Statement_of_Work_Rawlins_Field_Office_HVAC_Maintenance__mvo.doc

BLM RAWLINS FIELD OFFICE

HVAC SERVICE CONTRACT

1.00

SUMMARY

1.01 Description of Work: The Contractor shall provide management, supervision, labor, supplies, materials, equipment, and tools required to effectively, efficiently, and satisfactorily perform the Quarterly and Pre-Seasonal preventive maintenance specified within this Performance Based Contract. The work shall comply with codes and standards applicable to each type of work and as listed in the individual sections within these specifications.

1.02 Location of Work: The facility is the Bureau of Land Management Rawlins Field Office located at 1300 N Third St, Rawlins, WY.

1.03 Contractor Qualifications: Must have necessary tools, education, and experience to work on Johnson Controls computer system and materials. Directly employed qualified licensed personnel shall perform preventive maintenance or Contractor must provide services of a licensed journeyman for HVAC and certification of Johnson Controls equipment.

1.04 Hours of Operation: Working hours for the Contractor shall be between 7:45 a.m. to 4:30 p.m. excluding weekends and federal holidays. The building will be occupied with employees during preventive maintenance periods. The Contractor shall give 48 hours notice, in writing, before working outside of the working hours. The Contracting Officer will accept or deny the request in writing. The Contractor shall provide forty-eight (48) hour notice before any interruption in any utility.

1.05 Work Schedule: The contractor shall submit a maintenance schedule yearly. The maintenance schedule shall be provided during the bid submission, and subsequently when each option period is exercised. The contractor shall perform quarterly inspections and maintenance on the HVAC equipment. The Contractor shall send written notification to the Contracting Officer at least forty-eight (48) hours before performing maintenance.

1.06 Codes and Standards: Work shall be done in compliance with the most rigid of the latest editions of the following:

UPC

Uniform Plumbing Code

UMC

Uniform Mechanical Code

NFPA

National Fire Codes

NEC

National Electric Code

2.00

DEFINITIONS

2.01 Conduct of Work: All persons employed by the Contractor shall either be experienced in this type of maintenance work or shall work with an experienced person.

This is a performance-based service contract where the requirements are written with results in mind. The contractor shall meet or exceed the standards set forth in the Preventive Maintenance Requirements of this Statement of Work.

3.00

SPECIFIC TASKS

3.01 Routine Work: The preventive maintenance shall include materials necessary for quarterly maintenance, including two (2) pre-season services. Maintenance shall occur on the second week of January, April, July, and October. The pre-season maintenance shall occur on the second week of April and October. Any needed changes to the schedule shall be submitted to the Contracting Officer at least 2 weeks before the scheduled maintenance.

3.02 Work to be Performed at Each Inspection

· Preseason: Verify proper operation of all VAV terminal dampers and reheat coil valves. Stroke dampers and valves from fully closed to fully open to verify operation; make recommendations as needed.

· Preseason: Verify proper operation of all fin tube radiators. Stroke valves from fully closed to fully open to verify operation; make recommendations as needed.

· Preseason: Close drain valves and turn on water supply to rooftop evaporative coolers. Verify water levels in sumps and adjust accordingly.

· Preseason: Inspect evaporative cooler media; make recommendations if needed.

· Inspect thermostats throughout the building for proper operation

· Contractor to furnish and change all air filters listed in the table quarterly

· Label all air filters installed with a date and time of change

· Inspect condenser & evaporator coils; make recommendations if needed

· Inspect & lubricate all equipment (motors, blowers, bearings, etc.) per manufacturer’s specifications

· Inspect belts, pulleys, and motor mounts for proper alignment, tightness and condition

· Check for gas and liquid leaks

· Check all electrical connections for tightness and safe conditions

· Check all electrical devices (contactors, relays, etc.)

· Check all controls for calibration and proper operation; advise if corrections are needed

· Check fresh air controls and dampers for operation and leakage

· Check compressor safety controls; hi and low pressure, oil, temperature, and current safeties

· Check crank case heaters

· Run compressors through all stages of cooling, check for proper operation

· Check supply and secondary voltages

· Check current draw of all motors

· Check temperature drop across all coils

· Check gas or electric heat sections for proper operation

· Check heat exchangers, and make recommendation if needed

· Clean burners and pilots yearly

· Cycle units and check for proper operation

· Clean cabinets as needed

· Add glycol as needed

· Postseason: Open drain valves and turn off water supply to rooftop evaporative coolers. Verify that sumps and indirect cooling coils are fully drained.

· Maintain all equipment per manufacturer’s specifications

3.02 Emergency Service Calls

The contactor shall respond to emergency requests for service within 24 hours of callout and shall have access to all Rawlins Field Office facilities.

Glycol Feeder (GF-1)

AIR FILTERS REQUIRED

3.02 Recommendations

Maintenance that will enhance or prolong the life of the equipment shall be suggested or brought to the Contracting Officer’s attention. The Contracting Officer will approve major repairs or corrections in writing before this type of work is started. All minor items such as repair of electrical connections, replacement of filters, and making small adjustments shall be performed as regular maintenance.

3.03 Exclusions:

· Maintenance or fixing of ductwork

· Water supply and drains beyond the subject equipment

· Electrical service beyond the subject equipment disconnect switches (control wiring excepted)

· Moving or relocating the subject equipment

· Repair due to unexpected freezing

· Work made necessary by the enforcement of government and building codes.

4.00

SUBMITTALS:

4.01 Scope

Submittals shall include but are not limited to methods, licenses, Safety Plan, Fire Plan, Quality Assurance Plan, and work schedules. Each inspection the Contractor shall submit a report outlining what work was completed and any recommendations. The Contractor shall submit the report format at the pre-work meeting for approval from the Government.

4.02 Licenses

Contractor shall supply a copy of their journeyman license for HVAC systems and/or certification from the manufacturer for the specific equipment being maintained.

4.03 Fire & Safety Plan

The Contractor shall submit a Safety Plan and a Fire Plan to the Contracting Officer prior to or at the Pre-Work Conference.

4.04 Quality Assurance Plan (QAP) The Contractor shall submit a QAP at the pre-work meeting. The QAP shall describe how the requirements of this contract are to be met by the Contractor.

4.05 Requirements

Allow at least five (5) working days for submittal review. Review time commences upon receipt by the Contracting Officer. The original and two (2) copies of each submittal shall be delivered to the Contracting Officer.

4.06 Identification of Submittals

Completely identify each submittal by showing at least the following information:

4.06.1 Name and address of submitter, plus name and telephone number of the individual to contact for further information.

4.06.2 Name of project as it appears in this Statement of Work

4.06.3 Indication of whether submittal is original or is a re-submittal.

5.00

SUPPORTING INFORMATION:

5.01 Period of Performance

This is an option year contract with a base plus four (4) option years.

5.02 Contractor-Furnished Materials and Services

5.02.1 The Contractor shall furnish all labor, equipment, supervision, transportation, operating supplies, materials, and incidentals necessary to complete the work required.

5.02.2 The Contractor shall provide an itemized check list for inspection work performed and provide a detailed report describing all work completed during each scheduled maintenance visit. The format shall be agreed upon by the Contracting Officer and Contractor during the pre-work meeting.

5.02.3 Delivery Storage and Handling: Contractor shall provide safe handling and delivery of the products being used for this job so that products are not damaged upon arrival to the work site. After each work day, it is the responsibility of the Contractor to properly store respective materials that can be deteriorated from weather exposure and to clean all work areas.

5.03 Key Personnel

The contractor shall identify, by name, within ten (10) days of award, the key management, technical, and/or instructor personnel who will work under this contract. All individuals listed shall sign in and out at the office front desk.

5.04 Disposal of Debris

All waste materials will be disposed of off-site. Disposal of materials must be performed in a legal manner and payment of fees required is the Contractor's responsibility.

5.05 Quality Assurance

Codes and Standards: The work shall comply with Federal, State and local codes and standards, following the most stringent, applicable to each type of work and as listed in the individual sections of this Statement of Work.

5.06 Miscellaneous

5.06.1 The existing conduits and boxes shall be utilized

5.06.2 All electrical work shall be completed by a certified electrician excluding low voltage.

5.07 Pre-Work Conference

5.07.1 A Pre-Work meeting will be held prior to the start of work. The Contractor will be notified in advance of the meeting time, date and place. The purpose will be to review required work, materials, maintenance schedules, payroll and payments, and administrative provisions of the Contract.

5.07.2 The Contractor, any subcontractors and any persons responsible for coordination of the work shall be present at the meeting.

5.07.3 The Contractor shall be prepared to summarize and explain procedures planned for preventive maintenance and present any submittals requested in this Statement of Work.

5.08 Progress Meetings

5.08.1 To be held at the project site, conducted each quarter with the Contracting Officer Representative.

5.09 Post-Work Job Conditions

5.09.1 Contractor shall make sure that, prior to leaving the project, the worksite is in pristine condition.

5.09.2 If Contracting Officer does not find the post-work site conditions acceptable, the Contractor shall be required to remedy the conditions accordingly.

6.00

QUALITY ASSURANCE:

6.01 Qualifications:

Maintenance Workers: All maintenance workers shall be experienced in performing HVAC maintenance work.

6.02 Quality Assurance:

Certificates: (filters, igniters, bearings, service parts, etc.) comply with specified performance characteristics, criteria, and physical requirements specified in the Manufacturer’s Installation Instructions.

7.00 TECHNICAL PROPOSAL CONTENTS: (These Items to be Submitted with Bid)

7.01 Qualifications and Experience of Key Personnel:

Contractors shall submit a one (1)-page resume of all key personnel proposed for this contract. For this contract, the following positions have been determined as key: HVAC Technician with Johnson Controls experience and a Programmer with direct digital control system.

7.02 Performance:

Contractors shall submit a list of clients for past and present similar projects covering the past three (3) years (maximum of five (5) clients). Provide contact name, address, phone number, fax number, and e-mail address. The Government will survey these clients to obtain past performance information (quality, timeliness, cost control, and business relationships) related to the contractor’s current and past work.

7.03 Quality Control Plan:

Contractors shall submit a Quality Control Plan showing how they intend to meet Government performance standards for each preventive maintenance task and subtask associated with this contract.

7.04 Technical Approach:

Contractors shall submit an executive summary on their approach to preventive maintenance.

Technical evaluations will be significantly more important when compared to price.

8.00

MEASUREMENT AND PAYMENT

Units:

Each preventive maintenance trip shall be paid at a lump sum price.

Each twenty-four (24) hour emergency service callout payment will be made at the unit cost on the bid schedule.

STATEMENT OF WORK