SOW Fort Sam Houston NC HVAC Maintenance .docx

STATEMENT OF WORK – Ft Sam Houston National Cemetery, HVAC System Maintenance

Introduction:

Fort Sam Houston National Cemetery is looking for interested parties who wish to submit an offer for preventative maintenance on twenty-three (23) Heating, Ventilation, and Air Conditioning located in five (5) different builds on the cemetery property.

Scope:

Contractor shall provide all necessary labor, material, equipment and supervision to perform routine preventative maintenance on Heating, Ventilation, and Air Conditioning (HVAC) units at Fort Sam Houston National Cemetery. All work shall be performed in strict accordance with the terms and conditions of the contract for the base period with four (4) one-year options to extend the term of the contract, if exercised.

This requirement is to provide Preventative Maintenance Services on HVAC equipment (below listed). An HVAC preventative maintenance program involves regular inspections, cleaning, and minor repairs to keep the heating and cooling system running efficiently and safely. This includes tasks like checking refrigerant levels, cleaning coils, ensuring proper airflow, and maintaining electrical connections.

Description of Units:

Summary of Work: Requirements of the Preventive Maintenance (PM) and Inspection of HVAC Units:

1. PM and inspection work outlined below is generic in nature. Contractor shall reference manufacturer O&M data for make and model numbers listed above and adjust inspection and PM work per recommendations specific to equipment listed.

2. Work includes service and inspection providing “consumable” supplies. When repair and non-consumables are needed, Contractor shall notify the COR and additional costs for replacement parts shall be addressed on a case-by-case basis through the changes clause of this contract.

3. Heating and Air Conditioning Systems (Semi-Annually)

a. Fall (October)

i. Perform a visual inspection, check for unusual sounds or vibration.

ii. Check tension, condition and alignment of belts.

iii. Inspect all components for wear or damage.

iv. Lubricate greaseable (non-sealed) bearings.

v. Check condition of condensate drain system and components. Remove debris and clogs for free flow.

vi. Check heating system components. Test heating system for proper operation, perform manufacturers recommended pre-season start-up.

vii. Check all operating and safety controls.

viii. Check and verify there are no nuisance tripping issues (such as high heat-stat). Make recommendations for corrections.

ix. Assure adequate airflow through the unit and the system. Inspect building registers to make sure they are open. Adjust speed taps on motors as needed.

x. Clean internal components of dust/dirt build-up.

xi. Install a new filter(s). For units that are struggling for proper airflow install “horsehair” type filters. For all other units install a MIRV 7 type filters. If the unit has a re-usable cleanable filter, remove/clean/replace.

xii. Maintain service records and record conditions for each piece of equipment.

xiii. Submit report stating existing conditions, unit make/model, age and any repairs or modifications that may be required.

b. Spring (April)

i. Perform a visual inspection, check for unusual sounds or vibration.

ii. Check tension, condition and alignment of belts.

iii. Inspect all components for wear or damage.

iv. Check condition of condensate drain systems and components. Removed debris and clogs for free flow.

v. Check air conditioning system components. Test system for proper operation, perform manufacturers recommended pre-season start-up.

vi. Clean evaporator coil for proper heat transfer, correct any fin damage.

vii. Check refrigerant circuit for leaks, assure proper refrigerant charge.

viii. Check all operating and safety controls.

ix. Check and verify there are no nuisance tripping issues (such as freezing coils). Make recommendations for corrections.

x. Inspect electrical components and electrical connections.

xi. Install a new filter(s). For units that are struggling for proper airflow install low air resistance “horsehair” type filters. For all other units install a MIRV 7 type filter. If the unit has a re-usable cleanable filter, remove/clean/replace.

xii. Maintain service records and record conditions for each piece of equipment

xiii. Submit report stating existing conditions, unit make/model, age and any repairs or modifications that may be required.

4. Condensing Unit (Outdoors) (Semi-Annually):

a. Fall (Heat Pump Units)

i. Perform a visual inspection, check for unusual sounds or vibration.

ii. Check all operating and safety controls such as low-ambient control, crankcase heaters, etc.

iii. Check condenser fan motor(s) and blade(s) for damage.

iv. Lubricate greaseable (non-sealed) bearings.

v. Inspect electrical components and electrical connections.

vi. Inspect refrigerant piping insulation, re-tape and re-secure as needed.

vii. Maintain service records and record conditions for each piece of equipment.

viii. Submit report stating existing conditions, unit make/model, age and any additional repairs or modifications that may be required.

b. Spring (AC Units)

i. Perform a visual inspection, check for unusual sounds or vibration.

ii. Check all operating and safety controls such as low-ambient control, crankcase heaters, etc.

iii. Check condenser fan motor(s) and blade(s) for damage.

iv. Check condenser coil for fin damage, straighten bent fins as needed.

v. Remove debris, such as leaves, grass clippings, pollen, and twigs.

vi. Clean condenser coil, rinse thoroughly.

vii. Maintain service records and record conditions for each piece of equipment.

viii. Submit report stating existing conditions, unit make/model, age and any additional repairs or modifications that may be required.

CONTRACT MANAGEMENT

A. REPRESENTATIVES OF THE CONTRACTING OFFICER

1. The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally supervises the work to be performed under this contract. Such designation will be in writing and will define the scope and limitations of the designee's authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.

2. The VA Contracting Officer will delegate one (or more) representatives to serve as the Contracting Officer’s Representative (COR). The COR may direct and arrange the Contractor’s work schedule in specific areas of the cemetery to coordinate with daily cemetery activities and operations. Duties and responsibilities of the COR include, but are not limited to, the following:

(i) Provides contract oversight and technical guidance to the Contractor.

(ii) Acts as technical liaison between the National Cemetery and the Contractor and between the cemetery and the Contracting Officer.

(iii) Placing orders for services.

(iv) Determining whether contract deliverables meet functional, technical and performance specifications.

(v) Verification / certification of payments to the Contractor for services rendered.

(vi) Assuring that any changes effecting work involved, price, terms and/or conditions under the contract are not implemented before written authorization is issued by the Contracting Officer.

(vii) The COR may not modify the intent or the terms and conditions of the contract.

3. Contracting Officer: All administrative functions remain with the VA Contracting Officer. Any modifications to the contract, including those involving no-cost changes, increases and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Government Contracting Officer.

B. Communication & Coordination of Work with COR: Communication with the COR (or designee) is strongly encouraged. Burial activities at NCA shall take precedence over contract work activities. Work activity and noise cannot disturb Burial Services. Trucks and workmen are prohibited from passing through the service area during this period.

C. Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The Government shall provide, at the time of contract award, a list of Government personnel authorized to act as Contracting Officer's Representatives.

FEDERAL HOLIDAYS

All work under this contract will be done during normal business days and daylight hours unless otherwise required. Work is normally not conducted on Federal holidays. The following is a list of Federal holidays:

New Year's Day Martin Luther King's Birthday President's Day Memorial Day Juneteenth Day Fourth of July Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

RESPONSIBILITIES

A. INSURANCE, LICENSES & PERMITS

1. The Contractor shall obtain all necessary licenses and permits necessary to perform the work involved and will take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor is responsible for any injury or damage during the performance of this contract including injury to himself/herself, his/her employees, or others.

2. Contractor shall be liable for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employee's fault or negligence.

3. The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the State of Texas, Colorado, Louisiana, Arkansas, Oklahoma and Mississippi.

B. LIABILITY & INDEMNIFICATION

1. The Contractor shall take all necessary precautions to prevent damage to cemetery structures and Government property. The Contractor shall be charged current replacement costs for any property damaged because of actions by Contractor personnel.

2. It is agreed and understood that there is no limitation on the Contractor’s liability. In no event shall the Government indemnify and hold harmless the Contractor from all damages, expenses or harm incurred by the Contractor, or from all damages, expenses, or claims, which may arise from third party claims.

3. The Department of Veterans Affairs shall indemnify and hold harmless the Contractor from and against any and all claims, demands, damages, liabilities or causes of action resulting from the negligent acts or omissions of the Department, its agents, and employees, acting within the scope of their Federal employment, arising from the performance of this contract.

C. MISCELLANEOUS

1. The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance.

2. The Contractor shall also be responsible for training and safety precautions for contractor employees performing work under these specifications. OSHA standards shall be observed by the Contractor in all work performed. Appropriate safety equipment shall be furnished by the Contractor, to contractor personnel, and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices.

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