STATEMENT OF WORK.docx

B.2 STATEMENT OF WORK (SOW)

Chiller Maintenance Services Department of Veterans Affairs — VA Salt Lake City Health Care System

1. REQUIREMENTS. The Contractor must furnish all labor, materials, supervision, transportation, and equipment necessary to perform Chiller Maintenance Services of the York Chillers and Trane Chillers located at the VA Salt Lake City Health Care System, 500 Foothill Drive, Salt Lake City, UT 84148. "Exhibit #1" contains the full listing of chillers and associated equipment covered under this contract and unit prices proposed under the Section Schedule of Supplies/Services (Price) per the terms and conditions stated herein. During inspection visits, the Contractor must clean, adjust, and lubricate the equipment as specified in Exhibit #1, determine the nature and extent of any trouble or problems, and identify the maintenance required to restore the chillers to safe and satisfactory service. This Statement of Work covers Chiller Maintenance Services and COR approved services that are deemed in scope of this contract. If repair or replacement/modification parts are required, the Contractor's technician must inform the Contracting Officer's Representative (COR) as specified in Paragraph 13, NON-PM UNSCHEDULED CHILLER MAINTENANCE, REPAIR, AND/OR REPLACEMENT PARTS SUPPLY.

2. Contractor must comply with the latest versions of the following codes, standards, and regulations:

a. Occupational Safety and Health Administration (OSHA)

i. 29 CFR 1910.147 – Control of Hazardous Energy (Lockout/Tagout)

b. Environmental Protection Agency (EPA)

i. Section 608 – Refrigerant Handling Certification

c. Other Requirements

i. Manufacturer's Requirements

ii. Joint Commission (JCAHO) Requirements

iii. Federal, State, County, and City laws, ordinances, and regulations

d. If a conflict arises concerning requirements for inspection, testing, or maintenance, the most stringent requirement must apply, unless otherwise directed by this contract or the Contracting Officer (CO).

3. QUALIFICATION OF CONTRACTOR. Contractor is responsible for maintaining all the manpower, equipment, tools, and reliable sources of OEM parts necessary to promptly, skillfully, and expertly carry out the Chiller Maintenance Services required under this contract.

4. QUALIFICATION OF PERSONNEL PERFORMING WORK.

a. All contractor personnel must comply with Joint Commission (JCAHO) requirements. Written certification of competency, credentials, and training must be provided to the COR upon request.

b. All work involving refrigerant must be performed by technicians possessing current EPA Section 608 certification, and the firm must meet the state licensing requirements set forth in Paragraph 4, Licensing and Certification Requirements.

c. No unqualified individual shall be allowed to perform maintenance under this contract. The Government shall NOT pay for unqualified individuals or technician trainees present.

d. All contractor employees must obtain and visibly display a VA-issued identification badge while on VA property.

5. LICENSING AND CERTIFICATION REQUIREMENTS. a. Federal Requirement (Applies Regardless of State).

a. EPA Section 608 Technician Certification (Clean Air Act, 40 CFR Part 82, Subpart F)

i. Every individual technician who opens, services, or disposes of equipment containing regulated refrigerant holds current EPA Section 608 certification.

ii. Universal certification or Type III is required for all technicians performing chiller work.

iii. Certification is verifiable through EPA-approved certifying organization records.

b. Utah State Contractor Licensing (DOPL). Administered by the Division of Professional Licensing under the Utah Construction Trades Licensing Board, per Utah Code Title 58, Chapter 55, and Utah Admin. Code R156-55a.

c. Active Utah Contractor License – HVAC Classification

i. Firm holds an active Utah contractor license in the HVAC specialty classification

6. SUPERVISION. The Contractor shall provide satisfactory on-site supervision, with written pre-notification to the COR including supervisor contact information at least five business days prior to the contract start date.

7. SCHEDULE AND COORDINATION.

a. All service visits and testing must be scheduled in advance with the designated Contracting Officer's Representative (COR) and the Operations and Utilities Supervisor and may include coordination to maximize on-site VA staff training opportunities.

b. Hours of Work. Work required in the performance of this contract must be conducted during the hours outlined below, excluding federal holidays listed in Paragraph 19:

i. Maintenance not requiring chiller operational "shut-down" shall be performed during the hospital's normal business hours of 7:00 AM–4:30 PM (MST).

ii. Maintenance requiring chiller operational "shut-down" shall be performed outside of normal business hours (4:31 PM–6:59 AM (MST), unless otherwise authorized in writing by the COR.

iii. Prior to commencement and after completion of any work, including inspections required, during both normal and outside of normal business hours, the Contractor must report to a specific office to be designated by the COT.

iiii. Due to security requirements, the Contractor or its authorized service representative shall be required to wear an ID Badge, which shall be signed for upon arrival and turned in when leaving. This badge must be turned in before leaving the premises; otherwise, the person signing for it shall be required to pay for the unreturned ID Badge.

8. CLEANING, INSPECTION, AND MAINTENANCE SERVICES — GENERAL. Chiller Maintenance Services must be accomplished in accordance with, or in excess of, the Maintenance Checklists in Exhibit #1 for each equipment type, and/or as specified by the equipment manufacturer, whichever is more stringent. The Contractor must document on service tickets the nature of the work performed for each visit.

9. MATERIALS TO BE FURNISHED. The Contractor must furnish all lubricants, cleaning supplies, coolant, tools, and equipment necessary to perform the Chiller Maintenance Services described in Exhibit #1. All lubricants and coolants must be as recommended by the manufacturer of the equipment or VA-approved equal thereto.

10. HAZARDOUS WASTE DISPOSAL. The Contractor is responsible for collecting, packaging, and properly disposing of hazardous waste (including, but not limited to, used oil, coolant, refrigerant, filters, and contaminated rags) generated during Chiller Maintenance Services, in accordance with Federal, State, and VA regulations. Manifests or disposal documentation shall be provided to the COR as required.

11. SAFETY AND SECURITY. a. Lockout/Tagout. The Contractor shall implement and strictly adhere to lockout/tagout (LOTO) procedures as required by OSHA 29 CFR 1910.147 and VA policy when servicing equipment where unexpected energization, startup, or release of stored energy could cause injury. b. VA Safety Regulations. All contractor personnel must comply with VA Salt Lake City Health Care System's safety rules and regulations while on-site, including required use of personal protective equipment and adherence to posted warnings and procedures. c. Sensitive Data. The Contractor shall protect any VA-sensitive information encountered in accordance with VA policy and ensure no unauthorized disclosure.

12. INFECTION CONTROL / ICRA. When work is performed in or near patient care areas, the Contractor shall comply with all Infection Control Risk Assessment (ICRA) requirements as applicable, and coordinate with the VA Infection Control Practitioner (ICP) for specific ICRA documentation, barriers, negative pressure, equipment disinfecting, and PPE. The work area shall be maintained to minimize dust and other airborne contaminants. Upon completion of work, the Contractor is responsible for thorough cleanup to VA satisfaction and removal of all barriers, signage, and equipment.

13. NON-PM UNSCHEDULED CHILLER MAINTENANCE, REPAIR, AND/OR REPLACEMENT PARTS SUPPLY.

a. The Contractor must inform the COR immediately if there are any chiller maintenance deficiencies identified during maintenance or unscheduled maintenance troubleshooting services.

b. For any required repair or replacement parts identified during PMs, inspections, or maintenance service call troubleshooting, the Contractor must provide a quote, including their supplier's quote, for any non-PM unscheduled chiller maintenance repair parts or chiller replacement/modification parts to the COR for review. Only the COR shall be authorized to approve the unscheduled or emergency maintenance quote if there are funds available from the allowance for unscheduled maintenance repair or replacement/modification parts, found in the Price/Cost Schedule. However, if there are not enough funds remaining on the allowance for maintenance parts during the period of performance, then only the CO is authorized to approve additional funds through a contract modification.

c. All replacement parts supplied must be new and are to be warranted against defects in material and workmanship for one (1) year from the installation date. The Contractor shall maintain a clean and orderly work area at the end of each working day, ensuring the removal of all generated debris, trash, and waste materials, as necessary to leave the site in a presentable condition. The Contractor must confine all operations (including storage of materials) on Government premises to areas authorized or approved by the COR or Contracting Officer. The Contractor is prohibited from storing materials and equipment in other than approved areas. The Contractor must hold and save the Government, its officers and agents, free and harmless from liability of any nature occasioned by the Contractor's performance.

d. Unscheduled/repair maintenance identified during a PM visit is not authorized or funded under this contract absent the quote-and-approval process described above. Such work shall be referred to VA in-house HVAC technicians or procured separately by the VA, as determined by the COR/CO.

e. The Contractor shall not perform, and shall not be compensated for, any repair or unscheduled maintenance work under this contract absent COR authorization.

f. Travel and transportation are not separately billable. The Contractor's fixed per-event PM prices and fixed hourly labor rate are fully inclusive of all overhead, travel, transportation, mileage, per diem, lodging, fuel, vehicle, and mobilization costs. Travel time to and from any Place of Performance is not billable labor and shall not be charged against the Annual Labor Allowance or invoiced under any line item. Only billable labor hours actually worked onsite at a Place of Performance are chargeable.

g. Labor billing increments (unscheduled labor). Billable onsite labor under the Annual Labor Allowance shall be billed as follows:

i. A minimum of one (1) hour shall be billed per site visit. Onsite labor of one (1) hour or less is billed at the one (1) hour minimum.

ii. Onsite labor exceeding one (1) hour shall be billed for actual time worked, rounded up to the nearest thirty (30) minutes, not to exceed actual time worked plus the applicable rounding increment.

iii. The Contractor shall not impose any minimum-hours-per-visit policy (e.g., a 2-, 3-, or 4-hour minimum) greater than the one (1) hour minimum stated in this Section, regardless of the Contractor's standard commercial practice. No such minimum shall be billed to or paid by the Government.

iv. Labor hours are billable only against unscheduled maintenance authorized by the COR. Labor inherent in a scheduled PM Service Event is included in that event's fixed per-event price and shall not be separately billed hourly.

14. EMERGENCY AND NON-EMERGENCY DEFINITIONS AND RESPONSE TIMES. (For CO consideration: response-time commitments for emergency or non-emergency service calls are properly a function of an unscheduled maintenance.

a. Emergency, for purposes of this contract, is defined as a complete loss or reduction in cooling capacity that affects patient care.

b. Non-Emergency, for purposes of this contract, is defined as reduced cooling capacity on a chiller not immediately affecting patience care.

c. For emergencies, the Contractor shall provide a technician on site within a maximum of two (2) hours of a service request, 24 hours a day, 7 days a week.

d. For routine non-emergencies, the Contractor shall provide a technician on site within a maximum of twenty-four (24) hours of a service request.

15. DOCUMENTATION AND REPORTING. a. Service reports must detail all Chiller Maintenance Services tasks performed, issues identified, and observations, for each piece of equipment. b. Documentation must include certification numbers for personnel handling refrigerants. c. All hazardous waste generated by contractor activities must be recorded, with disposal documentation provided to the COR in accordance with Paragraph 9. d. Documentation will be provided to and reviewed with the COR, or COR's authorized representative, prior to the Contractor leaving the VAMC facility.

16. PERIOD OF PERFORMANCE.

17. Type of Contract: Firm Fixed-Price, Base Plus Four (4) Option Years.

18. FEDERAL HOLIDAYS.

Exhibit #1: MAINTENANCE (PM) CHECKLIST Equipment Schedule

The Contractor shall operate, maintain, and service all chillers (Quarterly and Annually) used in performance of this contract in compliance with applicable manufacturer specifications and all applicable federal, state, and local regulations. This includes, but is not limited to:

Adherence to manufacturer-recommended maintenance schedules, operating parameters, and service intervals.

Compliance with EPA regulations governing refrigerants (e.g., leak detection, recordkeeping, and handling requirements under 40 CFR Part 82, as applicable).

Compliance with OSHA workplace safety standards related to chiller operation and maintenance.

Use of qualified, appropriately certified technicians (e.g., EPA Section 608 certification, where applicable) for any service involving refrigerants.

Maintenance of documentation demonstrating compliance, to be made available to the Government upon request.

The Contractor shall promptly notify the Contracting Officer's Representative (COR) of any non-compliance issues or equipment malfunctions affecting chiller performance or regulatory compliance.

Quarterly Inspections — All Chillers

a. Coordinate with VA staff regarding operational deficiencies.

b. Inspect control panel; record faults.

c. Check coolant/refrigerant levels, hoses, system pressures and temperatures, condenser/chilled water flow.

d. Inspect for noise, vibration, and leaks; log all parameters.

e. Check compressor oil level(s) and oil return system.

f. Lubricate motor bearings per manufacturer recommendations.

g. Check oil temperature/pressure and seal oil bottle level.

Annual Inspections — All Chillers

a. Motor winding insulation testing (Megohm).

b. Check and tighten electrical connections.

c. Inspect fuses for continuity.

d. Replace VSD coolant and verify proper level; perform VSD coolant change procedures.

e. Clean inside VSD cabinet; backflush heat exchanger/strainer.

f. Perform refrigerant leak check.

g. Lubricate and check capacity control/linkage.

h. Perform preventive procedures for flow proving devices.

i. Perform vibration analysis; record data.

j. Remove and dispose of any debris generated.

k. Replace oil filters and oil educator filter dryer (isolation valves must be present and functional).

l. Verify oil heater operation.

m. For York 1000-Ton Chillers: obtain oil sample and analysis; provide report.

Trane Air-Cooled Chillers — Additional PM Tasks

a. Visual inspection for refrigerant leaks, oil leaks, and corrosion.

b. Review control panel for alarm/fault history.

c. Verify proper condenser fan operation.

d. Check chilled water and refrigerant operating parameters.

e. Inspect and clean condenser coils as recommended.

f. Document all tasks performed and report observations to the COR.

Connected Services / Remote Monitoring (Where Applicable)

a. Provide 24×7 remote access to equipment operation and data; generate and present remote dashboard health reports as required.

b. Metrics should be fully integrated with the Johnson Controls Metasys System.

c. Applicable to: Trane Air-Cooled Chillers, Chiller Water Cooled High Pressure Centrifugal (800–1099 Tons), and Chiller Water Cooled Magnetic Bearing Centrifugal (451–600 Tons).

(End of the Statement of Work)