PWS - Replacement of Condensing Unit and Evaporator Coil -Dallas CMOP.pdf

PERFORMANCE WORK STATEMENT

Replacement of Condensing Unit and Evaporator Coil

Department of Veterans Affairs CMOP in Dallas TX

1.0 INTRODUCTION

1.1 Background

The VA Consolidated Mail Outpatient Pharmacy (CMOP), located at 2962 South Longhorn Drive, Lancaster, TX 75134, operates a high-volume, direct-to-patient prescription medication delivery service for Veterans across the United States, utilizing integrated, automated dispensing systems.

The Dallas CMOP requires the replacement of the existing refrigeration split system (condensing unit and evaporator coil) serving the facility's Rx Walk-In Cooler. The current equipment has reached end of service life and requires replacement to maintain reliable cold-chain storage of temperature-sensitive prescription medications.

Current equipment to be replaced:

Condensing Unit: Hussmann, Model HTHZ025OMSK, manufactured 04/03/2007. The condensing unit is original to the initial installation.

Evaporator Coil: Heatcraft, Model LELO155AS6AMAB0400

Note: The existing evaporator coil is currently undersized relative to the existing condensing unit.

The new, contractor-supplied condensing unit and evaporator coil must be properly matched in capacity to one another.

Walk-In Cooler Specifications:

Dimensions: 15'W x 14'D x 10'H

Required Operating Temperature Range: Constant temperature maintained between 38°F and 42°F

1.2 Scope

The requirement is for the establishment of a firm-fixed-price contract, Turnkey project, which will be exercised at the Government's discretion. The contractor shall furnish all necessary qualified personnel, labor, equipment, and materials — including the new condensing unit and evaporator coil — to remove the existing equipment and install the replacement system as described in this Performance Work Statement (PWS). The contractor is responsible for equipment procurement, all installation labor, ancillary materials, and commissioning.

1.3 Performance Requirements Summary

The performance requirements specified in Section 2.0 are summarized as follows:

Recovery of existing refrigerant in accordance with EPA regulations.

Removal of the existing condensing unit and evaporator coil, using a crane as necessary.

Installation of the new contractor-supplied condensing unit and evaporator coil, including all necessary refrigerant piping, copper fittings, PVC condensate piping and fittings, electrical wiring, controls, and insulation required for a complete installation.

Performance of a comprehensive system leak test and evacuation of the refrigeration circuit to the manufacturer's specified vacuum level.

Charging of the system with refrigerant in accordance with the equipment manufacturer's installation and commissioning requirements.

Start-up, commissioning, testing, and verification of system operation to confirm proper performance and compliance with manufacturer specifications.

Removal of all replaced equipment and installation debris from the premises, with disposal in accordance with all applicable federal, state, and local regulations.

Cleaning of the work area, leaving the job site in a neat, safe, and professional condition.

Contractor will schedule roof rail installation with the COR and the leasing company.

Installation must not void the roof warranty.

Roof rail installation must not impact the roof membrane warranty and must be coordinated with and confirmed by the Building Owner prior to installation.

2.0 REQUIREMENTS

2.1 Equipment

Contractor shall furnish and supply a new condensing unit: 2 HP, A2L refrigerant class, 208/230V-3 phase (or approved equivalent).

Contractor shall furnish and supply a new evaporator coil: A2L refrigerant class, 115V, medium-temperature application (or approved equivalent).

Equipment must be new; rebuilt or remanufactured equipment will not be accepted.

Contractor shall verify equipment specifications and site conditions prior to procurement and mobilization and report any discrepancies to the COR.

Contractor is responsible for equipment delivery scheduling, transport, and safe on-site staging until installation.

Roof rails will be supplied by the contractor and installed according to manufacturer's guidelines.

2.2 Installation Requirements

Recover existing refrigerant using proper recovery equipment and cylinders; refrigerant must be handled and disposed of/reclaimed in accordance with EPA requirements.

Remove existing condensing unit and evaporator coil; use of a crane is permitted/required as needed for safe removal and installation.

Install new condensing unit and evaporator coil, including all required refrigerant piping, copper fittings, PVC condensate piping and fittings, electrical wiring, controls, and insulation for a complete and code-compliant installation.

Perform a comprehensive system leak test.

Evacuate the refrigeration circuit to the manufacturer's specified vacuum level.

Charge the system with refrigerant per manufacturer's specifications. Refrigerant usage shall be tracked and reported separately due to EPA tracking requirements; final quantity billed shall reflect actual pounds used.

Start up, commission, test, and verify system operation to ensure proper performance and compliance with manufacturer specifications.

System must be capable of maintaining a constant walk-in cooler temperature between

38°F and 42°F upon commissioning.

2.3 Electrical

All electrical wiring and control circuit connections necessary for operation of the new condensing unit and evaporator coil shall be included.

Contractor shall verify existing electrical infrastructure (voltage, amperage, circuit type, and location) is correct and adequate prior to equipment installation and shall notify the COR of any discrepancies.

Any electrical permits required shall be submitted to the City of Lancaster, if applicable, and copies provided to the COR before work begins. Final inspection must be completed and approved before final invoicing.

2.4 Site Access and Responsibilities

The Government is responsible for providing unobstructed access to the equipment area(s), including interior and exterior equipment locations, for the duration of the project.

The Government is responsible for relocating any temperature-sensitive product during the project as needed.

Contractor is responsible for providing all tools, lifts, and equipment necessary to perform the work; no Government tools or equipment will be provided.

A facility Hot Work Permit shall be completed if applicable, with a Government representative available on-site for fire watch during work requiring such.

2.5 Miscellaneous

All miscellaneous hardware necessary for a complete installation is the responsibility of the contractor to provide.

All waste and debris will be cleaned up and disposed of properly after work is completed.

Roof/wall penetrations, plumbing connections, and any ductwork/flashing/trim modifications, if required, shall be coordinated separately and are not included unless specifically added to this PWS.

Work shall not impact production; if scheduling requires, work must be completed on an off shift or weekend.

3.0 PERFORMANCE STANDARDS

3.1 Quality of Work

All work performed will adhere to OEM recommended installation and maintenance specifications.

All parts and materials must be new and conform to OEM specifications. Rebuilt or remanufactured parts will not be accepted.

The contractor shall ensure that all equipment maintains its OEM warranties.

The contractor shall provide all installation materials, supplies, and labor.

The contractor shall not perform any service resulting in additional charges without prior approval from the Contracting Officer.

The contractor shall interrupt work at any time to avoid disrupting facility operations.

The contractor shall maintain a quality control program to ensure contract requirements are met.

All permits, if applicable, must be finalized and submitted to the COR before invoicing is allowed.

3.2 Safety Compliance

All installation activities must comply with OSHA safety standards.

Installation and refrigerant handling must be performed by qualified, licensed refrigeration technicians.

Refrigerant recovery, evacuation, and charging must comply with all applicable EPA regulations.

3.3 Customer Service

The contractor shall maintain communication with the COR regarding installation schedules, findings, and any required follow-up actions.

The contractor is responsible for ensuring that any issues reported are documented and tracked until resolved.

Complaints will be documented by the COR within 24 hours and must be addressed by the contractor within 24 hours of notification.

3.4 Warranty

Installation workmanship warranty must be a minimum of 1-year parts, labor, and workmanship.

Compressor: Limited extended compressor warranty exchange coverage of 5 years from date of purchase, effective after expiration of the OEM warranty. This exchange covers one compressor exchange only and does not cover labor, damages, or other associated losses, consistent with the manufacturer's Limited Compressor Warranty Exchange Agreement.

Contractor shall ensure OEM warranties on all new equipment remain valid and unaffected by the installation.

3.5 Performance Requirements Summary Matrix

Task Indicator Standard Acceptable

Quality

Level

Method of

Surveillance

Timeliness Schedule adherence rate, average response time

Adhere to installation schedule; respond to unscheduled issues within two hours

95% Review response times

Quality of

Work

Compliance rate with OEM specifications, operational tests

Perform installation per OEM specifications; conduct leak test, evacuation, and operational verification following installation

100% Random audits and inspections

Safety

Compliance

Compliance rate to

OSHA/EPA

standards, qualification review rate

Contractor personnel must be qualified, licensed refrigeration technicians;

services must comply with

OSHA safety standards and

EPA refrigerant handling regulations

100% Inspections, safety reviews, verification of personnel qualifications

Customer

Service

Response time, complaint

Timely response to complaints within 24 hours

95% Monitoring response times, Task Indicator Standard Acceptable

Quality

Level

Method of

Surveillance resolution review of feedback

4.0 STATION INFORMATION

4.1 Operating Hours and Conditions

Work must be done during normal working hours from 6:00 AM to 12:00 AM, Monday through

Friday. Saturday and Sunday work is available if scheduled with the COR one week prior. The COR will provide an initial orientation to the facility, but orientations for new employees are the contractor's responsibility. Installation should be rescheduled in the case of weather-induced hazards without incurring penalties.

Work must not interfere with normal operations of the facility that would have an impact on our patients.

4.2 HOLIDAYS

The following Federal Holidays are observed; however, work on these days may be approved upon authorization:

New Year's Day

Martin Luther King Jr.'s Birthday

Washington's Birthday

Memorial Day

Juneteenth

Independence Day

Labor Day

Columbus Day

Veterans' Day

Thanksgiving Day

Christmas Day

When a holiday falls on a Sunday, the following Monday is observed. When a holiday falls on a

Saturday, the preceding Friday is observed.

4.3 Standards of Conduct and Safety

Contract personnel must conduct themselves professionally, avoiding any behaviors that interfere with CMOP operations. Smoking, illegal substances, and weapons are prohibited on

Government property. Compliance with OSHA, EPA, and other applicable laws and regulations is exclusively the contractor's obligation.

5.0 CONTRACT LINE ITEM NUMBERS (CLINs)

The following CLIN structure shall be used for pricing this firm-fixed-price requirement.

Refrigerant quantity is a Not-to-Exceed (NTE) estimate; final billing shall reflect actual pounds used, per the per-pound rate.

CLIN Description Qty Unit Unit Price Extended

Price

0001 Equipment: New condensing unit, 2 HP, A2L, 208/230V-3 phase (or approved equivalent)

1 EA $4,611.55 $4,611.55

0002 Equipment: New evaporator coil, A2L, 115V, medium-temp (or approved equivalent)

1 EA $3,977.16 $3,977.16

0003 Extended compressor warranty exchange (5-year, post-

OEM warranty expiration)

1 EA $495.70 $495.70

0004 Installation Labor: Recovery, removal, and installation of new condensing unit and evaporator coil, including refrigerant piping, copper fittings, PVC condensate piping, electrical wiring, controls, insulation, crane, and travel/mobilization (two technicians, up to 8 hours onsite)

1 LOT $5,270.00 $5,270.00

0005 Refrigerant (NTE — billed per pound actually used) 25 LB $62.50 $1,562.50

0006 Roof rails 1 LOT $3,000.00 $3,000.00

0007 Permits (if required by City of Lancaster) 1 LOT TBD TBD

0008 Debris removal and disposal 1 LOT Included in

CLIN 0004

Estimated Total (CLINs 0001–0006): $18,917.41

Note: Pricing above reflects contractor-supplied equipment and installation estimates based on market quotes obtained for this requirement. Actual contract pricing shall be established through the contractor's firm-fixed-price proposal in response to this PWS. CLIN 0006 (permits) shall be priced separately if applicable and required by the City of Lancaster.