SOW_HVAC_BPA_Crab_Orchard_UPDATED_0001.pdf

Blanket Purchase Agreement for HVAC 140FS224Q0308 at Headquarters and Visitor Center Buildings Page 1 of 4

Crab Orchard National Wildlife Refuge

Introduction

Crab Orchard National Wildlife Refuge (CONWR) shall establish a five-year blanket purchase agreement for service, maintenance, and repair of heating, ventilation, and air conditioning (HVAC) systems located at the Refuge Headquarters and Visitor Center buildings. The work shall include scheduled maintenance, equipment repairs, and diagnostics. The BPA will cover all heating and cooling systems at the two buildings. CONWR comprises approximately 44,000 acres of habitat in Southern Illinois, including hardwood forest, agricultural land, grazing units, brushland, wetlands, and lakes. The Headquarters building is located at 6987 Headquarters Road, Marion, IL 62959.

Scope

A site visit is required before submitting an offer. This will allow potential contractors to become familiar with the equipment and conditions at the service locations. To schedule a site visit, please reach out to the Technical Point of Contact provided below.

The service plan visits shall be scheduled twice each year, once prior to the start of the heating season and once prior to the start of the cooling season.

The awarded service plan shall include the following on a semi-annual (twice-yearly) basis:

• Remove and clean all washable filters in indoor units;

• Remove and replace all non-washable (replaceable) filters in indoor units (there are 37 indoor units in total, with some having replaceable filters and some having washable filters);

• Check/clean all drains and verify proper operation and lubrication of all 37 indoor units;

• Check refrigerant, capacitor conditions, and verify proper operation of Geothermal Condensing Units (2);

• Check operation of outdoor VRF system (1) and verify proper operation, including any manufacturer recommended regular service;

• Verify proper operation of BC controller (1), including any manufacturer recommended regular service;

• Check operation of energy recovery unit (1) to ensure proper working order, including any manufacturer recommended regular service;

• Check operation of Geothermal pumps (2), loop temperatures, loop pressures, and provide feedback/recommend system operational improvements;

• Check and report glycol levels to prevent freeze ups (to include up to 10 gallons of 25% glycol “top off” service);

• Verify Building Automation System (BAS) system setpoints, assist Refuge staff in changing setpoints, setting schedules, etc., and report/discuss any alarms present to Refuge staff;

Service shall be provided on components of the HVAC system at Crab Orchard National Wildlife Refuge headquarters, including the following:

• Indoor HVAC units:

o Mitsubishi PLFY-P05NFMU-E (12) o Mitsubishi PVFY-P24NAMU-E1 (2) o Mitsubishi PVFY-P30NAMU-E1 (1) o Mitsubishi PKFY-P15NHMU-E2 (1)

140FS224Q0308 at Headquarters and Visitor Center Buildings Page 2 of 4

Crab Orchard National Wildlife Refuge o Mitsubishi PVFY-P18NAMU-E1 (3) o Mitsubishi PEFY-P08NAMU-E3 (2) o Mitsubishi PKFY-P08NHMU-E2 (1) o Mitsubishi PVFY-P12NAMU-E1 (1) o Mitsubishi PEFY-P27NMHU-E2 (2) o Mitsubishi PEFY-P18NMHU-E2 (2) o Mitsubishi PVFY-P36NAMU-E1 (1) o Mitsubishi TPEFYP008MA144A (1) o Mitsubishi TPEFYP008MA143A (2) o Mitsubishi TPVFYP012AM141A (1) o Mitsubishi TPEFYP024MA144A (1) o Mitsubishi TPEFYP027MA143A (2) o Mitsubishi TPEFYP027MA144A (1) o Mitsubishi TPEFYP048OA140A (1)

• Geothermal Condensing Units (2): Mitsubishi Electric City Multi Model PQRY-P144TLMU-A1

• Outdoor Unit VRF Heat Pump System (1): Mitsubishi Model TQRYP2163BL41AN

• BC Controller (1): Mitsubishi Model TCMBM1012JA11N4

• Geothermal Pumps (2): Armstrong Model 4030 Base Mounted Pumps

• Energy Recovery Unit (1): RenewAire Model HE-3XJINH-D35VV-DVF3-L

• Building Automation System (BAS): Carrier Corporation i-Vu Building Automation System

Price Proposal: The offeror shall submit one copy of a completed price proposal which outlines the proposed costs associated with each service and product outlined in the statement of work. A general price list with all services and products offered should be included as well as any fees or surcharges.

Technical Proposal: The offeror shall submit one copy of the technical proposal. The technical proposal should be prepared simply and economically providing straight forward, concise delineation of capabilities to perform satisfactorily the services being sought. The information provided shall be factual and complete. Proposals that merely offer to provide services as described in the Statement of Work will not receive further consideration for award. Please include turnaround time for service if requested, for replacement of malfunctioning or damaged unit, for delivery of new units. Please submit a Maintenance plan with all services, estimate schedule and fees, and replacement pricing.

Acceptance of Proposals: The Government reserves the right to consider as acceptable only those proposals submitted in accordance with all technical requirements set forth or referenced in the solicitation and which demonstrate an understanding of the scope of the services to be provided.

The Contractor shall provide all specified maintenance activities including labor, travel, and supplies.

Special agreed service rates for services beyond this service plan should be specified in the proposal.

Please note that any additional repair or service activities not covered by this service contract will be paid and agreed to on a case-by-case, as-needed basis. Separate estimates must be provided and approved by Contracting Officer and Refuge staff before maintenance or service activity beyond this agreement is initiated.

Orders expected to exceed $2,500 require a purchase order. In this situation, Contractor will provide a written quote and will receive a purchase order prior to beginning work.

140FS224Q0308 at Headquarters and Visitor Center Buildings Page 3 of 4

Crab Orchard National Wildlife Refuge

Materials

All materials needed to complete the maintenance activities as specified are to be provided by the Contractor. A list of any cleaning supplies/chemicals used should be provided to Refuge staff prior to start of the contract and Refuge staff must be notified when any changes occur.

Contractor Responsibilities

General Requirements

a. Contractor is responsible for disposal of waste associated with maintenance in compliance with local laws and regulations.

b. Contractor must obey regulations when on US Fish and Wildlife Service property.

c. Contractor is responsible for employee’s behavior around staff, volunteers, and visitors.

Contractor will be responsible for ensuring that their employees are fully aware of and following safety precautions, including, but not limited to: proper use of Personal Protective Equipment (PPE), proper training on safe methods of maintenance activities, proper training on correct use of equipment, products, and chemicals (including training and provision of Safety Data Sheets (SDS) for all chemicals used).

The Contractor shall provide a point of contact for Refuge staff to communicate with regarding any questions or concerns regarding Contractor’s employee performance.

Hours of Work

The normal operating hours of the Headquarters are 7:30 AM to 4:00 PM, daily (seven days a week), with closures on limited Federal Holidays. Contractor shall communicate with Refuge staff when the maintenance activities provisioned in this contract will be provided. Contractor and their employees will be expected to provide service as outlined above during normal operating hours. In the event of emergency service above and beyond this contract, additional provisions will be offered on a case-by-case basis.

Payment

Orders expected to exceed $2,500 require a purchase order. In this situation, Contractors will provide a written quote and will receive a purchase order prior to beginning work.

Individual orders or calls placed by an ordering official who is not a Contracting Officer must not exceed the micro-purchase threshold of $2,500 for services. Only authorized ordering officials are designated to make calls under the micro-purchase threshold using the government purchase card as the method of payment. All individual orders or calls that exceed the micro-purchase threshold of $2,500 for services will be placed through contracting only and invoices shall be submitted via the Internet Payment Platform at https://www.ipp.gov https://www.ipp.gov/

140FS224Q0308 at Headquarters and Visitor Center Buildings Page 4 of 4

Crab Orchard National Wildlife Refuge

Contractor agrees that all invoices over $2,500 shall be entered via the Department of Treasury Invoice Processing Platform (IPP). Services should be invoiced and submitted within thirty days of completion of services. Copies of all invoices submitted via IPP shall be provided to the Refuge Administrative Officer.

Technical Point of Contact

Due to the complexity of this project, a site visit is mandatory and expected for a realistic and reasonable offer. Site visits can be coordinated with the Technical POC, Kevin Reichert, kevin_reichert@fws.gov, 618-889-6271. Site visits can be scheduled Monday through Thursday from 8 AM to 2:30 PM.