Tab 02 - SOW TRANE Chiller Mx FY24 (14Aug23).pdf

STATEMENT OF WORK (SOW)

TRANE CHILLER MAINTENANCE

SCOTT AFB, ILLINOIS

14 August 2023

DESCRIPTION OF SERVICES:

a. The Contractor is required to provide the necessary labor, materials, equipment and equipment software to perform Chiller maintenance on TRANE chillers on Scott AFB, IL. Without limiting the generality of the foregoing, the Contractor shall be required to perform scheduled quarterly and annual recurring maintenance, and corrective maintenance as needed.

b. The Contractor is required to use manufacturer’s recommended methods/procedures and industry standards to maintain/repair TRANE chillers, and abide by Scott AFB, local, county, state and federal laws under this contract.

c. The Contractor shall be a TRANE qualified and authorized technicians, with appropriate documentation, with the ability to perform maintenance/repair on TRANE Chillers, to include any proprietary mechanical and/or software maintenance/upgrades. In addition to providing labor, materials equipment and tools, the contractor must provide all software and firmware required to perform updates, adjustments and calibrations as required per the manufacturer’s recommendations and instructions.

d. Please see attachment 1 for a list of chillers that require recurring and corrective maintenance. Only the water-cooled chillers in building 44 and 1575 shall receive recurring maintenance, and all others shall be serviced via corrective maintenance on an as needed basis. Unless otherwise agreed upon by the government, the contractor shall perform the annual maintenance requirements first, followed by the quarterly maintenance inspections.

e. The contractor’s technician shall possess the ability, without government assistance, to record, update, and operate the chiller software and chiller panel firmware to perform required maintenance and repairs.

f. Maintenance shall be performed to maintain the Chillers to manufacturer’s factory standards and specifications and prepare the Chillers for effective, reliable and efficient operation. Maintenance should strive to help identify energy saving opportunities, reduce future repair costs, extend asset life, ensure productive environments, and promote health and safety.

g. The contractor shall be responsible to provide all necessary materials and equipment to perform preventative maintenance to maintain chillers within manufacturer’s specifications with the exception of refrigerant. If required, refrigerant is considered to be a government furnished item, and not required to be provided by the contractor.

MAINTENANCE FREQUENCIES:

A. Annually perform the following recurring maintenance on each of the water-cooled chillers at building 44 and 1575:

1. - Comprehensive services IAW manufacturer’s specifications include, but not limited to:

- Check with appropriate customer representative for operational deficiencies

- Update Chiller firmware and software to current version

- Record and report abnormal conditions, measurements taken, etc.

- Check and record refrigerant level.

- Inspect for leaks and report leak results.

- The refrigerant should be correct before starting the leak check. To prevent unnecessary venting of refrigerant, EPA-recommended methods (e.g. hot water and/or electric blankets) must be used to pressurize the vessels.

- In order to use EPA-recommended methods, certain conditions must be met:

* The isolation valves on the chilled water and condenser water lines must shut off the circulation completely.

* The temperature of the equipment room should be 70°F or higher.

* Access connections to the condenser water and chilled water circuits must be provided (government’s responsibility).

* If these conditions cannot be met, the refrigerant must be removed and the vessel pressurized, using dry nitrogen and a trace gas. This additional procedure is outside the scope of this recurring maintenance agreement.

* Repair minor leaks as required (e.g., valve packing, flare nuts).

* Visually inspect condenser tubes for cleanliness.

* Check vanes for free and smooth operation.

* Check mechanical linkages for wear.

2. Purge

- Check purge unit controls for proper operation.

- Check and clean purge drum as required.

- Clean the condenser coil.

- Clean strainers or replace filters as required.

- Check the purge compressor assembly for leaks as required.

- Check the purge unit for proper operation.

3. Controls and Safeties

- Verify all settings in the electronic control panel.

- Inspect the control panel for cleanliness.

- Inspect wiring and connections for tightness and signs for overheating and discoloration.

- Verify the operation of the vane control system:

* Verify the working condition of all indicator/alarm lights and LED/LCD displays.

* Verify the operation of the oil sump temperature control device.

* Test high condenser pressure safety device. Calibrate and record setting.

* Test low evaporator temperature safety device. Calibrate and record setting.

* Test low oil pressure safety device. Calibrate and record setting.

* Test high motor temperature safety device. Calibrate and record.

* Test operation of chilled water pump and condenser water pump starter auxiliary contacts.

* Test operation of chiller and by-pass valve relations and adjust/calibrate as required.

4. Lubrication System

- Pull oil sample for spectroscopic analysis.

- Check oil for acid content and discoloration. Make recommendations to the customer based on the results of the test.

- Measure and record the oil pump voltage and amperage.

- Verify the operation of the oil heater. Measure amps and compare readings with the watt rating of the heater.

- Change the oil filter.

- Verify the oil level and add oil as required.

5. Motor and Starter

- Clean the starter and cabinet.

- Inspect wiring and connections for tightness and signs of overheating and discoloration.

- Check condition of the contacts for wear and pitting.

- Check contactors for free and smooth operation.

- Check the mechanical linkages for wear, security, and clearances.

- Check tightness of the motor terminal connections.

- Meg the motor and record reading.

- Verify the operation of the electrical interlocks.

- Technician to inspect AFD operation and verify proper control/settings.

6. Perform condenser tube brushing IAW TRANE specifications.

- Check with appropriate customer representative for operational deficiencies.

- Set up necessary equipment to remove head (one head)

- Mechanically brush tubes.

- Replace head. Unless otherwise approved by the government, new condenser and evaporator head gaskets shall be used.

- Remove and dispose any debris from any maintenance activity.

- Document tasks performed during visit and report any observations to appropriate government/customer representative.

7. Vibration Analysis ANL-140

- Perform vibration analysis, using the proper instruments, to determine if corrective action is needed.

B. Quarterly Operational Services - Every three months after the initial annual services the contractor shall perform on each of the chillers:

- Check the general operation of the unit.

- Log the operating temperatures, pressures, voltages, and amperages.

- Check the operation of the purge unit.

- Check the operation of the control circuit.

- Check the operation of the lubrication system.

- Check the operation of the motor and starter.

- Analyze the recorded data. Compare the data to the original design conditions.

- Review operating procedures with operating personnel.

- Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected.

SERVICE SCHEDULES & REPORTS:

The government shall work with the contractor to develop a service schedule within 10 workdays of the award date of the contract. The contractor shall provide a minimum of three days’ notice if changes are required to the scheduled service dates. Contractor shall provide the government representative a detailed service report within five calendar days of services performed.

QUALITYCONTROL:

The Contractor shall develop and maintain a quality control program to ensure services are performed in accordance with applicable industry standards.

QUALITYASSURANCE:

The contractor shall ensure the technician on site is a certified and/or qualified to work on the chillers described in this SoW. The government shall inspect and evaluate the contractor's qualifications and performance to ensure services are received in accordance with requirements set forth in this contract. The government reserves the right to obtain 3rd party verification, at the government’s expense, for services, quality of work and/or any other concerns.

CORRECTIVE MAINTENANCE:

A. The contractor may be called by the government to perform corrective maintenance (service call).

Unless otherwise approved by the government, the contractor shall arrive on site within three calendar days to troubleshoot problems. If repair parts are required, the contractor shall provide a written quote with separated costs for materials and labor.

B. If the contractor discovers defects that is outside the coverage of preventative maintenance, the contractor shall notify the government/customer representative and provide a written quote with separated costs for materials and labor.

C. The government/customer representative MUST ensure funds are available prior to approving the contractor’s parts and/or material requests in which they seek reimbursement.

D. The government reserves the right to add additional quantities for corrective maintenance hours or materials as needed.

GOVERNMENT FURNISHED UTILITIES:

A. The government reserves the right to provide any and/or all required parts and/or materials the government may already have available.

B. The Contractor may have use of government electrical and water supplies when readily available. If the Contractor needs additional utilities, special connectors, etc., the Contractor will need to provide these at their own expense.

GOVERNMENT FURNISHED EQUIPMENT:

Government personnel shall provide access to the mechanical room to perform necessary work/testing. With the exception of refrigerant, there is no government furnished equipment and/or materials provided for this SOW. The Contractor is responsible for all labor, materials, equipment, equipment software and firmware, tools, vehicles, etc.

ENVIRONMENTAL AND SAFETY CONTROLS:

A. The contractor is responsible for the analysis, characterization, proper handling and disposal of used oil and refrigerants. The contractor shall contact the 375 CES/CEI for any questions and/or instructions of proper disposal methods and/or procedures.

Under no circumstances will the contractor remove any hazardous waste from Scott AFB without ensuring complete and full compliance with all applicable existing environmental laws and regulations.

B. Notification of Environmental Spills. If the contractor spills or releases any hazardous substance that contacts or has the potential to contact water, soil or any drain (sanitary or storm) the contractor shall call 911 and then the CO immediately. The contractor shall be liable for reimbursement of containment and environmental clean-up of the spill or release of such substance.

C. Wastewater. Wastewater is any unwanted water (contaminated storm water, any water not meeting the definition of storm water, non-storm water, ground water, unused potable water, water generated as a result of rinsing or cleaning) and is prohibited from discharge to any location on Scott AFB without prior approval from the 375 CES/CEI. The contractor shall obtain written approval from the CO prior to discharging to any Scott AFB sanitary or storm sewer system.

D. Spill Response. The contractor shall be responsible for the clean-up and disposal of all spilled materials. This includes all materials used to contain and absorb the spill. Spilled material must be cleaned-up promptly and reported to the CO. If any amount of spilled material contacts or has the potential to contact water, soil or any drain (sanitary or storm), the contractor shall call 911 immediately. Spills of HAZMA.T or hazardous waste shall be managed in accordance with the current Integrated Contingency Plan for Oil and Hazardous Substances Spill Prevention and Response for Scott AFB.

E. Disposal of wastes generated from spill clean-up shall be the contractor's responsibility. The contractor shall be liable for reimbursement of containment and environmental clean-up of the spills.

F. Training. The contractor is responsible to train their employees regarding

Environmental and Hazardous Materials Handling. The contractor is also required to have and maintain Material Safety Data Sheets (MSDS) for all materials used by the contractor in accordance with but not limited to federal and state laws and/or regulations.

SAFETY CONTROLS:

Fire Safety. The contractor shall obtain a burning permit from the Scott AFB Fire Department prior to welding, burning or cutting operations each day they anticipate performing this type of work. Occupational Safety. The contractor shall comply with all provisions of the Occupational safety and Health Act (OSHA) and the Corps of Engineers Manual, EM 385-1-1, entitled "General Safety Requirements." The contractor shall conform to all Air Force regulations and directives pertaining to security, safety, fire, traffic, and personnel clearances in so far as they pertain to the contractor's activities while on Scott AFB. The contractor shall brief the workers on safety and fire prevention regulations

PROTECTION OF GOVERNMENT PROPERTY:

The contractor shall be held liable for any property damages caused as a result of contractor activity.

NON-PERSONAL SERVICES AND/OR INHERENTLY GOVERNMENTAL

SERVICES:

The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the PCO immediately. These services shall not be used to perform work of a policy/decision making or management nature, (e.g., inherently governmental functions). All decisions relative to programs supported by the contractor shall be the sole responsibility of the Government.

CONTRACTOR CONSENT to BACKGROUND CHECKS:

A. The contractor and, as applicable, subcontractor shall not employ persons for work on this contract if such employee is identified as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population, nor shall the contractor or subcontractor employ persons under this contract who have an outstanding criminal warrant as identified by Law Enforcement Agency Data System (LEADS) through the National Crime Information Center.

LEADS checks will verify if a person is wanted by local, state, and federal agencies. All contractor and subcontractor personnel must consent to LEADS background checks. Contractor and subcontractor personnel who do not consent to an LEADS check will be denied access to the installation. Information required to conduct an LEADS check includes: full name, driver’s license number, and/or social security number, date of birth of the person entering the installation, and completion of a background check questionnaire. The contractor shall provide this information using the Scott AFB Form 21, Contractors Consent for Background Check, and shall submit it in conjunction with the contractor’s request for either base or vehicle passes. Completion of a successful LEADS check does not invalidate the requirement for an escort when contractor or subcontractor personnel are working within controlled or restricted areas. All identifying credentials will be compliant with the REAL ID Act.

B. Contractors shall ensure their employees and those of their subcontracts have the proper credentials allowing them to work in the United States. Persons later found to be undocumented or illegal aliens will be remanded to the proper authorities. The contractor shall not be entitled to any compensation for delays or expenses associated with complying with the provisions of this clause. Furthermore, nothing in this clause shall excuse the contractor from proceeding with the contract as required.

BADGES:

The contractor is required to provide identification badges for their employees. All contractor personnel shall wear these badges while on duty on the government site. Badges are required to identify the individual, company name, and be clearly and distinctly marked as contractor. Size, color, style, etc. are to be mutually agreed to by contractor and government. The contractor’s identification badge will not be used as an entry requirement for installation entry or into any government designated controlled or restricted area. All DBIDS cards/passes will be turned in to the Dixon Visitor Control Center upon expiration of pass and/or completion of contract.

CONTRACTOR REGISTRATION of VEHICLES on SCOTT AFB:

All contractor or contractor employees’ vehicles used for the performance of this contract shall comply with all local, state and federal regulations. Additionally any pass shall be surrendered to Security Forces upon demand to positively identify a person’s need to be on Scott AFB.

ACCESS to INSTALLATION DURING FORCE PROTECTION CONDITIONS (FPCONs):

Contractors will be assigned a mission essential designation IAW requirements contained in SAFBI 31-101/Installation Security Instruction. Only the installation commander or the unit commander requesting contract support will assign the mission essential designation.

AT LEVEL 1 TRAINING for CONTRACTORS:

AFI 10-245-O published on 07 Dec 20 states 100% of contractors will complete AT Level I (Antiterrorism Awareness). This is also a federal law under 48 CFR § 252.204-7004 that all contractors that work on federally funded projects will have this training.

CONTRACTING SQUADRON (CONS) COMMANDERS:

(1) Coordinate performance work statement (PWS)/statement of work (SOW) and modifications with the installation Antiterrorism Officer/Antiterrorism Program Manager (ATO/ATPM) to ensure AT considerations and measures are included in all applicable contracts and that all AT standards are in compliance. (T-1).

(2) Coordinate with the installation ATO/ATPM to ensure Level I - AT Awareness Training is completed by all contractors within 30 days of requiring access, and annually thereafter. (T-3).

Coordination for training should be done by the requiring unit after contract award.

(3) Work with ATO/ATPM to coordinate AT-specific contracting measures for inclusion in the installation‘s AT Plan. (T-2).

(4) Coordinate necessary background investigations for contractors with the installation information protection office and work with the ATO/ATPM to develop mitigation measures that limit the potential for terrorist and insider threats posed by contractors while on the installation. (T-1)

(5) Incorporate required AT clauses, related supplements, and local AT measures as part of requirements for DoD contracts, as described in Standard 18. (T-0)

PROPERTY PROTECTION:

Property protection for facility where the contractors’ primary work center is located will be the responsibility of the local facility manager and local Government Security Manager, or their duly authorized representative IAW AFI 31-101, Integrated Defense and command/local directives. The contractor shall safeguard all government-owned equipment and materials in his/her possession or use.

SAFEGUARDING CLASSIFIED or UNCLASSIFIED INFORMATION:

The contractor shall meet Air Force standards for storing, processing, and handling classified information and systems. Additionally, all resources (e.g. maps, publication/instructions, photos) provided by the government to assist the contractor in the performance of their contract will be surrendered upon termination of employment or the end of the contract performance period.

NON-DISCLOSURE AGREEMENTS:

To safeguard information, the contractor shall enter into non-disclosure agreements with the responsible local security manager.

PRIVACY ACT:

Work on this project requires that personnel have access to Privacy Information. Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

Contractors Working in Controlled or Restricted Areas

The unit requesting contract support will provide escort (s) for contractors’ at all times when within a controlled area. Contractors shall not escort other contractor employees within controlled or restricted areas. In addition, contractors shall fulfill, maintain, and comply with all security requirements IAW AFI 31-101, Integrated Defense, and command/local directives.

Access to Government Facilities with Controlled or Restricted Areas

The contractor shall comply with security regulations imposed by the installation commander and/or the agency responsible for the project location. Due to specific mission requirements inherent in the nature of controlled or restricted areas on Scott AFB, the government may direct the contractor to leave the controlled or restricted areas at any given time.

Contractors Responsibilities while Working within Controlled or Restricted Areas

Only contractor personnel with proper authority and qualifications shall enter a controlled or restricted area. Certain facilities require the issuance of an AF Form 1199CD. The government, at any time, may revoke the AF Form 1199CD. The procedures for the issuance of an AF Form 1199CD are contained in SABFI 31-1 Integrated Defense/Antiterrorism Plan. Contractors shall not escort other contractor employees within controlled or restricted areas. Upon completion of the contract, all 1199CDs will be turned into the sponsor and in turn delivered to 375th SFS/S5B, Line Badges. In addition, contractors shall fulfill, maintain, and comply with all security requirements contained in SABFI 31-1 Integrated Defense / Antiterrorism Plan.

Access to Government Facilities with Controlled or Restricted Areas for Replacement Contractors

The unit requesting contract support will continuously escort replacement contractors, not initially possessing the proper clearances and requiring entry to controlled or restricted areas. Replacement contractors shall submit paperwork within 30 days of being assigned to obtain an approved security clearance or favorable review. Replacement contractor personnel shall obtain a security clearance prior to working with, or having direct access to, classified material. In addition, replacement contractor personnel shall obtain a “Favorable review” prior to having access to a Controlled Area.

The above information shall be submitted to 375 AMW/IP.

NON-PERSONAL SERVICES AND/OR INHERENTLY GOVERNMENTAL

SERVICES:

The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the PCO immediately. These services shall not be used to perform work of a policy/decision making or management nature, (e.g., inherently governmental functions).

All decisions relative to programs supported by the contractor shall be the sole responsibility of the Government.

OZONE DEPLETING CHEMICALS (ODC):

I have reviewed the requirement including technical documentation, and believe that it does not require the contractor to use Class I ODC in performance of the contract nor does it require delivery of a separately identifiable Class I ODC as an item of supply or as a part of any service.