Chiller Cooling System Maintenance

PERFORMANCE WORK STATEMENT U.S. ARMY GARRISON ADELPHI LABORATORY CENTER Chiller Maintenance 23 February 2018 Part C.1 General Information C.1.1. Background: The primary mission of United States Army Garrison, Adelphi Laboratory Center (ALC) is to provide valuable support services and infrastructure to enable scientific research, development, and well-being of the workforce. ALC serves the Soldier and collaborates with Army science and research by providing excellent lab facilities and support services. C.1.2. Scope: This is a non-personal services contract to provide routine Inspection, Testing and Maintenance services, also known as Preventative Maintenance (PM) for the Cooling Systems and associated equipment described in Technical Exhibit 1. The Contractor shall provide all labor, equipment, tools, transportation, supervision and all other items necessary to perform recurring preventive maintenance services for the specific list of equipment issued with this PWS. The Contractor shall provide maintenance and repair services to ensure all systems are functioning properly and efficiently. The Contractor shall ensure that all components are maintained in a safe and proper operating condition according to manufacturer's specifications. The primary goal is to avoid or mitigate the consequences of equipment and system failure. The Contractor shall also provide Corrective Maintenance (CM). CM will also cover the equipment listed in Technical Exhibit 1. The Government will 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. C.1.3. Ordering Period: In conjunction with the requirements of the basic contract, the Contractor shall provide the requirements described in this PWS for one (1) base year and two (2) option years. The Government may elect to exercise one (1) or more options and there are no guarantees that options will be exercised. Additionally, this contract may be incrementally funded per DFARS Clause 252.232-7007 "Limitation of Government's Obligation". The Contractor shall provide a Firm Fixed Price (FFP) proposal for all Preventative Maintenance (PM) work required by this PWS. The Contractor shall structure their proposal for PM based on the Equipment list in Technical Exhibit 1. C.1.4. Preventative Maintenance (PM) consists of all systems listed in Technical Exhibit 1 and the preventive maintenance and service of the systems. PM does not include equipment repair or life cycle replacement; however minor services including broken belts, jammed dampers, and other failures caused by maintenance deficiencies are considered preventative maintenance (see Section C.3.1 of this PWS). Based on the equipment list in Technical Exhibit 1, this Contract Line Item Number (CLIN) will be Firm Fixed Priced (FFP) and billed on a monthly basis from the appropriate Contract Line Item Number (CLIN). Monthly payments will be made after invoicing and documentation are verified. The Contractor shall confirm that all required inspection and testing actions are completed for the invoice's period of performance prior to submitting an invoice. C.1.5. Corrective Maintenance (CM) consists of repair or replacement of system elements with impending failure and/or non-functional components. The Contractor shall identify, isolate, and rectify a fault so that the failed equipment or system can be restored to an operational condition within the tolerance or limits established for in-service operation. CM does not include life cycle replacement and primarily consists of service, repair, and replacement measures to reinstate the intended function and performance of the system. This task will be performed on either a Time and Material (T&M) and/or FFP process depending on the classification (see Section C.3.2 of this PWS). Corrective Maintenance shall only be billed, on T&M and/or FFP, after the repair is complete and the customer has approved the completed Service Order (SO). CM shall cover all systems and equipment listed in Technical Exhibit 1. C.1.6. Place of Performance: The work to be performed under this contract will be performed at the Central Utility Plant (Bldg. 106) and "satellite" building cooling equipment in various other buildings throughout the U.S. Army Garrison ALC, 2800 Powder Mill Road; Adelphi, Maryland 20783. C.1.7. Cooling demands at U.S. Army Garrison ALC are satisfied via two means: a Central Cooling Plant in B106 and "satellite" building cooling equipment in various other buildings. The Central Cooling Plant serves Buildings 101, 103, 112, 202, 203, 204, 205, and 207, while the satellite building cooling equipment listed in Technical Exhibit 1 serve buildings 108, 403, 404, 406, 504, and 601. C.1.7.1 Central Cooling Plant Description: The Central Cooling Plant includes five (5) cooling towers, five liquid cooled chillers totaling 6,000 tons of refrigeration capacity, condenser water pumps and chilled water pumps. The chillers are piped in a primary-secondary arrangement. All chillers are served by dedicated primary chilled water pumps. There are five (5) primary chilled water pumps which are connected in close proximity to the chilled water return input of the chiller it serves. The chillers are piped in parallel and intended to be staged on, as required by the building load. Chillers 3A and 3B are piped in a series-counterflow arrangement. Chillers 4A and 4B are also piped in a series-counterflow arrangement. Chillers 2, 6 and 7 are piped in parallel with 3A & 3B and 4A & 4B. Chillers 4A and 4B have a heat exchanger which allows for free cooling. All chillers in Building 106 share a common chilled water supply header which utilizes three (3) secondary chilled water pumps. The secondary pumps with variable-speed drives are required to distribute chilled water through underground piping to the connected campus buildings. The secondary chilled water loop has four (4) taps inside the plant which supply chilled water to the various buildings on site. Condenser water is provided by five counter-flow, induced draft evaporative cooling towers. Each cooling tower is independently connected to its respective chiller(s) and condenser water pump. The condenser water is circulated to each of the aforementioned chillers and one free cooling heat exchanger by five dedicated condenser water pumps. Each chiller is served by its own two-cell cooling tower with variable speed fans that maintain the condenser water temperature between 70'F and 85'F year-round. Also, Chillers 4A& 4B as well as the free cooling Heat Exchanger were installed via an Energy Saving Performance Contract and are maintained by others. It is important to note that chillers 6 and 7 and chiller towers 6 and 7 are nonoperational and scheduled for replacement in FY19 and FY20. The maximum cooling demand observed at the plant is approximately 2800 tons and minimum is 400 tons. C.1.7.2 Satellite Building Cooling Equipment: The Satellite Building Cooling Plants as listed in Technical Exhibit 1 are liquid cooled chillers of various sizing with dedicated condenser and chilled water pumps. The equipment schedules accompanying this PWS are capturing the specified equipment that are currently installed and that will be installed, which are to be maintained as part of this contract. C.1.8. Minimizing Disruption: The Contractor shall be responsible for providing services as needed to reduce disruption to mission activities. Any action or outage that will change the primary function or performance of any building system shall be performed during a time that will least likely disrupt mission activities. This will require major activities on core systems to be performed during a later shift, on weekends, holidays or during outage periods. In those cases where some interference may essentially be unavoidable, the Contractor shall make every effort to minimize the impact of interference, inconvenience, equipment downtime, interrupted service and customer discomfort. The extent of such disruption shall be agreed with the Contracting Officer's Representative (COR) in advance. C.1.9. Work Execution: Included in this function are full ranges of management duties including, but not limited to, planning, organizing, scheduling, directing, controlling, cost accounting, report preparation, reporting, establishing, and maintaining records, and quality control. Contractor shall accomplish the work in a cost effective manner, ensuring qualified craftsmen with the required expertise and the proper equipment are available on site when needed, while limiting the number of craftsmen and the equipment to the minimum essential for efficiently accomplishing the repairs. The scope of work, methods of accomplishment and materials used will be closely scrutinized and are subject to Government approval. C.1.9.1 The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, to include or permit the tracking of work progress. C.1.9.2 The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete those requirements within the specified time limits and in conformance with the standards of quality and timeliness herein. C.1.9.3 The Contractor shall manage the total work effort associated with the services required herein to assure fully adequate and timely completion of these services. C.1.10. Equipment Condition: The Government makes no representation or guarantee as to the condition of equipment on the start date of the contract, and no adjustments will be made in the contract price relative to equipment condition after the award of the contract. C.1.11. Hours of Operation: The services and repairs to be performed under this contract shall be performed during normal Government Operating Days, Monday through Friday except for Federal holidays, between the hours of 0700 to 1630 local time. Work outside of normal Government operating hours shall be permissible if approved by the Contracting Officer's Representative (COR). If services are scheduled by the Contractor to be performed on a regular federal holiday (see below), or one designated by Presidential proclamation, rescheduling shall be at discretion of COR. 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 C.1.12. Personnel Requirements: The Contractor shall provide adequate number of persons with the necessary technical, professional and management skills and expertise to ensure work is performed with best industry practices and contract requirements. The Contractor shall ensure that employees' skills, qualifications, certifications and experience are commensurate with the employees' site specific work assignment and consistent with industry standards and US Army requirements. C.1.13. Licensing/Certification/Training Documentation: Licenses required of the Contractor to conduct business (for example, local or state business licenses) shall be obtained prior to performing work under this contract. Personnel licensing and certification shall be complete before that individual performs any work under this Contract. All licenses and certificates shall be current, and shall be kept current throughout the contract period of performance. The Contractor shall have available for the Government's review, all licensing/certification/training documentation for all Contractor personnel occupying positions that require special training/certification. C.1.14. Maintaining and Operating Safe and Reliable Facilities: The primary focus of this contract is to improve the quality of care and the performance of the systems and equipment described in this PWS. It is the Contractor's responsibility to assure the reliability and availability of critical systems via effective maintenance. It is the Contractor's responsibility to ensure that systems do not fail due to Contractor's negligence. It is the Contractor's responsibility to protect personnel and property from the risk of harm, injury and damage. Any equipment deficiencies noted by the Contractor during operational checks, preventive maintenance inspections, trouble call/service work, or other times shall be reported and thoroughly documented in electronic format. All reports shall be typewritten, legible and clear. Handwritten reports will not be accepted. C.1.15. Security Requirements: Contractor personnel performing under this scope of work on the ALC premises must be citizens of the United States, either native-born or naturalized. No foreign nationals shall be permitted on ALC. Cases of dual or multiple citizenships will be reviewed by security personnel. Contractor personnel performing work under this contract must be able to obtain a National Agency Check with Inquiries (NACI) clearance and prior to commencement of work under this contract, and must be able to maintain a NACI clearance during the performance of the contract. The Contractor must pass the National Crime Information Center (NCIC) Interstate Identification Index (III) background investigation to gain access on the installation. All NACI and NCIC III investigations will be performed at the Government's expense. C.1.16. Access and General Protection/Security Policy and Procedures: Contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The Contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in Contractor security matters or processes. C.1.17. Quality Control: The Contractor shall develop and maintain an effective Quality Control Program 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 quality control program is the means by which the Contractor assures all work complies with the requirement of the contract. C.1.18. Safety Program: The Contractor shall take all precautions in the performance of work under this contract to protect the safety and health of the Contractor's employees, to protect the safety and health of all persons in or near the jobsite, and to prevent damage to property, materials, supplies and equipment. The Contractor shall establish an accident prevention and safety program encompassing each line item of this contract, which shall provide safety, health protection, and personnel medical record maintenance as required. The Contractor shall develop and submit a site-specific "Accident Prevention Plan", describing procedures for preventing accidents and for preserving the life and health of Contractor and Government personnel. See section "C.4.10 Accident Prevention Plan" of this PWS for more details regarding the "Accident Prevention Plan". C.1.19. Hazardous Materials/ Waste Program: The Contractor shall develop and maintain an effective Hazardous Material/Waste Program to ensure all work performed under this contract is in compliance with all applicable State, Federal, and local laws and regulations. The goal of the program is to ensure the safe handling/disposal of hazardous materials/waste during the performance of this contract. See section "C.4.18 Hazardous Waste Management Plan" of this PWS for more details regarding the reporting requirements for the "Hazardous Materials/Waste Program". The Contractor shall immediately notify the COR of any nonconformance and/or noncompliance with applicable Federal, State or Local environmental laws, Army and installation environmental regulations or policies. C.1.20. Documentation: Records, documents, inspections, reports, correspondence, calibrations, calculations, and all other documents and writings, together with any charts, graphs, tables, illustrations, photographs, images, and other illustrative, explanatory, historical, or analytical material, related thereto or independent thereof, regardless of the medium (or media) by which they were produced, preserved, stored, or created in connection with or for purpose(s) of work performed under this contract, are property of the Government and shall be delivered to the Government Representative promptly, as stipulated within this contract in electronic format. The Contractor shall document all work performed under this contract in accordance with the deliverables contained in section C.4 of this PWS. The Contractor, at no expense to the Government, shall correct and re-submit improperly prepared deliverables rejected by the COR. C.1.21. Submittal Ownership: The Government shall have the ownership of all surveys, plans, and submittals provided to the Contracting Officer (KO) under this contract. If after the Contractor has produced any plans, submittal(s), and/or site survey and the Government chooses to pursue a project by means other than this contract or Contractor, the Government will do so as owner of all surveys, submittals, and plans submitted to the Contracting Officer. The Contractor shall maintain records and files for all reports, completed forms, and other data required (including all contract-related correspondence). The Contractor shall make accessible to Government all records and files applicable to this Contract. The Government retains ownership of all databases, information, and other materials received or developed by the Contractor in support of this Contract at all times. All records and files compiled during the life of the Contract are Government owned and shall be turned over to the Government within thirty (30) days prior to the end of the Contract's period of performance. C.1.22. Systems/Equipment Failure: Systems or equipment which fail to a condition where they are not operational or not safely operational, and which have open PM work orders which are beyond the targeted completion date, will be evaluated by the COR to determine if the failure to perform maintenance was a factor in the failure of the equipment. Maintenance failures will be determined by investigating the condition of the failed assets and reviewing the maintenance history performed on the assets. The Government reserves the right to implement maintenance failure deductions based upon the findings of the Government's investigation. C.1.23. Differing Site Conditions: If during performance of Repair Work, the Contractor encounters unforeseen conditions that impact the work and could not be evaluated during the initial estimating procedures and proposal process, the Contractor shall submit to the COR a proposed changes to the Government and not proceed with the proposed work without first obtaining authorization from the COR and Contracting Officer. The proposed change order shall contain adequate information for the Government to fully assess the unforeseen condition. After review of the proposed change order and negotiations, the Government will both modify the contract and direct the Contractor to proceed with the work or exercise other options available to the Government. The Contractor shall not be entitled to any additional compensation for preparing a proposed change order. If the Contractor is directed to stop work, the Contractor shall clean and secure the work site. C.1.24. Replacement, Modernization, and Renovation: The Government may replace, renovate, or install new equipment at Government expense and by means not associated with this contract. Replaced, improved, updated, modernized, or renovated systems and equipment interfaced to the system may be added to the Contractor's scope of maintenance and service effort. A modification will be issued or can be requested by the Contractor if deemed necessary to compensate for any changes in scope. The Contractor shall determine compatibility and interfacing of new equipment associated with existing systems with consideration given to existing equipment in existing buildings. Any issues shall be addressed by the Contractor during the integration process. C.1.25. Additional Equipment: Per section 1.7.1, it is important to note that chillers 6 and 7 and chiller towers 6 and 7 are nonoperational and scheduled for replacement in FY19 and FY20 respectively. The Government reserves the option to add additional chiller equipment to the contract at negotiated rates when the equipment becomes the responsibility of the Government. The Government also reserves the option to delete equipment from this contract when the Government no longer requires the equipment. Part C.2 Personnel Requirements C.2.1. Staffing: The Contractor shall continuously maintain an adequate qualified staff with suitable technical, trade, management, and professional expertise to assure work is scheduled, performed and completed in accordance with all specifications. Personnel operating and performing preventive maintenance on the building systems, or working around these systems, shall be fully trained, experienced and certified/licensed where required by federal, state or local law for performing the required tasks to ensure that all systems meet required health, safety and environmental standards. Throughout this contract, the term "Contractor" shall also include any sub-contractors performing under this contract. C.2.1.1 The Contractor shall maintain an adequate work force to complete work in accordance with the time and quality standards specified. The Contractor shall be responsible for any workforce augmentation needed to accomplish Government requirements. For all proposed personnel changes during contract performance, the Contractor shall submit all necessary documentation required to substantiate any new personnel performing under the contract meet the certification/licensing requirements as set forth in this PWS. C.2.2. Certification/Training: Contractor's service technicians and operators shall be certified for work on each particular system. Contractor shall be responsible to maintain these certifications for all personnel performing direct, physical work on these systems at all times through the life of the contract. At no time shall apprentice-level personnel be allowed to execute tasks without an appropriately certified technician or qualified supervisor directly present and observing the work. C.2.2.1 The Contractor shall submit current and active Journeyman licenses or state equivalent licenses for each Engineering Technician performing under this contract. C.2.2.2 The Contractor shall have Occupational Safety and Health Administration (OSHA) mandated Confined Space Entry Training in order to execute this project. The Contractor shall provide the certificate of training for employees that enter the confined space upon contract award. C.2.3. Work Experience: Supervisory and technical personnel shall have related experience in the maintenance and service of similar projects. Supervisory personnel shall be experienced in the administration, scheduling and coordination of a work force for the maintenance and service of a comparable project of similar complexity. C.2.4. Conduct and Behavior: The Contractor's personnel shall be neat and tidy in their attire while providing services under this contract and be dressed in a manner appropriate to the nature of the programs and services being provided. The Contractor's personnel shall conduct themselves in a manner that is consistent with the customs of the Government organization and the standards of courtesy, conduct, and behavior expected of the client's staff of equivalent capacity. The Contractor shall ensure the presentation, manner, and image conveyed by persons employed under this contract are consistent with the good name, reputation, and image of the Government. All staff shall be well presented, courteous, informative and responsible in their manner and dealings with Government's personnel, visitors to the facilities, members of the community, and other Contractors. C.2.4.1 The Contractor shall dismiss any Contractor employee, or prospective employee, who is identified and/or established as a potential or actual threat to the health, safety, security, general well-being, or operational mission of the facility and its population. C.2.4.2 The Contractor shall dismiss any Contractor employee found to be under the influence of alcohol, drugs, or any other incapacitating agent, inappropriate behavior, poor performance, misconduct, or for endangering life or property. The removal of such person(s) shall not relieve the Contractor of the requirements of this contract. Part C.3 Specific Tasks C.3.1. Preventative Maintenance (PM): The Contractor shall complete all minor repair requirements to fix maintenance deficiencies identified during the performance of preventive maintenance inspections as part of the preventive maintenance program. Preventive maintenance consists of: inspection/testing, cleaning, lubrication, adjustment, calibration, and minor parts and component replacement (including filters, belts, hoses, fluids, oil, gaskets, o-rings and grease) as required to minimize malfunction, breakdown, and deterioration of equipment; and the identification of and/or performance of any repairs required to bring the equipment up to the manufacturer's operating standards. C.3.1.1 All preventive maintenance, and preventive maintenance repairs shall be included in the firm fixed-price Contract, including all labor, materials, equipment, and supplies (including rags, lubricants, solvents, nuts and bolts), and appurtenances (including belts, bearings, filters, batteries, lamps, ballasts and testing equipment). Repairs or item replacements recommended by manufacturers in the equipment O&M Manuals, O&M Technical Bulletins, and advisories that are specifically identified in the Contractor Master PM Schedule shall be part of the preventive maintenance requirement. Preventative maintenance work prescribed by the Original Equipment Manufacturer (OEM), to include parts and services, mandated inspections, calibrations and annual recertification, as provided by OEM qualified sub-contractors shall be part of the FFP. This also includes any costs for required follow-up minor maintenance repair services resulting from the preventative maintenance procedures and inspections. C.3.1.2 PM shall consist of physical inspection of the entire system including insulation, exhaust area, and tank interior, lever test of safety valves, resistance testing of the motors, inspecting drain valves and floor drains, testing water samples, electrical connections and controls, oil pressure and all gauges, and inspection of ignition source as well the analysis of fluids and refrigerants, resistance testing of the motors, and annual brushing and cleaning of tubes. In addition to the procedure(s) outlined in this PWS, the equipment manufacturer's recommended maintenance procedure(s) and/or instruction(s) shall be strictly adhered to. C.3.1.3 Special Instructions: In addition to the procedure(s) outlined in this PWS, the equipment manufacturer's recommended maintenance procedure(s) and/or instruction(s) shall be strictly adhered to. The Contractor shall: a) Review manufacturer's instructions. b) Review and evaluate previous readings recorded in the maintenance log c) Observe equipment during operation, including gauges and indicator lights d) Verify pumps are operating within acceptable tolerances e) Verify water flow is at the appropriate pressure per manufacturer specifications f) Follow lock out/tag out procedures at all times: De-energize or discharge all hydraulic, electrical, mechanical, or thermal energy prior to beginning work. g) Comply with the latest provisions of the Clean Air Act and Environmental Protection Agency (EPA) regulations as they apply to protection of stratospheric ozone. h) No intentional venting of refrigerants is permitted. During the servicing, maintenance, and repair of refrigeration equipment, the refrigerant shall be recovered. i) Record the quantities on the appropriate forms whenever refrigerant is added or removed from equipment (Reference sample forms provided in Technical Exhibit 1) j) Recover, recycle, or reclaim the refrigerant as appropriate. k) Follow regulations concerning removal of refrigerants and disposal of the item if disposal of the equipment item is required l) Comply with EPA regulations as applicable if materials containing refrigerants are discarded m) Treat refrigerant oils as hazardous waste. n) Closely follow all safety procedures described in the Material Safety Data Sheet (MSDS) for the refrigerant and all labels on refrigerant containers. o) Remove access covers prior to accomplishing check points. p) Record all findings in the maintenance log (see Section 3.2.1). q) Inspect and identify corrosion under insulation. C.3.1.4 PM: Rotary Screw & Scroll Chiller Check Points-(Annually): The Contractor shall: 1. Pump down system. Remove a small sampling of refrigerant using appropriate refrigerant recovery/recycling equipment, in accordance with manufacturer's instructions. Test the sample of refrigerant and oil to verify compliance with the Air Conditioning and Refrigeration Institute standards. 2. Perform spectro-chemical analysis of compressor oil annually to determine bearing conditions and replace as necessary. 3. Drain and replace oil in compressor oil reservoir including filters, strainers, and traps as oil testing indicates. 4. Review the Material Data Safety Sheets (MSDS) for proper disposal of used oil. If appropriate, recycle oil at an authorized station. 5. Change oil filter or element and clean housing. 6. Inspect filter for metal particles which could indicate bearing wear. 7. Clean strainer and nozzles of eductor. 8. Clean all water strainers in the system. 9. Inspect relief valves and piping. Check for valve for corrosion or foreign material and replace valves if required. Valves are safety devices for equipment and personnel; the contractor shall not attempt to repair or recondition. 10. Inspect evaporator and condenser tubes. The Contractor shall: a) Inspect and clean (brushed) evaporator tubes of scale. Inspect and clean temperature sensors and flow switches. b) Inspect and clean (brushed) condenser tubes. Condenser tubes from open tower systems may have contamination or hard scale. c) Excessive corrosion, scaling, erosion and algae typically indicate improper or lack of an adequate water treatment program. Consult water treatment standard for proper procedures. d) Reinstall new gaskets when removing the condenser and evaporator heads to facilitate tube cleaning. e) Identify areas where evaporator and condenser tubes are fouled 11. Test for leaks per manufacturer's instructions. Refrigerant leak detection may be conducted with an electronic halide leak detectors, ultrasonic leak detectors or a soap bubble solution will be used along with dry nitrogen to pressurize chiller. If leaks are not able to be stopped or corrected, the Contractor shall report leak status to the COR. 12. Measure refrigerant levels. 13. Pull vacuum on refrigeration machine in accordance with manufacturer's instructions. Add refrigerant as required per specifications. 14. Megger compressor and oil pump m...