SOW Chiller Maintenance.pdf

STATEMENT OF WORK

CHILLER MAINTENANCE CONTRACT

1.0 GENERAL: The Contractor shall provide preventive and remedial maintenance services on the air conditioning chillers listed in paragraph 1.1 below. These systems are located at the Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), Mount Weather Emergency Operations Center (MWEOC), 19844 Blue Ridge Mountain Road, Mt. Weather, VA 20135-2006. Maintenance services shall be performed in accordance with the Original Equipment Manufacturer (OEM) maintenance specifications and schedules, and as described in this Statement of Work (SOW).

1.1 The Contractor shall provide maintenance services on four (4) Government-owned YORK chillers manufactured.

1.2 At the time of contract award, the Contractor must have a Defense Security Service (DSS) TOP SECRET facility clearance and must provide at least two (2) qualified service technicians with an active DSS TOP SECRET security clearance. All technicians performing work under this contract must be manufacturer certified to perform maintenance service on MWEOC’s YORK chillers. The Contractor must also have direct access to JCI/YORK factory technical support to assist with any necessary remedial maintenance.

2.0 SECURITY REQUIREMENTS: A DSS TOP SECRET facility clearance is required of the Contractor and any Subcontractors; individual DSS TOP SECRET clearances are required for all staff performing work at the MWEOC facility. Contractor personnel must comply with MWEOC security regulations/requirements, as well as CFR 44, PART 15; CONDUCT AT THE MT. WEATHER EMERGENCY ASSISTANCE CENTER AND AT THE NATIONAL EMERGENCY TRAINING CENTER. The Contractor is required to become familiar with and abide by information provided to them after contract award concerning specifications for working in CLASSIFIED areas. Such information may deal with security regulations, temporary facilities and controls, and any associated work restrictions. Any necessary security clearances shall be obtained prior to commencement of work. A DD Form 254 will apply and be issued under this contract.

2.1 The Contractor shall allow approximately 30 calendar days, from submittal of approved DD254 access forms, for approval by the U.S. Government to allow personnel with active TOP SECRET clearances access to classified areas at the MWEOC facility.

2.2 Contractor personnel should anticipate up to one additional hour per visit to allow for vehicle inspection prior to entering the MWEOC facility, as well as for access to the equipment to be serviced. Under certain circumstances, the Government may determine it necessary to halt operations and have the Contractor’s personnel vacate the area with little advance notice. If such an interruption should occur, the Contractor shall immediately notify the Contracting Officer (CO) about the stop work requirement so the CO can formally issue a stop work order, as appropriate.

2.3 The Contractor will require access to:

• COMMUNICATIONS SECURITY (COMSEC) INFORMATION – NO

• RESTRICTED DATA – NO

• CRITICAL NUCLEAR WEAPON DESIGN INFORMATION – NO

• FORMERLY RESTRICTED DATA – NO

• INTELLIGENCE INFORMATION – SENSITIVE COMPARTMENTED INFORMATION

(SCI) – NO

• INTELLIGENCE INFORMATION – NON-SCI – NO

• SPECIAL ACCESS INFORMATION – NO

• NATO INFORMATION – NO

• FOREIGN GOVERNMENT INFORMATION – NO

• LIMITED DISSEMINATION INFORMATION – NO

• FOR OFFICIAL USE ONLY INFORMATION (FOUO) – YES

2.4 In performing this contract, the Contractor will:

• HAVE ACCESS TO CLASSIFIED INFORMATION ONLY AT ANOTHER

CONTRACTOR’S FACILITY OR A GOVERNMENT ACTIVITY – YES

• RECEIVE CLASSIFIED DOCUMENTS ONLY – NO

• RECEIVE AND GENERATE CLASSIFIED MATERIAL – NO

• FABRICATE, MODIFY, OR STORE CLASSIFIED HARDWARE – NO

• PERFORM SERVICES ONLY – YES

• HAVE ACCESS TO U.S. CLASSIFIED INFORMATION OUTSIDE THE U.S., PUERTO

RICO, U.S. POSSESSIONS AND TRUST TERRITORIES – NO

• BE AUTHORIZED TO USE THE SERVICES OF THE DEFENSE TECHNICAL

INFORMATION CENTER (DTIC) OR OTHER DISTRIBUTION CENTER – NO

• REQUIRE A COMSEC ACCOUNT – NO

• HAVE TEMPEST REQUIREMENTS – NO

• HAVE OPERATIONS SECURITY (OPSEC) REQUIREMENTS – YES

• BE AUTHORIZED TO USE THE DEFENSE COURIER SERVICE – NO

3.0 INITIAL INSPECTION: Within seven (7) workdays after date of award, the Contractor and Contracting Officers Representative (COR) shall perform an inspection of the equipment to be maintained. The purpose of the inspection will be to ascertain the present condition of the equipment. The Contractor shall contact the COR to coordinate the date and time for the inspection. Upon completion of the inspection, the Contractor shall prepare a report, in writing, advising of the condition of the equipment and any recommended repairs and/or replacements necessary to bring the equipment up to a condition acceptable to the Contractor for performing maintenance. The report shall be provided to the CO, with a copy furnished to the COR, within ten (10) calendar days after the date of the inspection. It will be the CO’s decision as to how any recommended repairs/replacements are to be accomplished. If the decision is made to have the Contractor perform the repairs/replacements, the Government will reimburse the Contractor for said repairs/replacements. However, the Contractor shall not commence with any repairs/replacements until written notification from the CO.

4.0 PREVENTIVE MAINTENANCE: All preventive maintenance shall be scheduled at least 7 calendar days in advance with the COR and shall be performed during the hours of 7:00 A.M. - 4:30 P.M. Monday through Friday, excluding federal holidays.

4.1 The preventive maintenance frequency of the chillers shall be in accordance with the Original Equipment Manufacturers (OEM) maintenance schedule/specifications, but shall not be less than one (1) scheduled visit per calendar month. The Contractor shall furnish a Maintenance Report to the COR, with a copy furnished to the CO, upon completion of each maintenance call. The report shall include the following:

a. Date and time of arrival by Contractor personnel at the Government facility.

b. Time spent by the Contractor for performance of preventive maintenance.

c. Description of the maintenance performed.

d. List of parts replaced or repaired, if applicable.

4.2 The manufacturer's recommended minimum preventive maintenance shall include, but not be limited to, the items listed below. All of the initial readings and end result readings for the required maintenance checklists shall be recorded as part of the description of the maintenance performed (reference paragraph

4.1 c above).

4.2.1 MONTHLY PREVENTIVE MAINTENANCE

(a) Check operation.

(b) Check status of control system switches and status indicators.

4.2.2 QUARTERLY PREVENTIVE MAINTENANCE

(a) Take an oil sample and have an oil analysis performed. Provide a copy of the oil analysis report to the COR including a recommendation regarding changing the oil in the chiller.

(b) Perform a refrigerant leak test.

4.2.3 ANNUAL PREVENTIVE MAINTENANCE

(a) Conduct performance test as follows:

(i) Check transducers for accuracy and calibrate if necessary.

(ii) Check power supplies for proper voltage.

(iii) Calibrate automatic capacity control system.

(b) Check power wiring for tightness. Retighten as required.

(c) Evaluate chiller readings to determine if evaporator and/or condenser need to be cleaned. If required, cleaning will be performed by the Government.

4.3 The cost of any parts that are normally replaced or repaired as a result of the preventive maintenance performed are to be included in the monthly preventive maintenance charge. Therefore, the Contractor shall not be reimbursed separately for any replacement and/or repair parts normally associated with the preventive maintenance performed.

5.0 REMEDIAL MAINTENANCE: Contractor shall maintain a 24 hour per day, seven day per week telephone contact or employ an answering service for notification by the Government of the need for remedial maintenance. The Contractor shall provide the COR with the designated point of contact and the telephone number for the purpose of notification when the need for remedial maintenance arises. Reimbursement for remedial maintenance to the Contractor shall be in accordance with the hourly rates identified in the Purchase Order. Only new OEM parts or parts of equal quality shall be used during all maintenance activities. The cost of parts will be a cost reimbursable line item, and the contractor shall provide copies receipts/documentation with their invoices.

5.1 A remedial maintenance report shall be furnished to the COR upon completion of each remedial maintenance visit. As a minimum, the report shall include:

a. Date and time the Contractor was notified by the Government

b. Date and time of arrival

c. Hours performing maintenance

d. Description of maintenance performed

e. Listing of parts replaced or repaired

5.2 RESPONSE TIME: Upon notification that equipment is inoperative, during normal working hours a four-hour response is required. After hours, a best effort basis not to exceed 24 hours is expected.

Associated equipment shall not be shut down without prior approval of the COR. Normal working hours are defined as 7AM – 4:30PM, Monday through Friday, excluding federal holidays.

5.3 DIAGNOSTIC ERRORS: The Contractor shall be responsible for the costs of services and parts charged to the Government for remedial maintenance calls when the Contractor incorrectly diagnoses the malfunction as not pertaining to a machine maintained by the Contractor and such malfunction, in fact, pertained to a Contractor-maintained machine. However, the Government will make equitable payment to the contractor when the Contractor is required to make a remedial maintenance call and no service is needed to be performed.

6.0 SCHEDULING: The facility will be occupied during maintenance operations and must remain operational and accessible throughout the period of performance. Limited and short duration utility outages shall be permitted with close coordination and approval from the COR. The Government inspector reserves the right to be present during the performance of services. MWEOC’s chiller systems are considered to be critical. Any work that will require a system to be shut down, or that might accidentally shut a system down, shall be coordinated with the COR.

7.0 MAINTENANCE FACILITIES: The Contractor shall be responsible for storing spare parts required for the use of the Contractor’s maintenance personnel since the Government does not have space available for the storage of said parts. The Government will provide adequate working space, including heat, telephone for local calls, light, ventilation, electric current, and outlets for the use of the Contractor’s maintenance personnel. The facilities will be provided at no charge to the Contractor. The Contractor shall not be obligated to provide maintenance service on equipment located in an unsafe or hazardous environment, or which has been rendered unsafe by alterations or connections to other than industry standard equipment.

8.0 LIABILITY FOR INJURY OR DAMAGE: The Contractor shall not be liable for any injury to Government personnel or damage to Government property arising from the use of equipment maintained by the Contractor unless such injury or damage is due solely to the fault or negligence of the Contractor.

9.0 INSPECTION OF EQUIPMENT UPON CONTRACT EXPIRATION: The COR, upon termination or expiration of the contract, will inspect the equipment maintained by the Contractor. If the equipment is not in good mechanical and/or electrical condition, and is not operating properly as established by the manufacturer's specifications, the Contractor shall restore the equipment to a level suitable for maintenance or shall reimburse the Government for all costs associated with restoring the equipment to an acceptable level, if restoration is performed by other than the Contractor.