J041--HVHVHCS Castle Point Chiller Plant Monitoring, Operation & PM (VA-22-00052905) Last Updated: Actionable Package:

STATEMENT OF WORK Department of Veterans Affairs Engineering Service Statement of Work for Chiller Plant Monitoring & Preventive Maintenance TABLE OF CONTENTS 1.0 General 2.0 Specific Requirements/Tasks 3.0 Delivery or Deliverables 4.0 Meetings 5.0 Government Furnished Property/Equipment/Information 6.0 Special Instructions 7.0 Glossary of Abbreviations and Acronyms 8.0 Notice to Contractors 9.0 Equipment Inventory Statement of Work (SOW) for Chiller Plant Monitoring & Preventive Maintenance 1.0 General 1.1 Background Engineering Service (138) is committed and proudly serves the VA-HVHCS, Montrose & Castle Point Campuses, providing the best possible environment for health care to veterans and the highest standards of service to customers. We do this by improving and maintaining our physical structures and by providing the equipment, supplies, testing and preventive maintenance necessary to support excellence in health care. The new central chiller plant consisting of 3 JCI-York chillers, JCI control systems & associated pumps, heat exchanger and 3 cell cooling towers are expected to come on-line on or about April 15, 2022. 1.2 Objective Engineering Service believes the best way to identify potential energy savings, reduce future repair costs, minimize down time, extend equipment life and maintain optimal environmental conditions is thru a planned monitoring & preventive maintenance service agreement with the equipment manufacturers factory trained service provider. 1.3 Scope of Work The contractor shall provide all resources necessary to accomplish the tasks and deliverables detailed in this document sections 1 8. 1.4 Period of Performance The period of performance of this contract is as follows: Base Year Date of Award - September 30, 2022 Option Year 1 October 1, 2022 September 30, 2023 Option Year 2 October 1, 2023 September 30, 2024 Option Year 3 October 1, 2024 September 30, 2025 Option Year 4 October 1, 2025 September 30, 2026 1.5 Place of Performance VA Hudson Valley HCS, Castle Point campus, Building 35 chiller plant 41 Castle Point Road Wappinger Falls, NY 12590 1.6 Applicable Documents Engineering Service SOP 138-10HV Energize Electrical Work Permits Engineering Service SOP 138-32HV Refrigerant Recovery Program Engineering Service SOP 138-08HV LOCKOUT/TAGOUT Program (LOTO) 29 CFR 1910 Department of Veterans Affairs General Safety Guidebook Environmental Protection Agency, subject: Stationary Refrigeration and Air-Conditioning, http://www.epa.gov/ozone/title6/608/index.html Code of Federal Regulations (CFR), Section 608 of the Clean Air Act of 1990, Complying with the Refrigerant Recovery Rule VA Guidebook 6B. Environmental Compliance, Section 1, http://vaww.ceosh.med.va.gov/ceosh/Guidebooks/EnvCompl-6B/6b_environmental_compliance.htm Code of Federal Regulations (CFR), Section 609 of the Clean Air Act of 1990. NFPA 70 National Electric Code 2.0 Specific Requirements/Tasks 2.1 The Contractor shall provide Seasonal Startup of equipment as detailed in this section. 2.1.0 Check in with VA COR 2.1.1 Verify the chilled and condenser water valves are in their proper operating position 2.1.2 Check for proper chilled and condenser water flow 2.1.3 Start the chillers 2.1.4 Review control panel for proper operation and recorded fault histories 2.1.5 Check system pressures and temperatures 2.1.6 Check refrigerant levels 2.1.7 Check compressor oil levels 2.1.8 Check capacity control 2.1.9 Check for proper oil temperature and pressure 2.1.10 Inspect for refrigerant and oil leaks 2.1.11 Check for unusual noise or vibration 2.1.12 Check overall condition of unit 2.1.13 Record oil level in seal oil bottle 2.1.14 Check for proper operation of the oil return system 2.1.15 Record and log all operating parameters 2.1.16 Remove any debris from any maintenance activities performed 2.1.17 Document tasks performed during visit and report any observations to COR 2.1.18 This service is required annually 1 time per year on or about April 15th of the contract year and applies to all the equipment listed herein. 2.2 The Contractor shall draw oil sample and provide analysis as detailed in this section 2.2.0 Check in with VA COR 2.2.1 Remove oil sample into an approved container 2.2.2 Label and complete documentation indicating present operating conditions 2.2.3 Remove any debris from any maintenance activities performed 2.2.4 Document tasks performed during visit and report any observations to COR 2.2.5 Transport sample to laboratory for analysis 2.2.6 Provide documentation of analysis results indicating current oil conditions and recommendations based on analysis results 2.2.7 This service is required annually 1 time per contract year and applies to all the chillers listed herein. 2.3 The Contractor shall draw refrigerant sample and provide analysis as detailed in this section. 2.3.0 Check in with VA COR 2.3.1 Remove oil sample into an approved container 2.3.2 Label and complete documentation indicating present operating conditions 2.3.3 Remove any debris from any maintenance activities performed 2.3.4 Document tasks performed during visit and report any observations to COR 2.3.5 Transport sample to laboratory for analysis 2.3.6 Provide documentation of analysis results indicating current oil conditions and recommendations based on analysis results 2.3.7 This service is required annually 1 time per contract year and applies to all the chiller equipment listed herein. 2.4 The Contractor shall provide season shutdown of equipment as detailed in this section 2.4.0 Check in with VA COR 2.4.1 Verify oil heater operation 2.4.2 Review control panel for proper operation and recorded fault histories 2.4.3 Check refrigerant levels 2.4.4 Check compressor oil levels 2.4.5 Record and log all operating parameters 2.4.6 Shut down chiller 2.4.7 Isolate evaporator and condenser bundles 2.4.8 Conduct refrigerant leak check and record results 2.4.9 Check and record oil level in seal oil bottle 2.4.10 Tag chiller out of service 2.4.11 Remove any debris from any maintenance activities performed 2.4.12 Document tasks performed during visit and report any observations to COR 2.4.13 This service is required annually 1 time per year on or about October 15th of the contract year and applies to all the equipment listed herein. 2.5 The Contractor shall clean condenser tubes as detailed in this section 2.5.0 Check in with VA COR 2.5.1 Isolate tubes 2.5.2 Drain water from tubes 2.5.3 Remove one head end of condenser tube bundle 2.5.4 Mechanically brush tubes 2.5.5 Replace gasket 2.5.6 Replace head 2.5.7 Fill tube bundle with water and check for leaks 2.5.8 Correct any leaks discovered 2.5.9 Remove any debris from any maintenance activities performed 2.5.10 Document tasks performed during visit and report any observations to COR 2.5.11 This service is required annually 1 time per contract year and applies to all the chiller equipment listed herein. 2.6 The Contractor shall provide comprehensive service to the chiller Variable Speed Drive (VSD) as detailed in this section 2.6.0 Check in with VA COR 2.6.1 Review control panel for proper VSD operation and recorded fault histories 2.6.2 Visually inspect coolant circuit for leaks 2.6.3 Inspect condition of coolant hoses 2.6.4 Meg compressor motor 2.6.5 Inspect and tighten electrical connections 2.6.6 Inspect fuses for continuity 2.6.7 Inspect unit for heat or other damage 2.6.8 Remove & replace coolant. Ensure proper coolant level 2.6.9 Clean the inside of the VSD cabinet 2.6.10 Clean & backflush heat exchanger & strainer 2.6.11 Remove any debris from any maintenance activities performed 2.6.12 Document tasks performed during visit and report any observations to COR 2.6.13 This service is required annually 1 time per contract year and applies to all the chiller equipment listed herein. 2.7 The Contractor shall provide Remote Connected Technician Installation/Diagnosis/Technology/Support/Operational Monitoring as detailed in this section. 2.7.1 The Contractor shall provide connected services setup and commissioning to include cellular data services, connected chiller panel installation & communication commissioning. 2.7.2 Utilizing the secure data connection 24 hours per day 7 days per week perform diagnosis of critical alarms generated by the equipment and reported through connected service 2.7.3 Utilizing the secure data connection 24 hours per day 7 days per week perform continuous analysis of critical equipment functions and generate on demand health reports. 2.7.4 Utilizing the secure data connection 24 hours per day 7 days per week provide real time access to equipment operating information and trend data 2.7.5 Utilizing the secure data connection 24 hours per day 7 days per week 2.7.5.1 Use connected services to review control panel for proper operation and recorded fault histories 2.7.5.2 Use connected services to verify oil heater operation 2.7.5.3 Use connected services to record and log all operating parameters 2.7.5.4 Use connected services to generate chiller reports from the connected services dashboard 2.7.5.5 Review reports generated from the connected services dashboard provide to COR with any recommendations 2.7.5.6 It is expected that reports will be generated, reviewed, and submitted 2 times per week during cooling season (56) times per contract year 2.8 The Contractor shall provide Operational connected Service as detailed in this section. 2.8.1 Prior to every site visit technician shall use connected services to review control panel for proper operation and recorded fault histories 2.8.2 Prior to every site visit technician shall use connected services to verify oil heater operations 2.8.3 Prior to every site visit technician shall use connected services to record and log all operating parameters 2.8.4 Prior to every site visit technician shall use connected services to generate & review appropriate chiller reports from the connected services dashboard. 2.8.5 Check in with VA COR 2.8.6 Inspect system for proper chilled & condenser water flow 2.8.7 Inspect system for proper pressures & temperatures 2.8.8 Inspect refrigerant levels 2.8.9 Inspect compressor oil levels 2.8.10 Inspect capacity control & linkage 2.8.11 Inspect for proper oil pressure & temperature 2.8.12 Lubricate motor bearings (per manufacturers recommendations) 2.8.13 Visually inspect for evidence of refrigerant & oil leaks 2.8.14 Inspect for unusual noise or vibrations 2.8.15 Inspect overall condition of units 2.8.16 Inspect & record oil level in seal oil bottle 2.8.17 Inspect for proper operation of the oil return system 2.8.18 Document & log all operating parameters 2.8.19 Remove any debris from any maintenance activities performed 2.8.20 Present & review connected services dashboard reports and connected services operating data with VA COR 2.8.21 This service is required 2 times weekly during cooling season (April 15th-October 15th )56 time per contract year and applies to all the equipment listed herein 2.9 The Contractor shall provide Comprehensive Connected Service as detailed in this section 2.9.1 Prior to every site visit technician shall use connected services to review control panel for proper operation and recorded fault histories 2.9.2 Prior to every site visit technician shall use connected services to verify oil heater operations 2.9.3 Prior to every site visit technician shall use connected services to record and log all operating parameters 2.9.4 Prior to every site visit technician shall use connected services to generate & review appropriate chiller reports from the connected services dashboard. 2.9.5 Check in with VA COR 2.9.6 Conduct refrigerant leak check & document (annually) 2.9.7 Inspect compressor oil levels at each site visit 2.9.8 Replace oil filters (annually) 2.9.9 Replace oil educter filter dryer (annually) 2.9.10 Lubricate & inspect capacity control & linkage (annually) 2.9.11 Inspect & tighten all electrical connections (annually) 2.9.12 Perform preventive maintenance to flow proving switches (annually) 2.9.13 Inspect overall condition of unit and document during each site visit 2.9.14 Record & log all operational parameters during each site visit 2.9.15 Remove any debris from any maintenance activities performed after each site visit 2.9.16 Present & review connected services dashboard reports and connected services operating data and comprehensive connected service report with VA COR after each site visit. 2.10 The Contractor shall provide Connected Services Internet Connectivity as detailed in this section within 15 business days of contract award. 2.10.1 Provide & install a secure, reliable cost-effective data connection between equipment and the JCI Remote Operations Center one time at contract inception 2.10.1 Provide & install connected chiller panel interface one time at contract inception 2.10.2 Provide commissioning & startup of Connected Services Internet Connectivity at contract inception 2.10.3 Provide connected services as described in this document throughout the entire term of the contract 2.11 The Contractor shall provide Comprehensive Service to Heat Exchangers as detailed in this section at the beginning of the cooling season. 2.11.1 Check in with VA COR 2.11.2 Inspect system for leaks 2.11.3 Inspect structural elements & mounting points for vibration, corrosion, damage and ensure units are properly secure 2.11.4 Check system for evidence of fouling 2.11.5 Inspect & confirm flow 2.11.6 Complete required maintenance checklist per equipment manufacturers recommendations 2.11.7 Remove any debris from any maintenance activities performed 2.11.8 Document tasks performed during visit and report any observations to COR 2.11.9 It is expected that this comprehensive service shall be provided 1 time per contract year 2.12 The Contractor shall provide Comprehensive Maintenance for Chilled Water & Condenser Water Pumps as detailed in this section at the beginning of the cooling season. 2.12.1 Check in with VA COR 2.12.2 Inspect pump for leaks 2.12.3 Inspect pump couplings 2.12.4 Lubricate pump & motor bearings per manufacturers recommendations 2.12.5 Clean suction strainers per industry standards 2.12.6 Inspect overall condition of units 2.12.7 Inspect for unusual noise or vibration 2.12.8 Remove any debris from any maintenance activities performed 2.12.9 Complete appropriate maintenance checklist and provide to COR 2.12.10 It is expected that this comprehensive service shall be provided 1 time per contract year on all pumps within the chiller plant building 20 2.13 The Contractor shall provide Operational Service for Chilled Water & Condenser Water Pumps as detailed in this section during the cooling season (April 15th-October 15th) 2.13.1 Check in with VA COR 2.13.2 Inspect pump for leaks 2.13.3 Inspect and record operating pressures 2.13.4 Visually inspect pump couplings 2.13.5 Inspect for unusual noise or vibration 2.14.6 Inspect overall condition of equipment 2.14.7 Remove any debris from any maintenance activities performed 2.14.8 Complete appropriate maintenance checklist and provide to COR 2.14.9 It is expected that this comprehensive service shall be provided 56 times per contract year on all pumps within the chiller plant building 20 2.14 The Contractor shall provide EDDY CURRENT TESTING as detailed in this section at the conclusion of the cooling season. 2.14.0 Check in with VA COR 2.14.1 After tubes have been mechanically cleaned perform EDDY CURRENT analysis 2.14.2 Replace gasket 2.14.3 Replace head 2.14.4 Fill tube bundle with water and check for leaks 2.14.5 Correct any leaks discovered 2.14.6 Remove any debris from any maintenance activities performed 2.14.7 Document tasks performed during visit and report any observations to COR 2.14.8 This service is required during contract years 1 & 3 only one time for each condenser tube bundle 2.14.9 Provide detailed report of results with any recommendations. 2.15 Service Hours The Contractor shall provide for Service & Repair not covered by preventive/routine maintenance as described in this document on an as needed basis. 2.15.1 The Contractor shall provide (12) twelve (4) hour service blocks of time 3.0 The Contractor shall provide the Delivery or Deliverables as detailed in this section. 3.1 Oil analysis results & recommendations for each chiller (annually) 3.2 Refrigerant analysis results & recommendations for each chiller (annually) 3.3 Eddy Current analysis report & recommendations for each chiller (year 1 & 3) 3.4 Reports & documentation from each operational service visits, each preventive maintenance visits, each comprehensive service visits and any recommendations shall be provided before the next scheduled monthly project status review meeting following the completion of the service. 3.5 Enhanced Level New York Chiller Access Manager (YCAM) License (3 year) 3.6 Chiller reports generated from the connected services dashboard 56 times per cooling season 3.7 Operational Service visit reports 56 times per cooling season 3.8 Comprehensive service visit reports 2 times per cooling season 4.0 Meetings Post-award Kickoff Meeting Within (5) five business days of contract award, the government will conduct a post-award kickoff meeting at Castle Point at a date and time to be mutually agreed on by the contractor & VA. Monthly Project Status Reviews (during cooling season) Monthly status meetings to be conducted on days, dates & times as mutually agreed either in person at Castle Point or via MS TEAM/telephone as mutually agreed. The contractor is responsible for reporting the previous month s activities (including any risks, issues, or concerns, and actual or recommended actions for their mitigation), and projected activities for the following month. 5.0 Government Furnished Property/Equipment/Information NONE 6.0 Special Instructions 6.1 VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors (Amended October 25, 2021) 6.1.1 If fully vaccinated, shall show proof of vaccination. 6.1.1.1 Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. 6.1.2 If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test. 6.1.3 Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel. 6.1.4 Documentation will not be collected by the VA; contractors shall, always, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. 6.1.5 Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. 6.1.6 Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities. 7.0 Glossary of Abbreviations and Acronyms 7.1 VA Department of Veterans Affairs 7.2 COR Contracting Officers Representative 7.3 CO Contracting Officer 7.4 Cooling Season April 15th October 15th 7.5 PM Preventive Maintenance 7.6 VSD Variable Speed Drive 7.7 USEPA United States Environmental Protection Agency 8.0 Notice to contractors: 8.1 All technicians servicing chiller equipment shall be USEPA certified & provide VA COR documentation of Universal Certification 8.3 Refrigerant logs & records of leaks, leak detection rates and other applicable documentation must be kept in strict compliance with USEPA regulations. Equipment Inventory Unit Tag Manufacturer Model Serial Chiller 1 JCI-YORK YK6C45Q7-EPH SDJM7655130 Chiller 2 JCI-YORK YK6C45Q7-EPH SDJM7655360 Chiller 3 JCI-YORK YK6C45Q7-EPH SDJM7655590 HX 1 WESSELS WP83-60-150# 8918 HX 2 WESSELS WP83-60-150# 8917 Pump 1 Gorman Rupp 85A12A-2 HV-C000199171-01-02 Pump 2 Gorman Rupp 85A12A-2 HV-C000199171-01-01 Pump 3 Gorman Rupp 85A12A-2 HV-C000199171-01-03 Pump 4 Gorman Rupp 85A12A-2 HV-C000199171-02-03 Pump 5 Gorman Rupp 85A12A-2 HV-C000199171-02-01 Pump 6 Gorman Rupp 85A12A-2 HV-C000199171-02-02 Pump 7 Gorman Rupp 86A12A-2 HV-C000199171-3-01 Pump 8 Gorman Rupp 86A12A-2 HV-C000199171-3-02 Pump 9 Gorman Rupp 86A12A-2 HV-C000199171-3-03