SOW Exterior Chart MVE LN2 VIP Replacement.pdf

STATEMENT OF WORK

for

Replacement of Chart MVE Liquid Nitrogen Vacuum Insulated Piping (LN2/VIP) System at NIST Charleston

BACKGROUND INFORMATION

The Chart MVE liquid nitrogen (LN2) vacuum insulated pipe (VIP) system, located underneath the Hollings Marine Laboratory (HML) runs from the NIST owned LN2 bulk tank to the NIST clean room laboratories at the HML, was installed 25 years ago. The piping has been exposed to salt air and saltwater spray over the years causing deterioration of the thermocouple (T/C) gauges, connecting the piping sections, as well as vacuum loss across multiple sections of the VIP.

Upon recent inspection, multiple sections of the Chart MVE LN2 VIP have completely lost vacuum causing significant and consistent loss of LN2 (~25-30%; approximately $20,000 - $25,000/year) as well as increased pressure to the cryo-vent system and interior equipment which are dependent upon the LN2 for proper function. This includes 26 LN2 vapor-phase freezers, 9 -80 °C ULT freezers, 2 LN2 temperature variable freezers, cryocart, and a large cryomill, which are maintained as part of the NIST Biorepository and Cryogenic Reference Material Production Facility (CRMP) facility.

Ice Build-Up due to loss of vacuum and corroding T/C gauge on LN2 VIP Exterior piping

Thermal imaging from Exterior LN2 VIP

Currently, over 200,000 specimens archived by NIST since the late 1970s are housed in this facility, the NIST Biorepository, which have been stored for long-term archival at NIST to support other government agencies and stakeholders, with additional specimens added each year from active collections. In addition, cryomilling of candidate Reference Materials/Standard Reference Materials (RMs/SRMs), a unique capability within the Chemical Sciences Division (CSD), is performed at the CRMP to support measurement services across CSD and the Material Measurement Laboratory (MML).

PURPOSE

The Contractor shall replace all compromised sections of the exterior Chart MVE LN2 VIP underneath the building with new, level Chart LN2 VIP which will provide reliable and safe delivery of LN2 for its lifespan (~20-30 years). The exterior Chart MVE LN2 VIP system must properly connect to the interior Chart MVE LN2 VIP system to safely and securely deliver LN2 to the NIST Biospecimen Science Group equipment. There are 3 points of entry from underneath the building into the first floor of the HML.

GENERAL REQUIREMENTS

-The Contractor shall provide engineers, or technicians, that are fluent in the operation of the LN2 VIP being replaced throughout the period of performance of this requirement. Reference the section titled “Contractor Minimum Qualifications”.

-Due to timelines associated with clearance of non-US citizens, personnel performing repairs must be US citizens.

-All work shall be performed at the NIST Charleston/Hollings Marine Laboratory, 331 Fort Johnson Road, Charleston, SC between the hours of 8AM and 6PM Monday through Friday, excluding Federal Holidays. This allows the flexibility for the Contractor to schedule eight hours of work during a time when NIST staff will be at the facility. Weekend work and off hours work is not allowed.

-The Contractor shall provide all safety-related equipment required to perform the required work. This shall include but is not limited to personal protective equipment (PPE) and other equipment that is required or appropriate to protect contractor personnel and other personnel on the NIST campus. Contractor-provided personal protective equipment shall include, at a minimum, hard hats, safety shoes, safety glasses (prescription or standard), respiratory protection (powered air purifying respirator or full-face mask respirator), high visibility clothing and gloves that meet applicable OSHA standards for PPE.

-The Contractor must provide safety-related training required by applicable OSHA, state and local regulations or standards to affected Contractor personnel (including subcontractor personnel) that perform work under this award. Such training may include, for example, training for proper use of PPE, respirator use, fall protection, crane operation, forklift operation; electrical safety, or other safety-related topics. The Contractor must maintain records of safety training provided to Contractor personnel (including subcontractor personnel) that perform work on this award. If requested, the Contractor shall make those records available to the CO and/or the COR, within seven days of receipt of a written request.

-The Contractor shall provide required health hazard exposure assessments, medical evaluations and screenings, and exposure monitoring required by applicable OSHA requirements.

-Identification is required for entry access into NIST Charleston/Hollings Marine Laboratory, a federal building.

Contractor employees must comply with NIST and NOAA identification and access requirements. Each Contractor employee must wear a visible identification badge provided by the Hollings Marine Laboratory.

-For the purpose of this statement of work, the “system” is the LN2 VIP sections that must fit together to deliver liquid nitrogen from the bulk tank to the NIST clean room laboratories. The exterior Chart LN2 VIP system must safely, securely, and properly connect to the interior Chart MVE LN2 VIP system to deliver LN2 safely to the NIST Biospecimen Science Group equipment.

-The Government will provide two approximately 230L dewars and all liquid nitrogen.

SPECIFIC REQUIREMENTS

TASKS

Task 1 – Post Award Meeting The Contractor shall meet, in person, with the NIST Technical Point of Contact (TPOC), and other authorized NIST personnel, not later than five days from the date of award. The Contracting Officer (CO) will attend virtually. The Contractor’s Project Manager must be in attendance, at a minimum.

The purpose of the meeting is to review all tasks, respond to questions from either party, confirm the schedule for the required work, and review the operating status of the LN2 VIP. The Contractor must also provide the following guidance relevant to the shutdown of the system to ensure there is no LN2 in the line prior to beginning work:

How many days in advance to clear the existing line of LN2?

How many days in advance to disconnect the Keep-Cold system?

How many days in advance to shut-off the bulk tank valve?

Task 2 – Safety Plan The Contractor shall submit a project-specific health and safety plan to the NIST TPOC not later than 15 calendar days after contract award for Government review and acceptance. Work shall not commence until the project-specific health and safety plan has been accepted.

Safety plans shall follow the activity hazard analysis (AHA) format. Each subcontractor must complete their own AHA and submit them to the prime Contractor for review and concurrence before they are submitted to the Government for review. For activities requiring specific qualifications, proof of qualifications must be included with the AHA. Refer to “Outline of a NIST Safety and Health Plan for a Specific Contract” for a guide to preparing an AHA.

NIST requires permits/plans be submitted and approved for the following activities as appropriate. The requirement to obtain approved permits prior to the work activity shall be included in the AHA.

• Hot work permit

• Roof access permit

• Energized electrical work permit

• Excavation permit

• Confined space entry- NIST will review contractor-generated permit

• Fire alarm, fire suppression, building/space egress impairment permit

• Work Permit

• Lift Plan (for cranes, etc.)

Contractors shall adhere to all applicable OSHA, NFPA, NEC and NIST safety and occupational health regulations while on site. Federal OSHA (Baltimore area office) has safety jurisdiction at federal facilities in the State of Maryland.

If any chemicals, hazardous materials, equipment, or materials are found in a lab or other contract space, the contractor shall notify the TPOC so arrangements can be made to have the items removed. Work shall not continue until the items have been cleared by others. Contractors shall not move any chemicals, materials, or equipment in any lab.

If means and methods to accomplish work involves attachment, grinding, welding or demolition of steel members, the safety plan shall include a lead assessment plan requirement to reduce risk of exposure. Reference the following link from OSHA for information. https://www.osha.gov/otm/section-5-construction-operations/chapter-3

Work Safety:

The Contractor shall take all necessary precautions to prevent injury to personnel, the public, building occupants, and damage to property of others. The Contractor is responsible for ensuring that their entire team (including all subcontractors and their subcontractors) adhere to the accepted AHA and all applicable safety and health regulations.

For individuals identified as either OSHA “qualified” or “competent persons”, submit a letter from the employer designating the person. The applicable OSHA standard shall be identified for example (1926.1203 Confined Space).

All NIST employees and associates have the right and responsibility to instruct others to stop work when observing dangerous work conditions or practices. The contractor is required to document and notify the COR immediately if instructed to stop work so that appropriate remedies can be discussed.

OSHA Technical Manual (OTM) - Section V: Chapter 3 | Occupational Safety and Health Administration

This is in the Guidelines attached for OFPM contractor and A/E Firms performing site investigations and Fieldwork (including construction) at NIST

Written comments regarding the plan will be provided to the Contractor within seven (7) days of receipt and may require the Contractor to submit a revised safety plan within seven (7) days after that to the CO and TPOC for review. This cycle may be repeated, if necessary, until the safety plan is determined acceptable.

The Government has provided a template which identifies the information that must be included in the Safety Plan.

Task 3 - Shut down existing LN2 system The Government will retain the responsibility to ensure that all Government owned equipment is secured in such a manner that it will not be impacted by the shutdown.

The Government has 2, approx. 230L, dewars available for temporary LN2 supply to LN2 equipment, as needed.

The Government will fill these dewars prior to the contract work.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.osha.gov%2Fotm%2Fsection-5-construction-operations%2Fchapter-3&data=05%7C02%7Ccarol.wood%40nist.gov%7C1e29a4c26eaa4a6798df08dd63259387%7C2ab5d82fd8fa4797a93e054655c61dec%7C0%7C0%7C638775735230565609%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=y2%2FZwaZEFQ09QjwI948hI98fr%2B0QXbs0BRIdD3pWv%2BI%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.osha.gov%2Fotm%2Fsection-5-construction-operations%2Fchapter-3&data=05%7C02%7Ccarol.wood%40nist.gov%7C1e29a4c26eaa4a6798df08dd63259387%7C2ab5d82fd8fa4797a93e054655c61dec%7C0%7C0%7C638775735230565609%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=y2%2FZwaZEFQ09QjwI948hI98fr%2B0QXbs0BRIdD3pWv%2BI%3D&reserved=0

The Contractor shall ensure that the existing system is secure for shutdown. This includes shutting off the LN2 supply of liquid at the LN2 Bulk tank prior to replacing the LN2 VIP.

Task 4 – Remove Existing Exterior LN2 VIP system The damaged/deteriorated exterior Chart MVE LN2 VIP is located in the crawl space under the elevated Hollings Marine Laboratory (HML) and runs from the NIST owned LN2 bulk tank to two points of entry into the first floor of the HML, approximately 50 meters.

The LN2 VIP is accessible through access doors in the rear HML stairway. The LN2 VIP is secured to the underside of the HML with metal pipe brackets. The exterior Chart MVE LN2 VIP is connected to the interior Chart MVE LN2 VIP through three separate insulated holes in the floor/foundation of the HML.

The Contractor shall remove the existing, exterior Chart MVE LN2 VIP system connected to the NIST owned LN2 bulk tank and runs under the building and extends up into 2 points of entry into the HML. In addition, there is an obsolete, never used, section of LN2 VIP from the original construction of the system that tees off the main system. This unused section is approximately 15 meters in length and has one point of entry into the HML. It shall be removed and capped off at the HML foundation junction by the Contractor*.

The existing Chart MVE Part No (P/N) and Sections (VS) underneath the HML include:

• P/N 11196336, VS-1

• P/N 11196336, VS-2

• P/N 11497294, VS-1 (this section is vertical, the 1st point of entry into the 1st floor of the HML, into

Room D104)

• Unknown P/N, VS due to ice ball covering the information

• P/N 11497294, VS-24

• P/N 11497294, VS-25

• P/N 11497294, VS-16 (this section is vertical, the 2nd point of entry into the 1st floor of the HML, into

Room C105)

The exterior sections below are to be removed completely and capped off appropriately at the connection sites*:

• P/N 11497294, VS-23

• P/N 11196336, VS-5 (this section is vertical and the 3rd point of entry into the 1st floor of the HML, into

D113)

The existing Chart MVE E-Stop Emergency Stop Control System (E-Stop), must remain untouched and operational during construction. See picture below. The 1/4” piping must be untouched and retained during construction. The E-Stop ¼” piping runs along the current LN2 VIP.

1/4" pipe for Chart MVE E-Stop Emergency Stop Control System (E-Stop)

The Contractor shall dispose of the removed LN2 VIP system parts. All removed materials must be properly disposed of per State and Federal Regulations and codes.

Task 5 – Vacuum Testing of Piping The Contractor shall ensure that all new Chart LN2 VIP is pneumatically pressure tested and meets or exceeds 110% maximum allowable working pressure (MAWP). The Contractor shall provide a test report for each pipe section and connection that clearly identifies the MAWP for each section and connection.

Task 6 – Install New Exterior LN2 VIP System The Contractor shall install the new, exterior Chart LN2 VIP system using the same pathway under the HML.

The new exterior LN2 VIP system shall be installed level to the ground avoiding unnecessary flexible drop-down extensions. Existing electrical connections shall be reused.

The exterior Chart LN2 VIP system must be connected from the NIST owned LN2 bulk tank to the 2 entry sections into the 1st floor of the HML. The LN2 VIP connections between pipe sections are bayonet connections and/or field joints.

There are two electrical connections along the system. One that powers the Keep-Cold inside the NIST Biorepository which will be unplugged during the “secure” stage. The Keep-Cold will be disconnected from the power supply during the install/replacement work. The other connection powers the E-Stop and must remain plugged in.

The newly installed exterior Chart LN2 VIP system must properly connect with the interior Chart MVE LN2 VIP system, at the 2 points of entry, to deliver LN2 safely and securely to the NIST Biospecimen Science equipment. The existing Chart MVE Part No. (P/N) and Sections (VS) of pipe that are interior and closest to the floor, at the point of entry from underneath the building, are listed below:

• P/N 11497294, VS-2 (located in Room D104)

• P/N 11497294, VS-17 (located in Room C105)

• P/N 11497294, VS-21 (located in Room D113, this is the 3rd point of entry and will be capped off as the exterior piping underneath will be removed and not replaced)*

Task 7 – Performance Testing

-Vacuum insulated piping vacuum testing at each TC gauge must meet industry standard of LN2 VIP vacuum testing for each pipe section. The TPOC, or another authorized representative from the Biospecimen Science Group, must be present during the tests.

-The Contractor shall ensure the MVE E-Stop/O2 monitoring system is functional after install is complete.

Functional means that a manual press of the E-Stop button and a pressure test will be performed following NIST’s internal, approved safety procedures. Through the manual process, the actuator will engage and stop the flow of liquid nitrogen through the LN2 VIP. Through the pressure test, the system will be over pressurized at the bulk tank to engage the actuator ensuring that the E-Stop will engage and stop the flow of liquid nitrogen. In the event that the MVE E-Stop/O2 monitor does not perform as required during either of these events, the Contractor shall make all necessary repairs to ensure the MVE E-Stop/O2 monitor is functioning properly.

-The Contractor shall open all previously closed LN2 lines to ensure liquid nitrogen is flowing from the bulk tank, through the newly installed lines to the NIST Biospecimen Science Group equipment. This will be accomplished by attaching an LN2 fill hose with a diffuser, to a closed, drop down LN2 line, and placing the fill hose into an open, wide mouth freezer inside the NIST Biorepository. The Contractor will open the liquid nitrogen line at the drop-down spigot inside of the NIST Biorepository and wait to observe liquid nitrogen flowing out of the diffuser. During this time, the Contractor shall have technician(s) observing the LN2 VIP line under the HML to check for leaks. In the event of LN2 is not observed from the diffuser, the Contractor shall troubleshoot the cause and ensure liquid nitrogen flow. If any LN2 is observed to be leaking from the newly installed LN2 VIP, the Contractor shall troubleshoot the cause of the leak and stop the leak.

-After 30 days, the Contractor will revisit the site and repeat the vacuum insulated piping vacuum testing at each TC gauge to verify the vacuum on each LN2VIP is maintained at industry standard. Should a pipe section fail to maintain vacuum at industry standard, it must be replaced by the Contractor at no additional cost to the Government. The Contractor shall also visually inspect the newly installed LN2 VIP system to look for ice build-up on the LN2 VIP which would indicate a loss of vacuum. Should a pipe section show signs of ice build-up, it must be replaced by the Contractor at no additional cost to the Government.

PERIOD OF PERFORMANCE

All work shall be completed as soon as possible, not later than 120 days after approval of the Safety Plan.

WARRANTY

The Contractor shall provide the manufacturer’s standard warranty for all vacuum insulated piping and connections.

A 90-day warranty shall be provided on all labor.

CONTRACTOR MINIMUM QUALIFICATIONS

The Contractor including engineers and/or technicians proposed to complete the required work must have demonstrated experience performing work on vacuum jacketed piping systems similar to the NIST Charleston’s Chart MVE LN2 VIP system.

DELIVERABLES

1. Chart LN2 VIP test reports for each pipe section and connection Due Date: Not later than 15 days after testing is complete

2. Replacement of Chart MVE LN2 VIP System

Due Date: 90 days after approval of the Safety Plan

3. Successful completion of performance tests

Due Date: 90 days after approval of the Safety Plan

4. Successful retest of Chart LN2 VIP vacuum testing Due Date: 30 days after system replacement and successful completion of performance tests