SOW Galveston Mini Splits- Revised_9.10.26.pdf

STATEMENT OF WORK (SOW)

Project Title Galveston HVAC Repair and Maintenance

Project Location National Oceanic and Atmospheric Administration (NOAA) Wet Lab Area 4900 Fort Crockett Boulevard Galveston, Texas 77551

1. Purpose The purpose of this project is to furnish all labor, supervision, materials, equipment, permits, tools, transportation, and incidentals necessary to install five (5) new ductless mini-split HVAC systems in the Wet Lab area at the NOAA facility located at 4900 Fort Crockett Boulevard, Galveston, Texas 77551. The systems are to be placed as follows: four (4) to replace failing systems in the Turtle Hospital and the Wet Lab Area, the fifth is a new installation that will go in the Turtle Barn; this unit will have dual internal heads. The installation shall provide reliable temperature control to support laboratory operations while complying with all applicable federal, state, and local codes.

2. Scope of Work The contractor shall provide a complete turnkey installation including, but not limited to, the following:

● Furnish and install four (4) ductless mini-split heat pump systems of the capacity specified in this document, or as approved by the Galveston Facility Manager.The replacement appliance does not have to be the same brand.

● The systems are to be placed as follows: replace three (3) failing Mitsubishi consisting of two (2) 2/12 ton Split Units and one (1) 2 ton Split Unit (model number PKA-A30KA6) located in the Turtle Hospital.

● One 3 ton split heat pump system that will be integrated into the existing duct work. This will be to replace the failed unit located in the Wet Lab area designated as the “Observers Area”. The model number information on this unit is illegible.

● The final unit will be a 2 ton unit which is a new installation which will go into the Turtle Barns “Aquaculture Area”; this unit will have dual internal one ton heads.

● Install outdoor condensing units onto the same location as the appliances being replaced using similar style wall brackets, mounting pads and roof supports. Only approved mounting pads, wall brackets, or roof supports, contractor will use either Galvanized or stainless steel brackets, mounting support and hardware. Untreated or bare steel material will not be utilized.

● Install refrigerant piping, insulation, condensate drain piping, line-hide covers, and all required fittings.

● Provide and install electrical disconnects, circuit protection, wiring, conduit, and associated electrical components required for complete operation.

● Coordinate electrical connections with existing building electrical service.

● Seal all wall and roof penetrations using weatherproof and waterproof materials.

● Install vibration isolation pads or mounting hardware as recommended by the manufacturer.

● Label all new equipment and electrical disconnects.

● Charge systems with refrigerant as required by the manufacturer.

● Perform system start-up, operational testing, balancing, and commissioning.

● Remove and legally dispose of all construction debris and excess materials.

● Old HVAC appliances shall be turned into NOAA project lead for disposal.

● Restore disturbed surfaces to their original condition.

3. Contractor Responsibilities The contractor shall:

● Perform a pre-installation site visit to verify field conditions and measurements.

● Coordinate all work with the Galveston Facility Manager.

● Maintain continuous communication regarding work schedules and facility access.

● Protect existing laboratory equipment and finishes during construction.

● Provide qualified HVAC and licensed electrical personnel.

● Comply with OSHA safety regulations and NOAA facility safety requirements.

● Maintain a clean and safe work area throughout the project.

4. Materials All equipment and materials shall be new, unused, and free from defects.

Mini-split systems shall include:

● High-efficiency inverter-driven heat pump systems.

● Indoor evaporator units.

● Outdoor condensing units specifically designed for installation in a coastal, salt-air environment.

● All outdoor condensing units shall be factory-applied or field-applied with a manufacturer-approved coastal corrosion protection coating (coastal coating) on the condenser coils, cabinet, and exposed components as applicable. The coating shall be suitable for marine environments and shall not void or reduce the manufacturer's warranty.

● Corrosion-resistant fasteners, mounting hardware, and equipment supports suitable for coastal installations.

● Refrigerant line sets with UV-resistant insulation.

● Condensate drain piping.

● Mounting brackets or equipment pads.

● Electrical disconnects.

● Factory controls and wireless or wall-mounted thermostats.

● Manufacturer-recommended accessories.

Equivalent manufacturers may include Mitsubishi Electric, Daikin, Fujitsu, LG, or another approved equal, provided the equipment is available with a factory or manufacturer-approved coastal protection package suitable for installation within a marine environment.

5. Electrical Requirements The contractor shall:

● Verify existing electrical capacity.

● Install new circuits as required.

● Provide all conduit, conductors, breakers, disconnect switches, and grounding.

● Perform all electrical work in accordance with the National Electrical Code (NEC).

6. Testing and Commissioning Upon completion, the contractor shall:

● Leak-test all refrigerant piping.

● Evacuate systems to manufacturer specifications.

● Verify refrigerant charge.

● Test heating and cooling operation.

● Verify condensate drainage.

● Demonstrate proper operation to NOAA personnel.

● Correct all deficiencies prior to project acceptance.

7. Deliverables Prior to final acceptance, the contractor shall provide:

● Manufacturer warranties / Warranty documentation.

● Equipment manuals.

● Operating and maintenance manuals.

● As-built drawings identifying equipment locations and routing of piping and electrical systems.

● Startup and commissioning reports.

● Recommended preventive maintenance schedule.

8. Warranty The contractor shall provide:

● Minimum one (1) year workmanship warranty from the date of final acceptance.

● Manufacturer warranties for all installed equipment and components.

● Prompt correction of warranty-related installation deficiencies at no additional cost to the

Government.

9. Work Hours Normal work hours shall be coordinated with the NOAA Project Lead. Work outside normal business hours may require prior written approval.

10. Safety and Environmental Requirements The contractor shall:

● Follow OSHA regulations and NOAA safety policies.

● Maintain appropriate personal protective equipment (PPE).

● Prevent release of refrigerants and comply with EPA regulations.

● Properly dispose of all waste materials in accordance with federal, state, and local regulations.

● Maintain safe access for NOAA personnel throughout the project.

11. Acceptance Criteria The project will be considered complete when:

● All five (5) units mini-split systems are fully installed and operational.

● All electrical and mechanical inspections are successfully completed.

● All deficiencies identified during final inspection are corrected.

● Required documentation has been submitted and approved.

● The Galveston Facility Manager will provide final written acceptance.

12. Applicable Codes and Standards All work shall comply with the latest editions of:

● National Electrical Code (NEC)

● International Mechanical Code (IMC)

● International Building Code (IBC)

● EPA refrigerant handling regulations

● OSHA Safety Standards (29 CFR 1910 and 1926)

● Manufacturer installation requirements

● Federal, State of Texas, and local Galveston building codes

● NOAA facility requirements and policies

13. Preventive Maintenance

The contractor shall provide quarterly preventive maintenance (PM) services for all five (5) installed mini-split and split HVAC systems following final acceptance. The PM services may continue after the contract base year, annually, for an additional four option years. Option years are at the government's sole discretion and if exercised, the modification will be done unilaterally.

Preventive maintenance shall include, at a minimum:

● Four (4) quarterly preventive maintenance visits.

● Inspection and cleaning of indoor evaporator coils and outdoor condenser coils.

● Cleaning or replacement of air filters as recommended by the manufacturer.

● Inspection and cleaning of condensate drain pans and drain lines.

● Inspection of refrigerant piping, insulation, and fittings for leaks or damage.

● Verification of refrigerant pressures and operating temperatures.

● Inspection and tightening of electrical connections.

● Inspection of disconnect switches, breakers, and electrical components.

● Verification of thermostat and control operation.

● Inspection of condenser fan motors, blower motors, and associated components.

● Inspection of equipment mounting hardware and vibration isolation components.

● Inspection of coastal corrosion protection coating for deterioration or damage, with touch-up or repair as recommended by the coating manufacturer.

● Verification of proper heating and cooling operation.

● Documentation of equipment condition, maintenance performed, and recommendations for corrective action.

The contractor shall submit a written preventive maintenance report to the Galveston Facility Manager within five (5) business days following each service visit. Reports shall identify all maintenance performed, deficiencies observed, corrective actions taken, and recommendations for repairs not covered under this contract.

Any deficiencies identified during the warranty period that are attributable to defective materials, workmanship, or installation shall be corrected by the contractor at no additional cost to the Government.

The contractor shall coordinate all preventive maintenance visits with the Galveston Facility Manager at least five (5) business days in advance. Maintenance shall be performed during normal business hours unless otherwise approved by the Galveston Facility Manager.

Period of Performance

The base period for this contract shall be from the date of award, for one year. Initial HVAC repairs and replacements identified in the Scope of Work section shall be performed by 12/31/2026.

Preventive maintenance shall be performed quarterly within the base year (from date of install & government acceptance of the initial appliance repairs/replacements and through each successive, exercised option year, if exercised..

Place of Performance

All work for this contract shall be performed at the NOAA, NMFS Southeast Fisheries Science Center, Galveston Lab campus located at: 4900 Fort Crockett BLVD, Galveston, Texas 77551

Site Visit

Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

(End of provision)

A site visit is highly recommended but not required. Vendors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

Site visit is scheduled for Wednesday September 9, 2026 at 8am CST. Prospective site visit attendees need to contact michael.cordova@noaa.gov to confirm attendance prior to arrival.

Meet at NOAA, NMFS Southeast Fisheries Science Center, Galveston Lab campus located at: 4900 Fort Crockett BLVD, Galveston, Texas 77551 . Attendees should arrive at least 10 minutes prior to start time. The site tour will begin promptly at 8am and should be less than 60 minutes. Attendees must park on the street outside the gate. Meet outside of Wetlab Building with on-site POC .

Prospective attendees shall not ask any questions during the site visit, but should capture all questions and email them to the Contracting Officer, Suzanne.Johnston@noaa.gov, by 10am EST 9/10/2026.

Questions received after this time can not be answered. Q&A will be posted as an Amendment to the solicitation. Vendors should monitor SAM.gov for any updates.

http://sam.gov/

Government-Furnished Resources

The government will provide facility access, documentation and information necessary to provide the service identified in this document. No additional resources will be provided.

Deliverable Schedule

All onsite work shall be coordinated with the NOAA project lead.

Security Requirements

Applicable Standards

All work shall comply with the latest editions of:

● National Electrical Code (NEC)

● International Mechanical Code (IMC)

● International Building Code (IBC)

● EPA refrigerant handling regulations

● OSHA Safety Standards (29 CFR 1910 and 1926)

● Manufacturer installation requirements

● Federal, State of Texas, and local Galveston building codes

● NOAA facility requirements and policies

Special Requirements

Deliverable Description Quantity/Media Completion Due Date

1 Initial appliance repairs/replacement n/a 12/31/2026

2 Preventative Maintenance n/a Quarterly

3 Manufacturer Warranties Hard Copy to project lead Within 14 days of install of new appliances

4 Operating and Maintenance Manuals Hard Copy to project lead Within 14 days of install of new appliances

5 As Built Drawings - New Appliances Electronic or Hard Copy to project lead

Within 14 days of install of new appliances

6 Startup and Commissioning Report Electronic to project lead Within 14 days of install of new appliances

7 Workmanship Warranty for Appliance Installation

Electronic or Hard Copy to project lead

Within 14 days of install of new appliances

8 Appliance Maintenance Schedules Electronic or Hard Copy to project lead

Within 14 days of install of new appliances

The contractor shall provide:

a. Minimum one (1) year install workmanship warranty from the date of final acceptance.

b. Manufacturer warranties for all installed equipment and components.

c. Prompt correction of service installation warranty-related deficiencies at no additional cost to the Government.

Confidentiality and Data Privacy

This contract may require that services contractors have access to Privacy Information. Service contractors are responsible for maintaining confidentiality of all subjects and materials and may be required to sign and adhere to a Non-disclosure Agreement (NDA).

Intellectual Property Rights

All deliverables are the property of the U.S. Government. All documents, analyses, files (digital or other), reports, notes and photos are to be used only by Contractor personnel assigned to this purchase order. Documents, files and other data are to be stored exclusively on Government owned equipment and at no point should be saved or archived on personal drives or devices.

Copies are not to be disseminated to anyone outside of the NMFS or to any other contractor personnel without explicit release from the Government.

Inclusion of Clause 52.217-8 (Mandatory for services, do not remove)

Inclusion of FAR clause 52.217-8, Option to Extend Services, is for use by the Government as outlined at FAR 37.111, Extension of Services. If an option is included, it will be exercised as needed at any time during the life of the contract using the rates applicable at the time of exercise. Evaluation of options will not obligate the Government to exercise the option(s).

Required Knowledge and Experience:

● Perform a pre-installation site visit to verify field conditions and measurements.

● Coordinate all work with the Galveston Facility Manager.

● Maintain continuous communication regarding work schedules and facility access.

● Protect existing laboratory equipment and finishes during construction.

● Provide qualified HVAC and licensed electrical personnel.

● Comply with OSHA safety regulations and NOAA facility safety requirements.

● Maintain a clean and safe work area throughout the project.

Evaluation Factors:

The Government will issue an order resulting from this request for quotation to the responsible offeror whose quotation results in the best value to the Government, considering both price and non-price factors. The following factors will be used to evaluate quotations:

Technical Evaluation Factors:

Factor 1--TECHNICAL APPROACH. The quotation will be evaluated on how the offeror intends to organize, staff and manage the contract and the means that will be used to accomplish the contract requirements. The degree to which the quotation demonstrates an understanding of the requirements will be evaluated, as well as the offeror's planned management of consultants and subcontractors, if applicable.

Factor 2--EXPERIENCE. The offeror's background, experience, and qualifications will be assessed to determine the likelihood that that offeror can successfully perform the contract requirements and the degree of the risk of non-performance.

Factor 3--PAST PERFORMANCE. The offeror's past performance on related contracts will be evaluated to determine, as appropriate, successful performance of contract requirements, quality and timeliness of delivery of goods and services, effective management of subcontractors, cost management, level of communication between the contracting parties, proactive management and customer satisfaction.

● Offeror shall provide at least three (3) past performance references. Provide name, address, phone number, and name of the project.

If a quoter has no relevant past performance, the quoter must affirmatively state that it possesses no relevant past performance history. Offerors who fail to either provide past performance information or affirmatively state that they have none, may be considered as non-compliant to the solicitation.

Factor 4 - COST/PRICE. The proposed prices/costs will be evaluated. The cost evaluation will determine whether the proposed costs are realistic, complete, and reasonable in relation to the solicitation requirements. Proposed costs must be entirely compatible with the technical approach.

Project Lead: Michael Cordova; (409) 682-1126; michael.cordova@noaa.gov

Invoice Approver: Ray Howard; (323) 372-1683; ray.howard@noaa.gov

CONTRACTORS INVOICE

INVOICES MUST BE SUBMITTED MONTHLY IN ARREARS

Per NAM 1330-52.232-71 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(FEB 2023)

The Contractor must submit payment requests electronically through the U.S. Department of the Treasury's Invoice Processing Platform System (IPP). The Contractor must use the IPP website to register, access, and submit payment requests. The IPP website address is https://www.ipp.gov.

https://www.ipp.gov

"Payment request" means any request for contract financing payment or invoice payment to the Contractor. To be considered proper, invoices must be prepared in accordance with, and contain all elements specified in, the contract payment clause (e.g., FAR 52.212-4(g), FAR 52.232-25(a)(3), FAR 52.232-26(a)(2), FAR 52.232-27(a)(2)). All invoices are to be submitted in arrears per 31 U.S.C. § 3324. Advance payments are prohibited by 31 U.S.C. § 3324, which provides that, except as provided by a specific appropriation or other law, “a payment under a contract to provide a service or deliver an article for the United States Government may not be more than the value of the service already provided or the article already delivered.” The primary purpose of 31 U.S.C. § 3324 is to protect the Government against the risk of nonperformance (or refusal to refund moneys) by the contractor after receipt of payment. See 22 Comp. Gen. 834, 835 (1946). In its simplest terms, the statute prohibits the Government from paying for goods before they have been received or for services before they have been rendered.

The Contractor must include the following documents as attachments to payment requests submitted through the IPP:None

If the Contractor is unable to comply with the requirement to submit payment requests through the IPP due to a threat to national security; a matter of unusual or compelling urgency; or because the political, financial, or communications infrastructure of a foreign country does not support access to the IPP, the Contractor must request an exception in writing. Contact the Contracting Officer for more information about requesting an exception. (End of Clause)

13. Preventive Maintenance