SOW_Vilter Chiller Maintenance_Final.pdf

Statement of Work (SOW) Maintenance and Repair Support for NIST

Vilter Chiller, AHU-15, and Environmental Chamber

I. BACKGROUND:

The Heating, Ventilating, Air-Conditioning, and Refrigeration (HVAC&R) Equipment Performance Group at the National Institute of Standards and Technology (NIST) Engineering Laboratory (EL) uses an environmental chamber to test HVAC&R equipment. The environmental chamber operation is enabled by a Vilter chiller, an air handler (AHU-15), a glycol concentration system, and other mechanical components that connect these systems (e.g., pipes, pumps, valves, sensors). To ensure proper functioning of the research infrastructure, regular periodic maintenance for the Vilter chiller is required. Additionally, as-needed maintenance and repair services are required for the chiller and other associated mechanical components. The Vilter chiller, identified by Order #K69452, features a Compressor VSM361 and Model Number VVR-R404A-H-

NEC WC.

II. SCOPE

The Contractor shall provide regular maintenance and as-needed maintenance and repair services for the Vilter chiller and the environmental chamber supporting equipment.

This requirement includes a one-year base period and two (2) one-year option periods for scheduled maintenance services (Requirement A) which may or may not be exercised at Government discretion in accordance with FAR 52.217-9: Option to Extend the Term of the Contract. The requirement also includes optional as-needed maintenance and repair services (Optional Requirement B) which may or may not be exercised at Government discretion in accordance with FAR 52.217-7: Option for Increased Quantity – Separately Priced Line Item.

III. REQUIREMENTS

A. Scheduled Maintenance of Vilter VSM361 chiller and AHU-15 The contractor shall annually conduct two (2) scheduled maintenance visits at the NIST Gaithersburg, MD Campus, with approximately six months between each visit.

The contractor is responsible for associated travel costs. The initial visit shall occur approximately one month after the date of contract award. During these visits, the contractor shall perform the following tasks:

Vilter Chiller Maintenance

1. Check operability of chiller.

2. Check and record operating pressures, temperature, superheat, subcooling.

3. Check the operating refrigerant charge utilizing operating data (not to include removing & weighing charge).

4. Check chiller for refrigerant leaks.

5. Check oil level through sight glasses on oil separator.

6. Check oil filter inlet and outlet pressures for excessive pressure drop.

7. Change oil filter when the pressure drop exceeds 45 psid.

8. Check shaft seals for excessive oil leakage.

9. Collect compressor oil samples and send for analysis (only once annually).

a. Sample shall be analyzed for acid and metal content at a minimum.

10. Check operation and general condition of micro-processor and other electrical control.

11. Check compressor coupling condition and alignment.

12. Check the calibration of the microprocessor pressure transducers and RTDs for accuracy.

13. Check compressor oil heater operation.

14. Check relay and contact operation for relays in the Vission 20/20 panel.

15. Tighten electrical connections.

16. Check motor insulation (i.e., Megaohm check) and record value(s). Compare with previous year’s readings and notify NIST COR of any identified concerns.

17. Check electrical wiring, components, and connections for signs of wear or overheating. Correct and/or tighten as necessary.

18. Check operation of slide valves and slide valve actuators,

19. Record any alarm(s) from alarm history for the last 6 months.

20. Clean contacts on motor starter.

21. Clean (brush) condenser tubes (only once annually).

22. Notify NIST Contracting Officer Representative (COR) of need for oil change, per manufacturer’s requirements.

a. Provide COR with a quote for the oil change, inclusive of labor, parts, materials, and travel. The Contractor shall not perform any oil changes as part of scheduled maintenance.

23. Notify NIST COR of any additional recommended maintenance and repairs based on run-time of chiller’s compressor.

a. Provide COR with a quote for any additional recommended maintenance and repairs, inclusive of labor, parts, materials, and travel. The Contractor shall not perform any additional maintenance or repairs as part of scheduled maintenance.

AHU-15 Maintenance

1. Check the cleanliness of the chilled water coil.

2. Check the condensate drain pan.

3. Check the electrical wiring, components, and connections for signs of wear or overheating. Correct and/or tighten if necessary.

4. Check the filters and droplet eliminators.

5. Report any uncorrected deficiencies noted.

a. Provide COR with a quote for any recommended additional maintenance or repairs, inclusive of labor, parts, materials, and travel. The Contractor shall not perform any upgrades as part of scheduled maintenance.

General The following general requirements apply to both Task A and Optional Task B below.

1. Personnel provided by the contractor shall possess a minimum of two (2) years of relevant experience working on comparable Vilter Chiller Systems.

2. The Contractor shall coordinate with the COR prior to coming to NIST to ensure the equipment is available for service, and to get access clearance necessary to enter the NIST campus.

3. All parts provided to NIST shall be new and shall come with the manufacturer’s warranty. Non-standard or non-OEM parts require NIST COR approval before use. The Contractor shall specify the labor warranty terms in their proposal. The labor warranty period shall begin after the work has been accepted by NIST.

4. The Contractor shall provide the NIST COR with an inspection report for each maintenance visit. The report shall include the following at a minimum:

• Date and time of arrival each day at NIST.

• Description of service performed.

• Name and quantity of any parts that were repaired or replaced.

• Date and time of departure each day from NIST.

• Summary narrative of diagnostic and/or repair

• Any comments or recommendations.

• Signature of Contractor’s service person

• Signature block for NIST COR accepting the services rendered.

B. Optional As-Needed Maintenance and Repairs

Any maintenance or repairs recommended for the Vilter Chiller, AHU-15, Environmental Chamber, and supporting components shall be quoted to the NIST

COR in accordance with the Task A “General” section described above.

When an as-needed maintenance, repair, or upgrade task is identified, the contractor shall provide a written quote to perform the work at pre-negotiated labor rates and parts/material mark-up. Such work may be ordered by NIST only via a written contract modification signed by a NIST Contracting Officer (CO) in accordance with FAR 52.217-7: Option for Increased Quantity – Separately Priced Line Item. Options for increased quantity may or may not be exercised at the Government's discretion. The Contractor shall not perform work without a modification signed by a NIST CO.

Options for increased quantity shall have not-to-exceed firm fixed prices set by the Government, per the Contract Line-Item Numbering (CLIN) structure in Section VIII below. Each option for increased quantity, if exercised, will be funded to its ceiling not-to-exceed (NTE) value. The contractor shall invoice based on the actual cost of the work at pre-negotiated labor rates and parts/material mark-up, up to the NTE value of the exercised CLIN(s). However, the contractor shall not exceed the quoted price for a repair without first notifying the COR and CO and receiving written approval.

IV. PLACE OF PERFORMANCE

The place of performance shall be the NIST Gaithersburg, MD Campus located at 100 Bureau Dr, Gaithersburg, MD 20899, Bldg. 226. The Contractor shall perform work during NIST’s normal business hours which are Monday through Friday, 8:30 a.m. to 5:00 p.m.

V. PERIOD OF PERFORMANCE

The Period of Performance for scheduled maintenance requirements shall be as follows:

Base Period: June 1, 2025 through May 31, 2026 Option Period 1: June 1, 2026 through May 31, 2027 Option Period 2: June 1, 2027 through May 31, 2028

Option periods for scheduled maintenance requirements may or may not be exercised at the Government’s discretion in accordance with FAR 52.217-9.

The Period of Performance for options for increased quantity for as-needed maintenance and repairs shall be one year from date of exercise. However, the required maintenance and repairs for exercised options shall be completed as soon as possible after exercise. Additionally, options for increased quantity may not extend the overall award period of performance (3 years, inclusive of options) by more than six months; if such would be an issue then an exercised option for increased quantity period of performance may be shortened for that purpose. Options for increased quantity may or may not be exercised at Government discretion in accordance with FAR 52.217-7.

There shall be seven options for increased quantity available per contract period as detailed in the Contract Line Item Numbering Structure section below. Only those options for increased quantity associated with a given contract period may be used in that contract period. The Government may use some, all, or none of the options for increased quantity.

VI. INSPECTION AND ACCEPTANCE

The NIST COR will inspect all work performed to verify successful completion of required tasks. Inspection and acceptance will be documented in the inspection report described in Section III, Task A above.

VII. CAMPUS ACCESS AND SAFETY REQUIREMENTS

The Contractor will be allowed on site via visitor pass and NIST staff will escort the Contractor on days of scheduled maintenance and repairs. NIST staff will check on the Contractor on a regular basis.

Identification Badges:

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.

Vehicle Registration:

All Contractor employees must register their vehicles with the NIST Security Office to gain access to the campus. A valid driver’s license, Government-furnished civilian ID, proof of insurance, and current vehicle registration must be presented to the NIST Security Office at which time a NIST vehicle pass will be issued. The pass shall be displayed on the vehicle in accordance with NIST Security Office instructions.

VIII. CONRACT LINE ITEM NUMBERING STRUCTURE

CLIN 0001: Base Period - Scheduled Maintenance CLIN 1001: Option Period 1 - Scheduled Maintenance CLIN 2001: Option Period 2 - Scheduled Maintenance

CLIN 0002: Option for Increased Quantity – Base Period As-Needed Maintenance and Repairs Not-To-Exceed $5,000.00 CLIN 0003: Option for Increased Quantity – Base Period As-Needed Maintenance and Repairs Not-To-Exceed $5,000.00 CLIN 0004: Option for Increased Quantity – Base Period As-Needed Maintenance and Repairs Not-To-Exceed $5,000.00 CLIN 0005: Option for Increased Quantity – Base Period As-Needed Maintenance and Repairs Not-To-Exceed $10,000.00 CLIN 0006: Option for Increased Quantity – Base Period As-Needed Maintenance and Repairs Not-To-Exceed $10,000.00 CLIN 0007: Option for Increased Quantity – Base Period As-Needed Maintenance and Repairs Not-To-Exceed $10,000.00 CLIN 0008: Option for Increased Quantity – Base Period As-Needed Maintenance and Repairs Not-To-Exceed $30,000.00

CLIN 1002: Option for Increased Quantity – Option Period 1 As-Needed Maintenance and Repairs Not-To-Exceed $5,000.00 CLIN 1003: Option for Increased Quantity – Option Period 1 As-Needed Maintenance and Repairs Not-To-Exceed $5,000.00 CLIN 1004: Option for Increased Quantity – Option Period 1 As-Needed Maintenance and Repairs Not-To-Exceed $5,000.00 CLIN 1005: Option for Increased Quantity – Option Period 1 As-Needed Maintenance and Repairs Not-To-Exceed $10,000.00 CLIN 1006: Option for Increased Quantity – Option Period 1 As-Needed Maintenance and Repairs Not-To-Exceed $10,000.00 CLIN 1007: Option for Increased Quantity – Option Period 1 As-Needed Maintenance and Repairs Not-To-Exceed $10,000.00 CLIN 1008: Option for Increased Quantity – Option Period 1 As-Needed Maintenance and Repairs Not-To-Exceed $30,000.00

CLIN 2002: Option for Increased Quantity – Option Period 2 As-Needed Maintenance and Repairs Not-To-Exceed $5,000.00 CLIN 2003: Option for Increased Quantity – Option Period 2 As-Needed Maintenance and Repairs Not-To-Exceed $5,000.00 CLIN 2004: Option for Increased Quantity – Option Period 2 As-Needed Maintenance and Repairs Not-To-Exceed $5,000.00 CLIN 2005: Option for Increased Quantity – Option Period 2 As-Needed Maintenance and Repairs Not-To-Exceed $10,000.00

CLIN 2006: Option for Increased Quantity – Option Period 2 As-Needed Maintenance and Repairs Not-To-Exceed $10,000.00 CLIN 2007: Option for Increased Quantity – Option Period 2 As-Needed Maintenance and Repairs Not-To-Exceed $10,000.00 CLIN 2008: Option for Increased Quantity – Option Period 2 As-Needed Maintenance and Repairs Not-To-Exceed $30,000.00