A01_REQUIREMENT PACKAGE - Statement of Work Irvine HVAC FINAL USE.docx

US Department of Agriculture (USDA)

Statement of Work

Contents

Project Irvine PA Field Office Air Conditioners and Economizers replacement

General Information

1.0 Scope of Work

A. Replace 4 roof top Units including all electric, gas, duct connections: UNIT 1 RACA15060ACT000AA 15, UNIT 2 RACA1402ACT000AB, and UNITS 3 and 4 RACA14048BCT00AA. Replace 4 Economizers AXRD-01RACAM3.

Brand name or Equal: Requirements of the HVAC specs must be at a minimum the same or better.

Preventive maintenance service shall be executed per the Manufacturer’s Operations & Maintenance (O&M) manual for each specific make and model.

Routine HVAC maintenance will include two (2) routine inspections and associated maintenance (Spring and Fall), inclusive of all time and materials required to perform the routine maintenance.

ANNUAL MAINTENANCE – This shall be completed prior to season start up HVAC (May)

1. Lubricate equipment.

2. Leak test entire system

3. Calibrate operating controls system.

4. Inspect contactors.

5. Check and tighten electrical connections.

6. Check starter wiring and connections.

7. Check gauges and indicator lights.

8. Calibrate motor AMPS and voltage.

9. Calibrate flow switches and devices.

10. Calibrate control.

12. Lubricate equipment as required.

13. Brush clean condenser tubes

14. Replace filters.

15. Replace worn belts.

16. Clean boilers

17. Add Chemicals as needed.

18. Test Backflow devices

19. Provide a written report of any issues to the COR.

Preventive maintenance inspections are to include necessary replacement of all lubricants, coolant, belts, hoses, and minor parts (less than $300 per item).

Parts requiring replacement during scheduled maintenance visits that are more than $300 per individual item will require COR approval prior to replacement. No work is to be done to address the repair without authorization from the CO.

In the event, that a single part or multiple parts for a single unit must be replaced that exceed $2,500.00 in total, the Contractor shall procure the items/services on a competitive basis or provide justification if there is lack of competition. The Government reserves the right to pursue repairs through any procurement means available and/or required by Federal regulation.

All parts will be of equal quality or better than replaced parts. Discounts and rebates on items provided to the Contractor shall be credited to the Government. All purchase documents shall be made available for the Government’s review and audit.

The Government reserves the right to purchase parts through any procurement means available and/or required by Federal regulation. These parts would be provided to the contractor for replacement at a scheduled date.

ROUTINE OPERATING INSPECTIONS – This shall be completed HVAC (May). This timeframe can be adjusted depending on the operation of the equipment.

Contractor will provide all labor, tools, materials, equipment/calibration instruments, and transportation as necessary to accomplish requested tasks as stated below but not limited to:

1. Check general machine operation.

2. Check control power and piping.

3. Check safety and operating controls.

4. Check refrigerant charge.

5. Check starter wiring and contacts.

6. Check gauges and indicator lights.

7. Lubricate as needed.

8. Make equipment, operation, and control adjustments as required.

9. Provide a written report of any issues to the COR.

I-VU Controls System: Ventilation Units (FANS) EA – Controls routine inspection. This shall be completed (May/Nov). This time frame can be adjusted depending on the operation/maintenance of the equipment.

Check controls system operation.

1. Inspect devise.

2. Check temperature of control medium

3. Clean and tighten connections.

4. Make adjustments.

5. Lubricate as needed.

6. Confirm control reaction.

7. Document corrective action.

8. Document and inform the Maintenance Department of any safety issues.

9. Provide a written report of any issues to the COR.

After each inspection the contractor will meet with the COR and review the results of the inspections. At this meeting the contractor will provide a written service report including any identified deficiencies and recommended actions. After each inspection is completed, the contractor will clean up their work area.

The Contractor shall provide a service guarantee on the calibration of the controls to COR’s satisfaction.

2.0 Background

This Request for Quote (RFQ) seeks offers to perform the services described in the Scope of Work (SOW) for HVAC replacement in accordance with the original equipment manufacturer (OEM) specifications and recommendations. Services are to be performed at Irvine NRS site.

The Contractor shall provide all labor, supplies, supervision, tools, materials, equipment/calibration instruments, and transportation necessary to provide services in accordance with HVAC Best Management Practices, licensed/certified HVAC technician and other specifications outlined below.

Contractor Requirements

3.0 Technical Requirements / Tasks

The Contractor shall manage the total work effort associated with the maintenance services required herein to ensure fully adequate and timely completion of these services. Such management includes, but is not limited to, planning, scheduling, report preparation, warranty enforcement, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the required work.

1. Work Control: The Contractor shall implement all necessary work control procedures to ensure fully adequate and timely completion of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and status reports shall be provided when requested by the COR. The status of any item of work must be provided within four (4) hours of the inquiry during regular working hours, and within eight (8) hours after regular working hours.

2. Allowable Work Hours: Except as may otherwise be specified, all work shall be performed from 7:00 am to 4:30 pm Monday through Friday. If the Contractor desires to carry on work on Saturday, Sunday, holidays, or outside regular working hours, he/she must obtain the written approval of the Contracting Officer.

3. Emergency: The Contractor will be required to be available 24 hours per day, seven days a week to respond to the facility’s need for emergency repairs or corrections. The Contractor will be expected to respond within four (4) hours by phone and report to the facility within eight (8) hours after notification of emergency need. Only the Contracting Officer, Contract Specialist/Purchasing Agent, or the Contracting Officer Representative are authorized to make an emergency call. The contractor shall prepare and submit a written report within two (2) business days after the emergency repair. The report shall include the date and time of the service call, the repairs performed, and the name of the technician performing the repairs.

4. Work Schedule: The Contractor shall schedule and arrange work to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference is unavoidable, the Contractor shall make every effort to minimize the impact of the interference and its effects. Contracted awarded shall be completed within 6 months of the award date.

4.0 Government Furnished

1. Standards: All work shall meet the standards specified herein and shall be accomplished in conformance with approved and accepted standards of the industry; equipment manufacturers; all applicable activity, local, state, and federal standards; and all applicable building and safety codes. All work shall comply with ASHRAE (American Society of Heating, Refrigerating and Air-Conditioning Engineers, NEC (National Electrical Compliance) in accordance with manufacturer’s recommendations, OSHA and other applicable laws, federal & state regulations, and agency directives and guidance.

a. When the Contractor completes an inspection on a system or piece of equipment, that system or equipment shall be free of missing components or defects which would prevent it from functioning as originally intended and/or designed. Maintenance work shall be carried to completion including operational checks and cleanup of the job site. Except where otherwise noted, replacements shall match existing in dimensions, finish, color, and design.

b. During and at completion of inspection, debris shall not be allowed to spread unnecessarily into adjacent areas nor accumulate in the work area itself. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and/or at the end of each day work is in progress.

2. Equipment under Manufacturer's or Installer's Warranty: Equipment, components, and parts, other than that installed under this contract, shall not be removed, or replaced or deficiencies corrected while still under warranty of the manufacturer or the installer without prior approval of the Contracting Officer or the COR. All defects in material or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the Contracting Officer or the COR so that necessary action may be taken.

3. Access to Buildings:

It shall be the Contractor's responsibility, through the COR, to obtain access to buildings and facilities and arrange for them to be opened and closed.

4. Identification of Contractor Employees:

The Contractor shall provide to the Contracting Officer or the COR the name or names of the responsible supervisory person or persons authorized to act for the Contractor.

Contractor employees shall conduct themselves in a proper, efficient, courteous and businesslike manner.

All contractor/subcontractor employees working under this contract shall be identified by a distinctive name plate, emblem, or patch attached in a prominent place on an outer garment.

Employee identification shall not be substituted for station required passes or badges.

5. Permits:

The Contractor shall, without additional expense to the Government, obtain all appointments, licenses, and permits required for the prosecution of the work. The Contractor shall comply with all applicable federal, state, and local laws. Evidence of such permits and licenses shall be provided to the Contracting Officer or the COR before work commences.

5.0 Travel

Travel is at the discretion of the contractor. Any expenses incurred due to this contract shall be put into the final bid for the contractor. Any additional expenses incurred during this contract shall be the responsibility of the contractor.

6.0 Contractor’s Key Personnel

Contractor will be required to give a list of the personnel working on the job site. Anyone not on the list will be asked to leave. The contractor must contact the COR prior to having any additional personnel on site.

7.0 Security Requirements

Contractor will adnere to all security requirements of the facility that they are approved to do the work. Contractors will only have access to the building with an escort approved by the COR.

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