SOW_-_HML_Chiller_HVAC_Maint.pdf

Statement of Work (SOW) Full-Service HML Chiller/HVAC System Preventive Maintenance and Emergency

Response Hollings Marine Laboratory

331 Fort Johnson Road Charleston, SC 29412

Facility Location Department of Commerce (DOC)/National Oceanic and Atmospheric Administration (NOAA)/ National Ocean Service (NOS) Hollings Marine Laboratory (HML) 331 Fort Johnson Road Charleston, South Carolina 29412

Client Information The client is the Hollings Marine Laboratory (HML), represented by Richard Sparkman, Contracting Officer’s Representative (COR) and Supervisory Facilities Manager.

The Hollings Marine Laboratory, located at 331 Fort Johnson Rd., Charleston, SC 29412, requires the services of a company to provide semiannual and annual preventive maintenance for the five Hollings Marine Laboratory (HML) Chiller Systems. During these inspections, the company will troubleshoot, repair, or replace controls and primary pumps as necessary.

Furthermore, the selected company must be capable of receiving and responding to emergency calls 24 hours a day, 365 days a year, within four hours of the initial request.

Introduction The Contractor shall provide all labor, materials, equipment, tools, supervision, and reporting necessary to perform comprehensive preventive maintenance, predictive diagnostics, and emergency support for the chiller and HVAC systems at the Hollings Marine Laboratory (HML), located at 331 Fort Johnson Road, Charleston, SC. This service supports uninterrupted research operations, energy efficiency, and extended equipment life.

Objective The objective of this service is to obtain comprehensive, full-service semiannual and annual preventive maintenance for the five chiller systems and the associated equipment serving the Hollings Marine Laboratory (HML). These systems support critical HVAC operations in the H- Wing, NMR Facility, and F-Section. The objective is to ensure the continuous and reliable operation of these chillers and their associated components, with minimal risk of failure, thereby safeguarding essential laboratory functions and research infrastructure.

HML houses a diverse array of scientific laboratories and collaborative research programs.

Uninterrupted environmental control is essential for maintaining specimen viability, preserving experimental integrity, and protecting the significant investments made in federal research.

Equipment failure could lead to the loss of sensitive biological material, irreparable damage to long-term scientific studies, and financial loss to the United States Government. Preventive maintenance, under this requirement, is therefore vital to sustaining the facility’s mission and operational readiness.

Maintenance Inspection The Contractor shall provide all labor, materials, and equipment necessary to perform one (1) semiannual and one (1) annual comprehensive factory-recommended preventive maintenance inspection on the five-chiller system and associated components listed herein. This includes performing all minor and major repairs related to the scheduled maintenance services.

The Contractor shall supply all required materials, including lubricants, filters, piping, electrical components, and any necessary consumables. The Contractor shall also provide all labor, tools, test instruments, machinery, and travel expenses needed to complete the services as described.

In addition to scheduled maintenance, the Contractor shall respond to all emergency and unscheduled service calls. The Contractor must maintain a toll-free emergency service number that is available 24 hours a day, 7 days a week. The Contractor shall respond to the emergency contact within 30 minutes by notifying Hollings Marine Laboratory (HML) personnel of the assigned technician’s name and estimated time of arrival, which must not exceed two (2) hours from the time of the initial call.

Emergency conditions include, but are not limited to, chiller system failures or the loss of critical components such as pumps or control modules that support active research operations. All emergency services affecting research or scientific operations shall be treated as mission-critical and prioritized accordingly.

Upon arrival, the technician must check in and out with the designated HML facility maintenance representative and/or the service call desk. A service ticket must be completed and signed by HML personnel, describing the nature of the emergency, the work performed, and any follow-up actions. A copy of the completed service ticket must be left at the service call desk after each visit.

If additional labor or materials are required to fully resolve the issue after the immediate condition has been stabilized, the repair shall continue under the emergency service provisions until fully completed.

The services the Contractor must provide at a minimum are preventative maintenance for one

(1) annual shutdown and one (1) semiannual inspection of the following equipment:

Maintenance Frequency and Schedule

1. Semiannual Inspections: All systems - spring (April - June) and fall (October - January)

2. Annual Shutdown Maintenance: Comprehensive inspection during cool months (Oct -

Jan)

Covered Equipment: This contract applies to the following major equipment:

Qty Make Description Model Number Serial Number Location 1 York Chiller #1 YMC2 S1336AAS SNBM-127700 Room E-105 1 York Chiller #2 YMC2 S1336AAS SNBM-127580 Room E-105 3 Bell &

Gossett Chilled Water Pumps

1510-5 E, 40 HP NA Room E-105

3 Bell & Gossett

Condenser Water Pumps

1510-5 BC, 25 HP NA Room E-105

2 Marley Cooling Towers NC 7202SS, 25 HP NA Tower Deck 1 York Air-Cooled

Chiller YLAA0081HE17XF SADM449240 NMR Fenced

Area 1 Dayton Chilled Water

Pump 1EJT 3 MSP307C105061 H-Wing Roof

1 Dayton Chilled Water Pump

3KV803 MSP307C105061 H-Wing Roof

1 York Air-Cooled Chiller

YLAA0058HE46XF SAGN-305620 H-Wing Roof (60-ton)

1 York Air-Cooled Chiller

YLAA0058HE46XF SAGM-305610 H-Wing Roof (60-ton)

2 Bell & Gossett

Chilled Water Pumps

BG80SC NA Room H-207

1 Liebert Split Unit PFH067A-ALN, 6-ton

Y19DG1A092 H-Wing Roof - IT Server Room

1 AAON Rooftop Unit

(RTU)

RM-010-3-0-BA12-

132, 10-ton

200803-AMEJ

11614

F-Sec

1 MSA Chill Guard Refrigerant Monitor

NA NA NA

Period of Performance CLIN Period Start Date End Date 0001 Base 09/16/2026 09/15/2027

Deficiencies shall be corrected at no additional cost to the government. Repeated performance deficiencies may result in reduced payment or termination of the contract.

This preventative maintenance program will include the following services, as requested:

1) Perform two (2) semiannual inspections per year, during regular business hours, on the chiller system equipment referenced above, to include one (1) annual preventative maintenance shutdown and (this service to be completed during the cool/cold months of October, November, December, January) one (1) operational inspection (to be completed during April, May, June).

2) Perform Vibration Analysis and interpretation annually on the equipment listed above.

3) Calibrate the refrigerant monitor annually to ensure proper operation and replace three inline filters.

4) Provide all necessary lubricants, rags, tools, and expendables for the scheduled maintenance inspections. (Oil, oil filters, refrigerant filters, starter coolant, lubricants, Freon, etc.)

5) Provide an annual high-side leak test on chillers.

6) Clean the condenser tubes on the above equipment annually to ensure the units maintain good heat transfer.

7) Promptly after each inspection or trouble call, provide custom reports of all findings, including recommendations.

8) Condenser and chilled water pumps will be inspected and serviced annually. Check the motor shaft and the pump shaft for alignment. Verify that the shaft guard is in place and tight. Check for leaks on the mechanical pump seals.

9) Provide annual and semi-annual oil analysis on the York chillers.

10) Clean cooling tower fins and hot and cold-water basins once per year. Leak test and repair.

11) Cooling Tower Mechanical Inspection, Leak Testing, and Repairs.

12) Mechanical:

a. Inspect the gearbox for leaks

b. Inspect the drive and coupling for condition and security

c. Inspect fan assembly for condition, security, and clearances

d. Lubricate motor bearings

e. Check the gearbox oil level

13) In addition to the above scope of work, ensure that chillers are oilless.

Preventive Maintenance Task Requirements: Each service shall include:

a. Inspection and cleaning of condenser and evaporator coils

b. Verification of refrigerant pressures, superheat, and subcooling

c. Electrical system inspection (tighten connections, megohm testing)

d. Calibration of sensors, BAS interface checks

e. Vibration analysis (annual)

f. Annual oil and refrigerant leak testing

g. Filter and fluid replacement (oil, refrigerant, lubricants)

h. Condensate system cleaning

i. Alignment, seal inspection, and shaft guard verification for all pumps

j. Mechanical inspection of cooling towers, including gearboxes, drives, fans, and lubrication

k. Calibration of refrigerant monitor and replacement of 3 inline filters

Predictive and Condition-Based Services

a. Annual oil analysis (acid, metal content) for YMC2 and YLAA chillers

b. Vibration trending and diagnostic reporting

c. Infrared thermography of major electrical components (optional)

d. Service call data analysis and recommendations for failure mitigation

Reporting Requirements

a. Custom report after each PM and service call

b. Annual System Performance Report (30 days after end of contract year)

c. Emergency repair summary within 24 hours of service

d. Digital delivery of all checklists, diagnostics, and technician certifications

Inspection and Acceptance Criteria

All services and deliverables under this contract are subject to inspection by the Contracting Officer’s Representative (COR) or their designee. Acceptance will be based on:

a. Completion of work per manufacturer standards and contract specifications.

b. Absence of recurring issues related to quality or service delays.

c. Accuracy and completeness of service reports.

d. Effective resolution of emergency service calls.

Emergency and Corrective Services

a. 24/7/365 support line

b. Callback within 30 minutes; arrival within 2 hours

Major Corrective Repair Allowance (NTE)

An annual Not-To-Exceed (NTE) allowance of $12,000 per contract year is established for major corrective repairs that are outside the routine preventive maintenance scope.

This allowance may be used only for:

a. Replacement of failed components not considered consumables

b. Pump motor replacement

c. Control board or VFD replacement

d. Mechanical seal replacement

e. Condenser or evaporator component repair

f. Electrical component failure

g. Unplanned equipment failures requiring parts procurement

This allowance shall not be used for:

a. Deficiencies resulting from improper preventive maintenance

b. Work caused by contractor negligence

c. Capital equipment replacement

d. System upgrades or improvements

e. Work otherwise included in the preventive maintenance scope

Authorization Requirements

a. Contractor shall submit a written repair quote before proceeding

b. COR must provide written approval

c. Work shall not exceed the annual NTE total

d. Unused funds shall not carry forward to the next option year

Accounting and Reporting

a. Contractor shall provide detailed invoices for labor and materials

b. Labor must be billed at contract-approved rates

c. A cumulative annual balance shall be tracked and reported quarterly

Key Performance Indicators (KPIs)

a. Preventive Maintenance Completion Rate ≥ 95%

b. Reporting Timeliness = 100%

c. MTBF tracking and annual summary

d. Emergency Response ≤ 2 hours

Safety & EMS Compliance

a. Adherence to OSHA, EPA, DOC, and NOAA standards

b. Full alignment with HML’s Environmental Management System (EMS)

c. Mandatory use of PPE; report hazards immediately

Additional Requirements and Provisions

Contractor Qualifications and General Provisions

To be deemed responsible and eligible for an award under this agreement, prospective contractors must demonstrate compliance with the following criteria. Upon request, the Contractor shall provide supporting documentation to substantiate their qualifications:

Licensing Compliance At the time of proposal submission, the Contractor must possess all applicable licenses and permits as required under federal, state (South Carolina), and local laws or ordinances necessary to perform the services under this agreement.

Financial Stability The Contractor shall have sufficient financial resources, including adequate capital and credit standing, to fulfill the requirements of this contract without interruption or default.

Capacity and Responsiveness The Contractor must demonstrate the ability to initiate and complete services on time and per the specified schedule, without causing delays or disruptions to government operations.

Corporate Integrity and Experience

Consideration will be given to the Contractor’s character, integrity, reliability, reputation, judgment, and past experience in performing similar work. References and past performance records may be reviewed to assess this criterion.

Performance History Contractors will be evaluated based on the quality of performance on previous contracts, including adherence to scope, timeliness, responsiveness, and quality.

Resources and Staffing The Contractor must have access to a sufficient supply of well-maintained equipment and a trained, qualified workforce capable of fulfilling the service requirements outlined in this agreement.

Term of Agreement The initial term of this agreement shall be one (1) year from the date of mutual acceptance. The contract may be renewed annually for up to four (4) additional years, contingent upon satisfactory performance and mutual agreement. Any proposed price adjustments must be submitted in writing no less than ninety (90) calendar days before the renewal anniversary date.

Organizational Structure The Contractor shall submit an organizational chart of the company, identifying key personnel, office locations, and staff assigned to the administration and execution of this contract. This information must include points of contact for routine coordination and emergency response.

Deliverables Schedule

Item Description Frequency Delivery To 1 Semiannual PM Reports (All

Equipment) 2x/year Richard Sparkman/Ronald Skelly

2 Annual Shutdown Summary 1x/year Richard Sparkman/Ronald Skelly 3 Oil/Vibration Diagnostic Results 1x/year Richard Sparkman/Ronald Skelly 4 Emergency Repair Log As needed Richard Sparkman/Ronald Skelly 5 System Performance Report 1x/year Richard Sparkman/Ronald Skelly

The Contractor shall provide the following deliverables:

a. Semiannual Preventive Maintenance Report – within five business days of inspection.

b. Annual Preventive Maintenance Report – within 10 business days of annual shutdown.

c. Emergency Repair Summary – within 24 hours of completion of the service call.

d. Annual System Performance Report – due no later than 30 calendar days after the end of the contract year.

Performance Standards The Contractor’s performance will be evaluated based on the following criteria:

a. Timeliness of scheduled maintenance and emergency response.

b. Quality and completeness of service reports and documentation.

c. Effectiveness of repairs and preventive maintenance in maintaining system uptime.

d. Professionalism and technical competence of personnel.

e. Adherence to all contractual and safety requirements.

The government reserves the right to withhold payment or terminate the contract if the Contractor fails to meet the performance expectations outlined in this section.

Evaluation & Acceptance:

All deliverables are subject to COR inspection and acceptance. The Government reserves the right to withhold payment or terminate the contract for failure to comply with the terms and conditions. All emergency calls and maintenance logs must be complete and traceable.

Points of Contact Scheduling (POC):

Ron Skelly Facilities Operations Specialist Phone: 330-987-1561 Google Voice - (843) 879-8679 Email: Ronald Skelly - NOAA Federal

Technical Point of Contact (POC):

Richard Sparkman

COR II

Supervisory Facilities Operations Specialist Phone: 808-295-3822 Email: Richard Sparkman - NOAA Federal mailto:Ronald.Skelly@noaa.gov mailto:Richard.Sparkman@noaa.gov