Statement of Work.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.

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.

Scope 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.

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 associated with 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 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

• Semiannual Inspections: All systems—spring (April–June) and fall (October–January)

• 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 — Room E-105

3 Bell & Gossett

Condenser Water Pumps

1510-5 BC, 25 HP — Room E-105

2 Marley Cooling Towers NC 7202SS, 25 HP — 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 — 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

Period of Performance

CLIN Period Start Date End Date

0001 Base 09/01/2025 08/31/2026

0002 Base 09/01/2025 08/31/2026

1001 Option 1 09/01/2026 08/31/2027

1002 Option 1 09/01/2026 08/31/2027

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

11) 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

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

Preventive Maintenance Task Requirements: Each service shall include:

• Inspection and cleaning of condenser and evaporator coils

• Verification of refrigerant pressures, superheat, subcooling

• Electrical system inspection (tighten connections, megohm testing)

• Calibration of sensors, BAS interface checks

• Vibration analysis (annual)

• Annual oil and refrigerant leak testing

• Filter and fluid replacement (oil, refrigerant, lubricants)

• Condensate system cleaning

• Alignment, seal inspection, and shaft guard verification for all pumps

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

• Calibration of refrigerant monitor and replacement of 3 inline filters

Predictive and Condition-Based Services

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

• Vibration trending and diagnostic reporting

• Infrared thermography of major electrical components (optional)

• Service call data analysis and recommendations for failure mitigation

Reporting Requirements

• Custom report after each PM and service call

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

• Emergency repair summary within 24 hours of service

• 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:

• Completion of work in accordance with manufacturer standards and contract specifications.

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

• Accuracy and completeness of service reports.

• Effective resolution of emergency service calls.

Emergency and Corrective Services

• 24/7/365 support line

• Callback within 30 minutes; arrival within 2 hours

• Same-day stabilization required; $3,000 NTE/year for emergency repairs. Prior to rendering emergency stabilization services, the contractor shall confirm that emergency services will not exceed $3000.00. If the contractor deems that the cost to render the emergency services will be over $3000.00, the contractor shall provide a quotation to the contracting officer and the Government technical point of contact and shall not exceed the amount of $3000.00 for emergency services without written authorization from the contracting officer.

Key Performance Indicators (KPIs)

• Preventive Maintenance Completion Rate ≥ 95%

• Reporting Timeliness = 100%

• MTBF tracking and annual summary

• Emergency Response ≤ 2 hours

Safety & EMS Compliance

• Adherence to OSHA, EPA, DOC, and NOAA standards

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

• 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 in accordance with 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 one additional option year, contingent upon satisfactory performance.

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

Item Description Frequency Delivery To

1 Semiannual PM Reports (All Equipment) 2x/year Richard Sparkman

2 Annual Shutdown Summary 1x/year Richard Sparkman

3 Oil/Vibration Diagnostic Results 1x/year Richard Sparkman

4 Emergency Repair Log As needed Richard Sparkman

5 System Performance Report 1x/year Richard Sparkman

Deliverables Schedule The contractor shall provide the following deliverables:

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

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

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

• 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:

• Timeliness of scheduled maintenance and emergency response.

• Quality and completeness of service reports and documentation.

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

• Professionalism and technical competence of personnel.

• 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. 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 - 8679-(843) 879 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