Attachment 03 IITF HVAC Maint SOW (Updated from Q A) 08 Sept. 21.docx

STATEMENT OF WORK

HVAC Preventive Maintenance (PM) Service International Institute of Tropical Forestry (IITF) IITF Headquarters complex, Rio Piedras, PR And Sabana Field Research Station (SFRS), Luquillo, PR

8 September 2021

A. Purpose:

Obtain Heating, Ventilation and Air Conditioning (HVAC) preventive maintenance services for the International Institute of Tropical Forestry Headquarters Complex located at Botanical Gardens South, 1201 Calle Ceiba, San Juan, Puerto Rico, 00926 and for the Sabana Field Research Station, Road 983, Int.988, Km. 6.5, Luquillo, PR.

The contract will be awarded for a Base Year with four (4) Option Years. The contract will be FixedPrice Contract.

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

B. Background:

The USDA Forest Service is a federal agency. The Forest Service is a land management agency that protects and manages 154 national forests and 20 grasslands in 44 states and Puerto Rico, encompassing 193 million acres of land, in addition to numerous wilderness, recreation, scenic and other areas. The agency’s mission is to sustain the health, diversity, and productivity of the nation’s forests and grasslands to meet the needs of present and future generations.

The International Institute of Tropical Forestry (IITF) is a Research Station within the Research & Development branch under the USDA Forest Service.

HVAC maintenance services includes all units installed throughout the HQs’ complex buildings located in Rio Piedras and all units installed throughout the Sabana Field Research Station located at Luquillo.

Please reference IITF and Sabana Field Station HVAC unit Inventory List.

C. Scope of Work

Preventive maintenance service shall be executed per the Manufacturer’s Operations & Maintenance (O&M) manual for each specific make and model. Four (4) quarterly preventive maintenance service and inspection visits as per Manufacturer’s O&M manual. Eight (8) other monthly preventive maintenance and inspection visits will be conducted as per Manufacturer’s O&M manual during months when quarterly inspections are not performed.

The preventive maintenance shall include changing all filters, adjusting all building thermostats to standard settings, adjusting, and cleaning all vents and ductwork, as needed.

Scope of work associated with vent/ductwork cleaning is only “surface” cleaning (inside the building for what can been readily seem. This does not include “in-depth” cleaning or ductwork above the ceiling that cannot be seen. 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 are eligible to be reimbursed under the reimbursable parts line item but will require COR approval prior to replacement. Reimbursement is based on the actual cost of parts and materials to the Contractor; profit and overhead will not be allowed. Requests must be accompanied by a supplier invoice that would also be uploaded in IPP with the vendor invoice.

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.

Parts not readily available could be scheduled for replacement during the next monthly scheduled visit based on COR approval if determined immediate replacement is not critical.

The scope of this contract does not include service calls for system repairs outside of scheduled PM visits. Parts expected to be replaced would be from recent inoperable equipment status, parts causing degraded performance, or parts showing signs of imminent failure.

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 on the next monthly scheduled visit.

Quarterly reports shall include the unit inventory list updated in the form of an Excel Spreadsheet listing Building, Location, Brand, Evaporator/Condenser Model # & Serial #, Type, Condition, Refrigerant, BTU’s or Cooling Tons.

When invoicing on IPP, Inventory with comments and service sheets with annotations shall be included.

D. Requirements:

1. HVAC systems servicing and maintenance

Provide preventive maintenance service as per manufacturer’s manual for all facility HVAC units. Contractor will provide all, labor, tools, materials, and transportation as necessary to accomplish requested work.

2. Air conditioning mechanical system maintenance tasks are but not limited to:

a) Verification and Industry Standard cleaning of all air conditioning system components, i.e. compressor, condenser, evaporator, exhaust fans and other

b) Verify & clean all drainage lines

c) Check pressure, pressure loss, replace as needed

d) Check for liquid leakage

e) Clear out foreign matter accumulation

f) Check & fix any loose duct hangers, anchors, supports, and other connections

g) Check for corrosion & apply anti-corrosion

h) Check mechanical belts & replace deteriorated ones

i) Check contacts, magnets, and related equipment

j) Check & replace any damage fans, blowers, louvers, other

k) Update and submit Itemized a/c unit report

l) Verify voltage, sensors, board(s), insulation and repair/replace as needed

m) Inside the offices in each Sanyo console, complete cleaning of the air consoles, drains and filter including main drains located in the main HQs’

n) List all other Industry standards or Best Management Practices used by your company for individual brand and type of HVAC unit.

3. Rooftop air conditioning packages variable refrigerant flow (VRF) system. The activities performed during these inspections include the following:

a) Inspecting the overall condition of the equipment and reporting any abnormal conditions to the COR.

b) Inspecting the equipment for any indications of water leakage including water drainage by condenser.

c) Inspecting for any indications of refrigerant leakage.

d) Removing the existing washable air filters, cleaning them per manufacturer’s recommendations.

e) Providing and installing any disposable air filters where required.

f) Using the Manufacturer’s instructions for each Brand of HVAC units listed on our Inventory will be used to inspect the equipment, safety controls and related components to confirm equipment is working properly.

g) Providing condenser coil cleaner and clean condenser coils as recommended by manufacturer, as per Industry and BMP or as needed and determined by the COR.

h) Inspecting and recording the systems operational conditions (including temperatures, pressures, etc.).

4. 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.

E. MANAGEMENT

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, establishing and maintaining records and inventories, 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. 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.

4. Records and Reports: The Contractor shall maintain management, operation, and maintenance records and prepare management, operation, and maintenance reports. All records and copies of reports shall be turned over to the COR within five (5) calendar days after contract completion.

F. GENERAL REQUIREMENTS AND PROCEDURES.

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 to 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.

5. 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.

6. Identification of Contractor Employees:

a. 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.

b. The Contractor shall furnish sufficient personnel to perform all work specified within the contract.

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

d. The Contractor shall remove from the site any individual whose continued employment is deemed by the Contracting Officer or the COR to be contrary to the public interest or inconsistent with the best interests of National Security.

e. No employee or representative of the Contractor will be admitted to the site of work unless he furnishes satisfactory proof that he is a citizen of the United States, or, if an alien, his residence within the United States is legal.

f. 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.

7. Identification of Contractor Vehicles:

The company name shall be displayed on each of the Contractor's vehicles in a manner and size that is clearly visible. All vehicles shall display a valid state license plate and safety inspection sticker, if applicable, and shall be maintained in good repair.

8. 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.

9. Bio-Preferred Products:

The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA), Executive Order (EO) 13423, “Strengthening Federal Environmental, Energy, and Transportation Management," and the Federal Acquisition Regulation to provide biobased products.

The Contractor shall utilize products and material made from biobased materials (e.g., biobased greases, biobased hydraulic fluids, biobased absorbents) to the maximum extent possible without jeopardizing the intended end use' or detracting from the overall quality delivered to the end user.

All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards.

All supplies and materials to be used in the performance of work described herein are subject to the approval of the CO.

It is desirable that vendors be able to supply the greatest number of biobased products listed meeting the health and environmental specifications.

Biobased products that are designated for preferred procurement under USDA's Bio-Preferred program must meet the required minimum biobased content as stated at www.biopreferred.gov

The Contractor shall provide data for their biobased products such as biobased content. ·

In addition to the biobased products designated by the U.S. Department of Agriculture in the Bio-Preferred Program, the Contractor is encouraged to use other biobased products.

The Contractor shall comply with the provision at FAR 52.223-1, Biobased Product Certification.

The Contractor shall comply with the clause at FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts.

A Contractor may propose more than one product within a product category and/or propose a product or products addressing more than one product category.

Deliverables - Biobased Report of Biobased products by ending the performance period of the contract base period and for each option year, if exercised

G. CONTRACTOR FURNISHED ITEMS

The contractor shall provide the equipment, tools, and services to perform the requirements of this contract. The contractor will also provide maintenance material including pleated air filter, fan belts, lubricants, coil cleaner, condensate pan chemical and other miscellaneous materials.

H. GOVERNMENT QUALITY ASSURANCE (QA)

In accordance with the FAR 52.121-4 (a) Inspection/Acceptance, the Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights-

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

The Government reserves the right to choose the inspection methods to be used in implementing its Quality Assurance Program and to vary the inspection methods utilized during the work, without notice to the Contractor.

I. PERIOD OF PERFORMANCE

This contract shall have one (1) base year, with four (4) option years for the dates below.