PWS-18-Q-0008-Maint._HVAC_Clinic_(22_August_18).pdf

Page 1 of 48 Rev 3-May 2017

PERFORMANCE WORK STATEMENT (PWS)

MAINTENANCE AND REPAIRS ON THE HVAC SYSTEMS OF THE BRUSSELS HEALTH CLINIC

Part 1

General Information

1. GENERAL: This is a non-personal services contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

1.1 Description of services/Introduction: This is a non-personal services contract to provide maintenance and on demand repair services on the Heating, Ventilation, and Air-Conditioning (HVAC) systems of the Brussels Health Clinic. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Background: The USAG – Benelux-Brussels mission is to provide Base Operations to joint military, civilians and their families, to include interagency community members with a quality of life equal to the quality of their service. Brussels Health Clinic provides medical and dental services to these beneficiaries stationed around Brussels Belgium. The clinic`s mission is to provide world class medical and preventive healthcare services to the Brussels American community. Important part to accomplish the mission is to provide an optimal operational HVAC system that keeps the Clinic`s internal environment (air quality) in a healthy, comfortable and safe condition, for 25 staff and an average of 50 daily visitors. An HVAC unit that is running efficiently means less money spent on electricity, heating and cooling costs. HVAC maintenance is also important to prevent the need for major repairs or entire replacements. An unmaintained HVAC unit is a breeding ground for dirt, mold and bacteria, all of which can cause or worsen respiratory problems for those working in or visiting the building.

1.3. Scope: The Contractor shall provide non-personal HVAC maintenance and repair in accordance with attached Performance Work Statement. Preventive maintenance will maintain the HVAC system`s high efficiency, prolong the life of the HVAC equipment, maintain high indoor air quality and reduce expensive repairs on the HVAC equipment.

1.4 Objectives: The Contractor shall provide all labor, management, tools, equipment, supplies, materials, supervision, transportation, and other items or services specified in this PWS to ensure that the HVAC maintenance and repair services are performed on all HVAC systems specified herein. Well-maintained units are less likely to fail during the months of hard use, keeping the HVAC units up-to-date on all inspections and maintenance checks means less worry that the unit will break down when it is needed the most.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and three (3) option years. The Period of Performance reads as follows:

Base Year: from 28 September 2018 until 27 September 2019 1st Option Year: from 28 September 2019 until 27 September 2020 2nd Option Year: 28 September 2020 until 27 September 2021 3rd Option Year: 28 September 2021 until 27 September 2022

1.6 General Information:

1.6.1 Quality Control Plan (QCP): The contractor shall develop and maintain a Quality Control Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor's QCP is the means by which it

Page 2 of 48 Rev 3-May 2017 assures that the work provided complies with the requirements of the contract. At a minimum, the QCP must include the following to be acceptable:

a. A chart showing the organizational structure and lines of authority, the names, qualifications, duties, responsibilities, and classification of each member of the contractor's Quality Control Team.

b. How the contractor will monitor work to ensure that performance complies with all timelines, deadlines, and goals.

c. How the contractor will monitor work to ensure that performance complies with all specifications and requirements of the contract, including clauses.

d. How the contractor will monitor and ensure staff qualifications remain current and valid throughout contract performance.

e. How the contractor will ensure all keys issued will remain controlled items (See 1.7.7 Key Control)

f. How the contractor will identify, investigate, and correct any non-conforming performance and prevent similar deficiencies in the future

g. How the contractor will file and save all Quality Control related documents for the life of the contract.

The initial QCP shall be submitted as part of the quotation submission.

The Contractor shall bring identified issues or potential problems that might affect future performance to the attention of the POC as soon as possible. Verbal reports will be followed up by written reports within five (5) calendar days.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays:

US Holidays: Regular work shall not be performed during the following U.S. Federal holidays occurring during the normal workweek:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

Host Nation (Belgium) Holidays: Regular work shall not be performed during the following Host Nation holidays occurring during the normal workweek:

New Year`s Day Good Friday Easter Monday Labor Day Ascension Day Belgian National Day All Saints Day Remembrance Day Christmas Day 2nd Christmas Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 07.30 AM and 5.00 PM Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Training Holidays: USAREUR has historically granted military personnel Training Holidays as compensation for time that they spent in field training. These are typically combined with regular holiday leave schedules (for example, Christmas half days or day on day off schedules). Training Holidays may affect access to military operated facilities. If scheduled work or access to facilities is required, coordination with occupants will be necessary or the work in affected facilities shall be rescheduled after the training holiday. However, announced

Page 3 of 48 Rev 3-May 2017 training holidays or exodus of military personnel may provide the contractor with an opportunity for unrestricted access to facilities and areas. The Contractor shall take full advantage of such opportunities by planning maintenance or actions that are better accomplished when such areas are vacant.

1.6.6 Place of Performance: The work to be performed under this contract will be performed at:

Brussels Health Clinic Building 80011 J.F. Kennedylaan 10 Sterrebeek 1933

1.6.7 Type of Contract: This is a firm fixed price contract payable entirely in Euro. No additional sums will be payable for any escalation in the cost of materials, equipment or labor, or because of the contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required.

The government will award a Firm Fixed Price Contract, for a period of one (1) base year and three (3) option years not to exceed 27 September 2022.

1.7 Security Requirements:

1.7.1 Security Program: Contractor personnel performing work under this contract must have a “Standards of Good Conduct Type I” certificate at the beginning of the works, and must maintain this level of security required for the life of the contract.

1.7.2. Personnel Security Clearance Requirements:

(a) Access to U.S. installations and controlled areas is limited to personnel who meet security criteria and are authorized by Host Nation law to work in that country. Failure to submit required information/data and obtain required documentation or clearances in accordance with AE Regulation 190-16, Installation Access Control, will be grounds for denying access to U.S. installations and controlled areas. The Contractor is responsible to ensure that any Subcontractor used in performance of this contract complies with these requirements and that all employees, of both the Contractor and any Subcontractor utilized by the contractor, are made aware of and comply with these requirements.

(b) The Contractor is responsible for being aware of and complying with the requirements associated with Installation Access Control. The Government is not liable for any costs associated with performance delays due solely to a firm’s failure to comply with Installation Access Control (IAC) processing requirements.

(c) The Contractor is responsible for returning installation passes to the issuing Installation Access Control Office (IACO) when the contract is completed or when a contractor employee no longer requires access.

(d) AE 190-16 (and AE 190-16-G German translation) can be found on the following website:

http://www.hq.usacce.army.mil/

(e) Below is the responsible Organizational Sponsor & Installation Access Control Office for this contract:

Organizational Sponsor:

Sponsor: USAG Benelux – Brussels DPW – building # 3, room 3-319 Chee de Louvain 13, Sint Stevens Woluwe 1932 DSN phone 368-9758 Commercial phone: 0032.2. 7179758

Access Control Office: USAG Benelux-Brussels Military Police – building # 1, ground floor.

Chee de Louvain 13, Sint Stevens Woluwe 1932 DSN phone 368-9769 Commercial phone: 0032.2.7179769

1.7.3 Installation Access: The contractor shall provide an installation pass log within fourteen (14) calendar days after contract award. The pass log shall be updated as employees are added or removed and submitted to the POC within 5 days after changes. Upon the termination of employment or termination/cancellation of this contract, the Contractor is responsible to collect the installation access passes. The contractor shall collect the installation access

Page 4 of 48 Rev 3-May 2017 passes the same day employment of an individual has expired/terminated, and shall return them to the issuing office within three (3) workdays.”

1.7.4 Background Checks: See 1.7.1 Security Program

1.7.5 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.7.6 Operations Security (OPSEC) Requirements: Contractor personnel shall adhere to facility security policies and restrictions. If applicable, government issued access badges shall not be worn outside designated facilities where visible to the general public. The Contractor shall immediately report suspicious activities to security personnel.

1.7.7 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan, and the Contractor’s Security Plan [if applicable]. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any incidents of lost or duplicate keys/key cards to the Contracting Officer. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan [if applicable].

1.7.8 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Point of Contact (POC), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.7.9 Point Of Contact (POC): The POC will be identified by separate letter. The POC monitors all technical aspects of the contract and assists in contract administration The POC is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the POC, a copy of which is sent to the Contractor, states the responsibilities and limitations of the POC, especially with regard to changes in cost or price, estimates or changes in delivery dates. The POC is not authorized to change any of the terms and conditions of the resulting order.

1.7.10 Key Personnel: The follow personnel are considered key personnel by the government: the Contractor’s Project Manager and Alternate Contract Manager, the Contractor’s Systems Engineers and the On Demand repair

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Point Of Contact person. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contractors On Demand contact person or alternate shall be available 24/07, Monday thru Sunday at all times. All key personnel shall be skilled in the English Language.

List of all key personnel shall be part of contractor’s quotation submission.

1.7.11 Special Qualifications: The contractor`s entity is responsible for ensuring the company possess and maintain the following certifications during the execution of this contract:

-Accreditation Certificate MazoutExpert – www.cedicol.be -Accreditation Certificate for Airco and Cooling Systems - https://www.lne.be/informatie-voor-erkende-airco-energiedeskundigen -ISO 9001 Quality Management for Maintenance on Technical Installations www.ISO.org -ISO 14001:2004, Compliance with environmental standards and procedures www.ISO.org -B-Gov accreditation klasse 8 D17 – L1 – T3 for heating systems http://economie.fgov.be/nl/ondernemingen/specifieke_domeinen/kwaliteit_bouw/Agreation_entrepreneur/ -B-Gov accreditation klasse 7 D16 – L1 – T3 for cooling systems http://economie.fgov.be/nl/ondernemingen/specifieke_domeinen/kwaliteit_bouw/Agreation_entrepreneur/ Special qualification certificates shall be part of contractor’s quotation submission.

1.7.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel identification shall be easily identifiable through the display of badges IAW AER 27-715 Contractor Identification.

1.7.13 Contractor Travel: N/A (Not Applicable)

1.7.14 Other Direct Costs: N/A (Not Applicable)

1.7.15 Data Rights: The Government has unlimited rights to all documents/material produced under this contract.

All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.7.16 Non-Disclosure Requirements: Performance under this contract may require the Contractor to access data and information proprietary to a Government agency, another Government Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be adverse to the interests of the Government or others. Neither the Contractor, nor Contractor personnel, shall divulge, nor release data or information developed, or obtained under performance of this work statement, except to authorize Government personnel or upon written approval of the KO. The Contractor shall not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as specified in this PWS. All documentation showing individual names or other personal information shall apply, and shall be controlled and protected under the provisions of the Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.) Section 552a.

The use of propaganda violates DOD Commercial Use of Imagery Guidelines stated at (http://www.defenseimagery.mil/products/dodimagery/commercialuse.html. The Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any marketing tools to include its company website.

1.7.17 Non-Disclosure Statements: N/A (Not Applicable)

http://www.cedicol.be/ https://www.lne.be/informatie-voor-erkende-airco-energiedeskundigen https://www.lne.be/informatie-voor-erkende-airco-energiedeskundigen http://www.iso.org/ http://www.iso.org/ http://economie.fgov.be/nl/ondernemingen/specifieke_domeinen/kwaliteit_bouw/Agreation_entrepreneur/ http://www.defenseimagery.mil/products/dodimagery/commercialuse.html

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1.7.18 Organizational Conflict of Interest (OCI): N/A (Not Applicable)

1.7.19 Phase In /Phase Out Period: N/A (Not Applicable)

1.7.20 Safety: The following regulations in matter of safety and health will be applicable:

a) Site Specific Installation Traffic Rules: Generally, the Belgium Road Traffic Code applies on all installa-tions located in Belgium. The speed limit on installations, if not otherwise posted, is Maximum 15 km/h. At the Sterrebeek compound no vehicle traffic will be allowed between 08.00hr and 09.30 AM, and between 15.00hr and 15.30 PM (school busses traffic hours).

General Regulations for Electrical Installations (RGIE)

b) Standard Specifications # 105 from the “Régie des Bâtiments”, 1990 issue, with its errata and addenda, concerning fire detection systems.

c) USAG Benelux Memo 385-1, 1 Jul 2010. Safety & Occupation Health.

d) Occupational Safety & Health Administration (OSHA) and OSHA equivalent regulations, USACE Safety

& Health Requirements Manual (EM-385-1-1; Sept 2008)

1.7.20.1 Safety Plan and Program: The Contractor shall provide a site specific safety plan which is tailored to the work being performed, based on the size and complexity of the works to be accomplished. Significant hazards to life, limb, and property must be provided in writing to the Government POC with identified controls to prevent these hazards before commencing work. At a minimum, the safety plan shall address the following:

a) Person with lead responsibility for safety;

b) Company safety compliance inspections of the worksite;

c) Worksite housekeeping;

d) Requirements for the use of personal protective equipment;

e) Any special hazards and mitigation actions (Hazard Analysis) for Hazardous materials;

f) Confined Space Entry;

g) Lock Out-Tag-out.

The Contractor shall provide the site specific safety plan during the pre-performance meeting and within 5 calendar days after any change.

The Government POC will immediately forward the provided safety plan to the Installation Safety Office for review and use during the scheduled safety briefing with the Contractor person in charge and the Government POC.

1.7.21 Environmental Compliance: Contractor shall apply all Belgium Final Government Standards (BE-FGS) for handling, storage and disposal disposals of any HAZMAT and wastes. Flammable liquids and other hazardous materials will not be stored on site. The Contractor shall instruct contractor personnel on hazardous material correct use, storage, potential dangers and protective measures to be taken. Third parties shall not be endangered by the use of hazardous materials. Material data sheets (SDS) shall be readily available for all hazardous materials being used.

Belgium Final Government Standards are available at USAG Benelux DPW Environmental Division, POC Mrs Sabine Schneider, E-mail sabine.schneider.ln@mail.mil, telephone: 0032(0)68.27.62.69

1.7.21.1 Environmental Compliance Plan and Program : The Contractor-supplied experts, in the performance of the tasks of this PWS, shall abide by all applicable regulations, rules, guidance, policies, legislation and laws governing US operations in Belgium to include at a minimum but not to be limited to, the following:

a) AER 200-1, Army in Europe Environmental Quality Program, 8 May 2012

b) AR 200-1, Environmental Protection and Enhancement, 13 December 2007

c) Final Governing Standards (FGS) for Belgium, July 2016

d) Garrison Environmental Management System (EMS) Policy, procedures and requirements:

The Garrison EMS is explained during the pre-performance safety meeting and/or in the EMS manual, which may be requested from the Environmental Division.

e) Executive Order 12856 “Federal Compliance with Right-to-Know Laws and Pollution Prevention Requirements”, 03 August 1993

f) ISO 14001, Environmental Managements System, 15 September 2015 mailto:sabine.schneider.ln@mail.mil

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g) ADR – Accord Européen relative au transport international des marchandises Dangereuses par Route (Eu-ropean agreement for international shipping of dangerous goods)

In case of a spill the Department of Emergency Services (DES) and Directorate of Public Works Environmental Division (DPWENVD) must be informed so they can initiate a spill response. During business hours either the DES Fire Prevention and Protection division can be contacted on DSN 368 9769, Commercial +32 (0)2 717 9769 or the DPW on DSN 368-9736, Commercial +32 (0)2 717 97 36. Outside of normal business hours the Military Police (MP) Desk can be contacted at +32 (0)2 717 97 69.

1.

1.8 Required Training:

1.8.1 Anti-Terrorism (AT) Level I Training:

AT Level I Training.

The contractors project manager and alternate project manager will complete AT Level I awareness training within 14 calendar days after contract award date, or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor will submit certificates of completion to the POC or to the contracting officer, if a POC is not assigned, within seven calendar days after training is completed by all employees and subcontractor personnel. AT Level I awareness training is available online at https://atlevel1.dtic.mil/at

1.8.2 OPSEC Training:

OPSEC Training.

According to AR 530-1, new contractor employees must complete Level I OPSEC training within 30 calendar days after they report for duty. All contractor employees must complete annual OPSEC awareness training.

1.8.3 iWATCH Training: N/A ( Not Applicable)

1.8.4 Information Assurance (IA) Training: N/A (Not Applicable)

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms:

2.1 Definitions:

Contractor - A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

Contracting Officer - A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

https://atlevel1.dtic.mil/at

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Point of contact (POC) - An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable - Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

Key Personnel - Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

Physical Security - Actions that prevent the loss or damage of Government property.

Quality Assurance - The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

Quality Assurance Surveillance Plan (QASP) - An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

Quality Control - All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Subcontractor - One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

Work Day - The number of hours per day the Contractor provides services in accordance with the contract.

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense EA Each FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 HT High Tension (electric)

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KO Contracting Officer MDS Material Data Sheet N/A Not Applicable OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit TBD To be determined (with POC) 1Y One time per contract year 2Y Two times per contract year (semiannual) 3Y Three times per contract year (triannual) 4Y Four times per contract year (quarterly) 6Y Six times per contract year (every 2 months)

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PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. Government Furnished Items and Services:

3.1 Services: The Government will provide NO services of any kind

3.2 Facilities: a) Storage facilities: The Government shall not provide any storage facilities. If storage facilities are needed, contractor shall install these at his own expense, at locations designated by the Person of Contact (POC).

b) HAZMAT: No Hazardous Materials Storage will be stored on the job site.

c) Restroom facilities: Contractor can use existing restroom facilities, these facilities must be kept clean at all times.

3.3 Utilities: The Government will provide potable water from existing water faucets (max 3bar – ½”) and electric power (240V 16A Single Phase) from existing outlets. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish the services in this PWS.

3.4 Equipment: The Government shall not provide any equipment.

3.5 Property Management: N/A

3.6 Materials: The Government will provide NO materials

3.7 Training: As specified in Part 1 of this PWS.

3.8 Common Access Cards (CAC): N/A

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PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Items and Responsibilities:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS. The contractor shall provide the POC a detailed annual work schedule 5 calendar days prior start of each awarded contract year. The work schedule shall reflect the maintenance tasks and frequencies as outlined in this PWS, Part 5 Specific Tasks, and the maintenance dates and hours. The Contractor shall prepare this schedule and task description in a checklist format for the POC and the Brussels Health Clinic Manager`s approval. The contractor technicians shall sign off on every item of the checklist and leave a copy of this signed checklist with the POC or the POC's designate, after the maintenance and on demand visits. The contractor shall provide the personnel, parts, mobile personnel lifts, tools, ladders, labor, equipment, supervision, tele communication and transport. All needed Routine Maintenance parts/materials shall be new, equal quality as the existing parts, be compatible with the existing installation, and delivered and installed by the contractor at no additional cost to the US Government. All replacement parts/materials have to be technically approved by the POC prior its use.

4.2 Secret Facility Clearance: N/A

4.3 Materials: The Contractor shall provide:

Expendable materials

Air filters for air handling unit.

Motor-ventilator drive belts Anti-freeze Glycol -20C for cooling unit.

Air filters for independent A/C units.

Fuel (mazout) filter for heating burner.

Diesel fuel injectors for heating burner.

Corrosive resistant paint.

Water filter for potable water supply.

Water filters for CIAT cooling unit chilled water pipes Refrigerant gas for CIAT chiller Oil and oil filter for CIAT chiller Refrigerant gas for independent A/C units.

Indication light bulbs on electric and control panels Electric fuses and dry batteries Anti-mold microbicide for inside air ducts.

False ceiling tiles Air ducts sealant Automatic air bleeders Spill kits Cleaning and degreasing supplies

4.4 Equipment: The Contractor shall provide all equipment to meet all the requirements under this PWS, as, but not limited to : transportation, all tools, HVAC test equipment, air pressure & flow test equipment, electrical components test equipment, refrigeration maintenance, testing and repair pumps and tools, glycol pumps, potable water quality test equipment, inside air ducts cleaning equipment, ladders, scaffolding,….

4.5 Installation Access Cards (IAC): The contractor shall provide the following information for all personnel that need access to the work site: Last, First Middle Name, Cadency Name, Person identifier (SSN, FIN, or TIN), date of

Page 12 of 48 Rev 3-May 2017 birth, primary email (this email will used to contact the individual) and vehicle make, type, color and plate number to the POC with 15 calendar days after award, and within 5 calendar days after changes have been made. The POC will provide the format and content. Note IACs are Government property and must be accounted for.

The POC shall invite the contractor`s personnel, that need access to the work site, at the IAC issuing office to obtain their IAC cards. Contractor will not be reimbursed for the transport to and the time spend at the IAC issuing office.

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PART 5

SPECIFIC TASKS

5.1 Basic Services: The Contractor shall provide all necessary managerial, administrative and direct labor personnel, as well as all transportation, equipment, tools, supplies and materials required to perform inspection, maintenance, and component replacement as required, to maintain the systems in accordance with this work statement. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when units are activated and running. All work shall be done in strict conformance with the best practices of the trades involved. All works shall be completed in a workmanlike manner consistent with customary industry practices. The contractor shall provide services of trained and qualified technicians to inspect, adjust, and perform scheduled preventive maintenance.

5.2. Task Heading:

5.2.1 Maintenance on heating system oil (mazout) burner conform the manufacturer maintenance recommendations, contractor shall obtain the manufacturer service and maintenance manual from http://www.weishaupt.at/download/ and keep a copy of the manual in the log-book. The copy shall remain property of the US government.

Weishaupt WL30Z-A 70-300KW 1993

“An excellent combustion quality is a prerequisite for environmentally acceptable operation “

Description

Frequency

Install new fuel filter and inspect for fuel leaks 1Y Clean and inspect the combustion head. 2Y Clean, inspect and adjust the ignition electrodes 2Y Check and test ignition wires and transformer 1Y Test and inspect fuel injectors and injector filters 2Y Install new fuel injectors 1Y Inspect and test (Amps) the electric motor. 2Y Clean and inspect the fuel pump and pump fuel filter 2Y Adjust fuel pump fuel pressures 1Y Clean air inlets and adjust air supply settings/valves 2Y Inspect and test the burner operation relay 2Y Clean, inspect and test the flame sensor 2Y Clean, inspect and test the solenoid valve 2Y Test the temperatures controls and safety controls settings and adjust 4Y Clean all outside surfaces of the burner 1Y Perform combustion test and provide test reports 2Y Complete the maintenance log-book Each visit Provide Cedicol Reports ( English language) 1Y

1Y = Once a year.

2Y = Two times per year.

4Y = Four times a year

5.2.2 Maintenance on the heating system furnace conform manufacturer`s maintenance recommendations, contractor shall obtain the manufacturer service and maintenance manual from http://www.weishaupt.at/download/

Page 14 of 48 Rev 3-May 2017 https://www.viessmann.be/nl/services/Planningsdocumenten.html and keep a copy of the manual in the log-book.

The copy shall remain property of the US government.

Viesmann Paromat Duplex TR – 170KW – 1992

Description Frequency Remove all soot build-up in the combustion chamber and in the smoke exhaust chamber 1Y Remove all soot from the heat exchanger and baffles 1Y Check and clean all smoke tightness gaskets, repair gaskets if needed. 2Y Clean and inspect the fire proof materials (stones) inside the combustion chamber 1Y Clean and test the smoke exhaust valve, adjust valve settings if needed. 2Y Inspect and test all thermostats and temperature control systems and parameters. 4Y Clean the combustion chamber inspection glass 2Y Check for rust-marks and report. 1Y Degrease and clean all outside surfaces of the furnace 2Y Visual inspection of the CO2 fire extinguisher, check for damage and unusual conditions, report damages to the POC, clean and damp wipe to remove dust. Report the name of the inspector and inspection date on the inspection label.

4Y

Perform efficiency tests and provide test reports 2Y Complete the maintenance log-book (English language) Each visit Provide Cedicol test reports. https://www.cedicol.be/. Summary of the report shall be translated in the English language

1Y

1Y = Once a year.

5.2.3 Maintenance on the hot water boiler conform the manufacturer`s maintenance recommendations, contractor shall obtain the manufacturer service and maintenance manual from https://www.viessmann.be/nl/services/Planningsdocumenten.html and keep a copy of the manual in the log-book.

The copy shall remain property of the US government.

Viesmann HoriCell – HG 350Ltr .

Description Frequency Check the boiler for leaks. 2Y Check water pressure gauges 2Y Inspect the water pressure ( 50-60psi) and adjust if needed 2Y Inspect the thermal expansion tank, expansion tank air pressure, adjust air pressure if needed. 2Y Clean and test the hot water temperature and pressure relief valve ( 6bar) (safety valve) 2Y Clean the relief valve water trap (syphon) and refill with water. 2Y Open the water boiler, remove all calcium build up and sediments, clean anode rod, inspect for rust spots, and reassemble the boiler. Refill with water and rinse the boiler.

1Y

Clean all outside surfaces of the boiler 2Y Clean, inspect and test the hot water boiler electric circulation pump. 2Y Inspect, test and adjust all thermostats and temperature controls and 3-way valve 4Y Perform hot water quality test and provide test certificate 4Y Complete the maintenance log-book ( English language) Each visit https://www.viessmann.be/nl/services/Planningsdocumenten.html https://www.cedicol.be/ https://www.viessmann.be/nl/services/Planningsdocumenten.html

Page 15 of 48 Rev 3-May 2017

5.2.4 Heating furnace chimney maintenance, conform Cedicol regulations, contractor shall obtain the Cedicol and Vlarem II regulations from https://www.cedicol.be/nl/publicaties and keep a copy of the regulations in the log-book.

The copy shall remain property of the US government.

Brick stone chimney size: 1m x 0.70m Total chimney height: 8m.

Description Frequency Install dust/soot protection shields to minimize soot spreading in the heating room. 1Y Open and clean the inside of the soot collector (bottom of the chimney), remove soot and debris. 1Y Clean the inside of the entire chimney, remove all soot and debris. 1Y Clean the inside of the connection between the heating furnace and the chimney, remove all soot and degrease.

1Y

Check all smoke gaskets for tightness, and repair or replace gaskets if needed. 2Y Cleaning and testing of the automatic smoke exhaust valve. 4Y Perform smoke extraction and temperature tests, adjust burner settings, and provide test reports (Cedicol reports)

1Y

Clean all exterior surfaces of all appliances (furnace, boiler, pumps, pipes, water softener, fuse and relay box, and window sill) and clean the floor inside the heating room: degrease, remove soot and dust, wet wipe.

2Y

Complete the maintenance log book ( English language) Each visit

5.2.5 Maintenance on the water softener system and water filter system conform the manufacturer`s maintenance recommendations, contractor shall obtain the manufacturer service and maintenance manual from www.bwt.be and keep a copy of the manual in the log-book. The copy shall remain property of the US government.

BWT Rondomat Duo-2 2012

Description Frequency Check general appearance for apparent damage and report damage to the POC 4Y Check pipe fittings and accessories, remove calcium build up, check for leaks 2Y Check and test water supply by-pass valves, clean water filters. 2Y Check and test flow switches 2Y Perform a manual regeneration and cleaning cycle 2Y Bleed air from pipes and tanks 4Y Clean , lubricate, and test all valves ( O-rings ) 2Y Add softener salt in brine tank 4Y Check water inlet and outlet pressures and adjust if needed 2Y Inspect and test all safeties 2Y Inspect and test timer programming 2Y https://www.cedicol.be/nl/publicaties http://www.ciat.com/

Page 16 of 48 Rev 3-May 2017

Inspect regeneration time settings ( must be between 01.00hr and 05.00hr AM) 2Y Perform water quality test (hardness) on the water inlet and outlet, and provide test reports. English language.

4Y

Adjust water hardness controls if needed 4Y Complete the maintenance log book ( English language) Each visit

5.2.6 Maintenance on the central heating circulation pumps conform the manufacturer maintenance recommendations, contractor shall obtain the manufacturer service and maintenance manual from http://www.wilo.be/home/technische-ondersteuning/productdocumentatie/#.WZWQMGcUncs , https://be.grundfos.com/grundfos-for-installers/tools.html , and keep a copy of the manual in the log-book. The copy shall remain property of the US government.

Pump Wilo Pump Grundfoss

Description Frequency

Check for unusual noise and vibration of the pumps, and report. 4Y

Inspect for water leaks. 2Y

Inspect and test the pump isolation valves and automatic 3-way valves 4Y

Open the vent – plug of the pump, and bleed until water appears, Re-seal the vent plug. Clean spills 2Y

Inspect and test the speed, and the start and stop parameters of the pumps. 2Y

Clean and damp wipe the exterior of the pumps 2Y

Complete the maintenance log-book. ( English language) Each visit

5.2.7 Maintenance on the chiller system conform the manufacturer`s maintenance recommendations, contractor shall obtain the manufacturer service and maintenance manual from www.ciat.com/professionals/ , and keep a copy of the manual in the log-book. The copy shall remain property of the US government.

Aquaciat LDH 300Z R407C 3X400 33.2KW 2003

All maintenance activities on the machine must be carried out solely by qualified personnel who have been suitably trained and are familiar with this CIAT chiller device, its operation and maintenance, and who are aware of the safety requirements and risks involved. It is absolutely forbidden to remove any of the protections of the moving parts of the chiller unit.

Description Frequency http://www.wilo.be/home/technische-ondersteuning/productdocumentatie/#.WZWQMGcUncs https://be.grundfos.com/grundfos-for-installers/tools.html http://www.ciat.com/professionals/ http://www.ciat.com/professionals/

Page 17 of 48 Rev 3-May 2017

Visual inspection of the entire unit for any damage and/or loosening, correct if needed. 4Y

Clean the inside and outside surfaces of the unit, remove grease spots, dust, litter, moss and any foreign substance.

2Y

Check for signs of corrosion spots (in – and outside), remove corrosion and spot apply anti corrosion paint, paint color must be identical to the existing color.

2Y

Visual check on the state of satellite wear of the compressor. Vibration and sound analysis for verifying the mechanical conditions of the compressor unit.

4Y

Clean and inspect condenser and evaporator coils and banks. 4Y

Inspect condenser coil fans, clean fan blades and lubricate ball bearings 2Y

Inspect refrigerant flow and quantity, add refrigerant if needed and record quantities in log book. 2Y

Check for refrigerant leaks and repair if needed. 2Y

Inspect, adjust, and record operating temperatures and pressures. 4Y

Inspect, test, lubricate all cooling unit valves, thermostats, contacts and safety (overheat) devices. 4Y

Check programmable operation set points and safety cutouts. 4Y

Check and test (Amps) electric motors. 2Y

Inspect and clean water filter in the chilled water circuit, replace filter if needed. Test isolation valves.

2Y

Inspect and test the chilled water circulation pump. 2Y

Inspect and test the water in the chilled water circuit. If contaminated: drain, rinse pipes and cooling battery, refill with water-glycol mixture -20C frost protection level, and air bleed the system.

1Y

Inspect the digital control display/unit. Check and test all parameters, temperatures and set points, adjust if needed.

4Y

Perform a 1 hour full capacity test of the chiller unit. 4Y

Provide maintenance certificates and complete the maintenance log-book “ carnet entretien pour installations frigorifique. Ref Union Royale Belge du Froid et Conditionnement de l`air. Summary of the reports shall be translated in the English language

Each visit

5.2.8.1 Maintenance on the roof mounted air handling system system conform the manufacturer`s maintenance recommendations, contractor shall obtain the manufacturer service and maintenance manual from http://www.dencohappel.com/tools/document-quickfinder, and keep a copy of the manual in the log-book. The copy shall remain property of the US government.

GEA Happel Ambiente – Atplus

Description Frequency Check rain water tightness of the roof covering. 4Y http://www.dencohappel.com/tools/document-quickfinder

Page 18 of 48 Rev 3-May 2017

Check rain water tightness of the air handlers side and top panels (seals, rubbers) 2Y Clean water traps (syphons) and refill with water 2Y Install new air filters size 592/592/360 , 592/288/600, 288/288/600 4Y Check motors (Amps) and ventilators, drive belts, adjust drive belt tension. ( V belts ) 2Y Clean and inspect heat exchangers 4Y Check and test automatic bleeders, bleed the heat exchangers and pipes. 4Y Check/test/adjust and clean the air inlet and air outlet grills, valves, servo motors, and the entire automatic open/close mechanisms.

4Y

Check and test the frost protection system 2Y Check and test the frost protection (glycol) level ( -20Celcius). 2Y Add anti-freeze liquid ( glycol) - 2bar water pressure 2Y Inspect and grease the ball-bearings on motors and ventilators 2Y Check and test all electrical components in the electric master panel ( in boiler room) 2Y Test the Honeywell XL 50 control unit (in boiler room): check air supply and air extraction parameters (quantities, temperatures, timers) and adjust if needed, check day-night and week-end air supply/extraction parameters and adjust if needed.

2Y

Clean the inside of the entire air handler unit. 2Y Pressure clean the outside paneling of the air handler 2Y Remove corrosion spots ( in-and outside) and apply anti-corrosion paint (silver/grey color) 2Y Complete the maintenance reports. ( English language) Each visit Note: The Honewell XL 50 control unit shall be inspected and tested by a Honeywell certified service technician. All parameters shall be inspected and adjusted if needed. A print-out of the test results shall be provided and kept in the maintenance log-book.

1Y = Once a year.

5.2.8.2 Balancing of the air (recovered and fresh) supply, the air exchange cycles and the air pressure inside the building.

Reference ANSI/ASHREA/ASHE Standard 170-213 Air flow parameters for areas affecting patient care in hospitals

Description Frequency

Test and adjust the settings of the air handler air pulsing and air extraction valves, the air handler speed controls, the air quantity control valves in the air ducts above the false ceilings, and the air diffusers in the false ceilings, conform the below parameters. All rooms and hallways of the building.

1Y following the maintenance of 5.2.9

Test and adjust the during occupation hours air flow parameters, and the during non-occupation hours air flow parameters.

1Y

Provide air pressure and air flow test reports. ( English language ) 1Y

Complete the maintenance logbook. ( English language) Each visit

Air flow parameters:

* During occupation…