J045--PREVENTIVE MAINTENANCE & CLEANING- 41 DX HVAC

STATEMENT OF WORK | HVAC / DX PM Services 41 Units | LAJ VAMC | Document No. LAJ-ENG-SOW-HVAC-PM-2026-001 Rev.1 FOR OFFICIAL USE ONLY PRE-AWARD SENSITIVE Page 1 Deputy Chief Engineer LAJ VAMC Facilities Management | Rev. March 2026 | v4.0 STATEMENT OF WORK & IGCE Preventive Maintenance & Cleaning 41 DX HVAC Units | IAW Manufacturers' IFU Mini-Splits Condensing Units Packaged RTUs Precision Cooling / CRAC Air-Cooled Chillers Refrigerants: R-410A · R-134A · R-22 · R-407C · R-404A | 1.5 Ton ~273 Ton | 41 Units | 14 Locations Regulatory Baseline: NFPA 70E-2024 NFPA 70B-2023 NFPA 99-2024 ASHRAE 170-2025 ASHRAE 180-2018 TJC EC.02.05.01/.02 VHA Dir. 1028 / 1061(4) VA PG-18-10 (Rev. 3/1/2024) EPA AIM Act Document No. LAJ-ENG-SOW-HVAC-PM-2026-001 Solicitation # [TBD at Award] Prepared By Deputy Chief Engineer, FMS Rev. Date March 2026 Total Units 41 DX Units / 14 Locations Contract Type FFP / T&M NTE / Cost (CLINs) Period of Perf. Base Year + 3 Option Years NAICS 238220 Plumbing, Heating & AC SECTION 1 PURPOSE, SCOPE & REGULATORY FOUNDATION 1.1 Purpose This Statement of Work (SOW) establishes performance requirements for a qualified mechanical contractor to provide preventive maintenance (PM), cleaning, inspection, and regulatory-compliance services for forty-one (41) direct expansion (DX) HVAC and refrigeration units at the Louis A. Johnson (LAJ) VA Medical Center, Clarksburg, West Virginia (VISN 5 / NCO 5). The equipment inventory spans 14 locations and ranges in capacity from 1.5-ton ductless mini-splits to a 273-ton York YVAA air-cooled chiller. Services shall be performed in strict accordance with each unit's manufacturer Instructions for Use (IFU), the applicable codes and standards cited in Section 1.2, VHA Directives, VA Technical Information Library (TIL) publications, and The Joint Commission (TJC) Environment of Care requirements. This SOW is performance-based: the Contractor is responsible for achieving the outcomes defined herein and shall exercise professional judgment within the boundaries established by the IFU and applicable standards. 1.2 Regulatory Foundation Current Editions (as of Award Date) The Contractor's program shall be governed by the most current editions of all applicable standards. The following hierarchy of authority applies. In cases of conflict, the more stringent requirement governs. VA/VHA Directives and VA CFM Technical Information Library (TIL) publications highest authority for VA medical facilities. The Joint Commission (TJC) Hospital Accreditation Standards EC.02.05.01 (Utility Systems) and EC.02.05.02 (Water Management Program); non-compliance constitutes a TJC finding reportable to facility leadership. NFPA codes and standards mandatory reference for healthcare occupancies under NFPA 99-2024, NFPA 101-2021, NFPA 110-2022, NFPA 70E-2024, NFPA 70B-2023, NFPA 90A-2024, NFPA 90B-2024. ASHRAE standards ASHRAE 170-2025 (ventilation), ASHRAE 180-2018 (HVAC PM), ASHRAE 15-2022 (refrigeration safety), ASHRAE 34-2022 (refrigerant classification), ASHRAE 188-2021 (Legionella risk management). EPA regulations 40 CFR Part 82 Subpart F (Section 608), AIM Act / 40 CFR Part 84 (HFC phasedown and Technology Transitions). OSHA standards 29 CFR 1910.147 (LOTO), 29 CFR 1910.134 (respiratory protection), 29 CFR 1910 Subpart S (electrical safety). Manufacturer IFU / O&M manuals minimum PM task baseline; manufacturer requirements shall not be waived without written COR approval. 1.3 Objectives Maintain all 41 DX units in peak operating condition and full regulatory compliance throughout the period of performance (POP). Sustain TJC EC.02.05.01 compliance: verify and document ventilation pressure relationships, ACH, filtration efficiency, temperature, and humidity per ASHRAE 170-2025 for all units serving patient-care areas. Support the facility's NFPA 70B-2023 Electrical Maintenance Program (EMP) through proper documentation of all electrical PM findings, Equipment Condition Assessments (ECAs), and corrective actions. Manage all regulated refrigerants (R-410A, R-134A, R-22, R-407C, R-404A) in full compliance with EPA Section 608 and AIM Act provisions; provide written advisory to COR on any legacy refrigerant unit requiring > 1 lb addition per service visit. Support facility compliance with VHA Directive 1061(4) Legionella Prevention: inspect, clean, and treat condensate drain systems and humidifier sections of CRAC/precision cooling units at every PM visit. Document all PM activities in the format required by ASHRAE 180-2018, TJC EC.02.05.01, and the facility's Utility Systems Management Plan (USMP). 1.4 NFPA 70B-2023 Mandatory Electrical Maintenance Program (EMP) Integration NFPA 70B-2023 is now a mandatory Standard (not a recommended practice). The 2023 edition converts all 'should' language to 'shall,' requiring facilities to implement a documented Electrical Maintenance Program (EMP). The Contractor's electrical PM tasks under this contract shall align with and contribute to the facility's EMP per Chapter 4 of NFPA 70B-2023. Contractor shall perform all electrical PM in accordance with NFPA 70B-2023 Chapter 9, Table 9.2.2, using an Equipment Condition Assessment (ECA) that evaluates: (1) physical condition, (2) criticality, and (3) operating environment. Infrared (IR) thermography of electrical components is now mandatory per NFPA 70B-2023. Contractor shall perform IR scanning of all compressor contactors, motor control wiring, and disconnect panels at each PM visit, or at minimum annually. IR findings shall be included in PM Service Reports. All electrical PM findings shall be documented in the facility's EMP records system within 5 business days of service. System studies (short-circuit, coordination, arc flash) are not within scope of this contract but Contractor shall notify COR if any PM finding suggests a deficiency in existing arc flash label accuracy. 1.5 AIM Act / EPA Refrigerant Compliance Current Status (as of 2026) CRITICAL AIM Act / 40 CFR Part 84: R-410A new equipment manufacture prohibited effective January 1, 2025 (GWP limit 700 for new comfort cooling). EXISTING systems using R-410A, R-22, R-404A, and R-407C may continue to be SERVICED with original refrigerant throughout useful life. Only reclaimed R-22 and R-404A may be used. R-410A service refrigerant supply is constrained and prices are rising. Contractor shall advise COR in writing if any unit's charge loss trajectory suggests end-of-useful-life within the POP. R-22 units (Units 13, 14, 19, 20, 38): Only reclaimed R-22 may be used for service. Contractor shall document supplier and source of all R-22 used. Any addition > 1 lb requires COR notification within 24 hours. R-404A (Unit 37) and R-407C (Units 33 36): Both are high-GWP refrigerants under phasedown. Only reclaimed product available for service. COR notification required for any addition. R-410A (30 units): Still available for service as reclaimed or newly produced product through the phasedown schedule. Monitor supply cost and availability; report supply constraints to COR. R-134A (Unit 39, York YVAA ~273-ton chiller): R-134a is subject to HFC phasedown allowance reductions. Coordinate with York authorized service on reclaimed refrigerant procurement for annual chiller service. EPA AIM Act Technology Transitions Rule reconsideration was proposed October 3, 2025. Contractor shall monitor EPA regulatory updates and immediately notify COR of any changes affecting service refrigerant availability. SECTION 2 EQUIPMENT INVENTORY (41 Units) 2.1 Government Furnished Equipment List (GFEL) All 41 units are listed below. Red refrigerant text denotes legacy / AIM Act phasedown refrigerants requiring special handling. Units marked in Category column require COR notification upon any refrigerant addition. Units marked * in Charge column require verified charge documentation at first PM visit per IFU. # Equipment Name Model Number Serial Number Location Refrig. Charge / Capacity Category 1 Panasonic CU-KE36NKU 0001351 7th Floor R-410A 6.5 lbs Mini-Split / Ductless 2 Panasonic CU-KE36NKU 0002251 7th Floor R-410A 6.5 lbs Mini-Split / Ductless 3 Panasonic CU-KE36NKU 0004851 7th Floor R-410A 6.5 lbs Mini-Split / Ductless 4 Panasonic CU-KE36NKU 0005551 7th Floor R-410A 6.5 lbs Mini-Split / Ductless 5 Fujitsu AOU18RLXFW1 BPS002868 6th Floor R-410A 4 lbs 10 oz Mini-Split / Ductless 6 Daikin RZR24PVJU A002782 1st Floor R-410A 5.1 lbs Mini-Split / Ductless 7 Mitsubishi PUZA18NKA7 82U09519A Roof R-410A 4 lbs 14 oz Mini-Split / Ductless 8 Mitsubishi PUMY-P36NKMU1 6YU01844A Roof R-410A 10 lbs 9 oz Mini-Split / Ductless 9 York YCJD18S41S1HA W2F0995365 Bldg 20 R-410A 3 lbs 3 oz Mini-Split / Ductless 10 Carrier Puron Unit 1 38TXA048330 3203E07364 Bldg 5 R-410A 10.13 lbs Condensing Unit / Split 11 Carrier Puron Unit 2 38TXA048320 3202E08320 Bldg 5 R-410A 10.13 lbs Condensing Unit / Split 12 Carrier Puron Unit 3 38TXA030330 3203E06515 Bldg 5 R-410A 6 lbs Condensing Unit / Split 13 Carrier 38ARZ008-501LA 5004G50052 AHU 43 R-22 2 lbs Condensing Unit / Split 14 Goodman GSC130361DE 0810203289 2nd Floor R-22 119 oz (7.4 lbs) Condensing Unit / Split 15 Air Temp VS6BF-036K VSF170602498 2nd Floor R-410A 78 oz (4.9 lbs) Condensing Unit / Split 16 Ductless Air DA27-3Z-0 340E45337051 Building 7 R-410A 98.8 oz (6.2 lbs) Mini-Split / Ductless 17 Air Temp VS4BD-042KB VSG170522724 HR Roof R-410A 59 oz (3.7 lbs) Condensing Unit / Split 18 Air Temp VSA1BF4M1SN42K VSG190117061 HR Roof R-410A 97 oz (6.1 lbs) Condensing Unit / Split 19 Aaon CA0358 200508CCCI05164 2nd Floor R-22 Side 1: 80 oz / Side 2: 80 oz Packaged / RTU 20 Aaon 68418 200602-AMCJ02869 2nd Floor R-22 Side 1: 144 oz / Side 2: 144 oz Packaged / RTU 21 AHU 35 (J. Controls) J15XPC00R4A2BCA1E1 N1M8394756 Roof R-410A Sys 1: 23 lbs / Sys 2: 23 lbs 4 oz Packaged / RTU 22 McQuay RPS042DLS FBOU10040070301 Roof R-410A Ckt 1: 30 lbs / Ckt 2: 30 lbs Packaged / RTU 23 Johnson Controls J12YDC00A4GLB4 N2A0568880 Roof R-410A No Precharge Label * Packaged / RTU 24 Johnson Controls J40YDC00A4BAA2 N1E9947000 Room 2134 R-410A No Precharge Label * Packaged / RTU 25 Addison PROH240C4K4DAC20M6 210405001-001 Roof R-410A Ckt 1: 47 lbs / Ckt 2: 47 lbs Precision Cooling / CRAC 26 Vertiv Liebert MCS028E1ADR546 Y21DAX0001 Roof R-410A No Precharge Label * Precision Cooling / CRAC 27 Emerson Liebert MCS028E1YDA093 Y16FAX0029 1st Floor R-410A No Precharge Label * Precision Cooling / CRAC 28 Emerson Liebert MCS028E1YDA093 Y16FAX0028 1st Floor R-410A No Precharge Label * Precision Cooling / CRAC 29 Liebert Vertiv Unit 1 MCL055E1ADQ192 Y20CAZ0184 Outside NW Entrance R-410A No Precharge Label * Precision Cooling / CRAC 30 Liebert Vertiv Unit 2 MCL055E1ADQ192 Y20CAZ0182 Outside NW Entrance R-410A No Precharge Label * Precision Cooling / CRAC 31 Liebert Vertiv Unit 3 MCL055E1ADQ192 Y20CAZ0183 Outside NW Entrance R-410A No Precharge Label * Precision Cooling / CRAC 32 Liebert Vertiv Unit 4 MCL055E1ADQ192 Y20CAZ0185 Outside NW Entrance R-410A No Precharge Label * Precision Cooling / CRAC 33 Airstack ASP10A JI 11 10A Outside B241 R-407C 30 lbs Precision Cooling / CRAC 34 Airstack ASP10A JI 11-138 Outside B241 R-407C 30 lbs Precision Cooling / CRAC 35 Airstack ASP10A JI 11-139 Outside B241 R-407C 30 lbs Precision Cooling / CRAC 36 Airstack MCS028E1ADR546 JI 11-140 Outside B241 R-407C 30 lbs Precision Cooling / CRAC 37 Climate Control CCH0015MBACHA0000 T22G22697 Outside NW Entrance R-404A 14 lbs 8 oz Condensing Unit / Split 38 Condensing Unit RAUCC20EB203ABD000020 C09D13669 Outside NW Entrance R-22 70 lbs Condensing Unit / Split 39 York Air-Cooled Chiller YVAA0273DGF46BAV... SNFM-295810 4th Floor R-134A Sys 1: 265 lbs / Sys 2: 265 lbs Air-Cooled Chiller 40 York Chiller #1 YCAL0033EE17XEBS... SGFM-169510 Bldg 20 R-410A 45 lbs Air-Cooled Chiller 41 York Chiller #2 YCAL0033EE17XEBS... SEFM-127220 Bldg 20 R-410A 45 lbs Air-Cooled Chiller * No Precharge Label Contractor shall establish verified charge at first PM visit using manufacturer service data; document on EPA refrigerant tracking log and submit to COR within 30 days. Legacy / Phasedown Refrigerant R-22, R-407C, and R-404A are subject to EPA AIM Act phasedown. See Section 1.5 and Section 4.4 for handling requirements. SECTION 3 SPECIFIC TASKS, DELIVERABLES & REGULATORY COMPLIANCE 3.1 Universal Requirements All 41 Units (Every PM Visit) The following requirements apply to every PM visit on every unit under this contract, regardless of unit type, in addition to the unit-category-specific tasks in Sections 3.2 3.6. 3.1.1 Pre-Work Safety NFPA 70E-2024 & OSHA 29 CFR 1910.147 Perform a task-specific arc flash and shock hazard analysis per NFPA 70E-2024 Section 130.5 prior to commencing any electrical work. Document analysis on pre-task planning form submitted to COR. Obtain facility-issued Energized Electrical Work Permit (EWP) per NFPA 70E-2024 Section 130.2 for any task requiring exposure to energized conductors above 50V. Work on de-energized equipment requires LOTO per OSHA 29 CFR 1910.147 and facility LOTO procedures. Select and verify PPE per NFPA 70E-2024 Table 130.7(C)(15)(a) and (b) based on incident energy analysis or PPE category method. Minimum PPE for HVAC disconnects: Category 1 (arc-rated face shield, gloves, clothing). Verify all arc flash labels per IEEE 1584-2018 are present, legible, and current (system study not older than 5 years per NFPA 70B-2023 Chapter 6). Report any missing or outdated labels to COR in writing. For refrigerant work in enclosed mechanical rooms: verify adequate ventilation per ASHRAE 15-2022 Section 8 before proceeding. Use portable oxygen / refrigerant detector where applicable. 3.1.2 Documentation ASHRAE 180-2018, NFPA 70B-2023, TJC EC.02.05.01 Record all measured operating parameters on the standardized PM Service Report (see Section 4.3). Report shall follow the data elements required by ASHRAE 180-2018 Section 4.3 (Implementation) and TJC EC.02.05.01. Classify all deficiencies found using the NFPA 70B-2023 Equipment Condition Assessment (ECA) scale and the facility's deficiency classification system: Critical (immediate safety hazard), Urgent ( 125 lbs/yr must be reported. Document refrigerant type, any quantity added or removed, and source (virgin vs. reclaimed) on EPA tracking log. For R-22, reclaimed only. Submit log to COR within 30 days. Check reversing valve in both heating and cooling modes (heat pump units); document mode-switching response time and pressure differentials. Inspect metering device (TXV/EEV/orifice); verify superheat per IFU. 3.2.3 Electrical & Controls NFPA 70E-2024, NFPA 70B-2023 Inspect, clean, and torque all electrical terminations. Perform IR thermography scan of all contactors, capacitors, and disconnect per NFPA 70B-2023 §7.9. Test capacitors (start and run) with digital capacitance meter; replace if outside ±6% of nameplate. Record pre- and post-replacement values. Measure and record compressor RLA, FLA, and supply voltage; flag any amperage within 10% of nameplate max. Test all safety controls: high-pressure cutout, low-pressure cutout, freeze protection, high-discharge-temperature thermostat, and loss-of-charge protection. Document setpoints and trip test values. Verify controller/thermostat calibration against NIST-traceable reference thermometer; document offset if found. 3.2.4 Mechanical Lubricate motors and bearings per IFU (type, quantity, frequency as specified by manufacturer). Inspect and tighten all mounting hardware and vibration isolators. Clean unit interior cabinet and exterior surfaces. 3.3 Condensing Units & DX Splits (Units 10 15, 17 18, 37 38) Semi-Annual PM 9 units; R-410A, R-22, R-404A; 2 4 ton. Manufacturers: Carrier, Goodman, Air Temp, Climate Control, RAUCC. All tasks in Section 3.2 apply plus the following. Inspect liquid line filter-drier and sight glass; replace drier if moisture indicator shows wet or color change. Document replacement with refrigerant log entry. Inspect and test crankcase heater (scroll/recip compressor units); measure current draw; verify energized 24 hours before startup following seasonal shutdown. Inspect service valve cores and caps; verify valve position and packing condition. For R-22 Units (13, 14, 38): Use only EPA-certified reclaimed R-22. Any addition requires COR notification within 24 hours. Document recovery cylinder ID per 40 CFR Part 82 Subpart F. Evaluate end-of-life trajectory and report to COR if unit is projected to require > 2 lbs per year. For R-404A Unit (37): Only reclaimed R-404A may be used for service. COR notification required for any addition. Evaluate retrofit/replacement options and provide written assessment to COR at first PM visit. 3.4 Packaged Units / RTUs (Units 19 24) Semi-Annual PM 6 units; R-22 and R-410A; multi-circuit units (Aaon CA0358, Aaon 68418, AHU 35, McQuay RPS042 have dual circuits). Manufacturers: Aaon, Johnson Controls, McQuay. All tasks in Sections 3.2 3.3 apply per circuit plus the following. Treat each refrigerant circuit independently: perform separate leak check, refrigerant measurement, and EPA documentation per circuit. Inspect, clean, and lubricate economizer dampers and actuators where equipped; verify economizer control sequence through BAS/DDC per COR direction. Document damper % opening at test completion. Inspect supply and return air plenums; clean accessible surfaces; verify flex connection integrity. Gas heat section (where applicable): inspect burner assembly; inspect heat exchanger for cracks, pinholes, or deterioration using inspection mirror, camera, or pressurization test per manufacturer IFU; inspect flue connections and combustion air provisions. Perform combustion analysis using a calibrated combustion analyzer: measure CO (ppm), CO2 (%), O2 (%), stack temperature, and combustion efficiency. Flag any flue gas CO reading > 100 ppm (air-free) as Critical; notify COR immediately. Flag combustion efficiency below 75% as Urgent. Document all findings. Any cracked or perforated heat exchanger shall be classified Critical, unit shall be immediately shut down and tagged out, and COR notified by phone within 1 hour. Verify outdoor air (OA) damper operation. Measure and document OA volumetric flow rate (CFM) using a balometer, pitot tube traverse, or equivalent calibrated instrument at each semi-annual visit. Compare measured OA CFM to design minimum OA requirement per ASHRAE 62.1-2022 Table 6.2.2. Any unit delivering less than 90% of design minimum OA shall be classified Urgent and reported to the COR within 24 hours. Verify unit sequence of operations through BAS/DDC integration point; document setpoints and mode confirmation. For R-22 units (19, 20): Same legacy refrigerant requirements as Section 3.3. NFPA 90A-2024 §6.1: Inspect accessible ductwork connections, flex connectors, and smoke dampers associated with each RTU. Verify smoke damper blade and actuator condition; document accessibility for required testing. Report any obstructed or non-functional smoke damper to COR as Urgent deficiency. Smoke damper full-open/full-close testing remains the responsibility of the facility Fire Protection PM program; Contractor shall coordinate visibility of damper condition during HVAC PM. 3.5 Precision Cooling / CRAC Units (Units 25 36) Semi-Annual PM 13 units: Addison (1), Vertiv Liebert (1), Emerson Liebert (2), Liebert Vertiv (4), Airstack (4), Johnson Controls (1); R-410A and R-407C. 8 of these units carry 'No Precharge Label' mandatory charge verification at first PM visit. Critical healthcare HVAC assets supporting data/server rooms and clinical spaces. 3.5.1 Legionella Prevention VHA Directive 1061(4) & TJC EC.02.05.02 VHA Directive 1061(4) 2024 Revision: The 2024 revision expands Legionella prevention requirements to include condensate systems and non-potable aerosol-generating systems. CRAC unit condensate pans and humidifier sections are within scope. Biocide treatment and documentation are mandatory at every PM visit. Inspect, clean, and treat condensate drain pans and drain lines at every PM visit. Apply EPA-registered biocide; document product name, EPA registration number, concentration, and application date. Humidifier sections (where equipped): clean distributor pans and canister, inspect electrode condition, flush stagnant water, test fill/drain cycle, verify conductivity setpoints. Per ASHRAE Guideline 12-2020, ultrasonic humidifiers are prohibited in VA healthcare facilities (VA PG-18-10). Report any non-compliant humidifier type to COR. Document findings in the format required by the facility's Water Management Program (WMP) under TJC EC.02.05.02. Provide signed copy to COR for WMP file within 5 business days. 3.5.2 Refrigeration & Electrical All CRAC Units All refrigerant circuit tasks in Section 3.2.2 apply. For R-407C units (33 36, Airstack): verify charge using subcooling method at condenser outlet per Airstack IFU (R-407C is a zeotropic blend use subcooling, not superheat alone, for charge verification). COR notification required for any addition. Inspect, clean, and test EC/direct-drive plenum fans; check bearing condition via sound and vibration. Inspect and test reheat coils and electric heat elements; measure current draw per element; verify thermal cutout trip temperature. Inspect Variable Speed Drives (VSDs) if equipped; clean cooling fans and heatsinks; verify drive parameters. Verify thermal management controller: setpoints, alarm thresholds, remote notification paths. Confirm integration with BAS/DCIM where present. 3.5.3 Initial Visit No Precharge Label Units (Units 23, 24, 26 32, 37) At the first PM visit on each unit marked 'No Precharge Label' (Units 23, 24, 26 32, and 37 9 units total): obtain the manufacturer IFU or service manual and determine the factory-specified refrigerant charge. Recover the existing charge using EPA-certified recovery equipment, weigh it, and recharge to the verified specification. Record pre- and post-recovery charge weights on EPA Form 608 refrigerant tracking log. Document the verified design charge for each unit in the facility CMMS and submit a completed Charge Verification Record to the COR within 30 calendar days of the visit. 3.6 Air-Cooled Chillers (Units 39 41) Quarterly PM 3 chillers: York YVAA0273 (~273 ton, R-134A, 4th Floor mechanical room) and York YCAL0033 #1 and #2 (33 ton each, R-410A, Bldg 20). These are high-criticality healthcare utility assets. TJC EC.02.05.01 compliance documentation is mandatory. TJC EC.02.05.01 Chiller Compliance: Standard EC.02.05.01 EP 15 requires ventilation systems in critical care areas to maintain appropriate pressure relationships, ACH, temperature (68 75°F in ORs), and humidity (20 60% RH) per NFPA 99-2024 and ASHRAE 170-2025. Chiller performance directly affects these parameters. Chiller degradation or failure must be reported to COR within 2 hours when it results in critical-area parameter excursions. 3.6.1 Refrigeration System ASHRAE 15-2022, EPA 40 CFR Part 82 Record all operating parameters at each quarterly visit: suction/discharge pressures and temperatures, approach temperatures, leaving chilled water temperature (LCHWT) and return, condenser entering/leaving temperatures, compressor oil pressure differential, and all active alarms/faults. Compare measured performance to design operating envelope; flag any parameter > 10% from design and classify as Urgent deficiency. Leak-check all refrigerant circuits, service valves, oil fittings, and Schrader ports using electronic leak detector (sensitivity 0.1 oz/yr). For R-134A (Unit 39): EPA Section 608 institutional owner leak rate threshold is 20% of charge 265-lb charge yields 53-lb trigger. Report any leak exceeding 10 lbs/yr to COR immediately. Clean condenser coils by pressure washing or pH-neutral foam cleaner per York IFU; document pre-wash and post-wash ambient Delta-T to verify cleaning effectiveness. Inspect, clean, and test oil separator (where equipped). Pull and submit compressor oil sample for spectrographic analysis annually; provide oil analysis report to COR. Inspect and test expansion devices, suction line filter-driers, and sight glass/moisture indicators. Purge non-condensable gases from refrigerant circuit per IFU procedure when indicated by elevated head pressure at known ambient conditions. 3.6.2 Compressor System Record per-compressor: suction/discharge pressure, oil pressure differential, suction/discharge temperature, amperage (all three phases), supply voltage (balance check). Verify crankcase heater operation; measure current draw. Heater must be energized minimum 24 hours before startup after any power interruption. Review on-board controller fault/alarm log; download if capable; clear only with COR written approval. Provide fault history report at each quarterly visit. Inspect compressor vibration isolators and mounting hardware. Measure and record vibration levels (velocity, in/sec peak) at each accessible compressor bearing location using a calibrated vibration meter or analyzer. Compare readings to the baseline established at contract start (per Section 4B.1) and to manufacturer alarm limits. Flag any reading exceeding the manufacturer alert level, or any reading that has increased > 50% from the established baseline, as Urgent. Flag any reading at or above the manufacturer danger/shutdown level as Critical. 3.6.3 Electrical & Controls NFPA 70E-2024, NFPA 70B-2023 Inspect, clean, and torque all electrical connections in chiller control panel and power section. Perform IR thermography per NFPA 70B-2023 §7.9. Verify all safety cutouts: high-pressure, low-pressure, high-discharge temperature, low-oil-pressure, motor overload, freeze protection, and flow switch test each safety per IFU; document setpoints and verified trip values. Calibrate LCHWT sensor against NIST-traceable reference (accuracy ±0.5°F); document calibration date, as-found, and as-left values. Test VFDs (where equipped): inspect drive panel, clean cooling fans, verify parameters, check drive efficiency mode operation. Perform motor winding megohm test annually at the beginning of each cooling season, using a 500V or 1000V insulation resistance tester per IEEE 43-2013. Document: test voltage, ambient temperature and humidity, measured resistance in M , and polarization index (PI) if multi-minute test is performed. Compare to prior year baseline. Flag any reading $500. For components > $1,000, the Contractor shall obtain three competitive price quotes and provide them to the COR with the approval request; this shall be completed within 5 business days of identifying the need for replacement. Where a single OEM source exists and competition is not practicable, the Contractor shall document the sole-source justification in writing for COR review. Refrigerant: all types (R-410A, R-134A, R-22, R-407C, R-404A) supplied by Contractor under Cost CLIN, invoiced at actual cost with source documentation. Virgin refrigerant is prohibited for R-22 and R-404A reclaimed product only. Consumables (standard filters, capacitors, contactors, belts, standard lubricants, coil cleaner, biocide) are included in the FFP CLIN pricing. Non-standard or unusual consumables require COR approval. Contractor shall maintain a minimum 2-week spare parts inventory for high-failure-rate components (capacitors, contactors, filters) to support emergency response timelines. 4.5 Safety & Regulatory Compliance NFPA 70E-2024: All electrical PM performed by Qualified Electrical Workers as defined in NFPA 70E Chapter 1. Energized Electrical Work Permits required per Section 130.2. Contractor's electrical safety program shall be submitted to COR within 15 days of contract award. OSHA 29 CFR 1910.147: Contractor LOTO procedure submitted to COR within 15 days of contract award. Facility-specific LOTO procedures shall be obtained from the COR for each identified energy source prior to first PM. NFPA 70B-2023 §4.5: Contractor shall designate a qualified person responsible for implementing the contractor's EMP contribution under this contract. Name and qualifications submitted to COR within 15 days of award. ASHRAE 15-2022: Verify refrigerant concentration levels via portable detector prior to entering any enclosed mechanical room containing refrigerant systems. OSHA 29 CFR 1910.134 respiratory protection: Contractor shall provide and require the use of NIOSH-approved respirators for: (1) refrigerant recovery or transfer operations in enclosed spaces; (2) any work in spaces where refrigerant concentration may exceed ASHRAE 15-2022 Section 7.4 concentration limits; and (3) coil cleaning with chemical cleaners in confined or poorly-ventilated areas. Contractor's respiratory protection program shall be maintained in accordance with 29 CFR 1910.134. EPA 40 CFR Part 82, Subpart F: All refrigerant recovery, recycling, and reclaim activities shall comply with Section 608. Recovery equipment shall be certified by an EPA-recognized laboratory. Technicians shall use approved recovery cylinders; no venting under any circumstances. AIM Act compliance: Contractor shall maintain documentation of refrigerant sources (virgin vs. reclaimed) and shall not purchase or use refrigerants in violation of AIM Act Technology Transitions restrictions. Any regulatory change during the POP shall be brought to COR's attention within 10 business days. VHA Directive 1028: All work on electrical systems at LAJ VAMC shall comply with VHA Directive 1028, including requirements for the Utility Systems Management Plan. Contractor electrical safety incidents shall be reported per VHA incident reporting requirements. SECTION 4A CONTRACTOR DELIVERABLES MATRIX The following table consolidates all contractor deliverables required under this SOW. This matrix serves as the authoritative reference for both parties. Additional detail on each deliverable is found in the referenced section. Deliverable SOW Ref. Due Date Submit To Format Quality Control Plan (QCP) 4B.2 Within 15 cal. days of award KO (for approval) Electronic PDF Proposed Key Personnel Resumes & Credentials 4B.3 Within 15 cal. days of award COR Electronic PDF Contractor LOTO Program 4.5 Within 15 cal. days of award COR Electronic PDF Contractor Electrical Safety Program (NFPA 70E) 4.5 Within 15 cal. days of award COR Electronic PDF Personnel Badging Information (background investigation) 4B.5 Within 10 cal. days of award COR / VA Police VA-specified forms Master PM Schedule 4.1 Within 15 cal. days of award COR (for approval) Electronic / CMMS Baseline Condition Assessment (BCA) Report 4B.1 Within 10 cal. days of completing BCA ( 30 days after award) COR Electronic PDF Baseline Vibration Readings Chillers (Units 39 41) 4B.1 With BCA Report COR Electronic, tabular format Baseline Megohm Test Values Chiller Compressors 4B.1 With BCA Report COR Electronic, tabular format PM Service Report (PMSR) Per Visit 4.3 Within 3 business days of each visit COR Electronic / CMMS-compatible Critical Deficiency Notification (phone) 4.3 Within 1 hour of discovery COR Phone; written follow-up within 24 hrs Urgent Deficiency Written Notification 4.3 Within 24 hours of discovery COR Electronic email + PMSR Refrigerant EPA Tracking Log 4.3 Within 30 cal. days of any add/remove COR Electronic; per refrigerant type Charge Verification Record No Precharge Label Units 3.5.3 Within 30 cal. days of first visit to each unit COR EPA Form 608 basis; electronic WMP-Related Findings (Condensate / Humidifier) 3.5.1 Within 5 business days of each visit COR / WMP Administrator Electronic PDF Quarterly Summary Report (QSR) 4.3 By 10th of month following each quarter COR Electronic PDF Annual Chiller Performance Report (Units 39 41) 4.3 Within 30 cal. days of final quarterly PM of year COR Electronic PDF York Chiller Compressor Oil Analysis Report 3.6.1 Annually; with Annual Chiller Report COR Lab report + Contractor summary PMSR Combustion Analysis Results (gas heat units) 3.4 With each semi-annual PMSR for gas units COR Included in PMSR OA CFM Measurement Results (RTU units) 3.4 With each semi-annual PMSR for RTU units COR Included in PMSR IR Thermography Report with Anomaly Images 3.2.3 With PMSR for any IR anomaly found COR Electronic; thermal images attached QCP Internal Inspection Records (10% sample) 4B.2 Available upon COR request; referenced in QSR COR (on request) Electronic Final Summary Report (Close-Out) 4B.7 Within 30 cal. days of contract expiration COR + KO Electronic PDF All Service Records Electronic Transfer to CMMS 4B.7 Within 30 cal. days of contract expiration COR CMMS-compatible format Return of GFP (badges, keys, documents) 4B.7 Within 5 business days of contract expiration COR / VA Police Physical return + written confirmation SECTION 4B ADDITIONAL CONTRACT REQUIREMENTS 4B.1 Mobilization & Baseline Condition Assessment Within 30 calendar days of contract award, and prior to commencing routine scheduled PM, the Contractor shall perform a one-time Baseline Condition Assessment (BCA) on all 41 units. The BCA protects both parties by establishing the as-found condition of all equipment at contract inception. Inspect every unit in the GFEL and complete a Baseline Condition Assessment Form documenting: unit ID, date inspected, operating status, visible deficiencies, existing damage or non-standard modifications, refrigerant charge status (including verified charge for all No Precharge Label units), filter condition and MERV rating, and technician name and EPA cert number. Record baseline vibration signature readings on all three York chillers (Units 39 41) using a calibrated vibration meter; document at each bearing location. These readings establish the baseline for quarterly trending throughout the POP. Record baseline motor winding megohm test values for all chiller compressors. Document test voltage, measured insulation resistance (M ), and ambient temperature/humidity conditions. Submit the completed BCA Report to the COR within 10 calendar days of completing all inspections. The COR will review and either accept or formally dispute any pre-existing conditions within 10 calendar days of receipt. Undisputed pre-existing conditions shall be documented as Government-accepted prior conditions, not attributable to Contractor negligence. Contractor shall coordinate the BCA schedule with the COR; individual unit access may be scheduled across the 30-day window to minimize operational disruption. 4B.2 Quality Control Plan (QCP) FAR 46.401 This contract exceeds the FAR 46.401 threshold requiring a Quality Control Plan. The Contractor's QCP establishes how it will ensure the quality of services delivered and is a contract deliverable, not optional. The Contractor shall submit a QCP for COR review and KO approval within 15 calendar days of contract award. The KO must approve the QCP before the Contractor may begin scheduled PM visits. The QCP shall address, at minimum: (1) organizational chart and personnel qualifications verification process; (2) inspection procedures for each equipment category; (3) self-inspection checklist format; (4) corrective action process for internal quality findings; (5) records management and PMSR submission process; (6) subcontractor oversight if applicable; and (7) customer complaint resolution process. The Contractor shall conduct internal quality inspections on a minimum of 10% of all PM visits per quarter, documenting results and corrective actions. Internal inspection records shall be available to the COR upon request. The Government reserves the right to perform Quality Assurance (QA) surveillance of contractor performance at any time. Surveillance methods may include: direct observation, PMSR review, re-inspection of recently serviced equipment, and review of refrigerant tracking logs. 4B.3 Key Personnel The following positions are designated as Key Personnel for this contract. Key Personnel are critical to successful contract performance. The Government's approval is required before any Key Personnel substitution takes effect. Key Personnel Position Minimum Qualifications Substitution Lead Time Contract Manager / Lead Technician EPA 608 Universal; OSHA 30-hour; minimum 5 years commercial HVAC PM experience; designated single point of contact for COR 30 calendar days written notice to KO; COR concurrence required York Chiller Specialist (Units 39 41) EPA 608 Universal; York factory-authorized chiller service certification for YVAA and YCAL platforms; minimum 3 years documented chiller experience 30 calendar days written notice to KO; KO approval required Precision Cooling Specialist (Units 25 36) EPA 608 Universal; Vertiv/Emerson Authorized Service Provider (ASP) certification or documented factory training equivalent 21 calendar days written notice to KO; COR concurrence required Contractor shall submit resumes and supporting credentials for all proposed Key Personnel with the QCP submittal (within 15 calendar days of award). The Government reserves the right to reject proposed Key Personnel who do not meet stated qualifications. 4B.4 Infection Control Risk Assessment (ICRA) Requirements LAJ VAMC is an acute-care healthcare facility with active patient care on all floors and in multiple buildings. Any maintenance activity that may generate dust, disturb ceiling tiles, open wall cavities, or affect air pressure relationships in patient care areas requires ICRA coordination prior to commencement of work. Before each PM visit in patient care areas (7th Floor, 6th Floor, 4th Floor, 1st Floor, 2nd Floor, Room 2134, and any clinical space), the Contractor shall notify the COR and Infection Control Officer (ICO) a minimum of 5 business days in advance to allow ICRA evaluation. The Contractor shall comply with all ICRA conditions established by the ICO, which may include use of dust containment barriers, HEPA vacuuming of disturbed areas, pre-dampening of surfaces before cleaning, use of N95 respirators, isolation of air handling systems from patient areas during coil cleaning, and post-maintenance inspection by infection control staff before restoring normal airflow. Coil washing activities on units serving patient care spaces shall use only EPA-registered no-rinse or low-vapor-pressure coil cleaners. Application shall be performed with the AHU in shutdown and supply/return grilles isolated. Allow full drying before restart per IFU and ICRA conditions. The Contractor shall immediately notify the COR and ICO of any activity that inadvertently disturbs ceiling tiles, generates visible airborne dust in a patient care area, or causes an unexpected pressure relationship change. The COR and ICO will direct the required response, which may include immediate shutdown of the affected AHU. The Contractor is responsible for providing its own ICRA-required PPE (dust masks, booties, gloves, barriers). The Government will provide access to ICRA carts and supplies for barrier installation upon advance request to the COR. SECTION 6 REGULATORY REFERENCES & STANDARDS MATRIX 5.1 Applicable Standards Current Editions All standards listed below shall be applied in their most current edition at time of contract award and as updated during the period of performance. The Contractor shall monitor applicable standards for updates and notify the COR of any code change affecting contract scope within 30 calendar days of publication. Standard / Authority Title / Scope Edition Applicability NFPA 90A Standard for the Installation of Air-Conditioning and Ventilating Systems fire/smoke hazard provisions in forced-air systems; duct construction, filter requirements 2024 Fire-smoke protection in all HVAC ductwork; smoke damper compliance during PM NFPA 90B Standard for the Installation of Warm Air Heating and Air-Conditioning Systems residential/light commercial (buildings < 25,000 cu ft) 2024 Applicable to mini-split and light commercial condensing units (Units 1 18) NFPA 70E Standard for Electrical Safety in the Workplace LOTO, PPE, arc flash, energized work permits 2024 All electrical PM tasks; Section 130.3 energized work; Table 130.7(C)(15) NFPA 70B Standard for Electrical Equipment Maintenance Mandatory EMP, maintenance intervals (Ch. 9), IR thermography 2023 Electrical PM frequency & documentation; Equipment Condition Assessment (ECA) NFPA 99 Health Care Facilities Code HVAC, medical gas, essential electrical systems 2024 All HVAC work in healthcare occupancies; Chapter 6 (HVAC), Chapter 4 (electrical) NFPA 101 Life Safety Code Means of egress, fire protection maintenance 2021 HVAC work affecting compartmentation, smoke control, egress NFPA 110 Standard for Emergency & Standby Power Systems 2022 EES/generator HVAC impacts; load bank requirements §8.4.9 ASHRAE 15 Safety Standard for Refrigeration Systems machinery room requirements, leak detection 2022 All refrigerant handling, machinery room classification ASHRAE 34 Designation & Safety Classification of Refrigerants A2L classification 2022 Contractor awareness of A2L flammability (R-32 on future equip.) ASHRAE 52.2 Method of Testing Air-Cleaning Devices MERV filter ratings 2022 Filter verification; MERV-13 requirement per VA PG-18-10 rev. 3/1/2024 ASHRAE 55 Thermal Environmental Conditions for Human Occupancy 2023 Space temp/humidity verification during PM ASHRAE 62.1 Ventilation for Acceptable Indoor Air Quality 2022 OA verification on packaged units and AHUs ASHRAE 170 Ventilation of Health Care Facilities pressure, ACH, filtration per space type 2025 All patient-care area HVAC; operating rooms 68 75°F / 20 60% RH ASHRAE 180 Standard Practice for Inspection and Maintenance of Commercial Building HVAC Systems 2018 Baseline PM task framework; program initiation and documentation ASHRAE 188 Legionellosis: Risk Management for Building Water Systems 2021 Condensate and chilled water systems; tie to TJC EC.02.05.02 ASHRAE Guideline 12 Minimizing the Risk of Legionellosis humidifier guidance 2020 Humidifier sections of CRAC units; resonates with VHA Dir. 1061(4) TJC EC.02.05.01 Utility Systems Management ventilation compliance in critical care areas, documentation Current HVAC PM documentation, pressure relationships, ACH, humidity tracking TJC EC.02.05.02 Water Management Program Legionella and waterborne pathogens Current (eff. 1/1/2022) Chilled water, condensate systems; coordinate with facility WMP VHA Dir. 1028 Facility Electrical Power Systems EES, LOTO, arc flash, engineering authority Current Electrical work at VA medical facility; Utility Systems Mgmt Plan compliance VHA Dir. 1061(4) Prevention & Control of Healthcare-Associated Legionella water system risk assessment 2024 Rev. Condensate drain systems, humidifiers, chilled water; quarterly Legionella testing VA PG-18-10 HVAC Design Manual MERV-13 filter requirement, EPA-approved refrigerants, chiller standards Rev. 3/1/2024 Filter maintenance standard; refrigerant compliance; chiller O&M guidance OSHA 29 CFR 1910.147 Control of Hazardous Energy (LOTO) Current All electrical isolation tasks: Contractor LOTO procedures required OSHA 29 CFR 1910.134 Respiratory Protection Standard Current Refrigerant work in confined or enclosed spaces EPA 40 CFR Part 82 Subpart F Section 608 Refrigerant Management recovery, recycle, reclaim, reporting Current All refrigerant additions/removals; Technician certification; leak rate thresholds EPA AIM Act / 40 CFR Part 84 HFC Phasedown & Technology Transitions new equip. GWP limits; servicing existing systems 2020/2023 Rules R-410A service still permitted on existing equip.; R-22 reclaim only; R-404A/407C advisory FAR 52.222-41 Service Contract Labor Standards (SCA) Current Wage determination compliance for all technicians under this contract