SS25-17 Scope of Work 2025 07 30.pdf

Scope of Work for NIST-G Utility Meter Calibration and Maintenance

1. Background

The National Institute of Standards and Technology (known as NIST) has meters on its “flow” utilities in approximately 30 buildings on the Gaithersburg campus and wants to initiate a calibration and maintenance service contract. The “flow” utilities that the meters have been installed on include:

• Domestic water

• Steam supply

• Steam condensate return

• Chilled water supply

• Chilled water return

• Compressed air

• Natural gas

The installed meters are temperature, pressure, and water flow sensing types and are manufactured by these name brands:

• ABB SWIRL flow meters for steam supply and condensate return

• GE Ultrasonic flow meters for steam supply, condensate return, chilled water supply and chilled water return

• FCI STxx meters for compressed air and natural gas

• Flexim water flow meters for domestic water

2. Scope of Work

The Contractor shall provide all labor, materials, and equipment required to calibrate to factory-stated accuracy specifications and maintain select:

• temperature, pressure, and water flow meters located in:

o The Central Utilities Plant (CUP), o Various buildings on the Gaithersburg campus, as listed in Attachment 1.

The Contractor will perform all calibrations with verified calibrated equipment and qualified personnel.

3. Tasks

The following requirements / tasks describe the work to be performed under this scope of work.

3.1. Project Management

3.1.1. Meetings and Schedules

The Contractor shall assign a project manager who shall work in coordination with NIST’S team assigned to the project. Within fifteen business days of contract award the Contractor shall:

• Participate in a Project Kickoff Meeting with the Contracting Officer (CO), Contracting Officer’s Representative (COR), and project team. The COR may extend the schedule of the Kickoff meeting in cases of a conflict with other existing meetings and/or due to unforeseen circumstances.

• At this meeting, the COR shall discuss the list of meters and their locations that are to be calibrated as found in Attachment 1.

• At this meeting, the Contractor shall provide the following deliverables 5 calendar days prior to the Project Kickoff Meeting for COR review:

o Project Schedule: The Contractor’s Project Schedule shall identify major phases of work, key milestones, review sessions, deliverables, and review times required from the NIST staff. Reference 3.1.2.

o Certification of calibration paperwork for the calibration equipment to be used on this contract.

o Certification paperwork on Contractor personnel performing the calibration that they have received appropriate training and are fully qualified to perform the services within this scope. Contractor shall provide certificate for their technicians by Associated Air Balance Council (AABC) or the National Environmental Balancing Bureau (NEBB) specialize in testing, adjusting, and balancing HVAC systems, including water balancing.

o Example of the certification label to be affixed to the various meters once calibration has been successfully completed

• The COR’s approval for calibration equipment and personnel certification shall be provided within 3 business days after the Project Kickoff Meeting.

• The Contractor shall attend any and all project meetings that may be scheduled after the Project Kickoff Meeting to discuss contract performance or items.

• The Contractor is responsible for taking minutes of the Kickoff meeting. The minutes are to be electronically delivered to the attendees within 2 days after the in-person Kickoff meeting.

• Assumptions, risks, and any known issues related to the success of this contract shall be raised, discussed, and noted at the Kickoff meeting or immediately brought to the COR’s attention via email upon identification for any instance thereafter. The CO shall be copied on all such correspondences.

• The Contractor shall conduct a Project Closeout Meeting with the COR to identify and describe any deficiencies found while recalibrating. Reference 3.1.3.

3.1.2. Project Schedule

• The Contractor’s Project Schedule shall include the following:

o Anticipated/Proposed important performance dates, o Anticipated scheduled off-hours work, o Security badging application paperwork, o IT requirements (e.g. software updates), o Deliverables due dates (to align with Section 5 of this scope)

3.1.3 Project Closeout Meeting

• To be scheduled in coordination with the COR.

• This will be an in-person meeting held within 20 calendar days after completing the calibration of the meters listed in Attachment 1.

• The Contractor shall provide a Final Report of the meter calibrations. Reference 3.5.1.

3.2. Calibration

3.2.1 Calibration Procedures

The Contractor shall provide documentation of their calibration procedures for the COR’s approval prior to any work being performed. The calibration procedural documentation shall be submitted no more than 5 calendar days after the Project Kickoff Meeting date. No calibrations shall be performed prior to receipt of the COR’s approval.

• The Contractor shall provide calibration procedures for:

o ABB/Hart welled temperature meters, o ABB swirl meters, o Vortex flow meters, o GE ultrasonic flow meters (measuring in BTU), and o FCI compressed air meters

3.2.2. Site Survey

• To be conducted by the Contractor of the meters listed in Attachment 1 to confirm their existence and the accuracy of Attachment 1’s information.

• Site Survey Report: Results of the Site Survey shall be presented to the COR during an in-person meeting within 15 calendar days of the contract’s award.

3.2.3. Calibration

• Shall be performed based on the procedures provided by the Contractor and approved by the

COR.

• A certification label shall be affixed to each sensor upon completion, indicating the following:

date, name of the Contractor and contractor personnel performing the work, and barcode sticker, if possible, for convenient access in the future.

• Shall be completed withing 100 days of the contract’s award.

3.2.4 Calibration of field meters

NIST will check the location of each meter listed in Attachment 1 prior to performance of the services herein for the presence of hazardous materials (i.e., asbestos containing material (ACM) such as pipe insulation). If the location is found to contain ACM, NIST will have the particular work area abated so that is it completely / certifiably free of ACM. This will be accomplished in advance of the Contractor’ planned timeline for performing the calibration work.

The Contractor shall:

o Perform calibration services on temperature and flow meters listed in Attachment 1.

o Work with the COR and the OFPM building operations personnel to perform calibration services without interrupting the CUP’s operations.

o Perform calibration services as described in the procedures as provided by the Contractor and approved by the COR.

o Affix a label to the device after its calibration process is completed.

o Identify any deficiencies during the calibration activities.

3.3 Maintenance

3.1 Applicable meters to receive prescribed maintenance

• GE ultrasonic flow meters

• Flexim water flow meters

• All IP-based meters

3.2 Submittals for repair by replacement

• Catalog cut sheets of the couplant material

• Meter manufacturer’s maintenance guidelines

3.3 Maintenance procedures

• Follow the manufacturer’s guidelines associated with the meter’s temporary removal from the pipe – thoroughly clean off the old couplant material and apply new couplant material; then securely reattach the meter to the pipe

• For the IP-based meters: maintain the manufacturer’ current IP firmware; and install the most recent manufacturer’s firmware upgrade whenever it becomes available to avoid IT vulnerabilities

3.4 Repair by Replacement (R by R)

The Contractor shall notify the COR within five business days of identification of instances where a meter is unable to be properly recalibrated and it is the Contractor’s recommendation that the meter be replaced. In such instances, the Contractor shall submit a quote for replacement services and materials for the COR to review. The Government shall decide if it wants to proceed with any such work under the R by R CLIN to have the Contractor replace the defective meter with a “like” meter.

For unit pricing consideration, the Contractor shall provide, as part of their bid submittal, unit prices for R by R work associated with each of the four meters:

• ABB SWIRL flow meters for steam supply and condensate return

• GE Ultrasonic flow meters for steam supply, condensate return, chilled water supply and chilled water return

• FCI STxx meters for compressed air and natural gas

• Flexim water flow meters for domestic water

3.5 Documentation

3.5.1. Final Report

• The Contractor shall provide a Final Report, to include:

o Documentation for the calibration equipment used, independently certifying the accuracy of the calibration equipment used for the completion of this contract;

o Documentation that the personnel qualification performing calibration work under this contract have been properly trained to use the equipment;

o Calibration data for the meters listed in Attachment 1, including

• device name,

• device location,

• “as found” value,

• “as left” value,

• calibration coefficient,

• offset.

• The Contractor shall include details of any deficiencies found during the calibration process.

4. Period of Performance

• One (1) year from date of award

5. Deliverables

Reference Description Due

3.1.1. / 3.1.2.

Project Schedule 5 calendar days before Project Kickoff Meeting

3.1.1. Certificate of Calibration 5 calendar days before

Project Kickoff Meeting

3.1.1. Certification of Personnel Qualifications 5 calendar days before Project Kickoff Meeting

3.1.1. Labelling Example 5 calendar days before

Project Kickoff Meeting

3.2.1. Calibration Procedural Documentation No more than 5 days after the Project Kickoff Meeting

3.2.2. Site Survey Report Within 15 calendar days

of Site Survey

3.5.1. Final Report Within 20 calendar days

of calibration completion