Revised SOW 12Apr23.docx

STATEMENT OF WORK

HVAC & BOILERS PREVENTATIVE MAINTENANCE

USDA NRS13 RHINELANDER, WI

A. Purpose: This Request for Quote (RFQ) seeks offers to perform the services described in the Scope of Work (SOW) for HVAC & Boilers Preventative Maintenance and Emergent Services in accordance with the original equipment manufacturer (OEM) specifications and recommendations. Services are to be performed at Rhinelander NRS 13 site.

The Government contemplates award of a Firm-Fixed Price contract consisting of a Base Year with Four (4) Option Years.

The Contractor shall provide all labor, supplies, supervision, tools, materials, equipment/calibration instruments, and transportation necessary to provide services in accordance with HVAC & Boilers Best Management Practices, licensed/certified HVAC and Boilers technician and other specifications outlined below.

PRE-BID SITE VISIT:

Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

A pre-proposal walk thru/site visit will be scheduled for 6 June 2023 at 0930 CST local time. Contact Jeremy Kasprak for location meeting and registration @ 715-401-1358 or email Jeremy.kasprak@usda.gov.

B. Scope of Work: Preventive maintenance service shall be executed per the Manufacturer’s Operations & Maintenance (O&M) manual for each specific make and model.

Routine HVAC and Boiler maintenance, will include two (2) routine inspections and associated maintenance (Spring and Fall), inclusive of all time and materials required to perform the routine maintenance.

Hourly rate for “on-call” emergent services will be requested. Your quoted price must include all labor and supplies necessary to complete the work (see Schedule of Items/Section B of Request for Quote).

ANNUAL MAINTENANCE – This shall be completed prior to season start up HVAC (May) and Boilers (Nov).

1. Lubricate equipment

2. Leak test entire system

3. Calibrate operating controls system

4. Inspect contactors

5. Check and tighten electrical connections

6. Check starter wiring and connections

7. Check gauges and indicator lights

8. Calibrate motor AMPS and voltage

9. Calibrate flow switches and devices

10. Calibrate control

12. Lubricate equipment as required

13. Brush clean condenser tubes

14. Replace filters

15. Replace worn belts

16. Clean boilers

17. Add Chemicals as needed

18. Test Backflow devices

19. Provide a written report of any issues to the COR

Preventive maintenance inspections are to include necessary replacement of all lubricants, coolant, belts, hoses, and minor parts (less than $300 per item).

Parts requiring replacement during scheduled maintenance visits that are more than $300 per individual item are eligible to be reimbursed under the reimbursable parts line item but will require COR approval prior to replacement. No work is to be done to address the repair without authorization from the CO. Reimbursement is based on the actual cost of parts and materials to the Contractor; profit and overhead will not be allowed. Requests must be accompanied by a supplier invoice that would also be uploaded in IPP with the vendor invoice.

In the event that a single part or multiple parts for a single unit must be replaced that exceed $2,500.00 in total, the Contractor shall procure the items/services on a competitive basis or provide justification, if there is lack of competition. The Government reserves the right to pursue repairs through any procurement means available and/or required by Federal regulation.

All parts will be of equal quality or better than replaced parts. Discounts and rebates on items provided to the Contractor shall be credited to the Government. All purchase documents shall be made available for the Government’s review and audit.

The Government reserves the right to purchase parts through any procurement means available and/or required by Federal regulation. These parts would be provided to the contractor for replacement at a scheduled date.

ROUTINE OPERATING INSPECTIONS – This shall be completed HVAC (May) and Boilers (Nov). This timeframe can be adjusted depending on the operation of the equipment.

Contractor will provide all labor, tools, materials, equipment/calibration instruments, and transportation as necessary to accomplish requested tasks as stated below but not limited to:

1. Check general machine operation

2. Check control power and piping

3. Check safety and operating controls

4. Check refrigerant charge

5. Check starter wiring and contacts

6. Check gauges and indicator lights

7. Lubricate as needed

8. Make equipment, operation and control adjustments as required

9. Provide a written report of any issues to the COR.

I-VU Controls System: Ventilation Units (FANS) EA – Controls routine inspection. This shall be completed (May/Nov). This time frame can be adjusted depending on the operation/maintenance of the equipment.

Check controls system operation

1. Inspect devise

2. Check temperature of control medium

3. Clean and tighten connections

4. Make adjustments

5. Lubricate as needed.

6. Confirm control reaction.

7. Document corrective action.

8. Document and inform the Maintenance Department of any safety issues.

9. Provide a written report of any issues to the COR.

After each inspection the contractor will meet with the COR and review the results of the inspections. At this meeting the contractor will provide a written service report including any identified deficiencies and recommended actions. After each inspection is completed, the contractor will clean up their work area.

The Contractor shall provide a service guarantee on the calibration of the controls to COR’s satisfaction.

C. Management:

The Contractor shall manage the total work effort associated with the maintenance services required herein to ensure fully adequate and timely completion of these services. Such management includes, but is not limited to, planning, scheduling, report preparation, warranty enforcement, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the required work.

1. Work Control: The Contractor shall implement all necessary work control procedures to ensure fully adequate and timely completion of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and status reports shall be provided when requested by the COR. The status of any item of work must be provided within four (4) hours of the inquiry during regular working hours, and within eight (8) hours after regular working hours.

2. Allowable Work Hours: Except as may otherwise be specified, all work shall be performed from 7:00 am to 4:30 pm Monday through Friday. If the Contractor desires to carry on work on Saturday, Sunday, holidays, or outside regular working hours, he/she must obtain the written approval of the Contracting Officer.

3. Emergency: The Contractor will be required to be available 24 hours per day, seven days a week to respond to the facility’s need for emergency repairs or corrections. The Contractor will be expected to respond within four (4) hours by phone and report to the facility within eight (8) hours after notification of emergency need. Only the Contracting Officer, Contract Specialist/Purchasing Agent, or the Contracting Officer Representative are authorized to make an emergency call. The contractor shall prepare and submit a written report within two (2) business days after the emergency repair. The report shall include the date and time of the service call, the repairs performed, and the name of the technician performing the repairs.

4. Work Schedule: The Contractor shall schedule and arrange work to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference is unavoidable, the Contractor shall make every effort to minimize the impact of the interference and its effects.

D. General Requirements and Procedures:

1. Standards: All work shall meet the standards specified herein and shall be accomplished in conformance with approved and accepted standards of the industry; equipment manufacturers; all applicable activity, local, state, and federal standards; and all applicable building and safety codes. All work shall comply with ASHRAE (American Society of Heating, Refrigerating and Air-Conditioning Engineers, NEC (National Electrical Compliance) in accordance to manufacturer’s recommendations, OSHA and other applicable laws, federal & state regulations, and agency directives and guidance.

a. When the Contractor completes an inspection on a system or piece of equipment, that system or equipment shall be free of missing components or defects which would prevent it from functioning as originally intended and/or designed. Maintenance work shall be carried to completion including operational checks and cleanup of the job site. Except where otherwise noted, replacements shall match existing in dimensions, finish, color, and design.

b. During and at completion of inspection, debris shall not be allowed to spread unnecessarily into adjacent areas nor accumulate in the work area itself. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and/or at the end of each day work is in progress.

2. Equipment under Manufacturer's or Installer's Warranty: Equipment, components, and parts, other than that installed under this contract, shall not be removed or replaced or deficiencies corrected while still under warranty of the manufacturer or the installer without prior approval of the Contracting Officer or the COR. All defects in material or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the Contracting Officer or the COR so that necessary action may be taken.

3. Access to Buildings:

It shall be the Contractor's responsibility, through the COR, to obtain access to buildings and facilities and arrange for them to be opened and closed.

4. Identification of Contractor Employees:

The Contractor shall provide to the Contracting Officer or the COR the name or names of the responsible supervisory person or persons authorized to act for the Contractor.

Contractor employees shall conduct themselves in a proper, efficient, courteous and businesslike manner.

All contractor/subcontractor employees working under this contract shall be identified by a distinctive name plate, emblem, or patch attached in a prominent place on an outer garment.

Employee identification shall not be substituted for station required passes or badges.

5. Permits:

The Contractor shall, without additional expense to the Government, obtain all appointments, licenses, and permits required for the prosecution of the work. The Contractor shall comply with all applicable federal, state, and local laws. Evidence of such permits and licenses shall be provided to the Contracting Officer or the COR before work commences.

E. Government Quality Assurance (QA) In accordance with the FAR 52.121-4 (a) Inspection/Acceptance, the Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights-

1) Within a reasonable time after the defect was discovered or should have been discovered; and

2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

The Government reserves the right to choose the inspection methods to be used in implementing its Quality Assurance Program and to vary the inspection methods utilized during the work, without notice to the Contractor.

F. PERIOD OF PERFORMANCE

This contract shall have one (1) base year, with four (4) option years. The period of this contract is approximately:

Base Year: 03 July 2023 – 30 April 2024 Option Year 1: 1 May 2024 – 30 April 2025 Option Year 2: 1 May 2025 – 30 April 2026 Option Year 3: 1 May 2026 – 30 April 2027 Option Year 4: 1 May 2027 – 30 April 2028