Statement of Work_PRF Air Filter Replacement_v3.pdf

US Department of Agriculture (USDA)

Statement of Work

Contents

Project

General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Security Requirements

9.0 Data Rights ................................................................................................... Error! Bookmark not defined.

10.0 Section 508 – Electronic and Information Technology Standards ............. Error! Bookmark not defined.

Attachment.......................................................................................................... Error! Bookmark not defined.

Project

Whole Facility Air Filter Replacement

General Information

1.0 Scope of Work

Provide a brief statement of the overall project, including goals and objectives.

The U.S. Department of Agriculture’s (USDA) Phoenix Rearing Facility (PRF) would like to procure whole facility air filter replacements for our 69,000 square foot facility. A facility that produces around one million insects per day, seven days per week. Our facility has 106 fan coil units that have pleated pre-filters and pleated return air filters. The pleated filters are MERV 8 rated with multiple sizes throughout. Six of our fan coil units and one air handler also contain HEPA filters. The building also has four walk-in coolers that have ten evaporator units, each also with pleated filters.

2.0 Background

The Phoenix Rearing Facility (PRF) is a 69,000 square foot facility that produces and ships around one million insects per day. Our facility has 106 fan coil units that have pleated pre-filters and pleated return air filters. The pleated filters are MERV 8 rated with multiple sizes throughout. Six of our fan coil units and one air handler also contain HEPA filters. The building also has three walk-in coolers that have ten evaporator units, each also with pleated filters.

To gain better control of bacterial growth and clean and filtered breathing air, we need a service contract to replace all the air filters. Some areas such as the walk-in coolers need to be replaced weekly. The remaining units need to be replaced monthly, and the HEPA filters replaced every six months. The dark rooms and larvae rooms are changed monthly. The other production areas such as the egg layer rooms currently have washable filters which need to be changed to pleated filters. We need to have custom fabricated frames designed and built to our specifications that would be used with the media being used in the moth collection areas and the shipping coolers. We have found using media in these areas makes it easier for our employees to vacuum without the filters getting damaged. We have tested washable media in place of pleated filters and have found it’s a better choice since we vacuum the walk-in cooler evaporator units twice a day.

Contractor Requirements

3.0 Technical Requirements / Tasks

1. Provide all required sizes of filters (see below) throughout the facility.

2. Provide all required reusable media (Merv 8 washable filters) for the walk-in coolers.

3. Remove and dispose of used filters in the dumpsters provided.

4. Measure all openings where custom frames are required.

5. Fabricate removable frames for the media that will be used in the walk-in coolers.

6. Fabricated frames must be in three sections for each evaporator unit. This makes it easier for removal.

7. Contractor shall provide all labor and required parts.

8. It is the responsibility of the contractor to become fully informed as to the nature and extent of the work required and its relation to any other work in the area, including the operation of the facility.

9. Provide Safety Data Sheets for any products that may need to be used in the performance of this contract.

10. Contractor shall be responsible for any damages caused by his/her employees and will repair all damaged systems/equipment immediately at no additional cost to the government.

11. Water and electrical power will be provided at no cost to the contractor. All connections to this water and/or electrical power must be approved by authorized personnel prior to any connections being made.

12. The contractor shall be responsible for placing barricades in appropriate locations to protect the well-being and safety of visitors and staff. These barricades shall be removed by the contractor when the work is completed or at the end of the workday.

13. Contractor will be responsible for keeping the work site clean, neat, and orderly, ensuring that there are no unnecessary cables, hoses, ladders or other equipment left in an inappropriate location that could interfere with daily facility operations.

14. All equipment shall be removed from any work site that is located within a pedestrian area when work is completed or at the end of the workday.

15. Equipment being used in mechanical rooms or on roofs can be left overnight but must be secure and not pose any risk or hazard to facility personnel.

16. At no time will equipment be left unattended, including lunch and breaks.

17. All doorways, hallways and aisles will be kept clear.

18. Contractor is responsible for providing their own PPE if required.

19. Contractor will report to Marvin Draper, or Ramon Lopez daily with progress updates or deficiencies noted.

Required sizes and quantities of MERV 8 pleated filters are as follows:

7.5x52x1: 13

8x26x1: 10

7.5x36x1: 2

14x25x1: 4

8x60x1: 1

20x24x1: 2

18x24x1: 154

16x24x1: 5

24x24x2: 16

16x33x1: 4

20x24x1: 162

14x30x1: 2

20x22x1: 2

12x24x2: 1

14x20x1: 10

14x25x1: 54

HEPA filters – Change Semiannually

24x24x12: 14

12x12x12: 1

Pleated filters Change Semiannually

24x24x2: 19

12x24x2: 1

Pleated filters Change Monthly

354 pleated filster of different sizes that needs to be changed.

4.0 Government Furnished

There will not be any government furnished equipment (GFE).

5.0 Deliverables / Schedule

All written deliverables shall be phrased in layperson language.

• Contractor shall have required supplies already on hand before filter change has to be completed whether it is weekly, biweekly, monthly or semiannual. If there is a delay in supplies, contractor shall report to the customer on ETA of supplies.

• No changes to filter size, material and MERV ratings shall be made without customer approval. No changes to schedule of filter changes shall be made without customer approval.

• The contractor shall keep documentation of dates filters were changed visible on or around the filters.

This will set as proof of filter changes being made as well.

• The contractor will have a monthly meeting on which filters are clean or dirty, safety, materials, and possible interruptions with customer.

Schedule

Please see Attachment

• Monday - Friday from 6 a.m. – 2:30 p.m. (40-hour work week), except for Federal Holidays. All work outside of the mentioned days and hours shall be approved by the Facility Director in writing prior to entering the facility, except for emergency requests.

The following legal holidays are observed by the Animal Health and Plant Inspection Service.

1. New Year's Day (January 1).

2. Birthday of Martin Luther King, Jr. (Third Monday in January).

3. Washington's Birthday (Third Monday in February).

4. Memorial Day (Last Monday in May).

5. Juneteenth National Independence Day (June 19).

6. Independence Day (July 4).

7. Labor Day (First Monday in September).

8. Columbus Day (Second Monday in October).

9. Veterans Day (November 11).

10. Thanksgiving Day (Fourth Thursday in November).

11. Christmas Day (December 25).

6.0 Travel

Travel is not anticipated for performance of the work. Work can be performed at government site.

7.0 Contractor’s Key Personnel

8.0 Security Requirements

All contractors shall have a valid picture identification such as a driver’s license or state-issued ID.