATCH Training: The contractor and all associated subcontractors with an area of performance within an Army-controlled installation, facilities or area shall brief all employees on the local iWATCH program (training standards provided by the requiring activity Antiterrorism Officer (ATO)). This local developed training shall be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR or the KO. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance. The contractor shall report completion for each contractor employee and subcontractor employee to the COR within 15 calendar days after completion of training.

1.2.8 OPSEC Training: In accordance with AR 530-1, Operations Security, new contractor employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty and annually thereafter. The contractor shall submit certificates of completion for each contractor employee to the COR within 15 calendar days after completion of training. Level 1 OPSEC training is available at https://securityawareness.usalearning.gov/opsec/index.htm.

1.2.9 Physical Security: The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.2.10 Special Qualifications: The contractor shall ensure all employees possess all required licenses for the operation of any equipment used in the performance of this contract. This does not include education or other qualifications for the position in which the contractor employee https://jko.jten.mil/courses/atl1/launch.html is performing, dress codes, or other information. (NOTE: The Government does not provide training to contractors. Contractors must ensure that any personnel performing under a contract are fully trained, licensed in the State of Georgia, certified, and otherwise qualified to provide services.)

1.2.11 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 42.5. The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.2.12 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR, to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.2.13 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

AR Army Regulation AT/OPSEC Antiterrorism/Operational Security COR Contracting Officer Representative DA Department of the Army DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense FAR Federal Acquisition Regulation KO Contracting Officer NGB National Guard Bureau PII Personally Identifiable Information POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control SCR Service Contract Reporting

TE Technical Exhibit

3.0 Government Furnished Property, Material, Equipment and Services: None.

4.0 Contractor Furnished Property, Materials, and Equipment: Contractor shall provide required filters for servicing and/or replacement along with all testing equipment, gauges and other special tools required to perform said services. NOTE: There may be times, during the performance of this contract, the contractor encounters systems that are either (1) being replaced under separate contract work or (2) systems that have been recently installed/accepted from other contract work. In those instances, the contractor shall not perform any systems checks and/or corrective measures that would void the warranty on said equipment/system and otherwise impact the one-year product and workmanship warranty of said system. Additionally, should the contractor find a building(s) that has not been occupied since the last service (for whatever reason) and/or the filters are in new condition, the contractor should so note within his reporting process and turn extra (or unused/new filters, for that building(s)/cycle) over to the government representative.

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements: The contractor perform the following:

5.1 Annual Preventative Maintenance Tasks:

Split System HVAC Units Indoor Unit (Air Handler / Furnace)

• Inspection and Service:

• Inspect return air (RA) filters; clean grille and replace with same size/quantity

• Inspect outside air (OA) filters; replace as required

• Inspect blower motor, wheel, and housing

• Clean blower assembly and housing

• Check belt condition and tension (if belt-driven). Replace if needed.

• Lubricate motors and bearings (where applicable)

• Measure and record blower motor amperage

• Inspect evaporator coil for dirt, mold, or blockage

• Chemically clean coil (non-acidic cleaner)

• Inspect plenum box condition

• Condensate System:

• Inspect evaporator condensate drain pan

• Flush/blow out condensate drain line and treat same

• Test condensate overflow safety switch, if applicable

Outdoor Unit (Condenser / Heat Pump)

• Inspection and Cleaning:

• Inspect cabinet panels for damage

• Inspect equipment ground pad and mounting

• Inspect condenser coil for dirt, debris, and obstructions

• Chemically clean condenser coil (non-acidic)

• Measure and record compressor and fan motor amperage

• Refrigerant Circuit:

• Inspect suction line insulation condition

• Verify Schrader valve caps present and tight

• Inspect for refrigerant leaks (visual only)

• Check and record system refrigerant charge

• Measure and record suction and discharge pressures

• Measure and record subcooling

Electrical System

• Inspect electrical disconnects and safety devices

• Inspect contactors for pitting or wear

• Inspect capacitors; test microfarads against rating

• Verify voltage and amperage draw against nameplate

Heating Section

• Heat Pump:

• Verify reversing valve operation

• Verify defrost cycle operation

• Verify auxiliary/emergency heat operation

• Gas or Electric Furnace:

• Inspect burners or heating elements

• Inspect ignition system

• Inspect heat exchanger (visual)

• Inspect flue and combustion air openings

• Verify safety controls

Controls and Operation

• Verify thermostat operation and set points

• Confirm overall system operation

• Verify cooling & heating operation

System Performance Evaluation

• Measure and record:

• Return air temperature

• Supply air temperature

• Temperature differential

• Compressor amperage

• Blower motor amperage

• Condenser fan motor amperage

• Suction and discharge pressures

• Compare readings against historical trends

• Identify performance degradation

Mini-Split and VRF Systems Indoor Units

• Inspect and clean/replace filters

• Clean wall-mounted or cassette units

• Chemically clean & inspect indoor coil (non-acid cleaner)

• Clean & inspect blower assembly

• Inspect condensate pan and pump

• Flush and treat drain system

• Verify airflow direction and louvers

Outdoor Units

• Inspect cabinet and mounting

• Inspect condenser/inverter coil & clean (non-acid cleaner)

• Inspect refrigerant piping and supports

• Verify valve caps

• Measure compressor amperage

• Measure condenser fan motor amperage

• Measure suction/discharge pressures and record

• Inspect for refrigerant leaks

Electrical and Controls

• Inspect disconnects and safety devices

• Tighten electrical connections

• Inspect contactors and relays

• Verify BAS/controller communication

• Verify indoor unit response to controls

Performance Evaluation

• Compare operating data to historical trends

Make-Up Air and Exhaust Systems

Airflow and Structure

• Inspect intake louvers, screens and remove debris

• Inspect duct connections and flexible joints

• Verify damper movement and linkage

• Inspect and/or replace any filters

• Verify airflow at inlets and outlets

Fans and Motors

• Inspect fan blades, housings and actuators

• Clean intake and exhaust fans

• Lubricate bearings

• Inspect belt condition/tension. Replace if worn

• Measure and record motor amperage

Ventilation Components

• Inspect energy recovery wheels/cores

• Clean energy recovery components, if applicable.

• Inspect heating or tempering sections & verify operation.

Controls

• Verify start/stop operation

• Verify damper actuator response

• Verify timer control & sensor interface

Performance Evaluation

• Measure/record airflow & motor amperage

• Compare against historical trends

Walk-In Coolers and Freezers

Structure and Cabinet

• Inspect panels, doors, door gaskets and door heaters

• Remove debris from base of cabinets

Airside Components

• Inspect evaporator and clean coils (non-acidic cleaner)

• Inspect evaporator fan motor, wheel, and housing

• Inspect belts and sheaves

• Lubricate motors/bearings

• Measure blower motor amperage

Condenser Section

• Inspect condenser coil

• Clean condenser coil

• Inspect condenser fan motors and blades

• Verify refrigerant type

• Measure condenser fan motor amperage

• Measure compressor amperage

Refrigeration

• Inspect for refrigerant leaks

• Measure suction and discharge pressures

• Check and record refrigerant charge

• Check operation of defrost & heater controls

Electrical and Controls

• Inspect disconnects and safety devices

• Tighten electrical connections

• Inspect contactors and capacitors

• Verify voltage and amperage

• Verify thermostat operation

• Confirm system operation

Fire Alarm Control Panels

• Visually verify FACP indicates normal operation

• Report any trouble or alarm conditions

5.2 HVAC Asset Management:

Asset Tagging and Unit Labeling: The Contractor shall ensure that every HVAC system covered by this contract is physically identified and traceable. The Contractor shall:

• Verify that each HVAC system has a legible Government-approved asset tag or unit identifier

• Affix a durable, weather-resistant tag or label to any HVAC system that is missing a tag, has an illegible tag, or has an incorrect or incomplete identifier

• Label each unit with, at a minimum: Government-assigned unit ID, serial number, model number building number, and system type (e.g., split, package, PTAC, etc.).

• Identify and label the type of refrigerant contained within the system.

• Verify and correct the association between the physical unit and the asset inventory

• Report all newly tagged, corrected, or unresolved units in the service report

Tags shall be permanently affixed, resistant to weather, cleaning, and UV exposure, and suitable for both indoor and outdoor HVAC equipment. Asset tagging and labeling is a required part of preventative maintenance and shall be performed during scheduled PM visits as units are encountered. Color coding of equipment tags is suggested (with those systems containing R-22 Refrigerant being red in color; R-410A systems being amber, etc.), for quick identification.

5.3 Performance Monitoring and Trend Tracking:

Required Measurements: During each preventative maintenance visit, the Contractor shall measure and record key operating parameters for each HVAC system serviced, including compressor amperage, fan and blower motor amperage, suction and discharge pressures (where applicable), return air temperature, supply air temperature, and temperature differential. These measurements shall be used to verify proper system operation and to support performance trending and condition assessment.

Trend Analysis: The Contractor shall maintain historical trend data for each HVAC system, including amperage, refrigerant pressures, and temperature differential. This data shall be used to identify abnormal operating trends that indicate declining performance, inefficiency, or impending component failure. When such trends are observed, the Contractor shall document the condition and notify the Government as part of the service reporting process.

5.4 Reporting and Documentation:

The Contractor shall provide service reports within five business days for each preventative maintenance visit, including asset verification status, all recorded measurements and trend data, and documentation of identified deficiencies and recommended major or minor repairs.

Subject report shall be in sufficient detail as to ascertain the specific failed component(s) and the cost associated with executing said repair and/or system restoration.

5.5 Minor Maintenance:

If during an inspection the contractor determines the equipment is in need of repair and/or failed system components, the contractor will provide the COR with a written repair estimate to include parts and labor. The COR will review the estimate and determine if the contractor should make the repair. The contract will not proceed with the repair without approval. When the repair is completed and the work is accepted the contractor will invoice the cost of the repair against the cost reimbursement CLIN.

5.6 Additional Facilities:

Additional Facilities may be added during the period of performance of this contract. If this becomes necessary, we intend to increase the quantity of the affected CLINs, through a modification to the contract. No work will be performed on any additional facilities, without a contract change order.

5.7 Storage Facilities:

There are no storage facilities located on LDC for the contractors’ use during the execution of this contract.

TECHNICAL EXHIBIT 1 (See Attachment)

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Performance

Objective Performance Standard Acceptable Quality

Levels (AQL) Surveillance Method

/ By Whom 5.1

Preventative Maintenance

ANSI/ASHRAE/ACCA Standard

100 % 100 % COR

5.2

ANSI/ASHRAE/ACCA Standard

100 % 100 % COR

5.3 ANSI/ASHRAE/ACCA Standard

100 % 100 % COR