SOW_Final.docx

STATEMENT OF WORK

Tite: Maintenance for NCNR Cooling Tower Roll Up Doors Requesting Laboratory: National Institute of Science & Technology (NIST) Center for Neutron Research (NCNR)

BACKGROUND:

To establish a consistent routine of properly maintaining twelve (12) operator-driven roll up doors installed on the hybrid cooling tower located behind building 235 at the NIST Gaithersburg campus. The cooling tower was built in 2002. It is divided into three sections, or “cells”. Each cell is further subdivided into a “wet” and a “dry” section. Both have a pair of rolling doors that can be positioned to minimize the plume emanating from the structure. The original doors were replaced in 2019. The doors are CHI 6181, Flat Slat with Galvanized Tracks, 18ga Steel slats. The operators are Liftmaster GH503L5, ½ HP with N103 Type Wet Environment Package, installed with Key Lockout Switches. The NCNR operates 24/7 and could potentially require emergency repair services or support at the facility in addition to regular maintenance and repair services.

SCOPE OF WORK

The Contractor shall provide an annual maintenance and repair service contract to include all labor, materials, equipment and parts to maintain the rolling doors so that they are consistently fully operational. This will include two (2) preventive maintenance service visits to inspect, adjust, lubricate, test and make repairs as needed; the contractor shall also be on call for as-needed emergency repair services for the base year and each exercised option period.

ATTACHMENTS

The following drawings and documents are provided to familiarize the contractor with the system:

1. GA1 Rev 4

2. GA2 Rev 5

3. GA3 Rev 2

4. Door Track Heaters (Dwgs 2180-0X)

5. DEICING System (Dwgs M1, M2, E1)

6. TYP, Schematic E05 Rev 3

7. C-70-HIC-84-ID (3 Shts) DryDoorCell

8. C-70-HIC-85-ID (3 Shts) WetDoorCell

9. External Limit Switch (SK-1309)

10. Hybrid Electrical Section 5 (see sections 5.4 and 5.6)

11. Hybrid Electrical Section 5 Trouble Shooting

GENERAL INFORMATION

Safety: the contractor employees shall be responsible for knowing and complying with all installation safety prevention regulation. Such regulation includes, but are not limited to, general safety, fire prevention and waste disposal.

Security: NIST is a restricted campus. An identification badge is required for access for entry into buildings and is shown to the armed Security Police when entering the campus. The Gaithersburg, MD visitor center is open from 6:00am EST – 5:00pm EST.

Regular Business Hours. Regular business hours for the NCNR are Monday through Friday, 8:00 am to 5:00 pm Eastern Time, excluding Federal holidays and NIST closures.

Identification Badges: Contractor employees must comply with NIST identification and access requirements. Each Contractor employee must wear a visible identification badge provided by the NIST Security Office. The Contractor must send the required visitor registration information to the COR at least seven (7) business days prior to the date of the on-site visit.

Vehicle Registration: All Contractor employees (visitors) must register their vehicles and provide a current registration card with the NIST Security Office to gain access to the campus. Effective May 7,2025, NIST can only accept a state-issued driver’s license or identification card from states that are compliant with the REAL ID Act.

GENERAL REQUIREMENTS

1. The Contractor shall provide an annual maintenance service contract to include all labor, materials, equipment, and parts to maintain the roll-up doors so that they are consistently fully operational.

2. The Contractor shall be familiar with the equipment and know how the rolling doors are used, the limitations of the system and its component parts, and have knowledge of good mechanical and electrical practices in terms of safety, installation, and maintenance.

3. The Contractor shall ensure the worksite is free of debris and trash upon job completion. The Contractor shall remove its trash from NIST premises.

4. The Contractor shall follow all manufacturer recommendations. The finished product shall not impair the function of the doors.

5. The Contractor shall supply a comprehensive safety plan specific to the hazards associated with each of the tasks and deliverables defined in the contract. The safety plan shall adhere to OSHA safety regulations and NIST safety requirements. This safety plan shall include elevated work surfaces and ladders.

6. All work shall be performed in accordance with industry, NIST, and OSHA standards.

7. NCNR personnel will be onsite during normal business hours 8:00am – 5:00pm Monday through Friday. Services performed outside of this parameter shall be scheduled and approved 7 days in advance with the COR.

8. The Contractor shall ensure existing site equipment and structures are protected while performing work. Any damage caused to existing site equipment and structures because of the work being performed shall be corrected by the Contractor, at the Contractor’s sole expense, prior to Government acceptance of services.

9. NIST is a restricted campus. A NIST identification badge is required for access to the campus and entry into the buildings. Contractor employees shall comply with NIST identification and access requirements. Each Contractor employee shall wear a visible identification badge provided by the NIST Security Office.

10. All repair parts must be new. Used and refurbished parts are not acceptable.

MEETING REQUIREMENTS

Kick-Off Meetings Contractor shall coordinate and schedule a kick-off meeting two (2) weeks after receipt of base order and two (2) weeks after the commencement of an exercised option period. The meeting may be virtual or onsite at the NIST Gaithersburg, MD campus. The contractor shall provide the following at each kickoff meeting:

1. Maintenance schedule and maintenance plan for the doors. The report, at a minimum, must include key personnel point of contact information (name, email, phone), anticipated schedule of maintenance services, and anticipated services to be completed during the site visit. Exact dates of service will be mutually agreed upon by both parties’ post award. Service dates are anticipated to occur in the spring and fall.

ADMINISTRATIVE REQUIREMENTS

1. Activity Log. The contractor must complete an activity log which documents all activity and communication in relation to each Time & Material Line Item. The log must contain the following information at a minimum:

a. Time and date when the Contactor was made aware of any problem (when applicable)

b. The time and date(s) when actions were taken, and by whom, to coordinate the activities

c. Description of work completed and final resolution

2. Financial Report. The Contractor must complete a financial report. A financial report is a monthly report that documents all known and anticipated financial transactions in relation to each Time & Material Line Item. The report must include the following information at a minimum:

a. Invoices

b. Date invoice(s) was submitted

c. Invoice number

d. Service date and services invoiced for

e. Total amount of the invoice

f. Names, titles, labor category and number of labor hours expended for each of the Contractor’s professional personnel assigned to the service, including officials for the Contractor.

g. Work and anticipated cost forecasted for the next month (if any)

h. Any additional information – including findings and recommendations- that may assist the Government in evaluating progress under this contract.

Line Item 0001 Task One, Inspections & Maintenance Services It is anticipated that inspections and maintenance services will be completed in one (1) day, the day of the inspection. The maintenance service contract shall include two (2) on-site inspections per each period of performance. The contractor shall inspect, adjust, lubricate, test, clean, and make repairs to the twelve (12) doors. Each on-site inspection and maintenance services requires the following at a minimum:

1. Inspect and ensure the operation of the doors by manually pulling the chains.

2. Inspect door tracks to ensure the tracks are clean, free of debris, and lubricated.

3. Lubricate the control box

4. Confirming remote operation with the Reactor Control Room, Confirm the Reactor Control Room has remote control of the doors.

5. Inspect and provide an assessment of the doors. Assessment must include the current condition of the doors, recommendations for repairs and maintenance (if needed), and anticipated or potential operation failures based on the current condition of the doors.

Task Two, Non-Emergency Repair Services (No Government furnished property will be issued) Non-critical repair services will be scheduled around the NCNR operating schedule. Repairs will be made on a per job basis. Scheduled repair hours are from 8:00am to 5:00pm, Eastern Time Monday – Friday excluding Federal Holidays and NIST closures. When possible, multiple repairs will be scheduled together.

When the need for non-emergency repairs are identified, the COR will contact the Contractor’s point of contact to schedule a site visit to the NIST Gaithersburg, MD campus. The Contractor has 7 days to respond to the contact and schedule a mutually agreed upon day and time to complete the site visit. The response to Campus date will be based on the NCNR operating schedule. During the visit the contractor shall inspect/examine the door(s) in need of repair. Within 48 hours of the visit, the Contractor must electronically submit (through email) a Scheduled Repair/Maintenance Assessment Document. At a minimum, the Assessment Document must include the following:

1. What maintenance services are required/recommended

2. Anticipated material needed

3. Anticipated material cost

4. Estimated labor hours

5. Estimated labor hour cost

Emergency and non-emergency repairs combined shall not exceed $10,000.00 each year.

Task Three, Emergency Repair Services (No Government furnished property will be issued)

1. Emergency Response: Emergency repairs are required when the operation of the door(s) is critical to the operation of the facility. Down time must be kept to a minimum. Emergency hours are hours outside of the NIST Operating Schedule. NCNR is a continual operation facility with scheduled shutdown periods. The cooling tower roller doors are critical to NIST operation and may require unanticipated repairs. In the event an emergency repair is required after or during normal business hours, the NIST COR will contact the Contractor Point of Contact (POC) via telephone to schedule emergency services. The Contractor is required to respond to the phone call within twenty-four (24) hours of receipt. Receipt is considered when the COR delivers the message to the Contractor. The NIST COR shall provide the Contractor with all known information and circumstances surrounding the need for the repair services. After receiving this information, the Contractor has two (2) days to arrive at the NIST Gaithersburg, MD campus to perform an assessment and perform repair services.

2. Emergency Repair Assessment: Upon arrival to the building, the Contractor shall inspect/examine the door(s) in need of repair and immediately report the findings to the COR and submit an emergency Repair Services Assessment Document. (see D below). Upon approval of the required services by the COR, the Contractor shall immediately begin to perform the required repairs. If the Contractor is not able to make any or all emergency repairs during this response, the Contractor must submit the following information within 24 hours of responding to NIST:

a. document what repair services were not able to be rendered and what

b. prevented the repair services from being completed.

c. Anticipated materials required

d. Anticipated material costs

e. Anticipated labor hours required

f. Anticipated labor cost

The Contractor and COR must schedule a repair date at a mutually agreed upon date and time, no longer than three (3) days from the response date.

Emergency and non-emergency repairs combined shall not exceed $10,000.00 each year.

DELIVERABLES

Quantity of one (1) for the base period plus and a quantity of one (1) per each exercised option period.

Base: No later than two (2) weeks after receipt of order (ARO)

Option Periods: No later than two (2) weeks after the exercise of the option period.

One (1) meeting for the base year and one (1) meeting per each exercised option period.

Base: No later than two (2) weeks after receipt of order (ARO)

Option Periods: No later than two (2) weeks after the exercise of the option period.

Five (5)

Quantity of one (1) for the base period plus and a quantity of one (1) per each exercised option period.

Base: No later than two (2) weeks after receipt of order (ARO)

Option Periods: No later than two (2) weeks after the exercise of the option period.

Quantity: Ten (10); Two (2) per each period of performance.

No later than seven (7) days after the completion of the inspection and maintenance services.

Quantity of one (1) per assessment No later than 48 hours after the site visit

Quantity of one (1) per assessment No later than 4 hours after the site visit

Quantity of one (1) per each emergency/non-emergency repair service No later than seven (7) days after the completion of the repair services.

One (1) per month for each period of performance The last day of month under each month repairs are completed

Standards of Acceptance: The NIST COR shall provide written or electronic comments on each deliverable within ten (10) calendars from receipt of a given deliverable. The Contractor shall make any needed changes and resubmit the deliverable within ten (10) calendar days from receipt of electronic or written comments from the COR. The COR will provide written notification via email when a deliverable is accepted.

INSPECTION AND ACCEPTANCE CRITERIA

In addition to the inspection and acceptance terms articulated in 52.212-4, the Government reserves the right to perform such performance tests and evaluations as defined below to verify specified system performance. Such tests and evaluations, if performed, shall be conducted within the environment that the system is to be operated. The Contractor has the right to be present during the tests and evaluations, if performed, at the Contractor’s expense.

PERFORMANCE REQUIREMENT SUMMARY

Emergency Repair Assessment

Emergency Repairs Respond to the campus to complete emergency assessment in accordance with the contract requirements.

Assessment & Assessment Report successfully completed in accordance with the contract requirements.

100% of repairs completed as required by the approved repair assessment.

100% monitoring and inspection by the COR

PLACE & PERIOD OF PERFORMANCE:

All services and inspections are to be performed on-site at the NIST Gaithersburg, MD campus.

Base Year: Date of Award – 12-months Option Period I: End of base year through 12 months.

Option Period II: End of option period I through 12months Option Period III: End of option period II through 12 Option Period IV: End of option period III through 12 months

TRAVEL

Travel to the NIST Gaithersburg, MD campus is required for site visits/surveys maintenance services, and repair services.

DELIVERY TERMS

Delivery shall be F.O.B. Destination.

F.O.B. Destination means: The Contractor shall pack and mark the shipment in conformance with carrier requirements, deliver the shipment in good order and condition to the point of delivery specified in the purchase order, be responsible for any loss of and/or damage to the goods occurring before receipt and acceptance of the shipment by the consignee at the delivery point specified in the purchase order, and pay all charges to the specified point of delivery. The contractor shall deliver all items to:

National Institute of Standards and Technology 100 Bureau Drive, Building 301 C/O TBD Building 235 Gaithersburg, MD 20899

PAYMENT SCHEDULE

Advance payment is not authorized. The Contractor must invoice in the arrears. Payment will be made according to the payment schedule for all Time & Materials Line Items.

Firm fixed price line items shall be paid, in accordance with Net 30-day payment terms, upon receipt and acceptance of a proper invoice, in accordance with the following schedule:

1. After successful completion of required service(s) as approved by the COR.