RFQ 19J01026Q0021 - Attachment A- SOW.pdf

U.S. EMBASSY AMMAN | FACILITY MANAGEMENT

Preventive Maintenance SOW | Chiller Plant Equipment | Draft for Solicitation | Page 1

STATEMENT OF WORK

Preventive Maintenance Services Water-Cooled Chillers • Air-Cooled Chillers • Cooling Towers Associated Chilled-, Condenser- and Heating-Water Pumps

U.S. Embassy Amman, Jordan

Table of Contents

• 1. Purpose and Results

• 2. Scope, Assets and Service Boundaries

• 3. Contractor Qualifications and Staffing

• 4. General Execution Requirements

• 5. Maintenance Frequencies and Scheduling

• 6. Water-Cooled Centrifugal Chillers

• 7. Air-Cooled Chillers

• 8. Hydronic Pumps (Including Boiler Primary Pumps)

• 9. Cooling Towers

• 10. Controls, BAS Interface and Trending

• 11. Deliverables and Records

• 12. Quality Assurance, Acceptance and Remedies

• 13. Safety, Environmental and Security Requirements

• 14. Pricing and Bid Schedule

• Appendix A - Equipment Register

• Appendix B - Minimum PM Checklists

• Appendix C - Report and Deficiency Forms

• Appendix D - Reference Documents and Assumptions

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1. Purpose and Required Results The Contractor shall furnish qualified supervision, labor, transportation, tools, calibrated test instruments, routine consumables and documentation necessary to perform scheduled preventive maintenance on the Embassy chiller-plant equipment identified in Appendix A. Work shall preserve safe, reliable and energy-efficient operation, identify deterioration early, and produce traceable records suitable for Government acceptance and lifecycle planning.

1.1 Required outcomes

• Every scheduled asset receives every applicable task at the specified frequency.

• Equipment is returned to normal automatic service with guards, panels, safeties and interlocks restored.

• Operating readings are compared with baseline, design/OEM limits and prior visits; abnormal trends are clearly flagged.

• No alarm, trip, leak, unusual noise, vibration, overheating, fouling indication or safety defect is merely reset or omitted from the report.

• The Government receives complete signed checklists and an actionable deficiency report within the specified time.

1.2 Performance location and hours

Work will be performed at U.S. Embassy Amman facilities and equipment rooms listed in Appendix A.

Routine service shall normally occur Sunday through Thursday, 8:00 a.m. to 4:30 p.m., unless the COR approves another window. Shutdowns, intrusive tests and activities that may affect cooling/heating availability require an approved method statement and outage window.

2. Scope, Assets and Service Boundaries

2.1 Included equipment

• Two York YK water-cooled centrifugal chillers and their control centers/starters.

• Seven listed air-cooled chillers (Multistack, Carrier and York), subject to field verification of active status.

• Two BAC cooling towers.

• Thirteen listed chilled-water, condenser-water, heating-water/boiler-primary and secondary chilled-water pumps, motors, couplings and local starters/VFD interfaces.

• Equipment-mounted sensors, flow proving devices, safeties, control panels and local BAS points required to prove operation.

2.2 Included in the firm-fixed price

• All scheduled inspections, measurements, cleaning, adjustment, tightening, lubrication, functional tests, reports and minor programming/calibration explicitly required by this SOW.

• Routine consumables used during scheduled PM: approved lubricants, grease, cleaning materials, contact cleaner, rags, sealant for opened inspection covers, small fasteners, fuses up to the allowance stated in the pricing schedule, and OEM-required disposable filters/drier cores identified as included line items.

• Sampling and laboratory analysis expressly scheduled, including centrifugal-chiller oil analysis.

• Refrigerant leak inspection and documentation; refrigerant recovery/charging only when separately authorized, except refrigerant lost or required due to Contractor negligence.

• Protection of adjacent surfaces, waste removal, housekeeping and restoration after each visit.

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2.3 Excluded unless separately authorized by the CO

• Corrective repair labor beyond minor adjustments inherent in PM.

• Compressors, motors, bearings, shafts, impellers, mechanical seals, tubes, coils, fans, VFDs, starters, contactors, circuit boards, sensors and other non-consumable replacement parts.

• Tube brushing or chemical cleaning when the acceptance trigger is met, unless included as a separately priced annual line item.

• Refrigerant, compressor oil and water-treatment chemicals in bulk quantities, except sampling and small top-up quantities expressly included in the price schedule.

• Water-treatment services, Legionella risk management, chemical dosing and microbiological control, which remain under the separate water-treatment program; the PM Contractor shall coordinate and report visible or measured adverse conditions.

• Continuous plant operation, resident staffing, emergency callout coverage and repairs unless separately listed in the solicitation.

Unauthorized work: The Contractor shall not perform or invoice excluded work without a written purchase order or modification signed by the CO. The COR may coordinate technical matters but cannot change price, scope or contract terms unless formally warranted and delegated.

3. Contractor Qualifications and Staffing

• Designate one English-speaking project manager and one qualified site supervisor.

• Use technicians trained and demonstrably experienced on centrifugal chillers, air-cooled chillers, cooling towers and hydronic pumps. At least one technician performing York YK invasive service or control calibration shall have current OEM or equivalent documented training acceptable to the Government.

• Provide refrigerant technicians licensed/certified as required by applicable law and trained in safe recovery, leak detection and cylinder management.

• Provide an electrician or technician qualified for the electrical tests being performed, including insulation-resistance testing and energized diagnostics.

• Submit resumes, training certificates, licenses, police clearances and personnel data required for access before mobilization. Government approval of personnel does not relieve the Contractor of competence or performance responsibility.

• Maintain sufficient staffing to complete the approved work window without bypassing inspections or leaving equipment unavailable.

3.1 Minimum instruments

Calibrated instruments shall include, as applicable: true-RMS multimeter and clamp meter; insulation-resistance tester; electronic refrigerant leak detector compatible with installed refrigerants; temperature probes; pressure gauges/manometer; tachometer; vibration meter; belt-tension gauge; alignment tools; oil sampling kit; pH/conductivity field meter for coordination checks; and laptop/service tools legally licensed for installed controls. Certificates traceable to a recognized standard shall be current and submitted on request.

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4. General Execution Requirements

4.1 Mobilization deliverables - within 15 calendar days after award

• Field-verified equipment register showing tag, manufacturer, model, serial number, refrigerant, voltage, motor horsepower, location, operating status and observed discrepancies.

• Annual PM plan and 12-month calendar coordinated with cooling and heating seasons.

• Asset-specific checklists mapping every Appendix B task to each installed unit and current OEM manual.

• Safety plan, lockout/tagout procedure, refrigerant management plan, spill-response plan and task-specific method statements for intrusive work.

• List of proposed technicians, instruments and calibration due dates.

• Consumables and recommended critical-spares list, separating items included in the fixed price from

Government-purchased spares.

• Baseline data plan identifying design readings or, where unavailable, the method to establish a Government-approved baseline.

4.2 Before each visit

• Give at least seven calendar days’ notice and obtain access/outage approval.

• Submit the planned asset list, tasks, crew, tools/materials and expected operational impact.

• Review prior logs, unresolved deficiencies, BAS alarms, water-treatment coordination notes and OEM service bulletins available to the Contractor.

• Confirm the Government has placed the equipment in an appropriate operating or shutdown condition; do not assume valves or electrical sources are isolated.

4.3 During and after work

• Apply lockout/tagout and verify zero-energy state before guarded, electrical or rotating-equipment access.

• Do not defeat, jumper or permanently change a safety or interlock. Temporary test jumpers require COR awareness, shall be controlled by the technician, and shall be removed before return to service.

• Use OEM-approved materials and torque/settings. Record all changed setpoints and obtain COR approval for changes outside an approved sequence.

• Protect refrigerant circuits from air/moisture entry. Cap open lines immediately and use evacuation/dehydration practices required by the OEM.

• Restore valves, disconnects, control modes, schedules, BAS commands, guards, insulation and housekeeping. Affix no unauthorized labels or software.

• Conduct a witnessed functional run when operating conditions permit. If the unit cannot be run because of load, weather or Government constraints, identify the unverified items and reschedule them without extra PM labor charge.

5. Maintenance Frequencies and Scheduling The frequency table defines the minimum planned service. “Operating log” may be completed by Embassy operators; however, the Contractor shall review the available logs at each scheduled visit and provide the blank log format and acceptance ranges. Contractor physical visits shall occur at least monthly during the relevant operating season unless the solicitation price schedule states a higher frequency.

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Code Minimum frequency Application

D Each operating day Operator readings and alarm review for operating chillers/towers/pumps

W Weekly while operating Leak/charge observation and tower biological-control coordination checks

M Monthly while operating Contractor operating inspection and recorded readings

Q Quarterly Detailed PM, leak inspection, tower basin work, controls and trend review

SA Every six months Seasonal changeover, centrifugal oil-return service, tower lubrication/inspection

A Annually Shutdown PM, electrical integrity tests, deep inspection and performance baseline

SU/SD Seasonal startup/shutdown Pre-season readiness and post-season preservation

Frequency rule: Intervals are maximums. If current model-specific OEM instructions, operating hours, environmental conditions, alarm history or water quality require more frequent work, the Contractor shall identify the requirement in its mobilization plan.

6. Water-Cooled Centrifugal Chillers - York YK

6.1 Operating review - monthly and at each service visit

• Review OptiView displays, current and stored alarms, run hours, starts, loading/unloading behavior and capacity-control position. Export or photograph the applicable history without exposing network/security information.

• Record entering/leaving chilled-water and condenser-water temperatures and pressures, evaporator/condenser refrigerant pressures and saturation temperatures, approaches, chilled-water delta-T, condenser-water delta-T, compressor discharge temperature, motor current/percent full-load amperage, oil level, oil pressure differential, oil temperature and oil-pump VSD frequency.

• Inspect for refrigerant, oil and water leaks; unusual noise/vibration; damaged insulation; corrosion; hot/loose electrical connections; blocked strainers; and abnormal cycling.

• Compare readings with the commissioning/design baseline and prior visits. Flag increasing condenser approach, evaporator approach, oil-pump frequency, purge activity (if applicable), current imbalance, or other degradation.

• Verify associated chilled- and condenser-water pump proof, flow switches/interlocks and commanded sequence without altering factory safety settings.

6.2 Quarterly

• Perform an electronic refrigerant leak check over accessible joints, relief-device discharge piping, service valves, transducers and heat-exchanger heads; identify instrument, sensitivity and result.

• Obtain a representative compressor-oil sample and laboratory analysis for viscosity, moisture, acidity, metals/particles and other OEM-recommended indicators. Trend against prior results. Do not change oil solely by calendar if analysis confirms acceptable condition and the OEM permits condition-based retention.

• Inspect starter/control-panel interior under an approved electrical-safe condition; check for contamination, discoloration, loose terminations and overheating. Where thermography is authorized, record load and images.

• Exercise capacity-control/prerotation vanes through their safe operating range; verify smooth travel, feedback and linkage condition.

• Review water-treatment reports and condenser approach. Recommend inspection/cleaning when the approach has degraded by approximately 4°F (2.2°C) from clean baseline or the OEM/design threshold, whichever is more stringent.

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6.3 Semiannual / seasonal

• Replace and inspect the compressor oil-filter element when required by the York manual (including rising oil-pump

VSD frequency) and at the approved interval; retain and report abnormal metallic debris.

• Service the oil-return system: replace dehydrator/filter-drier as applicable and inspect/clean the eductor nozzle for obstruction.

• Test operating controls and safety cutouts using OEM-approved procedures; record as-found/as-left values. Do not force a safety trip in a manner that risks the machine.

• Inspect oil heater operation, voltage/current, wiring and control. Verify it is energized for the OEM-required preheat period before seasonal startup.

• Perform controlled startup/shutdown; verify starter sequence, pump interlocks, flow proving, oil pressure, guide-vane response, setpoints and stable automatic operation.

6.4 Annual shutdown PM

• Inspect and clean chilled- and condenser-water strainers. Open heat-exchanger water boxes only when included in the price schedule and approved; inspect tubes, end sheets, sacrificial anodes (if fitted), divider plates and gaskets.

• Mechanically clean condenser tubes when separately included/authorized or when the approved performance trigger is met. Use non-damaging OEM-approved equipment. Evaporator cleaning shall be condition-based.

• Perform insulation-resistance testing of compressor motor and oil-pump motor at the OEM-approved test voltage and temperature-correct the result where required. Record phase-to-phase and phase-to-ground results and trend.

• Inspect/clean motor air passages; check mounting bolts and motor bearing lubrication according to the actual motor manufacturer, frame and operating hours. Do not mix incompatible greases.

• Inspect starter contacts/components, overload protection, fuses, power/control wiring and terminals; torque only to documented OEM values.

• Verify calibration/operation of accessible temperature and pressure sensors against traceable reference instruments; record deviation.

• Perform refrigerant analysis if required by condition/history and separately identify laboratory cost in the price schedule.

• Complete annual operational performance log after restoration, including calculated approaches, delta-Ts and kW/ton where reliable power and flow data are available.

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7. Air-Cooled Chillers Tasks apply to the listed Multistack, Carrier and York equipment to the extent applicable to the installed compressor, fan, coil and control configuration. The Contractor shall tailor checklists to each model without omitting a common minimum task.

7.1 Monthly operating inspection

• Record ambient temperature; entering/leaving chilled-water temperatures and delta-T; suction/discharge pressures or controller equivalents; saturated temperatures; superheat/subcooling where service ports and OEM procedures permit; compressor and fan currents; circuit loading; run hours/starts; and active/stored alarms.

• Inspect refrigerant/oil/water leaks, compressor condition, crankcase heaters, sight glasses, piping supports, insulation, relief devices, service valves and vibration.

• Inspect condenser coils for dirt, bent fins, corrosion and airflow obstruction. Inspect fan blades, guards, motors, bearings, rotation, cycling and noise.

• Verify evaporator flow proof, pump interlock, freeze protection, low-ambient controls, staging/lead-lag and leaving-water control.

• Inspect power/control panels for contamination, overheating and loose or damaged components under safe conditions.

7.2 Quarterly

• Perform electronic refrigerant leak inspection of each circuit and document location/result.

• Clean condenser coils as required using OEM-approved low-pressure water and compatible cleaner; protect electrical components and fins. High-pressure washing that damages fins is prohibited. Straighten locally damaged fins where practical.

• Check fan blade/hub security, motor mounting, contactors, overloads, fuses, capacitors (if fitted), phase voltage/current balance and electrical terminations.

• Verify sensors and operating/safety controls; record any calibration adjustment. Review circuit staging and excessive starts.

• Inspect/clean chilled-water strainers where accessible without disrupting the system; check automatic air vents, expansion condition indications and visible hydronic leaks.

7.3 Semiannual / seasonal startup and shutdown

• Confirm oil and refrigerant charge indications, crankcase-heater preheat, compressor insulation condition where

OEM permits, flow switches, freeze-stat function and external interlocks.

• Verify fan rotation, fan staging/speed control, compressor unloading/staging, design water flow/pressure drop where instruments are available, and stable leaving-water temperature control.

• Test phase-loss/reversal and applicable safety functions using approved methods; never defeat compressor protection.

• For shutdown, clean the unit, secure panels, protect coils, maintain required heater power, and follow OEM freeze-protection/draining instructions. Record valve/control status.

7.4 Annual

• Perform motor/compressor winding insulation-resistance test only at the installed OEM-approved test voltage and after isolating sensitive electronics. Trend readings.

• Inspect compressor mounting, piping stress, vibration isolators, evaporator/heater condition, relief piping, fan assemblies and structural fasteners.

• Inspect and service starters/VFDs/contactors and control cabinet cooling/filters. Verify torque from OEM data, not generic assumptions.

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• Provide a full-load or best-achievable-load operational test and document limitations caused by ambient/load.

Calculate circuit approaches and efficiency indicators supported by available data.

8. Hydronic Pumps - Including Boiler Primary Pumps The pump scope covers listed chilled-water, condenser-water, heating-water/boiler-primary and secondary chilled-water pumps. It includes pump, motor, coupling/guard, base, local starter/VFD interface and immediately associated isolation/check/balancing valves and strainers necessary to verify operation.

8.1 Monthly while operating

• Record suction and discharge pressure, differential head, motor voltage/current by phase, speed/frequency, bearing temperatures (where measurable), vibration velocity at consistent locations, and observed flow indication.

• Inspect for seal/packing leakage, bearing noise, cavitation, air binding, overheating, loose supports, grout/base deterioration, corrosion and pipe strain.

• Check coupling guard, flexible element visible condition, motor/pump mounts, vibration isolators and anchor bolts.

• Verify rotation, lead/lag/standby changeover, start/stop command, proof status, check-valve closure, isolation-valve position and BAS status.

• Inspect strainers using differential pressure or other evidence; clean when indicated and during scheduled annual service.

8.2 Quarterly / semiannual

• Trend vibration, temperatures, amperage, pressure/head and seal leakage against baseline; flag meaningful deterioration rather than reporting only pass/fail.

• Lubricate pump and motor bearings strictly by the installed manufacturer’s lubricant, quantity and interval. Do not lubricate sealed bearings or mix greases.

• Inspect coupling element and alignment indication; perform precision alignment when condition indicates or after motor/pump disturbance, as separately authorized if beyond PM adjustment.

• Inspect starter/VFD cooling, filters, fault history, terminals, contactors and overload settings. Verify speed commands and minimum/maximum limits against approved sequence.

• Exercise accessible isolation and check valves only when system conditions permit; report leaking stems, failed checks or throttled isolation valves.

8.3 Annual shutdown PM

• Clean strainers; inspect strainer baskets and gaskets; restore valves and vent trapped air.

• Perform insulation-resistance test on each pump motor at an approved voltage after protecting VFD/electronics;

record temperature and phase results.

• Check shaft/coupling alignment, soft foot, coupling element, base fasteners, guard and evidence of pipe strain.

• Inspect mechanical seal or packing and shaft sleeve area. Minor packing adjustment is included; replacement requires authorization unless priced as an included consumable.

• Verify pump developed head against available curve/design data at recorded speed and valve condition. Identify pumps operating far from expected duty or showing cavitation/low delta-T system symptoms.

• For boiler-primary pumps, coordinate with the heating-season outage, verify boiler enable/pump interlock and prove flow before burner enable without modifying boiler safeties.

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9. Cooling Towers - BAC

9.1 Weekly/operating coordination

• Observe basin condition, water level, make-up and blowdown function; report overflow, low level, foaming, algae, scale, corrosion, oil or excessive sediment.

• Review water-treatment service log/dip-slide or microbiological results available from the separate water-treatment contractor. Immediately report a control failure or unsafe visible condition; do not aerosolize contaminated water.

• Observe fan operation, rotation, noise/vibration and spray distribution from a safe location.

9.2 Monthly

• Inspect general condition, operating water level/make-up valve, blowdown path, belt tension, fan/motor operation, unusual noise/vibration and circulating-water quality records.

• Inspect fan guards, access doors, ladders/platforms in the immediate work area, casing, louvers, drift eliminators and visible fill condition.

• Record motor voltage/current, fan speed where safe, ambient wet-bulb (or local reliable value), entering/leaving water temperatures and tower range/approach when the system is under meaningful load.

9.3 Quarterly

• Drain, clean and flush cold-water basin and clean strainers, coordinating with water treatment. Do not use acid on strainers. Dispose of sludge/water as approved.

• Inspect fan shaft, bearings, motor, locking collars, sheaves, belts and alignment; adjust belt tension. New belts shall be re-tensioned after approximately 24 operating hours.

• Inspect protective coating continuity and corrosion; document defects photographically.

• Inspect level/alarm switches and functional operation; verify heater package in advance of cold weather where installed.

9.4 Semiannual

• Inspect heat-transfer fill, drift eliminators and water-distribution branches/nozzles; shut pumps down and clean debris/blocked nozzles using non-damaging methods.

• Lubricate fan-shaft and greaseable motor bearings with OEM-approved water-resistant grease using a hand grease gun; avoid high-pressure greasing. Lubricate adjustable motor base and access hardware as applicable.

• Inspect drive alignment, locking collars, fan-blade condition/pitch indications and structural fasteners. Report, but do not alter, blade pitch without authorization and OEM data.

9.5 Annual / seasonal shutdown and startup

• Perform comprehensive mechanical cleaning and disinfection only under an approved water-treatment/disinfection procedure. Contractor personnel shall use appropriate respiratory and splash protection.

• Clean basin, strainers, distribution system, fill and eliminators using BAC-approved methods. Steam and damaging high-pressure cleaning are prohibited.

• Inspect structural members, casing, basin, supports, fan cylinder, access components, fill supports and coating for corrosion/damage.

• Test motor insulation, record voltage/current, check drive alignment, belts, bearings, vibration and all applicable controls/safeties.

• Verify make-up, overflow, blowdown, low-level protection, basin heater and freeze-protection sequence. For seasonal shutdown, drain equipment and exposed piping where required and document status.

• Under load, record water temperatures and calculate range/approach; compare with clean baseline and weather/load conditions.

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10. Controls, BAS Interface and Trending

• Coordinate all commands with the COR. The Contractor shall not connect unauthorized devices to Embassy networks or export cybersecurity-sensitive configuration data.

• Verify point agreement between local controller and BAS for equipment status, enable, alarm, leaving/return water temperatures, pump proof and applicable speed/load signals. Record discrepancies.

• Review alarm history and nuisance recurrence. Resetting an alarm is not corrective action and shall be reported with probable cause and recommended next step.

• Back up controller configuration only when authorized and using Government-approved media/methods. No firmware/software update is permitted without written approval.

• Do not change chilled-water, condenser-water or heating-water setpoints, schedules, lead/lag, current limits, reset strategies, tower staging or pump VFD limits without COR approval. Record all approved as-found/as-left values.

• At annual service, provide trend plots or tabular trend summaries for key performance indicators where BAS data are made available: supply/return temperatures, chiller load/current, approaches, pump speed/proof, tower temperatures and alarms.

11. Deliverables and Records

11.1 Visit closeout

Before leaving the site, the Contractor shall brief the COR/designee; identify any equipment not restored to normal service; submit the signed field checklist; and obtain acknowledgment of attendance.

Government acknowledgment does not constitute acceptance of incomplete work.

11.2 Electronic service report - within two business days

• Contract/order number, visit date/time, technicians, asset tags and type of service.

• Completed task checklist with Yes/No/Not Applicable, readings, units, as-found/as-left condition and technician initials. “N/A” requires a reason.

• Operating log and comparison to baseline/OEM range; alarms and setpoints reviewed.

• Deficiencies classified Critical, Priority or Routine; probable cause; operational impact; immediate protection taken; recommended action; labor hours; itemized parts; and photographs.

• Consumables installed, including manufacturer/part number, quantity, lubricant/refrigerant type and refrigerant recovered/added.

• Instrument identification and calibration due date for measurements used to accept equipment.

• Statement that guards, safeties, interlocks, valves, disconnects and control modes were restored; identify exceptions.

• COR signature block for technical acceptance/rejection.

11.3 Annual condition report - within ten business days after annual PM

• Executive summary and asset-by-asset condition rating.

• Twelve-month trend of alarms, oil analysis, approaches, vibration, motor insulation and material readings.

• Open deficiency register with status and risk.

• Recommended repair/capital actions prioritized by safety, reliability, efficiency and lead time.

• Proposed PM schedule refinements for the next year, subject to CO approval.

• Updated critical-spares list and verified OEM/service contact information.

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11.4 Government ownership and record retention

All reports, logs, photographs, test results, configuration records and checklists produced under the contract are Government records. The Contractor shall retain copies for at least three years after final payment or longer if the award requires, protect site/security information, and provide editable and PDF copies in the Government-approved method.

12. Quality Assurance, Acceptance and Remedies Performance objective Standard / threshold Surveillance

Schedule completion 100% of scheduled assets/tasks completed within approved window; no unapproved missed task. Checklist and calendar review

Technical completeness 100% required readings and evidence; N/A entries justified. Report audit and sample witnessing

Restoration No asset left disabled, bypassed or in manual/off status without written turnover. Closeout verification

Reporting Field checklist at closeout; electronic report within 2 business days; critical notification immediate. Timestamp/document review

Defect correction Contractor-caused damage or deficient PM corrected promptly at no cost. Inspection/reperformance

Safety/security Zero unauthorized access, unsafe bypass, spill, refrigerant release or security breach. Observation/incident records

12.1 Deficiency priorities

• Critical: imminent risk to life, major equipment damage, refrigerant release, loss of essential cooling/heating, disabled safety, electrical hazard or uncontrolled leak. Notify the COR immediately, place equipment in the safest authorized condition, and issue written notice within two hours.

• Priority: condition likely to cause failure or significant efficiency/capacity loss before the next planned visit.

Report same day and include a repair recommendation within one business day.

• Routine: deterioration or housekeeping/correction that can be planned. Include in the normal report and deficiency register.

12.2 Acceptance

A visit is acceptable only when the Government verifies that required tasks and documentation are complete and the equipment is restored or formally turned over with an approved exception. The Government may require reperformance of omitted or deficient PM at no additional cost. Payment shall not convert an undisclosed omission into acceptance.

13. Safety, Environmental and Security Requirements

• Comply with Embassy access, escort, vehicle, key-control, conduct and photography rules. Submit personnel/vehicle data within the notice periods stated by Post.

• Use task-specific hazard analysis, lockout/tagout, electrical-safe-work practices, machine guarding, fall protection, confined-space controls (if applicable), chemical SDS and PPE.

• Do not enter or work beneath operating tower fans; isolate and lock out fan and pump energy before internal access.

• Handle refrigerants in labeled compatible cylinders. Venting is prohibited. Document type and mass recovered, recycled, added or transferred; use refrigerant meeting the latest contract-specified purity standard.

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• Prevent oil, chemical and refrigerant releases. Maintain spill containment and remove Contractor-generated waste using approved legal channels.

• Stop work and notify the COR for suspected microbiological hazard, structural instability, damaged relief device, active electrical fault, uncontrolled leak or condition outside technician competence.

• No photographs, removable media, network connection or disclosure of facility information without authorization.

14. Pricing and Bid Schedule Bidders shall price the complete minimum SOW. The Government should evaluate award in accordance with the solicitation method established by the CO. A low price does not waive any task, qualification, report or included consumable. To preserve price comparability, bidders shall not substitute a reduced proprietary maintenance program.

CLIN / item Unit Qty. Included scope

Base scheduled PM service Month 12 All recurring tasks, labor, travel, tools, reports and routine consumables

Annual York YK shutdown PM Chiller 2 Annual tasks excluding tube cleaning unless added below

Condenser tube mechanical cleaning - optional Chiller 2 Unit rate, exercised only by written order

Annual air-cooled chiller PM Chiller 7* Subject to field verification of active assets

Annual cooling-tower deep service Tower 2 Mechanical cleaning; disinfection coordinated with water-treatment scope

Oil laboratory analysis Sample 2 minimum Full report and trend interpretation

Refrigerant laboratory analysis -optional Sample As ordered Unit rate

Corrective labor - optional Hour As ordered Not authorized without separate written order

14.1 Bid inclusions and assumptions

• State included consumables and any quantity allowance; silence means the SOW minimum is included.

• Identify OEM subcontractors, if any, and include all associated cost in the fixed price.

• List exceptions. “Per OEM recommendation” without a completed compliance matrix is not an acceptable exception or task description.

• Submit a technical compliance matrix against sections 3-13 and Appendix B.

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Appendix A - Equipment Register Register transcribed from Contract 19J01021P2144. The Contractor shall field-verify all data and identify retired, replaced, duplicate or inaccessible assets before the first PM cycle. Blank/uncertain serial numbers shall not be inferred.

Tag Equipment Manufacturer Model Serial no. Location CT-01 Cooling tower York / BAC S3-E 8518-06L-2 U152186503-01-01 4018

CT-02 Cooling tower York / BAC S3-E 8518-06L-2 Not listed 4018

CH-01 Water-cooled chiller York YKFEFRQ75EMGS SNCM-404470 4018

CH-02 Water-cooled chiller York YKFEFRQ75EMGS SNCM-404650 4018

CH-03 Air-cooled chiller Multistack ACP5VB000NNNNN AF 01-177 4004

CH-04 Air-cooled chiller Carrier 30GB040-070 1990F16084 4003

CH-05 Air-cooled chiller Multistack WTF020A/V, 05P Not listed 4001

CH-06 Air-cooled chiller Multistack WTF020A/V, 05P Not listed 4001

CH-07 Air-cooled chiller Carrier 30GT-030---910 2698F53317 4001

CH-08 Air-cooled chiller Carrier 30GT-030---910 0300F73839 4001

CH-09 Air-cooled chiller York YCAL0066EE50... 2EVM003541 4001

N-CHP-01 Chilled-water pump, 40 hp Bell & Gossett 5 GB PRD16112-1-M51 4023

N-CHP-02 Chilled-water pump, 40 hp Bell & Gossett 5 GB PRD16112-2-M51 4023

N-HWP-01 Heating-water / boiler primary pump, 20 hp Bell & Gossett 3 GB PRD16113-2-G51 4023

N-HWP-02 Heating-water / boiler primary pump, 20 hp Bell & Gossett 3 GB PRD16113-1-G51 4023

W-CHP-01 Chilled-water pump, 50 hp Bell & Gossett 4X6X14A C21803-02-B61 4018

W-CHP-02 Chilled-water pump, 50 hp Bell & Gossett 4X6X14A C21803-01-B61 4018

W-CHP-03 Chilled-water pump, 50 hp Bell & Gossett 4X6X14A C21803-03-B61 4018

W-CWP-01 Condenser-water pump, 50 hp Bell & Gossett 4X6X14A C218034-01-C61 4018

W-CWP-02 Condenser-water pump, 50 hp Bell & Gossett 4X6X14A C218034-03-C61 4018

W-CWP-03 Condenser-water pump, 50 hp Bell & Gossett 4X6X14A C218034-02-C61 4018

W-PHP-01 Heating-water / boiler primary pump, 30 hp Bell & Gossett 4X6X14L C218035-01-B61 4018

W-PHP-02 Heating-water / boiler primary pump, 30 hp Bell & Gossett 4X6X14L C218035-02-B61 4018

CH-SCP-07 Secondary chilled-water pump, 40 hp Bell & Gossett 5 GB PRD16111-2-M51 4001

CH-SCP-08 Secondary chilled-water pump, 40 hp Bell & Gossett 5 GB PRD16111-1-M51 4001

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Appendix B - PM Compliance Checklists The Contractor shall expand these matrices into asset-specific field forms. Each task requires a result, reading where applicable, technician initials and deficiency reference. Frequencies are minimum and do not replace model-specific instructions.

B1. York YK water-cooled chillers

Minimum task Frequency Required evidence Review displays, alarms, hours, starts, load and vane position M Log/export

Record water/refrigerant/oil/electrical operating data and approaches M Reading sheet

Inspect leaks, noise, vibration, insulation, corrosion M Checklist/photos

Electronic leak inspection Q Detector/result

Oil sample and laboratory trend analysis Q Lab report

Inspect starter/control components and terminations Q Checklist/thermal evidence if used

Exercise capacity control and verify feedback Q As-found/as-left

Oil filter and oil-return dehydrator/eductor service SA/condition Part/inspection result

Controls and safety-cutout test SA Recorded test

Strainers and tube/water-box condition A Inspection/photos

Motor and oil-pump insulation resistance A MΩ and temperature

Annual operating performance baseline A Complete log

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B2. Air-cooled chillers

Minimum task Frequency Required evidence Operating data, alarms, circuit loading and starts M Log

Leak/noise/vibration/piping/insulation inspection M Checklist

Fans, coils and airflow inspection M Checklist

Electronic refrigerant leak inspection Q Detector/result

OEM-approved condenser coil cleaning as required Q/condition Before/after photos

Electrical, contacts, capacitors and phase balance Q Readings

Sensors, safeties, staging and flow-proof verification Q Test record

Seasonal startup/shutdown and freeze protection SA Startup/shutdown log

Winding insulation and annual load test A MΩ/operating log

B3. Hydronic pumps

Minimum task Frequency Required evidence Suction/discharge pressure, current, speed, temperature, vibration M Reading sheet

Seal, bearing, cavitation, base and coupling inspection M Checklist

Lead/lag, proof, check valve and BAS verification M Functional test

Trend and lubricate by OEM interval Q/SA Trend/lube record

Coupling/alignment and starter/VFD inspection Q/SA Checklist

Clean strainers and insulation-resistance test A Inspection/MΩ

Developed head and duty comparison A Calculation

B4. BAC cooling towers

Minimum task Frequency Required evidence Basin/makeup/blowdown and treatment-log coordination W/M Checklist

Belt, drive, fan, motor, noise/vibration and electrical readings M Readings

Basin drain/clean/flush and strainer cleaning Q Photos/checklist

Shaft, bearings, motor, collars, coating and level alarms Q Checklist

Fill, eliminators, distribution/nozzles and lubrication SA Checklist/lube record

Comprehensive cleaning, structural and freeze-protection inspection A Annual report

Loaded tower range/approach A Calculation

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Appendix C - Required Forms

C1. Service report cover sheet

Field Required entry

Contract / visit Contract no.; visit no.; date; arrival/departure

Personnel Supervisor and technicians

Service M / Q / SA / A / SU / SD

Assets serviced Tag list and operating status

Outages Approved outage and actual duration

Safety JHA/LOTO reference and incidents/near misses

Summary Work completed and equipment restored

Exceptions Unperformed/unverified tasks with reason and reschedule date

Attachments Checklists, readings, lab reports, photographs, deficiency forms

Certification Technician and supervisor signatures; COR acknowledgment

C2. Deficiency / repair recommendation

Field Required entry

Asset / priority Tag; Critical / Priority / Routine

Observed condition Objective description and measurements

Evidence Alarm code, trend, photograph and test method

Probable cause Technical basis; identify uncertainty

Immediate action Safe condition and operational restriction

Recommended correction Defined scope; no vague “repair as needed”

Parts OEM/approved part number, quantity and lead time

Labor / outage Estimated hours, crew, outage and special access

Cost authorization Separate quote/reference; “not authorized by this report”

Status Open / approved / completed / verified

C3. Minimum chiller operating log fields Date/time; asset; ambient; run status; load/current; line voltages and phase currents; entering/leaving chilled-water temperatures; entering/leaving condenser-water temperatures where applicable;

evaporator/condenser pressures and saturation temperatures; approaches; oil pressure/temperature/level;

superheat/subcooling where applicable; pump speed/proof; alarm/history; technician comment.

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C4. Sign-off statement

Contractor certification: I certify that the listed tasks were performed using applicable OEM procedures;

readings are accurate to the best of my knowledge; all temporary jumpers and test leads were removed; guards, safeties, valves, disconnects and control modes were restored except as expressly documented; and no corrective work outside the authorized scope was performed.