Statement of work Final .pdf

Statement of Work (SOW)

TITLE:

Service Contract for NIST Vilter Chiller, AHU-15, and Environmental Chamber

REQUESTING LAB:

HVAC&R Equipment Group 732.01 (Engineering Laboratory)

BACKGROUND

The Engineering Laboratory (EL) HVAC&R Equipment Performance Group at the National Institute of Standards and Technology (NIST) is dedicated to advancing scientific knowledge in the field of air-conditioning, heat pumping, and refrigeration technology. The primary objective of the group is to enhance the energy efficiency of HVAC&R equipment, a significant consumer of energy in buildings. Research activities conducted by the group encompass innovative and fundamental heat transfer measurements of refrigerants, experimental and analytical studies of systems and components, and the utilization of an environmental chamber for testing heating, ventilating, air-conditioning, and refrigeration (HVAC&R) equipment.

The environmental chamber's operations are facilitated by key components, including a Vilter chiller, an air handler (AHU-15), a glycol concentration system, and other interconnected mechanical elements such as pipes, pumps, valves, and sensors.

To ensure the optimal functioning of the research infrastructure, regular periodic maintenance is essential for the Vilter chiller. Additionally, as-needed 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. These details provide insight into the specific equipment that forms an integral part of the HVAC&R Equipment Performance Group's research activities at NIST.

SCOPE

The Contractor shall provide regular maintenance of a Vilter chiller, and as-needed service of the environmental chamber supporting equipment.

SCHEDULED MAINTENANCE TASKS

Task 1 – Scheduled maintenance of Vilter VSM361 chiller The contractor is required to conduct two (2) annual visits to the NIST Gaithersburg Campus, with approximately six months between each visit. The initial visit shall occur approximately one month after the date of contract award. Tasks to be accomplished during these visits are as follows:

1. Verify operability of chiller.

2. Assess the operating refrigerant charge utilizing operating data (doesn’t include removing

& weighing charge).

3. Inspect chiller for refrigerant leaks.

4. Collect compressor oil samples and send for analysis (annually).

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

a. Cost of oil change shall be billed under the appropriate “maintenance and repair” line item. .

6. Record operating pressures, temperature, superheat, subcooling.

7. Notify NIST COR of any additional recommended tasks based on run-time of chiller’s compressor.

8. Provide NIST COR with inspection report.

Any repairs found to be necessary will be authorized through the exercise of one of the as-needed, separately billed, “Maintenance and Repair Tasks”, described in the next section.

Task 2 (Option) - Same as task 1, but the period of performance is the 12 months following the completion of Task 1.

This task shall be firm-fixed price including all labor parts and travel.

Task 3 (Option) - Same as task 1, but the period of performance is the 12 months following the completion of Task 2.

This task shall be firm-fixed price including all labor parts and travel.

Task 4 (Option) - Same as task 1, but the period of performance is the 12 months following the completion of Task 3.

This task shall be firm-fixed price including all labor parts and travel.

Task 5 (Option) - Same as task 1, but the period of performance is the 12 months following the completion of Task 4.

This task shall be firm-fixed price including all labor parts and travel.

AS-NEEDED MAINTENANCE & REPAIR TASKS

These are as-needed tasks to repair the Vilter Chiller, AHU-15, Environmental Chamber, and supporting components These tasks are all time & materials tasks. These bids should include labor rates, travel rates, truck rental rates etc. The period of performance shall extend as long as Tasks 1-4 are active.

Task 6 - Base Period Repairs – As needed repair, Not to Exceed $20,000.00 Annually

Task 7 - Option Period 1 Repairs – As needed repair, Not to Exceed $20,000.00 Annually

Task 8 - Option Period 2 Repairs – As needed repair, Not to Exceed $20,000.00 Annually

Task 9 - Option Period 3 Repairs – As needed repair, Not to Exceed $20,000.00 Annually

Task 10 - Option Period 4 Repairs – As needed repair, Not to Exceed $20,000.00 Annually

GOVERNMENT FURNISHED PROPERTY

All property, data and information provided by the Government in the performance of this task remains the property of the Government and shall be surrendered to the government upon completion or termination of this requirement. Likewise, all deliverables generated under this requirement remain the property of the Government.

TRAVEL

Travel to the NIST, Gaithersburg is required at a minimum of twice per year. All travel expenses will be included in the price of this agreement, to include the price(s) for “as-needed maintenance and repairs”

DELIVERABLES

The Contractor shall submit a service ticket prior to departure from NIST on any given service.

The service ticket shall include the following:

1. Date and time of arrival each day at NIST.

2. Description of service performed.

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

4. Date and time of departure each day from NIST.

5. Summary narrative of diagnostic and/or repair

6. Any comments or recommendations.

7. Signature of Contractor’s service person

8. Signature block for NIST personnel accepting the services rendered.

PERFORMANCE

Place of Performance Delivery shall be at the NIST, 100 Bureau Dr, Gaithersburg, MD 20899, Bldg. 226, except when mutually agreed upon by both parties. Normal business hours are Monday through Friday, 8:30 a.m. to 5:00 p.m. with the exception of Federal holidays.

Period of Performance The Period of Performance (PoP) shall consist of a base period which will commence on the award date and shall include four options periods.

Anticipated PoP:

Base Period: February 14, 2024 – February 13, 2025

Option Period 1: February 14, 2025 – February 13, 2026 Option Period 2: February 14, 2026 – February 13, 2027 Option Period 3: February 14, 2027 – February 13, 2028 Option Period 4: February 14, 2028 – February 13, 2029

Performance requirement Summary Tasks Desired Output Performance Standard Monitoring Method

1-10 Maintenance and repair of Vilter Chiller, AHU-15, and Environmental Chamber

All parts shall be approved for use by the equipment manufacturer, where applicable.

Acceptance by NIST personnel

Parts All parts must be new. Non-standard or non-OEM parts require NIST approval before use.

Pre-work coordination and Approval Prior to performing work, the Contractor must coordinate with designated Contracting Officer Representative (COR) prior to coming to NIST to ensure the equipment is available for service, and to get the security clearance necessary to enter the NIST campus.

Inspection and Acceptance

In addition to the inspection and acceptance terms articulated in 52.212-4, the Government reserves the right to perform such performance tests and evaluation as defined below to verify specified system performance. Such test and evaluations, if performed, shall be conducted within the environment that the system is to be operated. The contractor has the right to be present during the tests and evaluations, if performed, at the contractor’s expense.

Performance Test:

Government will test equipment prior to contractor’s departure from NIST Campus.

NIST may choose at its discretion to forego this part of acceptance testing.

A visual inspection of the equipment will be performed by the NIST COR to identify surface defects or any form of indication that any equipment was damaged during transport to NIST. The Government shall have sole discretion to require repair or replacement of damaged and/or nonconforming supplies at no cost to the Government. The Government at any time prior to acceptance shall reject the equipment due to defects and/or nonconformance. The vendor is responsible for latent defects discovered any time after final inspection. However, the extent of its liability shall be prorated over the useful life of the equipment.

Ownership of the equipment shall transfer to NIST upon acceptance by the Government.

The Government will test, inspect, and accept or reject the equipment within one day of the receipt of the equipment unless otherwise indicated above. The Government reserves the right to conduct quality assurance testing to confirm that a given instrument(s) meets the manufacturer’s and/or the Government’s performance specifications. It is anticipated that the equipment will meet all manufacturer’s specifications and/or the Government’s performance specifications identified in the most recent operations and maintenance manual for each piece of equipment and/or in this document.

Delivery Terms

Delivery shall be hand carrier of F.O.B Destination and shall occur in accordance with the delivery due dates provided in section 5 of the SOW.

FOB Destination means: The contractor shall pack and mark the shipment in conformance with carrier requirements, deliver the shipment in good order and condition to the point of delivery specified in the purchase order, be responsible for any loss of and/or damage to the goods occurring before receipt and acceptance of the shipment by the consignee at the delivery point specified in the purchase order; and pay all charges to the specified point of delivery. The contractor shall deliver all parts to:

The National Institute of Standards and Technology 100 Bureau Drive, Building 301 226/B350 Gaithersburg, MD 20899-1640

Warranty The Contractor shall offer parts warranty for a duration matching that of the part manufacturer.

The Contractor shall specify the labor warranty terms in their proposal. The warranty period shall begin after the work has been accepted by NIST.

CONTRACTOR’S MINIMUM QUALIFICATIONS

The contractor is required to furnish technicians with the necessary qualifications to perform service on the equipment. Personnel provided by the contractor must possess a minimum of two

(2) years of pertinent experience in working on comparable Vilter Chiller Systems.

GENERAL INFORMATION

This work does not involve confidential or proprietary data.

Safety:

The Contractor employee shall be responsible for knowing and complying with all installation safety prevention regulations. Such regulations include, but are not limited to, general safety, fire prevention, and waste disposal.

Security:

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

Regular Business Hours:

Regular business hours are Monday through Friday, 8:00 am to 5:00 pm Eastern Time.

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 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.

PAYMENT SCHEDULE

The Contractor shall be paid, in accordance with Net 30-day payment terms, upon receipt and acceptance of a proper invoice, in accordance with the following schedule:

1. 100% after receipt and acceptance by the COR of fully delivered service and parts.

2. The Government anticipates inspection will occur upon:

a. After testing the integrity of the service work, as soon as possible.

Payment Schedule