TSMRI Refrigeration Services

This is a combined synopsis/solicitation for services in which the government intends to acquire in accordance with FAR Part 13, Simplified Acquisitions Procedures. Department of Commerce (DOC), National Oceanic & Atmospheric Administration (NOAA), National Marine Fisheries Service (NMFS), Alaska Fisheries Science Center, Auke Bay Laboratories has requirement for refrigeration services. PURPOSE: The purpose of this solicitation for maintenance and repair of the heating and refrigeration systems at the Ted Stevens Marine Research Institute (TSMRI) in order to maintain temperatures within the required operational bands, minimize refrigerant losses, and ensure that all refrigerants, oils, etc. will be handled in an environmentally sound manner in accordance with state and federal regulations while maintenance and repairs are conducted. TSMRI's primary sources of heat are heat pump/chiller units, hereafter referred to as "heat pumps." We have two walk-in coolers and three walk-in freezers for sample storage, and one package air conditioning unit for cooling the server room, and two conventional fuel oil boilers as backup heat. The contractor shall provide all equipment, personnel, tools, materials, supervision, and other items and incidental services necessary to perform preventive maintenance and repairs to maintain the systems within design parameters as prescribed in the manufacturer's maintenance manuals and technical bulletins and in keeping with good business practices. TECHNICAL SPECIFICATIONS: The contractor shall provide all personnel, equipment, tools, services, and supervision necessary to inspect, maintain and repair government owned Heating Ventilation and Air Conditioning (HVAC), and refrigeration equipment in the attached Table 1 - Equipment Schedules. These services are to be performed at the Ted Stevens Marine Research Institute at 17109 Point Lena Loop Road, Juneau, AK 99801. The contractor shall perform all service maintenance and repair tasks in accordance with the manufacturers' recommendations as well as the standards and procedures defined in this contract. The contractor shall maintain a written preventative maintenance schedule before the start of the contract. CLIN 001, PREVENTATIVE MAINTENANCE: It is anticipated that the monthly maintenance checks can be completed in a single eight hour work period, with some more complicated checks taking longer. The contractor should build his price justification on these factors. The contractor shall furnish the necessary personnel, equipment, tools, supervision, and services to provide preventative maintenance for the equipment listed in Table 1 - Equipment Schedules. Contractor shall inspect monthly, and ensure that the HVAC, and refrigeration equipment are operating and serviced according to the manufacturer's recommendations. The contractor shall provide parts to be replaced as part of regularly scheduled maintenance. Additional parts needed for repair will be identified and approved by the Facility Manager and will be charged to CLIN 0003. Labor for repairs will be charged against CLIN 0002. The contractor shall ensure the HVAC and refrigeration equipment perform efficiently and are clean and are free of corrosion. The contractor shall identify and repair leaks in the system as appropriate. The contractor shall minimize disruptions and inconveniences to users and must coordinate all work with the facility manager or his representative. All parts and materials are to be provided by the contractor for regularly scheduled preventative maintenance. The government will not be billed for monthly service of equipment that is out of service. CLIN 002, HVAC AND REFRIGERATION REPAIR: The contractor shall start diagnosis and repairs to the HVAC or refrigeration equipment within 12 hours of identification of a problem, or being notified of repair service requirement. The contractor shall notify the facility manager or his representative when any replacement part must be ordered that will delay repairs for more than 24 hours. The contractor shall not perform any repairs without prior approval by the facility manager or his delegated representative. Parts will be ordered after authorization and will be installed within 24 hours of receipt. The contractor shall develop a repair plan within 48 hours of the expected delay if repair time may exceed seven days and submit this plan to the facility manager or his representative for approval. If not repairable due to lack of onsite parts or materials, list of parts or materials will be identified and forwarded to facility manager for approval within forty-eight hours of discovery of problem. The government shall not be billed for replacement parts and repair labor until repairs are complete and the equipment is restored to proper operation. All repairs are to be completed within thirty days of notification of repair service requirement unless agreed to in writing. The contractor shall maintain an inventory of appropriate refrigerants and oils locally to allow the complete replacement of refrigerant for each unit, or 1 circuit per unit with respect to the heat pumps. The contractor shall ensure that there is adequate storage capacity to store the refrigerant charge for each unit in the event that the unit must be pumped down for repairs. The government does not authorize contractor employee overtime. While the contractor may elect to pay overtime for weekend work, or work in excess of 8 hours per day, the government will pay the contractor the standard maintenance hour rate agreed upon in this CLIN. CLIN 003, REPAIR PARTS, CONSUMABLES AND OTHER ANCILLARY EQUIPMENT This CLIN will be used by the contractor for the purchase of repair parts, consumables, and other ancillary equipment that is needed to perform services detailed in this agreement in CLIN 002. Parts and consumables needed for normal monthly preventive maintenance shall be incorporated into the monthly maintenance fee (CLIN 001). CLIN 0004, TRAVEL EXPENSES These services are to be performed at our location in Juneau, Alaska. However, this solicitation is open to any provider. In the event that travel expenses are incurred in the performance of these services, they will be charged against this line item. Travel expenses shall not be in excess of the prevailing government per diem rate for Juneau, Alaska. The contractor shall plan for monthly trips to Juneau to support work required to complete CLIN 0001 during the base and option respectively. Charges for these monthly trips to Juneau should be broken out in the quote for budgeting purposes. Additional trips and reimbursement for additional time to complete repairs outside of normally occurring monthly maintenance (CLIN 0001) shall be charged to this CLIN. These must be approved in writing, and as stated above, shall not be in excess of the prevailing government per diem rate for Juneau, AK. This line item will not be funded for local service providers. REPORTING: The contractor representative shall provide comprehensive monthly service written reports to the facility manager. The report shall document all pertinent pressures, temperatures, voltages, fluid levels, and test levels. The report shall contain any uncorrected deficiencies noted at inspection, and the time frame to complete the repairs. Reports shall be in writing and be provided within three (3) days following the regularly scheduled monthly visit. CERTIFICATIONS: Equipment must be serviced and maintained by certified technician(s). The contractor shall be licensed to conduct HVAC work in the State of Alaska and have 5 years of experience in HVAC and refrigeration equipment service for the equipment listed in Table 1. The contractor's onsite worker should be trained and certified for conducting maintenance and repair on HVAC and refrigeration equipment as detailed in serviceable items listed in Table 1 - Equipment Schedules. SECURITY OR ACCESS REQUIREMENT: The contractor shall comply with the Department of Commerce security background procedures and complete necessary background applications prior to starting work. QUALITY CONTROL: The contractor shall develop and maintain a written quality program to ensure services are performed in accordance with manufacturers' recommendations as well as with commonly accepted commercial practices for HVAC, life support and plumbing maintenance and repair, EPA and state of Alaska regulations. The contractor shall develop and implement procedures to identify and prevent defective services from recurring. All maintenance will be completed in accordance with Environmental Protection Agency (EPA) requirements for handling of refrigerants and hazardous materials (HAZMAT). All oils and solvents, or consumables contaminated with HAZMAT are to be removed from the premises and properly disposed of. EQUIPMENT INVENTORY: Heating, Ventilating and Air Conditioning HVAC: The HVAC system is comprised of numerous components including two chillers configured as heat pumps and two oil filed boilers for backup. Control of the units is through interface with the building automation system (BAS). The two Trane Rotary Chiller Units are model RTWD090F2A02A1C2. These units are sourced by seawater heat exchangers. Redundant condenser and evaporator loop circulation pumps are connected to provide water for both chillers. A separate pair of circulator pumps circulate the heated water through the facility. A third pair is utilized to circulate chilled water when needed. Boilers (B-101 & 102) The boilers are oil fired units manufactured by Burnham. The circulation system utilizes two circulation pumps connected in parallel to service either or both boilers as needed. Two McCray package rooftop units (AHU-201 & 202) are installed to service the office wing. The operation of the heating coil, supply and return fans, economizer, and mechanical cooler is controlled by the building automation system (BAS). Mechanical cooling is provided by these units when the outside air temperature is too warm to provide cooling. VAV units with heating coils are utilized to distribute heat and cooling within the Office Wing. The servicing of this equipment is outside the scope of this solicitation. Two Air Handler Units (AHU-101 and 103) provide heat and fresh air circulation to the lab wing and lobby area. The servicing of this equipment is outside the scope of this solicitation. AHU-101 is the primary air handler for the lab wing. It provides 100% outside air with no recirculation within the lab. A heat recovery system is installed in GEF-101 to extract heat from the air prior to it being exhausted from the building. The operation of the heating coil, supply, and return fans is controlled by the building automation system (BAS). A heat recovery system is installed on the lab vent hoods and return air in the lab wing to extract heat from that air prior to it being exhausted from the building. The system can be configured so that the chillers can provide heat, boilers provide heat, or both provide heat through separate heating coils in the laboratory portion of the facility. Server Room Air Conditioner (ACU-201) The server room air conditioner is manufactured by Liebert. The unit is equipped for humidity control. The condenser coil for the Liebert unit is located on the roof of the office wing. Refrigeration and Freezer: The two walk-in cooler and freezer rooms within the lab wing are installed so that the access to the freezers are through the adjoining cooler room. A third freezer unit is installed outside behind the warehouse. For a complete list of HVAC and freezer/cooler equipment, see Table 1. For equipment schedule see Table 1. Table 1, Equipment List Unit Equipment Manufacturer Model Number Refrigerant Freezer L104 Condensing unit (x3) Bally RP350L6-HT4A-2235 R-404a Freezer L104 Evaporating unit (x3) Bally BMP116LE-52A-CB6NN R-404a Freezer L106 Condensing unit (x3) Bally RP350L6-HT4A-2235 R-404a Freezer L106 Evaporating unit (x3) Bally BMP116LE-52A-CB6NN R-404a Walk In Cooler L103 Condensing unit Bally FFAP-030Z-TFD-071 R-407c Walk In Cooler L103 Evaporating unit Bally BLP214MA-S2A-SC2NN R-407c Walk In Cooler L105 Condensing unit Bally FFAP-030Z-TFD-071 R-407c Walk In Cooler L105 Evaporating unit Bally BLP214MA-S2A-SC2NN R-407c EVOS Freezer Condensing unit (x1) Heatcraft MOZ045L63C R-404a EVOS Freezer Evaporating unit (x1) Heatcraft LCE6120BEB R-404a Heat Pumps HP101 and HP102 Condensing/evaporator Unit (x2) Trane RTWD090F2A02A1C2 R-134a McQuay Rooftop Package Unit Rooftop Package Unit (x2) McQuay RPD036CLW R-407c Boilers B101 and B102 Burnham n/a Server Room AC Condenser and AHU Liebert Challenger 3000 R-407c REQUESTED DELIVERY DATE / PERIOD OF PERFORMANCE: The period of performance is for a period of six months from the date of award. An option period for up to six additional months will also be included in this solicitation. Emailed Correspondence or Response to Solicitation should reference solicitation # ABL-22049, in the Subject line to ensure it is received successfully. Evaluation and resulting award anticipated to within 48 hours of due date. This is a simplified acquisition with an estimated value of less than $150,000.00. The following provisions and clauses shall apply to this solicitation and resultant award. The provisions and clauses may be downloaded at http://www.acqnet.gov/far *** All contractors doing business with this Acquisition Office must be registered and active in the System for Award Management (SAM). No Award can be made unless Cotnractor/Vendor is registered and active in SAM. For additional information visit www.sam.gov. In order to register with SAM and to be eligible to receive an award from this acquisition office, all offerors must have a Dun & Bradstreet Number. A Dun & Bradstreet number may be acquired free of charge by contacting Dun & Bradstreet on-line at www.dnb.com/eupdate or by phone at (800) 333-0505.

Division 23 -

Heating, Ventilating, and Air Conditioning (HVAC), Instrumentation and Control for HVAC, HVAC Air Distribution, Central HVAC Equipment.