SOW - PMSC Chiller Embassy Annex 2026.docx

American Embassy XXXX UNCLASSIFIED U.S. Department of State

STATEMENT OF WORK FOR

PREVENTIVE MAINTENANCE SERVICE CONTRACT

Chillers (Water Cooled) Associated Motor Starters/VFD’s Electronic Panels

United States Embassy Annex at Pretoria South Africa

July 2026

American Embassy XXXX UNCLASSIFIED U.S. Department of State

TABLE OF CONTENTS

Section Page

Attachments:

Exhibit A – Statement of Work

1. DESCRIPTION

The American Embassy Annex in Pretoria requires preventive maintenance services for Chillers. These services shall result in all systems being serviced under this agreement being in good operational condition when activated. If this work is to be performed on systems accessing the PCC/CAA areas of the building. Please see section 6.2.3 for security requirements.

1.1. Type of Contract

This is a firm fixed price contract payable entirely in South African Rand. Prices for all Contract Line Item Numbers (CLIN) shall include proper disposal of toxic substances as per Item 8.4 where applicable. No additional sums will be payable for any escalation in the cost of materials, equipment or labor, or because of the contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required. The contract price will not be adjusted due to fluctuations in currency exchange rates.

1.2. Period of Performance

The contract will be for a period of one-year.

2. PRICING

The rates below include all costs associated with providing preventive maintenance services in accordance with the attached scope of work, and the manufacturer’s warranty including materials, labor, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit and GST (if applicable).

2.1. Base Year. The Contractor shall provide the services shown below for the base period of the contract and continuing for a period of 12 months.

Total Base Year

2.6. Total for all years: Base Year $

2.7 Repair option. Repairs are NOT included under this agreement (see 7.1.3) and are to be done outside this contract. However, the Government desires current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Please provide your current labor rates in the Repair Option fields below. As stated in 7.1.3 any necessary repairs or parts will be submitted for approval and then billed against a separate PO. The Contractor is not approved to do any additional work without specific authorization from the Contracting Officer.

Repair Labor Rates Base Year $/hr

3. NOTICE TO PROCEED

After Contract award and submission of acceptable insurance certificates and copies of all applicable licenses and permits, the Contracting Officer will issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from date of Contract award unless the Contractor agrees to an earlier date) on which performance shall start.

4. EQUIPMENT AND PERFORMANCE REQUIREMENTS

4.1. The American Embassy Annex in Pretoria requires the Contractor to maintain the following equipment in a safe, reliable and efficient operating condition. Please see equipment list included in Exhibit A for a more detailed description.

1. 3 x CIAT Chillers, 1 x TRANE Chiller

4.2. The Contractor shall provide all necessary managerial, administrative and direct labor personnel, as well as all transportation, equipment, tools, supplies and materials required to perform inspection, maintenance, and component replacement as required to maintain the systems in accordance with this work statement. Under this Contract the Contractor shall provide:

· The services of trained and qualified technicians to inspect, adjust, and perform scheduled preventive maintenance.

4.3. Performance Standards

The chillers shall be clean and in good operating condition upon completion of the service. The preventive maintenance service shall result in the parts of the system serviced being in a condition to operate efficiently and effectively.

5. HOURS OF PERFORMANCE

5.1. The Contractor shall maintain work schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between the hours of 8:00AM and 4:30 PM Monday through Friday. No work shall be performed on US Government and local holidays. Below is a list of the holidays.

6. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

6.1 General. The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor’s liaison with the American Embassy Annex in Pretoria. The Contractor’s employees shall be on-site only for contractual duties and not for any other business or purpose. Contractor employees will be given access to the equipment and equipment areas and will be escorted by Embassy Annex personnel.

6.2 Personnel Security. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who to be used on this Contract prior to their utilization. Submission of information shall be made within 30 days of award of contract. No technician will be allowed on site without prior authorization. Note: this may include cleared personnel if advance notice of visit is not given at least one week before the scheduled visit.

6.2.1 Vehicles. Contractor vehicles will not be permitted inside the embassy compound without prior approval. If vehicle access is necessary, submit contractor vehicle information (Make, Model, License Plate #) along with a written justification as to why access is necessary. This shall be submitted to the Facility Manager at least one (1) week prior to the visit.

6.2.2 Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

6. 3 Security Clearances. All Work under this contractor that are designated as non-CAA areas may be performed by un-cleared American or local workers. However, all work done in CAA and PCC areas shall be performed by cleared American Construction personnel as needed to complete the services. The Contractor shall work closely with the COR, the Post Facility Manager [FM] or the General Services Officer [GSO].

6.4 Standards of Conduct

6.4.1 General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary. Each Contractor employee shall adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government.

6.4.3 Neglect of Duties. Neglect of duties is unacceptable. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

6.4.4 Disorderly Conduct. The Contractor shall not condone disorderly conduct, use of abusive or offensive language, quarreling, and intimidation by words, actions, or fighting. Also included is participation in disruptive activities that interfere with normal and efficient Government operations.

6.4.5 Intoxicants and Narcotics. The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances which produce similar effects.

6.4.6 Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These circumstances include but are not limited to the following actions: falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records; unauthorized use of Government property, theft, vandalism, or immoral conduct; unethical or improper use of official authority or credentials; security violations; organizing or participating in gambling in any form; and misuse of weapons.

6.4.7 Key Control. The Contractor will not be issued any keys. The keys will be checked out by a “Cleared American” escort on the day of service requirements.

6.4.8 Notice to the Government of Labor Disputes. The Contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract.

7. SCHEDULED PREVENTIVE MAINTENANCE

7.1. General

7.1.1. The Contractor shall perform preventive maintenance as outlined in Exhibit A - STATEMENT OF WORK. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when units are activated/running.

7.1.2. The Contractor shall inventory, supply and replace expendable parts (eg, filters, belts, hoses, gaskets) that have become worn due to wear and tear. The Contractor shall maintain a supply of expendable and common parts on site so that these are readily available for normal maintenance to include: hoses, belts, oil, chemicals, coolant, filters (Air, Fuel, Oil), grease, sealant, thermostat, fuses; in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), MSDS, cleaning material and oil spill containment kits. The contractor shall inventory the supply after each visit and order replacement supplies and have them delivered on site. Maintenance materials shall be unused and are to be industry standard and intended for the task to be performed. Parts shall be OEM approved. Refrigerants shall meet the AHRI Standard 700-2015 or most recent AHRI Standards.

7.1.3. Refrigerants, parts and maintenance materials delivered to the post are to be new and unused. Reclaimed refrigerants are not to be delivered to posts. Reclaimed refrigerants within post compounds are to be retained and stored and may be used if not contaminated. Refrigerants shall be stored in containers clearly indicating the refrigerant type.

7.1.4. Exclusion. This contract does NOT include repair of equipment and replacement of hardware (e.g. bearings, pistons, piston rings, crankshaft, gears.) Hardware replacements will be separately priced out by the Contractor for the Government’s approval and acceptance. The Government has the option to accept or reject the Contractor’s quote for parts and reserves the right to obtain similar spare parts from other competitive sources. If required by the Government, the Contractor shall utilize Government-purchased spare parts, if awarded the work. Such repairs/replacements will be accomplished by a separate purchase order. However, this exclusion does not apply if the repair is to correct damage caused by Contractor negligence.

7.1.5. Replacement/repair of any electronic or electrical parts shall be approved by the COR prior to installation of the part. If the Contractor proceeds to replace any electronic or electrical parts without COR approval, the Contractor shall de-install the parts at no cost to the Government.

7.1.6. Stocking of recommended repair parts is at the discretion of the Facility Manager and is dependent upon the nearest location of the Equipment manufacturer, distributor or dealer. A recommended spare parts list shall be obtained by the contractor from the manufacturer or distributor and provided to the Facility Manager to procure.

7.1.7. Parts/materials/tools procurement and delivery for the CAA/PCC areas shall be at the discretion of the Regional Security Officer (RSO).

7.2 Checklist Approval

The Contractor shall submit to the COR a schedule and description of preventive maintenance tasks which the Contractor plans to perform. The Contractor shall prepare this schedule and task description in a checklist format for the COR’s approval prior to contract work commencement.

7.2.1. The Contractor shall provide trained technicians to perform the service at frequencies stated in Exhibit A and on the equipment called out in this SOW. The technician shall sign off on every item of the checklist and leave a copy of this signed checklist with the COR or the COR's designate after each maintenance visit.

7.2.2. It is the responsibility of the Contractor to perform all manufacturers’ recommended preventive maintenance including preventive maintenance recommended by the manufacturers’ technical manuals for the respective equipment.

7.2.3 Additionally, the maintenance contractor shall obtain and keep at the post O&M binders provided by the manufacturers. These binders shall be placed in a location accessible to post personnel to review as needed.

8. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

The Contractor shall provide trained technicians with the appropriate tools and testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this Contract. The Contractor shall provide all of the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained.

8.1 Contractor furnished materials include but are not limited to appropriate tools, testing equipment, safety shoes and apparel for technicians, hands, hearing and eye protection, MSDS, cleaning material and oil spill containment kit. Expendable/consumable items (e.g. hoses, belts, oil, chemicals, coolant, filters (Air, Fuel, Oil), generator starting batteries, grease, sealant, thermostat, fuse), shall be maintained in the onsite inventory. See 7.1.2.

8.2 Repairs are not included in this contract. See 7.1.3. Exclusions.

8.3 Disposal of used oil, fuel, battery and other toxic substances. The Contractor is responsible for proper disposal of toxic/hazardous substances. All material shall be disposed of according to Government and Local law. After proper disposal the contractor must show proof of authorized disposal of these toxic/hazardous substances.

9. SOFTWARE, LICENSES AND PASSWORDS

Copies of any and all software and licenses needed to control or to adjust the communications module shall be given to the post upon completion of the work.

10. DELIVERABLES

Provide a typewritten report to Post Facilities Manager containing following:

a) System information (make, model, all devices types)

b) Pass/Fail of each feature and type of component tested. If a device fails, note device type, address and location within Post

c) Any comments on system (or device) condition pertaining to service life and dependability.

d) Full printout of test from system printer

e) Testing of exhaust gas by Gas Analyzer The following items shall be delivered under this contract:

11. INSURANCE REQUIREMENTS

11.1 Personal Injury, Property Loss or Damage (Liability). The Contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor’s personnel in the performance of this Contract

The Contractor’s assumption of absolute liability is independent of any insurance policies.

11.2 Insurance. The Contractor, at its own expense, shall provide and maintain during the entire period of performance of this Contract, whatever insurance is legally necessary. The Contractor shall carry the following minimum insurance:

Public Liability Insurance

Workers’ Compensation and Employer’s Liability

11.3 Worker's Compensation Insurance. The Contractor agrees to provide all employees with worker's compensation benefits as required under local laws (see FAR 52.228-4 “Worker’s Compensation and War-Hazard Insurance Overseas”).

12. LOCAL LAW REGISTRATION

If the local law or decree requires that one or both parties to the contract register the contract with the designated authorities to insure compliance with this law or decree, the entire burden of this registration shall rest upon the Contractor. Any local or other taxes which may be assessed against the Contract shall be payable by the Contractor without Government reimbursement.

13. QUALITY ASSURANCE PLAN (QAP).

13.1 Plan. This plan is designed to provide an effective surveillance method to promote effective Contractor performance. The QAP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the Contract. The role of the Government is to conduct quality assurance to ensure that Contract standards are achieved.

Services.

Performs all services set forth in the Statement of Work (SOW)

13.2 Surveillance. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

13.3 Standard. The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

13.4. Procedures.

13.4.1 If any Government personnel observe unacceptable services, either incomplete work or required services not being performed, they will immediately contact the COR.

13.4.2 The COR will complete appropriate documentation to record the complaint.

13.4.3 If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

13.4.4 If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

13.4.5 The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

13.4.8. Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

14. TRANSITIONS/CONTACTS

Within 30 days after contract award, the Contracting Officer may ask the contractor to develop a plan for preparing the contractor to assume all responsibilities for preventive maintenance services. The plan shall establish the projected period for completion of all clearances of contractor personnel, and the projected start date for performance of all services required under this contract. The plan shall assign priority to the selection of all supervisors to be used under the contract.

14.1 On site contact. The following are the designated contact personnel between the US Embassy Annex in Pretoria and the Contractor

COR

Hendrik Zwiegelaar – Supervisory Facility Engineer zwiegelaarhj@state.gov

The Post Control Officer (PCO) will be the contractor’s point of contact at the U.S. Embassy Annex in Pretoria All questions concerning coordination of service activities while at post shall be directed to the Post Control Officer, with weekly reporting to the COR:

PCO

________________ -Post Control Officer (PCO) XXXX@state.gov

15. SUBMISSION OF INVOICES

The Contractor shall submit an invoice after each preventive maintenance service has been performed. Invoices must be accompanied by a signed copy of the Maintenance Checklist for the work performed including parts replacement and break down calls, if any. No invoice for preventive maintenance services will be considered for payment unless accompanied by the relevant documentation.

The Contractor should expect payment 30 days after completion of service or 30 days after receipt of invoice at the Embassy payment office, whichever is later. Invoices shall be sent to:

US Embassy Annex in Pretoria 100 Totius Street Groenkloof Pretoria

EXHIBIT A

Statement of Work

I. GENERAL INFORMATION:

The United States Embassy Annex in Pretoria requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s Chillers (Water Cooled)

II. PROJECT REQUIREMENTS:

3 x CIAT Chillers, 1 x TRANE Chiller

III. GENERAL REQUIREMENTS:

The Contractor under this SOW shall be responsible for labor, tools, and materials required to carry out all preventive maintenance as outlined in this SOW. The technician shall sign off on every task specified in the Statement of Work and will provide a typewritten copy of their report to the COR or the COR's designate within five business days of each maintenance visit.

IV. SCOPE OF WORK - - CHILLERS MAINTENANCE

Contractor shall provide all materials, supervision, labor, tools and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /or use safety protection while all work is performed. Any questions or injuries shall be brought to the attention of the Post Occupation Safety and Health Officer (POSHO) immediately. Material Safety Data Sheets (MSDS) shall be provided by the Contractor for all HAZMAT materials. Copies shall be provided to the COR for approval.

The Contractor shall inventory, supply and replace expendable parts (e.g., filters, belts, hoses, gaskets) that have become worn down due to wear and tear. The Contractor shall maintain a supply of expendable and common parts on site so that these are readily available for normal maintenance to include: hoses, belts, oil, chemicals, coolant, filters (Air, Fuel, Oil), grease, sealant, thermostat, fuses; in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), MSDS, cleaning material and oil spill containment kits. The contractor should inventory the supply after each visit and order replacement supplies and have them delivered on site. Maintenance materials shall be unused and are to be industry standard and intended for the task to be performed. Parts are to be OEM approved. Refrigerants are to meet the AHRI_Standard_700-2015 or most recent AHRI Standards.

Refrigerants, parts and maintenance materials delivered to the post are to be new and unused. Reclaimed refrigerants are not to be delivered to posts. Reclaimed refrigerants within post compounds are to be retained and stored and may be used if not contaminated. Refrigerants shall be stored in containers clearly indicating the refrigerant type.

SAFETY AND SPECIAL INSTRUCTIONS:

1. Follow site safety procedures and supervisor’s instructions.

2. Schedule outage with operating personnel.

3. Use extreme caution when climbing access ladders.

4. Perform applicable lockout/tag out steps of site safety procedures.

5. Lockout and disconnect the main power before tightening the main supply lugs in order to avoid the hazard of electrical shock, which could result in serious personal injury or death.

6. Record and report equipment damage or deficiencies.

7. Review and follow the manufacturer’s O&M instructions.

8. Record results in the equipment history log.

9. Allow only qualified personnel to do maintenance work on this equipment.

10. Record results in the equipment history log.

11. Check manufacturer’s specifications for the maximum number of plugged tubes.

12. Allow only qualified personnel to do maintenance work on this equipment.

CHILLERS

MAINTENANCE PROCEDURES:

Equipment: 3 x CIAT Chillers, 1x TRANE Chiller MINOR SERVICE TASKS (Quarterly - 3 times per year):

1. Operational Checks:

· Check unit for proper operation, excessive noise or vibration

· Run system diagnostics test

· Check operation of compressors and record all operating temperatures and pressures

· Record system operating temperatures and pressures in the checklist

· Check and record suction/discharge pressures, superheat/subcooling, oil pressure

2. Oil System:

· Check oil level in oil separator sight glass; add oil as necessary

· Check oil temperature

· Verify compressor oil levels; top up with OEM-approved oil if required

3. Refrigerant System:

· Check liquid line sight glass, oil, and refrigerant pressures

· Inspect refrigeration system indicator sight glass for moisture and refrigerant levels

· Check operation of expansion valves

· Leak test all refrigerant piping and joints using electronic and soap bubble methods

· Inspect and leak detect entire refrigeration circuits for leaks

· Check the chiller for leaks; add refrigerant if low; record amounts and address leakage problems

4. Controls:

· Check programmable operating set points and safety cutouts; assure they are correct for the application

· Verify motor amperage load limit

· Check sensor and mechanical safety limits; replace as necessary

· Inspect motor starter operation and safety controls (HP/LP switches, overloads)

· Verify thermostat and setpoint configurations

5. Heating Elements:

· Check compressor and evaporator heater operation

· Check and inspect operation of compressor crankcase heaters

· Check crankcase heater operation and temperature

6. Temperature Checks:

· Check superheat on the evaporator and the economizer feed to the compressor

· Check condenser sub-cooling

7. Plumbing:

· Inspect plumbing and valves for leaks, adjust as necessary

8. Dehydration:

· Check dehydrator or purge system; remove water if observed in sight

· Check for dirt in the panel; check door gasket for sealing integrity

9. General:

· Clean chiller and surrounding area

· Clean area around equipment

· Fill out maintenance checklist and report deficiencies

· Document all maintenance and cleaning procedures MAJOR SERVICE TASKS (Annual - 1 time per year):

1. All minor service tasks included

2. Electrical System:

· Disconnect power source and lock out

· Check electrical wiring and connections; tighten loose connections

· Check and tighten all electrical connections

· Inspect and tighten electrical terminals and main feeds

· Inspect insulation resistance and thermistor calibration

3. Oil System Maintenance:

· Perform spectrochemical analysis of compressor oil; replace oil as necessary

· Change oil filter and dehydrate system if acid/moisture is present

· Replace oil filters and add oil as necessary

· Perform analysis on oil and filter; change if necessary

· Check compressor oil pump and seals

· Check oil heater and thermostat

4. Coil Maintenance:

· Chemically clean condenser coils

· Comb damaged coil fins

· Inspect cooler and condenser tubes for leaks; clean screens as necessary

· Thoroughly clean intake side condenser coils, fans, and intake screens

5. Mechanical Inspection:

· Conduct vibration analysis of motor & assembly

· Check all alignments to specifications

· Check all seals

· Lubricate shaft bearings and motor bearings as required

· Inspect vibration mounts and confirm compressor stability

· Check all strainers, valves, etc.

6. Safety and Controls:

· Inspect utility vessel vent piping and safety relief valve; replace as necessary

· Inspect/clean the economizer, gas line damper valve and actuator arm

· Calibrate sensors and safety cutouts

· Verify operational status of all refrigerant valves and solenoids

· Check contactors, sensors, and mechanical safety limits

7. Temperature Verification:

· Check superheat and sub-cooling temperatures

· Clean dehydrator float valve

8. Testing:

· Run an insulation test on the centrifugal motor

· Perform operational test and return to service

9. Cleanup:

· Remove debris from work-site

· Clean area around equipment

· Fill out maintenance checklist and report deficiencies

CHILLED WATER PUMPS

Equipment: Pumps including sump pumps, drive motors, couplings, bearings, pressure gauges MINOR SERVICE TASKS (Quarterly - 3 times per year):

1. Oil System:

· Check oil levels and adjust where necessary

2. Mechanical:

· Check pump and drive motor hold down bolts and adjust as required

· Check and audibly inspect pump and drive motor bearings for wear and lubricate as required

· Check and visually inspect pump couplings for wear

· Check mechanical seal area for leaks

· Inspect motor alignment and coupling condition

· Inspect vibration levels and motor noise

3. Operational:

· Check and record pressure gauge readings

· Inspect suction/discharge pressure readings and confirm flow

· Check and inspect operation of sump pump

4. Electrical:

· Check pump starter controls and overloads

5. General:

· Generally clean equipment and plant room area MAJOR SERVICE TASKS (Annual - 1 time per year):

1. All minor tasks included

2. Mechanical Maintenance:

· Remove coupling guards and align shafts (where applicable)

· Replace worn mechanical seals (if required)

· Inspect and torque all mounting bolts

3. Cleaning:

· Clean pump strainer baskets and inspect for corrosion or fouling

· Check and clean strainers or inline filters in the chilled water line MOTOR STARTERS/VARIABLE FREQUENCY DRIVES (VFDs) Equipment: Associated with all major HVAC equipment (5 HP to Less Than 100 HP)

ANNUAL MAINTENANCE TASKS:

1. Cleaning:

· Vacuum dust and dirt from heat sink fins

· Clean interior of cabinet

· Clean exterior of cabinet

2. Ventilation:

· Check ventilation fans for proper operation and clean as needed

3. Electrical Testing:

· Check line voltage, motor & output phase balance

· Complete RCM Procedure CM-0002 (Qualitative Infrared Testing)

· Visually inspect for broken parts, contact arcing, or any evidence of overheating

4. Connections:

· Check motor nameplate for current rating and controller manufacturer's recommended heater size (report discrepancy to supervisor)

· Check line and load connections for tightness (check manufacturer's instructions for torque specifications)

· Check heater mounting screws for tightness

· Check all control wiring connections for tightness

5. Mechanical Interlocks:

· On units equipped with motor reversing capacity, check mechanical interlock

6. Timing Controls:

· On units equipped with two-stage starting, check dash pots and timing controls for proper operation; adjust as required

7. Variable Speed Starters:

· Record the VFD parameter settings using MCT-10

· Confirm the VFD doors and covers are in place and properly closed

· Check tightness of connections to resistor bank

· Check resistor coils and plates for cracking, broken wires, mounting and signs of overheating; clean as required

· Check tightness of connections to drum controller

· Check contacts of drum controller for arcing and overheating; apply a thin film of lubricant to drum controller contacts and to rotating surfaces

8. Contact Maintenance:

· Check starter contact connections by applying a thin film of black contact grease to line and load stabs, operate contacts and check surface contact

9. Lubrication:

· Lubricate all moving parts with proper lubricant

10. Operational Test:

· Energize circuit and check operation of starter and any pilot lights; replace as required

ELECTRONIC CONTROL PANELS

Equipment: Associated with all major HVAC equipment

ANNUAL MAINTENANCE TASKS:

1. Cleaning:

· Clean panel interior

· Clean ventilation filter and fan (if applicable)

2. Functionality:

· Verify functionality of supported devices

3. Documentation:

· Record and report equipment damage or deficiencies

· Record results in the equipment history log

BI-ANNUAL MAINTENANCE TASKS:

1. Battery Replacement:

· Replace battery where applicable

The Contractor shall maintain the following minimum required expendable and common parts on site for normal maintenance:

Filters:

· Air filters (various sizes as required for all equipment)

· HEPA filters (as applicable)

· Charcoal filters (as applicable)

Mechanical Parts:

· V-belts (various sizes)

· Hoses

· Gaskets

· Grease

· Sealant

Electrical:

· Fuses (various ratings)

· Thermostats

Refrigeration:

· Refrigerant oil (OEM approved)

· Refrigerant (AHRI Standard 700-2015 compliant)

· R32 refrigerant (for USRAP Village units)

· R32-compatible refrigerant oil (POE oil as specified by manufacturer)

Chemicals:

· Coil cleaning chemicals

· Coolant

· Anti-bacterial treatment for condensate pans

Safety Equipment:

· Personal protective equipment (PPE)

· Hard hats

· Safety goggles

· Gloves

· Dust masks

· Respirators

· Ear plugs

· Face shields

· Safety shoes

· Harnesses (for work at heights)

Tools and Equipment:

· Appropriate hand tools

· Testing equipment

· Gas analyzer

· Leak detection equipment (including R32-compatible equipment)

· Pressure gauges

· Temperature measurement devices

· Oil spill containment kits

· Cleaning materials

· R32-rated service hoses and gauges

· Document all maintenance and cleaning procedures

US Embassy Annex Pretoria UNCLASSIFIED U.S. Department of State

Equipment List:

Ubunye Roof

Ubunye Roof

Ubunye Roof

Sisonke Roof

Ubunye & Sisonke

Ubunye & Sisonke

Ubunye & Sisonke

END OF STATEMENT OF WORK