SOW Broad Chiller Full Service and PM.docx

PERFORMANCE WORK STATEMENT

DEPARTMENT OF VETERAN AFFAIRS

JAMES J. PETERS VA MEDICAL CENTER, BRONX, NY

BROAD CHILLER FULL SERVICE AND PREVENTIVE MAINTENANCE

1.1 Scope of work:

This is a full-service contract for the James J. Peters Veterans Affairs Medical Center, 130 West Kingsbridge Road, Bronx, New York 10468 to furnish all labor, equipment, parts, tools, and supplies necessary to fully maintain Broad Absorption Chiller equipment in accordance with standard industry practices for yearly start up, maintenance and repairs.

a) The contractor shall provide all management, supervision, labor, materials, supplies, repairs, parts, tools, instruments, equipment and shall plan, schedule, coordinate and ensure effective and economical completion of all work and services to fully maintain the above equipment located at the James J. Peters Veteran Affairs Medical Center, 130 West Kingsbridge Road, Bronx, New York 10468. The contract price shall include the cost of all preventive maintenance work, emergency and routine service calls.

b) Equipment shall be maintained at an acceptable level throughout the contract performance period unless and until removed from the scope of work. An "acceptable level" of maintenance is defined as the level of maintenance which will preserve the equipment in unimpaired operating condition: i.e., above the point where deterioration will begin, thereby diminishing the normal life expectancy of the equipment. The contractor shall be responsible for performing scheduled and unscheduled repairs, as necessary, on a 24 hour a day, 365 day per year basis including all Federal holidays.

c) All maintenance, repair, and service work must comply with the applicable federal rules and regulations, mechanical codes, regulating chiller units.

BS242Ⅹ0.8-35.3/29.4-5.6/13.3-B3-Fd-Md-300 Serial # 13018398

BS302Ⅹ0.8-35.3/29.4-5.6/13.3-B3-Fd-Md-400 Serial # 13018399

1.2 All parts replaced by the vendor must be of correct design and compatible with existing components. Parts are to be installed in accordance with manufacturers’ recommendations. All replacement parts shall be new unless the use of rebuilt or reconditioned items is approved by the James J. Peters VA Medical Center.

2.1 Chiller Preventive Maintenance Service

2.1.1 The contract price shall include the cost of all preventive maintenance work, tools, equipment, and transportation during contract period for the proposed contract work.

2.1.2 During the first visit, the contractor shall place an identification tag on each piece of equipment so that in the event of a piece of equipment failure during the contract, the medical center can call in for service with the equipment identification number.

2.1.3 The contractor shall perform 4 (four) preventative maintenance services on the equipment during each year of the service contract. The contractor shall develop the schedule of the preventative maintenance with the Director of Engineering Services at the beginning of the service contract. The services visits shall be made throughout the year as approved by the Director of Engineering Services.

2.1.4 The preventative maintenance services shall include but not limited to the following when performing chiller maintenance.

a) Perform preventive maintenance per the manufacturer’s guidelines for each site visit. Check the system for refrigerant leaks and identify any leak sources.

b) Check refrigerant level in the equipment. Labor to add refrigerant to the system shall be part of the contract but the cost of the refrigerant shall not be included in the maintenance cost.

c) Inspect all electrical connections, switches, contactors, relays, etc. for tightness and operation. If check requires shut down of the piece of equipment, approval from the Director of Engineering Services or his designate must be obtained before shutting down the unit.

d) Contractor shall check the condenser fan(s) for proper operation. This shall include checking fan conditions to ensure fans are operating correctly. If check requires shut down of the piece of equipment, approval from the Director of Engineering Services or his designate must be obtained before shutting down the unit.

e) Contractor to check oil level, pe-start chiller check, start chiller, and check chiller for unusual noise and vibration.

f) Check hot gas bypass for proper operation on applicable units.

g) Check low ambient operation on applicable equipment. Record the chiller operating data and general conditions on a logbook that will be left at each chiller. At the start of the contract, the contractor shall provide the logbook for each chiller.

h) Check and record chilled water inlet and outlet temperature on applicable units. If chilled water temperature is above set point, contractor to notify the Director of Engineering Services prior to leaving the medical center.

e) Once a year, the contractor shall clean (vacuum interior units or power wash exterior units) the air-cooled condenser portion of the unit. Contractor shall take before and after pictures of the condenser to demonstrate the equipment has been cleaned.

f) Review the chiller operating history (if available on the unit) and review with engineering /maintenance personnel any issues during the past week. Check the solution and refrigerant pump / refrigerant compressors for proper operation. Check the purge pump operation and change the oil as required. Once per year, contractor shall change the oil in the compressor on the units.

g) Any component that requires replacement is not to be included in the cost of the contract. Replacement parts and labor to replace said items shall be invoiced separate. Contractor to obtain approval from the Director of Engineering Services prior to ordering / replacing such parts. Any material ordered without prior approval will not be charged to the medical center.

h) The contractor is not responsible for the air side components of air handling units. This includes the air handling units air moving fan(s), belts, filters, dampers, etc. If during the inspection the contractor notices any issues with the unit, the contractor is to notify the Director of Facilities prior to leaving the building.

i) Record the equipment operating data and general conditions on a log sheet/book that will be left at each piece of equipment. At the start of the contract, the contractor shall provide the log sheet / book for each piece of equipment.

j) Inspect all electrical connections, switches, contactors, relays, etc. for tightness and operation. If check requires shut down of the chiller, approval from the Director of Engineering Services or his designate must be obtained before shutting down the unit.

3.1 Operation:

a) The contractor must check condition and operation of all controls and safeties and recalibrate controls relating to the operation of the chiller. This shall include checking safety shutdown operations (condenser water flow, evaporator water flow, high condenser water temp shutdown, etc.), checking all terminals, contactors and tightening connectors as required. Contractor shall report any issues found.

b) After Contractor has started the machines and unit is on-line, all temperatures within the absorber, condenser, evaporator and generator must be recorded on each unit and submitted with a report on the performance of each unit.

c) During preventive maintenance work, and with approval from the engineering services director, contractor is to simulate problems on all safety controls to ensure that they are all working properly. This shall include but not limited to condenser and evaporator flow switches, system shutdown safety due to high condenser or evaporator temperatures, etc. A separate quote shall be provided for any materials needed for restoration of equipment to proper operation.

d) Contractor shall check the refrigerant level once the system is operational and add refrigerant as required. Contractor shall furnish proposal to add refrigerant.

e) The contractor is to draw a solution sample from each absorber after 21 days of operation. The contractor is to take a sample of the refrigerant in each absorber and have it analyzed for inhibitor level and impurities. If inhibitor is adjusted, an additional sample is to be taken and re-tested within 7 days. Check specific gravity of refrigerant and adjust as required. The contractor is to submit a written report to the using agency showing the chemical make-up of the solution samples, this report is to be from an independent laboratory approved by the using agency, with a minimum of 3 years’ experience in the testing of absorber solutions. Contractor must also take necessary action within ten days of receipt of solution analysis to supply and install any and all required chemicals and additives, to bring absorber solutions to within manufacturers specifications; all at no cost to the University. Contractor is to leak test the machines and add the recommended alcohol type as required. Contractor is to check the operation of the vacuum pump, change the oil and repair the vacuum pump if necessary.

3.2 Emergency service:

The contractor shall provide emergency repairs for all equipment on this contract. The contractor shall promptly respond to requests for service 24 hours per day, 7 days per week, Federal Holidays included. Emergency repair calls shall only be made by the Director of Engineering Services or his designee after notification or obtaining approval by the COR.

a) As part of the maintenance contract cost, the contractor shall include the labor and material cost to repair the chillers included in this service level during the stated cooling season (May, June, July, August and September) for all material detailed in the Chiller Maintenance Services section. The contractor shall respond with 2 hours of a service call of an issue with the chiller. If the operational issue is not related to the chiller itself, the contractor can submit for invoicing based on the contracted hourly rate.

3.3 Cost Liability

The James J. Peters VA Medical Center does not assume responsibility and does not bear any liability for cost incurred by a bidder in the preparation and submittal of a bid proposal in response to this request for proposals.

3.4 Protection of Work and Property

a) The contractor shall continuously maintain adequate protection of all his work from damage and shall protect the James J. Peters VA Medical Center property from injury or loss arising out of this contract. The contractor shall make good any such damages, injury or loss, except such as may be directly caused by agents or employees of the James J. Peters VA Medical Center.

b) The contractor will erect barricades and railings, give warnings, display lights, screens or signs and exercise precautions as may be reasonably necessary to prevent injury or damage, and to avoid inconvenience to pedestrian movements.

3.5 Additional Work

Should additional work be required, which is beyond the scope of this request for proposal but is related to the overall contract, the vendor will be requested to submit a written proposal and upon approval, a purchase order will be issued to authorize the work.