SOW Chiller Maintenance DRAFT.pdf

DRAFT

SCOPE OF WORK

Chiller Maintenance

I. SERVICE IDENTIFICATION

The contractor will provide premium 24/7 preventive maintenance and required support for the equipment and systems listed below for the West Texas VA Health Care System in Big Spring Texas 300 Veterans Blvd 79720

II. SCOPE OF WORK

This service contract will include 24/7 coverage (all parts, internal and external, labor, oil and filters) on-site repair services to the equipment listed below and all controls used to operate that equipment. Offerors will also need to be aware that there is a response time of 4 hours after being contacted by the VA notifying them of an inoperable chiller. All parts used for repairs will be 100% compatible and interface with all existing controls and parts that were originally installed on these chillers from the factory. The VA will not require the offerors to cover any refrigerant loss unless the loss is caused by the negligence of the winning offeror. This contract will include the accomplishment of annual preventive maintenance on all chillers listed each year. The contract will also include 3 operational visits, 1 comprehensive visit, 1 chiller tube brushing (condenser and evaporator if needed) and oil analysis on all chillers (once a year). This contract will also include 2 Johnson/York training courses per year of the customer’s request. The service agreement will cover the cost of the training courses; however, the VA will be responsible for the travel and accommodations. The winning bidder will not use any VA parts, equipment, tools or ladders. The work described above will be done on VA property at 300 Veterans Blvd, Big Spring, Texas 79720.

The contractor shall perform preventive maintenance inspection and any necessary support on equipment/systems as provided for in the contract agreement and manufacturers specifications.

Written preventive maintenance (PM) procedures will be submitted on approval to the Facilities Engineering section within the first 30 days of the contract period. PMs will be accomplished in accordance with the approved written procedures as directed in this instruction.

Equipment:

1. Bldg. #2 - Two (2)500 Ton York Chillers

2. Bldg. #2 - Two (2) Variable Speed Drive (VSD) Motor Controller Low Voltage, 352-503 HP

3. Bldg. #18 – One 250 Ton Trane Chiller

Period of Performance – Base plus Four Option Years contract:

Base Year: October 1, 2025 – September 30, 2026

Option Year 1: October 1, 2026 – September 30, 2027

Option Year 2: October 1, 2027 – September 30, 2028

Option Year 3: October 1, 2028 – September 30, 2029

Option Year 4: October 1, 2029 – September 30, 2030

Qualifications of Contractors:

1. Contractors must possess a refrigerant/HVAC license.

2. Contractors must have expert knowledge of both York and Trane chillers.

3. Contractors must respond to all trouble calls within 4 hours and have access to parts needed for both York and Trane chillers.

4. Contractor must have all required certifications necessary for the work.

Performance:

a. Preventive maintenance and/or support shall be scheduled with a contact person as assigned by the Contracting Officer’s Representative (COR), Point of Contact (POC) or designee. Before doing any work, the service representative will report to Facilities Engineering to log in and obtain a contractor identification badge, sign a log maintained by Facilities Engineering (if required) and after the work is done, sign out. This log will state the nature of the visit and the time and place of the visit.

b. Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform.

c. Normal duty hours are 8:00 a.m. through 4:30 p.m., Monday through Friday, not including federal holidays. Whenever contact with Facilities Engineering is required outside of normal duty hours, the Utility System Repair Operator (USRO) may be contacted as an alternate. The hospital operator at extension "0" can contact the USRO operator via Phone X7407.

d. At the completion of the service call, the service representative will submit a complete service report to Facilities Engineering, as described in section.

Documentation:

a. Service reports will be provided for all service activities including preventive maintenance, emergency repair, equipment support and safety inspections, and must contain the following information:

(1) Date(s) and time period of service.

(2) Complete description of equipment serviced including model number and serial number.

(3) Complete description of equipment services performed including upgrades, updates and software changes made.

(4) Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable.

(5) A statement of the complaint that initiated the service call.

(6) Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair.

Replacement Parts:

a. Only new standard original equipment manufacturer (OEM) parts shall be used in making repairs, except as provided herein. All new parts furnished shall be current manufacture and shall have full compatibility with the equipment for which it is intended.

Inspection:

a. A record showing when each preventative or emergency maintenance visit was made.

b. Calibration verification for each testing instrument used during the preventative maintenance check for each equipment.

c. The contractor shall maintain a performance assurance log showing when the scheduled preventative maintenance checks were performed on each equipment item in the system.

d. The logs and records shall be of a quality enough to satisfy the maintenance program requirement requirements of the Joint Commission on Accreditation of Health Care Organizations.

This documentation shall be presented to the Chiller Operator or COR before departing the station.

Location of Service:

a. Whenever possible, all repairs shall be made on site at the VA Medical Center. When removal of equipment to the contractor’s shop is necessary the service representative shall decide through the COR before removing any equipment from the premises. Similar equipment shall be furnished by the contractor without expense to the government when equipment is removed from the premises.

Response to Service Requests:

a. The contractor must respond to requests for emergency service and/or support in the following manner:

(1) A competent service representative adequately equipped with tools, test instruments and repair parts will arrive at the West Texas VA Medical Center within four (4) hours.

(2) The competent service representative will be prepared to begin work immediately to resolve the complaint as expressed by the COR, POC or designee when service was requested. Work needed to resolve the complaint will continue without interruption until the problem is resolved.

(3) The service representative will come equipped with all the service/technical manuals needed to perform the work.

b. The service representative may contact VA staff by phone before arrival at the designated site. Such contacts, however, will not serve to alter the requirements for arrival on-site except when the request for service is withdrawn by Facilities Engineering.

c. The designated response time for this contract is 4 hours from the time of the request for service or as designated within the manufacture’s terms. If repeated requests are made before the arrival of contractor’s repairer, the first request will determine the required time of arrival.

d. All requests for repair service will be considered requests for emergency service unless a statement to the contrary is made by the COR, POC or designee. Such statements will be documented on the service report.

Government Repairs:

a. Government employees will work on contract equipment only with authorization of the contractor or following the failure of the contractor to respond. The government is not obligated to perform any work on contract equipment.

Prior Inspection of Equipment:

a. Potential contractors may, at their own expense, inspect equipment covered by this contract upon issuance of the order. Arrangements must be made in advance with Facilities Engineering.

Emergency Services:

a. The Facilities Engineering will be provided the capability to make emergency calls to the contractor on as needed basis to provide services outside of the normal duty hours.

Guarantee:

The contractor will guarantee workmanship and all parts furnished by the contractor and repaired at no cost to the government unless it is determined that repairs needed were the fault of the government.

Security:

The certification and accreditation (C&A) do not apply.

III. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS

The contractor’s field service employees shall wear visible identification issued by the VA Medical Center Police.

It is the responsibility of the contractor to park in the appropriate designated parking areas.

Information on parking is available from the VA Police Service. The VA Medical Center will not validate or make reimbursements for parking violations to the contractor under any conditions.

Smoking is prohibited inside any buildings at the VA Medical Center. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

IV. INSURANCE

a. Worker compensation and employer’s liability: The contractor is required to comply with applicable Federal and State Worker Compensation and occupational disease statutes.

b. General Liability: The contractor is required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

c. Property Damage Liability. The contractor is required to have Property Damage Liability insurance coverage of at least $500,000.

V. PAYMENT

The contractor shall submit invoices in arrears.

General Information to be included on the Invoice:

• Submission of a proper invoice including facility name, address, and phone number.

• Type of service performed.

• Date(s) of service.

Payment will be made by VA FSC, Austin, Texas 30 days after receipt of a proper invoice.

VI. SECURITY REQUIRMENTS

The contractor will not have access to information deemed to be “VA sensitive information”.

The certification and accreditation (C&A) does not apply.

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

Consistent with the requirements of 38 U.S.C. 5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency.