PWS_Troubleshoot_Repair Portable Chillers_26 Aug 26.docx

PERFORMANCE WORK STATEMENT (PWS)

TROUBLESHOOT AND REPAIR (8 EA) PORTABLE CHILLERS

JBSA LACKLAND AND FORT SAM HOUSTON, TX

26 August 2026

1. PROJECT OVERVIEW. This Performance Work Statement (PWS) defines the requirements to troubleshoot, repair, and restore eight (8) portable chiller units located at 1555 Gott Street, JBSA Lackland, TX and 2199 Storage Street, JBSA Fort Sam Houston, TX. The Lackland units are currently operating at approximately 50% capacity, while the two units at Fort Sam Houston are non‑operational and are not connected to any facility. The contractor shall perform full diagnostics, leak detection, component replacement, and post‑repair performance validation to return all units to manufacturer specifications. Work shall encompass comprehensive system diagnostics, pressure and leak detection, targeted component replacement, and post-repair performance validation.

1.1. PROJECT SCOPE. The contractor shall provide all labor, materials, tools, transportation, and technical expertise necessary to diagnose, repair, and test all portable chillers and restore them to full operational capability in accordance with manufacturer specifications.

1.2. TROUBLESHOOTING & DIAGNOSTIC. The contractor shall perform all necessary troubleshooting and diagnostic tasks, including but not limited to the following:

1.2.1. Initial Inspection: Perform visual inspection for damage, loose connections, oil leaks, or abnormal noises.

1.2.2. System Diagnostics: Troubleshoot operational failures (e.g., compressor not starting, low cooling capacity).

1.2.3. Data Analysis: Record operating pressures (suction/discharge), temperatures (in/out), and refrigerant levels.

1.2.4. Leak Detection: Inspect for refrigerant and oil leaks using electronic detectors or soap solutions.

1.3. REPAIR & MAINTENANCE TASKS. The contractor shall perform all necessary repair and maintenance tasks, including but not limited to the following:

1.3.1. Refrigerant Loop: Identify and seal any refrigerant leaks, dehydrate the system via deep evacuation, and charge with new refrigerant.

1.3.1.1 Refrigerant Recovery: The government will provide refrigerant recovery cylinders. Contractor shall recover all refrigerants from units when performing evacuation. Refrigerant recovery cylinders will be picked up by the contractor at Building #210 refrigerant management shop Chapman Annex. The contractor will return the refrigerant recovery cylinders with recovered refrigerant to Building #210 Chapman Training Annex. The contractor shall be liable for the fair market value of any Government-furnished refrigerant recovery cylinder that is lost, damaged, or not returned within 15 business days of project completion.

1.3.2. Hardware & Parts: Replace failing or damaged components, including compressors, condenser fans/motors, evaporators, filter driers, solenoid valves, and expansion valves.

1.3.3. Electrical & Controls: Inspect and tighten wiring connections, test the functionality of contactors and motor starters, and verify the operation of safety limit switches (high and low pressure).

1.3.4. Hydronic leaks and lean out inline strainer screens, inspect water pumps for seals or housing leaks, and check flexible hoses for wear.

1.3.5. Coil Preservation: Pressure-wash condenser coils utilizing authorized chemical cleaning agents and water.

1.4. POST-REPAIR TESTING & COMMISSIONING. The contractor shall perform all necessary post-repair testing and commissioning tasks, including but not limited to the following:

1.4.1. Operational Load Verification: Execute chiller operations under full load capacity to monitor, record, and validate design-specified operating temperatures.

1.4.2. System Calibration & Alignment: Adjust all operational safety systems and electronic controls to align precisely with manufacturer specifications.

1.4.3. Post-Repair Quality Control: Conduct a complete system integrity check to ensure zero post-repair leakage and verify that fluid flow rates meet operational standards.

1.5. DELIVERABLES AND REPORTING

1.5.1. Service Reports. The contractor shall provide a comprehensive, finalized Service Report for every troubleshooting, diagnostic, and repair action performed on the portable chillers. To ensure the Government can properly validate the work performed and authorize payment, the Service Report must be submitted to the COR within 3 business days of work completion. At a minimum, each Service Report shall be formatted to clearly detail the following mandatory data fields:

· Equipment Identification: Chiller serial number, model, and physical location.

· Service Details: Date and time of service, and the name of the primary technician on site.

· Discrepancy Description: A clear statement of the reported issue or symptom(s) of the equipment.

· Diagnostic Findings: A summary of troubleshooting actions taken and the root cause identified.

· Operational Data: Pre-repair and post-repair system readings (e.g., pressures, temperatures, voltage) demonstrating the unit was returned to normal operating parameters.

· Parts: An itemized list of all replacement parts installed and a justification for any major component replacement.

1.5.2. Material Safety Data Sheets (MSDS). The contractor shall submit a current MSDS to the COR for all chemicals, refrigerants, solvents, and lubricants used under this contract (if required).

1.5.2.1. Submission Timing: MSDS documents must be submitted to the COR for review and approval prior to bringing any chemical or hazardous material onto the Government installation.

1.6. DIAGNOSTICS, REPLACEMENT, AND REPAIR PARTS

1.6.1. Diagnostic Services and Reporting. Troubleshooting and diagnostic services shall be billed at the firm-fixed hourly labor rate established under CLIN 0001. The contractor shall provide a single hourly rate for all diagnostic labor. Diagnostic labor shall cover all efforts required to inspect, isolate, and identify issues or deficiencies within each chiller unit. Upon completing troubleshooting, the contractor shall document all findings in a written diagnostic report and submit it to the Contracting Officer (CO) through the COR.

1.6.2. Minor Repairs during Initial Assessment. The contractor shall perform all minor corrective repairs identified during the initial troubleshooting phase at no additional labor or material cost to the Government. A minor repair is defined as any corrective action requiring less than one (1) hour of additional labor to complete and utilize replacement parts or materials with a total combined cost of $50.00 or less. The Government will compensate the contractor for this time under the hourly diagnostic rate in CLIN 0001; the contractor shall not bill any additional labor (CLIN 0002) or materials (CLIN 0003) for these minor repairs.

1.6.3. Work Order and Quote Process. For each deficiency identified in the diagnostic report that exceeds the minor repair threshold, the contractor shall submit a separate written quote and a completed work order using the Government‑provided form to the COR (See Appendix C – Government Work Order Quote). An electronic editable form can be provided upon request. The Work Order quote can be expanded to multiple pages/lines as necessary to describe key work steps to be performed, itemize parts/material, labor hours, and notes on material requiring lead-times beyond 10 business days.

1.6.3.1. Quote Requirements & Funding. Each work order must identify the exact work location (chiller serial number). The quote must itemize all parts, materials, and estimated labor hours required to complete the repair. Parts and materials will be funded under CLIN 0003 as a Not‑to‑Exceed (NTE) line item. Repair labor shall be funded under CLIN 0002 using the contractor's established firm-fixed hourly rate. Diagnostic labor (CLIN 0001) ceases once the issue is identified; all subsequent approved repair labor shall be billed against CLIN 0002.

1.6.3.2. Timelines. The contractor must provide the quote and work order to the COR within two (2) business days of discovering or assessing the issue. Upon CO approval, all repair work must be completed within ten (10) business days. If additional time is required, the contractor must explicitly justify the requested extension on the initial work order quote.

1.6.4. Authorization Requirements. The contractor is strictly prohibited from ordering parts or beginning repairs until receiving formal written authorization and a signed work order from the CO. The contractor shall only be reimbursed for parts, materials, and labor that have been pre-authorized in writing.

1.7. SAFETY & ENVIRONMENTAL. All work must comply with EPA standards for refrigerant handling. Contractor to provide lockout/tagout of electrical power before servicing.

1.8. CLEANUP & SITE RESTORATION. The contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation. Contractors shall clean-up worksite at the end of each workday. Contractors shall clean up debris and restore site to its original condition.

1.9. CONTRACTOR FURNISHED EQUIPMENT/VEHICLES. The contractor shall provide and maintain all equipment and vehicles necessary to fulfill the requirements of this contract, including maintaining sufficient backup assets to ensure uninterrupted service. Equipment or vehicle downtime shall not excuse non-performance. Contractor vehicles shall be used solely for the performance of this contract during normal hours of operation as discussed in Section 4.0. All equipment and vehicles must be in safe, fully operable condition. The Contracting Officer (CO) or Contracting Officer’s Representative (COR) reserves the right to inspect the contractor’s equipment and vehicles at any time and may direct the immediate removal of any unsafe or unusable asset from the installation.

2.0. SERVICE SUMMARY (SS). The following Service Summary outlines the defined objectives for this acquisition with the corresponding goal performance threshold: The performance threshold briefly describes the minimally acceptable levels of service required for each requirement.

PARA.

PERFORMANCE THRESHOLD

SS-1

Troubleshooting & Diagnosis: Perform initial inspections, diagnostics, and leak detection IAW the PWS.

SS-2

Repair & Maintenance. Perform corrective repair and maintenance tasks IAW the PWS.

SS-3

Testing & Commissioning. Perform post-repair operational testing and system calibration IAW the PWS.

SS-4

Deliverables & Reporting Timeliness.

• Service Report submitted after 3 business days.

• Work Order Quote submitted after 2 business days.

• Approved Repair completed after 10 business days without pre-approved justification.

• Failure to submit a required MSDS (if applicable).

• An incomplete or inaccurate report.

NOTE: Valid Deficiency – A service that does not meet the requirements of the PWS, which may be found during a government inspection. Multiple deficiencies may be found during one inspection.

2.1. QUALITY CONTROL. The contractor shall develop and maintain a written Quality Control Plan (QCP) to ensure services are performed IAW commonly accepted commercial practices and services identified in this PWS. The contractor shall submit the complete QCP to the COR for review and acceptance within ten (10) calendar days after contract award, and prior to the start of any on-site diagnostic or repair services. The QCP shall specifically address the contractor’s strategy to provide quality workmanship and for correcting deficiencies as required. Any changes to the accepted QCP must be submitted in writing and accepted by the COR prior to implementation.

2.1.2. QUALITY ASSURANCE. The COR shall inspect and evaluate the contractor’s performance to ensure services are IAW requirements set forth in the contract. The COR will use a locally developed inspection report to record validation results. Results of the validation then become the official Air Force record of the contractor’s performance. When the contractor’s performance has not been acceptable, the COR will annotate the inspection report and notify the contractor.

2.2. PERFORMANCE ASSESSMENT.

2.2.1. PERIODIC INSPECTION. This method requires the COR to employ a “spot check” style of evaluation. Periodic validations will be conducted on a scheduled basis weekly and may be adjusted based on quality trends. Any unsatisfactory inspection (defect) result shall be recorded on a locally developed inspection report.

2.2.2. REMEDY FOR EXCEEDING PERFORMANCE THRESHOLDS. The CO will issue a Contract Discrepancy Report (CDR) DD Form 2772 for any missed performance threshold. The contractor shall respond to the CDR IAW instructions provided and return it to the CO within the suspense established. The issuance of any CDR may constitute an immediate Progress Meeting with the Multi-functional Team and a formal Letter of Concern. All remedies shall be in accordance with RFO 52.212-4(b), Contract Terms and Conditions - Commercial Products and Commercial Services, Inspection/Acceptance.

2.3. PERIODIC PROGRESS MEETINGS. The CO reserves the right to schedule periodic progress meetings with the MFT and the contractor to discuss performance. These meetings shall address opportunities for contract improvement, required contract modifications, unsatisfactory inspections, project progress, positive performance, and corrective actions taken to prevent recurrence. The Contractor shall provide a synopsis of all unsatisfactory inspections, including any identified trends. Meeting minutes will be prepared by the Contract Administrator, coordinated as appropriate, and signed by the CO before distribution to the Functional Director, COR, and the Contractor. If the Contractor does not concur with the minutes, they shall submit written notification to the CO within two (2) days of receipt identifying the areas of non‑concurrence for resolution.

2.4. GOVERNMENT REMEDIES. The CO will act in accordance with terms and conditions established in the resultant contract for the contractor’s failure to perform satisfactory services or to correct non-conforming services.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. GOVERNMENT FURNISHED PROPERTY (GFP). No GFP will be provided for performance of this contract. Contractor shall provide their own facility/office off the premises of this installation and within the metropolitan area to conduct business, store supplies and equipment.

3.2. SECURITY, FIRE AND MEDICAL SERVICES. The Government will provide police and fire protection. In the event of a medical emergency, base ambulance service for transporting an injured employee to a local hospital is available on a cost reimbursement basis.

4.0. GENERAL INFORMATION

4.1. HOURS OF OPERATIONS. All work shall be performed during the normal duty hours, 7:30 A.M. to 4:30 P.M., Monday through Friday, except for Federal holidays and unforeseen requirements. When access to a facility permits, service may begin earlier, upon approval of authorized GPOC. The contractor is not required to provide routine services on the following approved holidays

4.2. FEDERAL HOLIDAYS.

New Year’s Day - 1 January Martin Luther King Jr. Day - 3rd Monday in January Washington’s Birthday - 3rd Monday in February Memorial Day - last Monday in May Juneteenth Day 19 June Independence - Day July 4 Labor Day - 1st Monday September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday November Christmas Day - 25 December

NOTE: Any of the above holidays falling on a Saturday will be observed on the preceding Friday. Holidays falling on a Sunday will be observed on the following Monday.

4.3. BASE CLOSURES. Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening the base.

4.4. TRAFFIC LAWS. Contractor employees shall comply with all base traffic regulations and are subject to random vehicle speed control checks. Contractor’s personnel cited for speeding on the installation may suffer loss of base driving privileges, debarment from the base, or other administrative action. The use of cell phones, except hands-free phones, is prohibited while driving on military installations in Texas.

4.5. WEAPONS, FIREARMS AND AMMUNITION. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned or privately owned vehicle while on JBSA installation.

4.6. REPORTING REQUIREMENTS. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information.

4.7. PHYSICAL SECURITY. The contractor shall be responsible for safeguarding all Government property and controlled forms provided for contractor use. At the end of each work period, all Government facilities, equipment, and materials shall be secured.

4.8. CONTRACT MANAGER. The contractor shall establish and maintain an office through which the contract manager or alternate(s) can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to meet on the installation within 1 hour with the Government personnel designated by the CO to discuss problem areas. The contractor shall provide the COR/CO telephone number(s) where validation results and complaints can be reported. The contractor shall also provide to the COR/CO the names and phone/pager numbers of contractor POCs for after business hours including nights, weekends, and holidays. This information will be kept updated by the contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract.

4.9. CONTRACTOR PERSONNEL. Personnel must maintain a professional appearance and be readily identifiable at all times while on the installation. Personnel must wear high-visibility or distinctively designed company apparel (e.g., shirts, outerwear, or hats) featuring the corporate name or logo to ensure rapid identification for safety and force protection. The Government retains the authority to bar or restrict any current or prospective contractor employee who poses a threat to the installation’s health, safety, security, morale, or operational readiness

4.10. PROJECT SCHEDULE. The contractor shall execute all work in strict accordance with the Government-approved Project Schedule submitted within the contractor’s technical proposal. This schedule shall serve as the baseline for project progression. Any proposed changes or deviations from the approved schedule must be immediately reported to the COR for coordination and CO approval.

4.11. ENVIRONMENTAL COMPLIANCE. The contractor shall comply with all applicable federal, state, and local environmental laws and regulations.

4.11.1 HAZARDOUS AND/OR TOXIC MATERIALS. A hazardous material (HAZMAT) is one that poses a risk to the health and safety of the public, and/or the environment if not properly controlled during the handling, storage, manufacture, processing, packaging, use, disposal, or transportation. Hazardous materials may be elements or compounds, and can be found as gases, solids, liquids, or a hazardous material (HAZMAT) is one that poses a risk to the health and safety of the public, and/or the environment. Hazardous chemicals are defined under Sec. 1910.1200 (c) of Title 29 of the Code of Federal Regulation. Contractor shall identify and report HAZMAT usage to the HAZMAT Pharmacy according to local procedures. All HAZMAT brought to the job site shall require the contractor to fill out an AF Form 3952 for each item for submission to the Hazardous Material Pharmacy. Additionally, the contractor is required to submit Material Safety Data Sheets (MSDS) as directed by the clause entitled Hazardous Material Identification and Material Safety Data (FAR 52.223-3). The Contractor shall submit a monthly actual usage report of all hazardous/toxic materials brought onto the base during the preceding month to the HAZMAT Pharmacy (IAW AFI 32-7086, Hazardous Material Management) no later than the 5th calendar date of each month.

4.12. CONTRACTING OFFICER (CO) AND CONTRACTING OFFICER REPRESENTATIVE (COR). The CO will appoint a primary 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.

4.13. HEALTH AND SAFETY ON GOVERNMENT INSTALLATION. In performing work under this contract on Government installation, the contractor shall:

· Take all reasonable steps and precautions to prevent accidents and preserve the health and safety of contractors and Government personnel performing this contract; and

· Take such additional immediate precautions as the CO may reasonably require for health and safety purposes The CO may, by written order, direct Department of the Air Force Occupational Safety and Health (AFOSH) Standards and/or health/safety standards as may be required in the performance of this contract and any adjustments resulting from such direction will be IAW the Changes clause of this contract.

Any violation of these health and safety rules and requirements, unless promptly corrected as directed by the CO, shall be grounds for termination of this contract IAW the Default clause of this contract.

4.14. CONTRACTOR ACCESS TO INSTALLATION. The contractor shall obtain base identification, and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Department of the Air Force installations cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished contractor identification badges while visiting or performing work on the installation.

The contractor shall submit a written request on company letterhead to the designated Project Point of Contact listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign a request for base identification credentials or vehicle passes. The designated Project Point of Contact will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver’s license, current vehicle registration, valid vehicle insurance certificate, and any other to obtain a vehicle pass.

During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with DAFI 31-101, Integrated Defense, and DODMAN5200.02_ DAFMAN 16-1405, Air Force Personnel Security Program.

Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

The contractor shall provide an after-hours contact number or after-hours email in the Emergency Mass Notification System (EMNS) for each of their personnel, whose normal place of duty is on a DoD installation or within a DoD facility. The contractor shall comply with any additional requirements in DAFMAN 10-206 for emergency operational reporting. Foreign Nationals may participate and may remove themselves from the Emergency Mass Notification System at any time. To update information, personnel can access the globe icon on their system desktop screens and choose the “Access Self-Service” option.

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

4.15. OPERATIONS AND MAINTENANCE. Contractor shall provide operation and maintenance manuals and assembly drawings.

4.16. WARRANTY. The contractor shall provide documentation for any manufacturer warranties extending beyond the one-year period, and include the manufacturer’s contact name, phone number, and address where warranty claims can be submitted.

4.17. FRAUD, WASTE, AND ABUSE. The Contractor shall be responsible for maintaining proper conduct and good discipline within the Contractor occupied work area(s). Contractor personnel shall be encouraged to be alerted to report any suspected situations of fraud, waste, and abuse, or other intentionally dishonest conduct against the Government observed during, or in the performance of this contract.

5.0. APPENDICES.

A. Serial Numbers and Locations

SERIAL NUMBERS FOR THE PORTABLE CHILLERS AND THEIR LOCATIONS

B. Photos of Chillers

PoSA Building 171 Potable Chiller PoSA Building 171 – Unit Model Number

LAK Building 7246 – Portable Chiller Unit

LAK Building 7246 – Unit Model Number

LAK Building 7429 -Potable Chiller

LAK Building 7429 – Unit Model Number

LAK Building 10056 – Portable Chiller Unit

LAK Building 10056 – Unit Model Number

LAK Building 6586 – Portable Chiller Unit

LAK Building 6586 – Unit Model Number

FSH Building 4197 – Portable Chiller Unit

FSH Building 4197 – Unit Model Number

CB Building 5428 – Portable Chiller Unit

CB Building 5428 – Unit Model Number

FSH Building 1703 – Portable Chiller Unit

FSH Building 1703 – Unit Model Number (additional photos available)

C. Government Work Order Quote (Editable file available upon request) image1.jpeg image2.jpeg image3.jpeg image4.jpeg image5.jpeg image6.jpeg image7.jpeg image8.png image9.jpeg image10.jpg image11.jpeg image12.jpeg image13.jpeg image14.jpeg image15.jpeg image16.jpeg image17.png