White_Mountain_Apache_Detention_Center_HVAC_Removal_and_Installation_0002.pdf

SCOPE OF WORK

White Mountain Apache Detention Center HVAC Removal and Installation Solicitation Number: 140A1125Q0057 Facility: White Mountain Apache Detention Center, Whiteriver, AZ 85941 Project Classification: M-1 Physical Plant, Non-Programmatic, Deficiency Condition Date: August 2025

1. WORK ORDER OBJECTIVES

Replace lightning-damaged HVAC units at the White Mountain Apache Detention Center to restore climate control operations, ensure compliance with federal detention facility standards, and provide reliable heating, ventilation, and air conditioning for a 29,490 square foot detention facility serving the White Mountain Apache Tribe.

2. DELIVERABLES

− Complete removal of six (6) damaged rooftop HVAC units − Installation of six (6) new commercial gas/electric packaged rooftop units − Fully operational HVAC system with proper commissioning − Updated electrical connections and safety shutoffs − Comprehensive ductwork replacement and upgrade − Operations and maintenance documentation package − Factory warranty documentation and training materials

3. SCOPE BOUNDARIES

INCLUDED:

− Removal and disposal of existing damaged units − Supply and installation of replacement HVAC equipment − Electrical connections and required shutoff switches − Complete ductwork replacement and upgrades − Refrigerant charging and system startup − Multi-stage thermostat installation − Tribal compliance coordination − Project management and commissioning

EXCLUDED:

− Building structural modifications beyond standard curb mounting − Interior finish repairs unrelated to HVAC work − Landscaping restoration − General building maintenance outside HVAC scope

4. CONSTRAINTS

− Timeline: 90-day completion requirement from Notice to Proceed − Security: All work must comply with detention facility security protocols − Access: Coordination required for facility lockdown procedures during critical work phases − Weather: High-altitude climate considerations for equipment selection and installation − Tribal Compliance: Full adherence to WMAT Tribal Employment Rights Office requirements

5. ASSUMPTIONS

− Existing roof structure adequate for new equipment loads − Electrical service capacity sufficient for new equipment demands − Site access available for crane operations and material staging − Facility operations can accommodate planned shutdowns during installation phases − Required tribal permits obtainable within project timeline

6. QUANTITY SPECIFICATIONS

Equipment Requirements:

− Three (3) 7.5-ton gas/electric packaged rooftop units (90,000 BTU cooling capacity each) − Three (3) 10-ton gas/electric packaged rooftop units (120,000 BTU cooling capacity each) − Total system capacity: 51.5 tons (618,000 BTU combined cooling)

Ductwork Specifications:

− Complete replacement of supply and return trunk lines − Eleven (11) flex duct connections with proper insulation − Proper sizing per Manual D calculations for detention facility requirements

7. TYPE OF MATERIALS AND SYSTEMS

HVAC Equipment:

− Commercial gas/electric packaged rooftop units meeting AHRI standards − Minimum 14 SEER cooling efficiency − 80% AFUE minimum heating efficiency − R-32 refrigerant compatible systems − Stainless steel or coated components for high-altitude climate resistance

Electrical Systems:

− 460V 3-phase electrical connections − Individual unit disconnect switches with lockout capability − Code-compliant electrical runs and conduit systems − Emergency shutoff provisions for detention facility requirements

Ductwork Materials:

− Galvanized steel trunk lines with proper insulation − Flexible ductwork for final connections − Properly sized dampers and air distribution components − High-efficiency filtration systems

8. DETAILED WORK REQUIREMENTS

Phase 1: Pre-Construction Activities Tribal Coordination and Permitting:

− Coordinate with WMAT Tribal Employment Rights Office (TERO) − Obtain all required tribal permits and authorizations − Complete Environmental Protection Office requirements − Establish security protocols with detention center administration − Submit comprehensive Project Work Schedule including Gantt chart

Site Assessment and Planning:

− Conduct detailed electrical load analysis − Verify structural capacity for new equipment − Perform Manual J/N load calculations − Coordinate utility locates and crane access routes − Develop Site Health and Safety Plan (HASP) − Prepare Spill Prevention Plan − Create Quality Assurance Project Plan (QAPP)

Phase 2: Mobilization and Preparation Equipment and Personnel Mobilization:

− Deploy qualified personnel with appropriate security clearances − Mobilize crane equipment with capacity for 3,000+ lb units − Establish secure staging areas for materials and equipment − Implement traffic control measures around crane operations

− Coordinate with local authorities for utility line protection Safety and Security Protocols:

− Conduct security briefing with detention center staff − Establish communication protocols for emergency situations − Implement lockout/tagout procedures for electrical systems − Verify all personnel background checks and tribal compliance

Phase 3: Removal Operations System Shutdown and Isolation:

− Coordinate planned shutdowns with facility operations − Implement proper lockout/tagout procedures − Safely recover refrigerant from existing systems per EPA regulations − Disconnect all electrical, gas, and ductwork connections − Document existing system configurations for reference

Equipment Removal:

− Safely remove damaged units using appropriate lifting equipment − Transport removed equipment to designated disposal area − Remove deteriorated flexible ductwork (minimum 10 connection points) − Assess and document condition of existing roof curbs − Prepare installation areas for new equipment

Phase 4: Installation Activities Infrastructure Preparation:

− Install or modify roof curbs to accommodate new equipment − Upgrade electrical systems as required for new unit specifications − Install new electrical disconnect switches with detention facility security features − Prepare gas line connections for new equipment requirements

Equipment Installation:

− Install new HVAC units with proper mounting and securing − Connect electrical systems with appropriate disconnect and safety features − Connect gas lines with proper shutoff valves and safety devices − Install new supply and return ductwork with proper insulation − Connect flexible ductwork to all required connection points (11 taps minimum)

System Integration:

− Install new multi-stage programmable thermostats − Connect building automation interfaces where applicable − Implement proper zoning and control strategies − Install enhanced filtration systems appropriate for detention facility

Phase 5: Commissioning and Testing System Startup and Testing:

− Charge systems with appropriate refrigerant (R-32 or approved alternative) − Conduct comprehensive system startup procedures − Perform air balancing and flow verification − Test all safety and control systems − Verify proper operation under various load conditions

Performance Verification:

− Conduct temperature and humidity verification testing − Verify proper airflow distribution throughout facility − Test emergency shutdown and safety systems − Document system performance parameters

− Complete manufacturer warranty registration Phase 6: Training and Documentation Operations and Maintenance Training:

− Provide comprehensive training to facility maintenance personnel − Supply complete operations and maintenance manuals − Demonstrate proper maintenance procedures and schedules − Provide emergency troubleshooting guidance − Document warranty procedures and contacts

Project Closeout:

− Submit complete as-built documentation − Provide warranty documentation and registration materials − Complete final inspection with facility management − Submit final project reports and compliance documentation

9. QUALITY STANDARDS AND COMPLIANCE

Code Compliance:

− National Electrical Code (NEC) compliance − International Mechanical Code (IMC) adherence − Local and tribal building code requirements − Federal detention facility standards − EPA refrigerant handling regulations

Quality Assurance Requirements:

− Factory startup and commissioning by certified technicians − Third-party verification of system performance − Documentation of all testing and balancing results − Comprehensive warranty coverage (minimum 5 years parts, 10 years compressor)

10. SPECIAL REQUIREMENTS

Detention Facility Considerations:

− Enhanced security protocols throughout construction − Minimal disruption to facility operations − Emergency backup procedures during system transitions − Coordination with facility security and medical requirements

Environmental Considerations:

− High-altitude performance specifications − Climate-appropriate equipment selection − Energy efficiency optimization − Proper insulation for extreme temperature variations

Tribal Compliance:

− Full TERO compliance including employment preferences − Environmental and cultural sensitivity protocols − Proper waste disposal and site restoration − Community impact minimization

11. PROJECT MANAGEMENT REQUIREMENTS

Communication Protocols:

− Daily coordination meetings with facility management − Weekly progress reports to Bureau of Indian Affairs − Immediate notification of any security or safety concerns − Coordination with tribal authorities for all major milestones

Documentation Requirements:

− Detailed progress photography − Daily work logs and time tracking − Material delivery and installation records − All permit and inspection documentation − Complete as-built drawings and specifications

References:

− August 2025 Commercial HVAC Market Research Data − RS Means Data 2025 Facilities Construction Costs − BIA Division of Facilities Management and Construction SOP (04/18/2025) − Maximo Work Order and BPERM Project Requirements Standards

END OF SCOPE OF WORK