SOW - Cooling Unit.docx

Statement of Work

1. Title: Cooling Unit Maintenance Services

2. General: The Department of Veterans Affairs, James J. Peters VA Medical Center (JJP-VA) has a requirement for quarterly onsite preventative maintenance services for twenty-two (22) air conditioning units. Mixed manufactures. These units are located in the main hospital and buildings, FH1/FH2. The JJP-VA intends to make a single (all or none), firm‐ fixed‐price award for a 12-month period with four option years.

3. Description of services: This maintenance service contract includes all equipment noted in this SOW. It also includes all parts, labor, and supervision. The contract shall include quarterly maintenance visits, reports, and recommendations.

4. Preventive Maintenance: The Contractor shall be responsible for performing all routine maintenance required to maintain the equipment specified in this SOW, in the condition prescribed by the manufacturer’s recommended guidelines. The Contractor shall also provide quarterly preventative maintenance calls each year. The contractor shall examine, test, and adjust the equipment as conditions warrant in accordance with original equipment manufacturer standards. Contractor shall maintain the equipment at levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications.

5. Maintenance Inspections: Contractor shall follow all manufactures recommendations for preventative maintenance.

5.1. Perform manufactures recommended power/voltage supply checks.

5.2. Perform manufactures recommendations for fan maintenance.

5.3. Perform manufactures recommendations for motor maintenance.

5.4. Conduct annual dry operation check and amperage check to ensure amp draw is no more than 10% greater than indicated on serial plate data. Check compressor oil level, test oil, meg motor.

5.5. Perform function test and calibrate high/low pressure switch, if and where present. Follow manufactures recommendations for refrigerant preventative maintenance checks.

5.6. Inspect electrical connections, relays, and all controls for proper operation.

5.7. Check belt tension and condition (replace if applicable). Check pulleys and motor mounts. Check humidifier and adjust operating controls, if applicable.

5.8. Check and clean coils.

5.9. Disinfect condensate pan.

5.10. Check and clean drain pans and drain.

5.11. Clean unit exterior.

5.12. Check filters and replace as needed.

5.13. Remove and dispose of old parts from the work site

6. Period of Performance: The expected period of performance for this requirement is a base year and four options years (which may or may not be exercised based on the needs of and at the discretion of the government).

7. Schedule: Except by special alternative arrangement, scheduled preventive maintenance shall be performed only during the facility’s normal business hours (8:00 a.m. to 4:30 p.m. Monday through Friday excluding federal holidays). Any work performed outside of normal business hours shall be approved by the COR and will be performed at no additional cost to the government.

Downtime of equipment for preventive maintenance must be scheduled through the Contracting Officer Representative (COR) at least 5 days in advance. When downtime for service is needed, the contractor shall notify the COR the same day (as soon as possible) upon observation.

The Federal Holidays which are observed by the federal government are annotated below.

-New Year’s Day -Martin Luther King’s Birthday -President’s Day -Memorial Day -Juneteenth -Independence Day -Labor Day -Columbus Day -Veterans Day -Thanksgiving Day -Christmas Day

-Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President’s Proclamation).

Usually, holidays that fall on Saturday are observed on the preceding Friday and holidays that fall on Sunday are observed on the following Monday. Any questions pertaining to scheduling will be directed to the COR.

8. Government‐Furnished Items and Services: The following table includes the model, serial number, brand, and description for the Cooling Units. All units are located at 130 West Kingsbridge Road, Bronx, NY 10468. All systems are currently in good working condition.

Make Model Serial Number Location Approximate Age

Carrier 40RUAA12T3A5-0A0A0 2318u19485 Fisher House 1 AHU Mechanical Closet 2019 Carrier 38AUA12A0A5A0A0A0 2218C94282 Fisher House 1 Condenser Unit Alcove 2019 Carrier 40RUAA12T3A5-0A0A0 2318U19487 Fisher House 1 AHU Mechanical Closet 2019 Carrier 38AUA12A0A5A0A0A0 2218C94101 Fisher House 1 Condenser Unit Alcove 2019 Carrier 40RUAA12T3A5-0A0A0 2318U19489 Fisher House 1 Attic 2019 Carrier 38AUA12A0A5A0A0A0 2218C94390 Fisher House 1 Condenser Unit Alcove 2019 Carrier 40RUAA12T3A5-0A0A0 2318 u19488 Fisher House 2 AHU Mechanical Closet 2019 Carrier 38AUA12A0A5A0A0A0 2218C94393 Fisher House 2 Condenser Unit Alcove 2019 Carrier 40RUAA12T3A5-0A0A0 2318U19486 Fisher House 2 AHU Mechanical Closet 2019 Carrier 38AUA12A0A5A0A0A0 2218c94391 Fisher House 2 Condenser Unit Alcove 2019 Carrier 40RUAA12T3A5-0A0A0 2318U19490 Fisher House 2 Attic 2019 Carrier 38AUA12A0A5A0A0A0 2218C94392 Fisher House 2 Condenser Unit Alcove 2019 Trane TC048C400BC K03123800 GC-MRI Roof Top 2016 Trane TC0048C400BC K031023800 GC-MRI Roof Top 2016 Carrier 50A-A07A2A6A2F0A0 1616P94622 GC-MRI Roof Top 2016 Carrier 30RAP0R06KAB8FC0 1915Q53593 3rd Floor Roof Top Nuc Med 2015 Carrier 48H5D612-631AA 2796G30422 Outside Starbucks SCI Rehab 1996 Carrier 30RAP0106FAD6FG0 0814Q50006 4th Floor roof top Special Procedures 2014 Filtrine PCP-1500G-180A-WP-RED-QCP 00599 GD-Radation Oncology 2023 Amrmes NRL02280-E-1701 1612006807770000 GD-Radation Oncology Backyard 2023 Filtrine PCP1500G180AWPREDQCP 4791/08 G level west side of building 2008 AERME NRL0280 1G12006807770001 G level west side of building 2023

9. Contractor‐Furnished Items and Services: The contractor shall furnish all personnel, materials, labor, parts, supplies, transportation, supervision, and equipment required to perform work under the resulting contract. The contractor shall have an inventory of parts and supplies in quantities sufficient to effectively service the resulting contract. The contractor shall have an internal inventory system and delivery system for the parts and supplies. The inventory and delivery system must be sufficient to service the contract in accordance with the maintenance requirements specified in this statement of work.

10. Reporting: Contractor shall provide the government with individual service reports within ten (10) business days of maintenance/service. Reports shall describe the maintenance performed on the equipment. Reports shall reflect the manufactures recommendations for preventative maintenance. Reports shall be in electronic PDF format, emailed to the Contracting officer representative (COR). This report shall also include recommendations for repairs, additional work/service, and parts necessary to keep equipment in good running condition.

Note, no additional work will be conducted outside of the scope of work of this contract without a Purchase Order being issued to the contractor from the government for the required parts/work.

11. Personnel Requirements: The contractor shall provide one designated point of contact (POC) to the government’s designated representative for the coordination of maintenance.

The contractor shall provide technicians with 3-5 years of mechanical experience with service and maintenance on equipment noted in this SOW. Delivery personal, management personnel and service techs shall be sufficiently supported by the contractor to service this maintenance contract. The contractor shall use only new OEM parts.

12. Place of Performance: Department of Veterans Affairs James J. Peters Medical Center 130 West Kingsbridge Road Bronx NY 10468

13. Safety Requirements: While in performance of the resultant contract, the contractor shall maintain safety and health standards compliant with requirements of the Occupational Safety and Health Administration (OSHA) and adhere to VAAR 852.237‐70 Contractor responsibilities.

14. Compliance standards: All work shall be completed in accordance with the following regulations: ANSI/ASHRAE 180-2018, VHA directive 1811,1002.1, NFPA 90-A, IMC 1101.6. OSHA 7623.

15. Security Requirements: Upon entering JJP-VA buildings the contractor and/or contractor employees will be required to show proof of identity (must have a valid photo ID) as well as pass through a security screening. All Contractors and Contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards, and VA policies as VA personnel, including the Privacy Act, 5 U.S.C. §552a, regarding information and information system security. Vendor shall be escorted in the VA office buildings. The contractor will be accompanied by designated government personnel and shall sign in upon arrival. Services will not require connection to the VA network.

Prior to commencement of and immediately after each service visit, the contractor and/or contractor’s authorized technician must check in and out with the COR and/or other designated individuals. Upon completion of the testing, maintenance, calibration, and inspection the COR/POC will perform the inspection in the presence of the contractor personnel, prior to the contractor personnel leaving the facility. This inspection will ensure that all equipment is returned to full functioning condition no invoices will be processed for payment prior to completion of POC inspection. The contractor and/or contractor’s authorized service representative will be required to wear an ID Badge which they will sign for upon arrival and turn in when leaving.